Review Employee Personal Data in UCPath

This guide provides step-by-step instructions to locate and manage detailed employee records within UCPath. Users can follow these instructions to view biographical information, visa details, employment verification, and security clearance data for specific staff members.

42 steps

Some pages discussed in this guide may not be provisioned depending on your role's level of access to an employee's personal data, including their legal name or other personally identifiable information (PII). Refer to this [quick reference guide](https://centralresourceunit.ucla.edu/s/article/Reference-Guide-Name-and-Legal-Name-in-UCPath) for details about Legal Name and Name.

Navigate to UCPath [https://ucpath.universityofcalifornia.edu](https://ucpath.universityofcalifornia.edu/home)

On the **Workforce Administration** homepage, click the **HR Tasks** tile

Cursor hovering over the HR Tasks tile on the Workforce Administration page

On the left navigation pane, expand the **Personal Data Related** folder.

Cursor hovering over the personal data related folder in the navigation bar

Modify a Person Page

Select the **Modify a Person** menu option.

Cursor hovering over the Modify a Person option in the navigation bar

Enter search criteria in one or more search fields. For the most accurate search results, use the **Empl ID** field.

Click the **Search** button.

The **Biographical Details** tab displays the employee's name and other biographical information. The following sections on this tab use effective-dating to keep a history of changes: - Legal Name/Name - Biographical History

Cursor hovering over the biographical details tab

Both Name and Legal Name are listed on this tab. The employee's Name is automatically displayed. Use the **View Legal Name/Name** button to review the employee's Legal Name.

Cursor hovering over the View legal name/name button

The **Biographic Information** section includes the employee's date of birth.

Biographic information section highlighted

The **Gender and Orientation Details** section displays the employee's pronoun and other self- identification details. To view a list of values, click the Information icons to the right of the fields. **NOTE:** The **Sexual Orientation** and **Gender Identity** fields are masked. Only designated administrators at UCPath Center have access to view and edit these fields. Updates to these fields should be administered by the employee using Employee Self-Service.

Cursor hovering over the information icon next to the masked sexual orientation field

The **National ID** section displays the employee's Social Security Number. For most users, only the last 4 digits are visible.

Click the **Contact Information** tab.

Cursor hovering over the contact information tab

Use this tab to view the employee's address, phone number, and email address.

Address, phone number, and email address fields highlighted

If applicable, click the **View All** hyperlink in the section header to view previously-used addresses, phone numbers, or email addresses.

Click the **Regional** tab.

The **Regional** tab displays country-specific personal information, such as ethnic group and military status. - The values in the **Ethnic Group** section are based on U.S. Federal Equal Employment Opportunities ethnic categories. - The values in the **Veteran** section are based on employees chosen Veteran Status.

Ethnic group, history, and veteran status fields highlighted

Click the **UC Personal Data** tab.

Cursor hovering over the UC Personal Data tab

The **UC Personal Data** page displays the employee's disclosure preferences for campus offerings and university mailings.

Emergency Contact Page

Select the **Emergency Contact** menu option under the **Personal Data Related** folder.

Cursor hovering over the emergency contact option under the personal data related folder in the navigation bar

Enter search criteria in one or more search fields. For the most accurate search results, use the **Empl ID** field. Click the **Search** button.

Review the employee's emergency contacts including name, address, and phone number. Click the **View All** hyperlink to display all of the employee's contacts. If necessary, you can enter details on this page.

You can assign the same individual to serve as both the employee’s Emergency Contact and Contact if Detained/Arrested; however, you must enter them separately and explicitly designate them in each role. If the employee is detained or arrested, the UC designee should only notify the individual listed as the Contact if Detained/Arrested contact, and not the Emergency Contact. For all other emergencies or non–detention-related situations, the UC designee should only contact the Emergency Contact(s) listed.

To view and update additional phone numbers, click the **Other Phone Numbers** tab.

Cursor hovering over the Other phone numbers tab

Identification Data Page

Information on this page is view-only. Create a case with UCPath Center if the information needs to be updated.

Select the **Identification Data** menu option under the **Personal Data Related** folder.

Cursor hovering over the Identification data tab under the person data related folder in the navigation bar

Enter search criteria in one or more search fields. For the most accurate search results, use the **Empl ID** field. Click the **Search** button.

The **Citizenship/Passport** tab contains the employee's citizenship status and passport information, if applicable.

Cursor hovering over the citizenship and passport tab

The **Visa/Permit Data** tab contains the employee's visa type, status, issue date, and issuing authority.

Cursor hovering over the Visa and permit data tab

Person Profiles Page

Select the **Person Profiles** menu option under the **Personal Data Related** folder.

Cursor hovering over the Person profiles option under the personal data related folder in the navigation bar

Enter search criteria in one or more search fields. For the most accurate search results, use the **Empl ID** field. Click the **Search** button.

The **Oath / Patent Signature Date** tab displays the date an employee signed their oath and patent acknowledgment documents. This information is mandatory and employees are not granted access to the UC system without updated information. The oath and patent information is copied to this page if the information was entered on the hire template.

Cursor hovering over the Oath and Patent Signature Date tab

The **Qualifications** tab displays information about honors and awards, licenses, and certifications.

Cursor hovering over the Qualifications tab

The **Education** tab displays records of an employee’s degrees, any UC specialty codes they may qualify for and additional UC prior or future service codes. Degree information is copied to this page if the information was entered on the Academic hire template.

Click the **Scroll Tabs Right** icon to view additional tabs.

Cursor hovering over the scroll tabs right icon

The **Multi-Location Appointments** tab identifies employees who have concurrent work assignments at more than one location. The host location is responsible for maintaining this information.

Cursor hovering over the Multi-location appointments tab

The **UC Student Status** tab identifies employees that are also UC students. The information is used to determine if the student employee is exempt from Federal Insurance Contributions Act (FICA) or Social Security and Medicare tax. This page includes: - UC Student Status: populated by Location. - Duration (End Date): populated by Location. - Enrolled Units: populated manually by UCPC Payroll or automatically from I156 file. - Campus of Study: populated with the employee's business unit by default or from I-156 file.

Cursor hovering over the UC Student Status tab

The **Credit Card** tab displays information about the employee's UC-issued credit card, if applicable.

Cursor hovering over the Credit Card tab

The **UC I-9 Information** tab displays the employee's Tracker Profile ID. The Tracker Profile ID is copied to this page if it was entered on the hire template.

Cursor hovering over the UC I-9 Information tab

Security Clearance Page

Create a case with UCPath Center if I-9 clearance needs to be updated.

Select the **Security Clearance** menu option under the **Personal Data Related** folder.

Cursor hovering over the Security Clearance option

Enter search criteria in one or more search fields. For the most accurate search results, use the **Empl ID** field. Click the **Search** button.

Click the **View All** hyperlink to see all security clearances.

UC External System IDs Page

Select the **UC External System IDs** menu option under the **Personal Data Related** folder.

Cursor hovering over the UC External Systems ID page in the navigation bar

Enter search criteria in one or more search fields. For the most accurate search results, use the **Empl ID** field. Click the **Search** button.

Use the search results to view the employee's UCLA UID and UC Net ID.

Search results displaying the employee's UCLA UID and UC Net ID highlighted.

Review Employee Personal Data in UCPath

42 steps

Navigate to UCPath [https://ucpath.universityofcalifornia.edu](https://ucpath.universityofcalifornia.edu/home)

On the **Workforce Administration** homepage, click the **HR Tasks** tile

On the left navigation pane, expand the **Personal Data Related** folder.

Modify a Person Page

Select the **Modify a Person** menu option.

Enter search criteria in one or more search fields. For the most accurate search results, use the **Empl ID** field.

Click the **Search** button.

Both Name and Legal Name are listed on this tab. The employee's Name is automatically displayed. Use the **View Legal Name/Name** button to review the employee's Legal Name.

The **Biographic Information** section includes the employee's date of birth.

The **National ID** section displays the employee's Social Security Number. For most users, only the last 4 digits are visible.

Click the **Contact Information** tab.

Use this tab to view the employee's address, phone number, and email address.

If applicable, click the **View All** hyperlink in the section header to view previously-used addresses, phone numbers, or email addresses.

Click the **Regional** tab.

Click the **UC Personal Data** tab.

The **UC Personal Data** page displays the employee's disclosure preferences for campus offerings and university mailings.

Emergency Contact Page

Select the **Emergency Contact** menu option under the **Personal Data Related** folder.

Enter search criteria in one or more search fields. For the most accurate search results, use the **Empl ID** field. Click the **Search** button.

To view and update additional phone numbers, click the **Other Phone Numbers** tab.

Identification Data Page

Information on this page is view-only. Create a case with UCPath Center if the information needs to be updated.

Select the **Identification Data** menu option under the **Personal Data Related** folder.

Enter search criteria in one or more search fields. For the most accurate search results, use the **Empl ID** field. Click the **Search** button.

The **Citizenship/Passport** tab contains the employee's citizenship status and passport information, if applicable.

The **Visa/Permit Data** tab contains the employee's visa type, status, issue date, and issuing authority.

Person Profiles Page

Select the **Person Profiles** menu option under the **Personal Data Related** folder.

Enter search criteria in one or more search fields. For the most accurate search results, use the **Empl ID** field. Click the **Search** button.

The **Qualifications** tab displays information about honors and awards, licenses, and certifications.

Click the **Scroll Tabs Right** icon to view additional tabs.

The **Multi-Location Appointments** tab identifies employees who have concurrent work assignments at more than one location. The host location is responsible for maintaining this information.

The **Credit Card** tab displays information about the employee's UC-issued credit card, if applicable.

The **UC I-9 Information** tab displays the employee's Tracker Profile ID. The Tracker Profile ID is copied to this page if it was entered on the hire template.

Security Clearance Page

Create a case with UCPath Center if I-9 clearance needs to be updated.

Select the **Security Clearance** menu option under the **Personal Data Related** folder.

Enter search criteria in one or more search fields. For the most accurate search results, use the **Empl ID** field. Click the **Search** button.

Click the **View All** hyperlink to see all security clearances.

UC External System IDs Page

Select the **UC External System IDs** menu option under the **Personal Data Related** folder.

Enter search criteria in one or more search fields. For the most accurate search results, use the **Empl ID** field. Click the **Search** button.

Use the search results to view the employee's UCLA UID and UC Net ID.