Without Salary (WOS) One-Time Payment

This guide identifies the procedures to submit a one-time payment for an employee who has a Without Salary position.

11 steps

Process Overview

Prior to processing the payment, verify the employee has a WOS position using the [**Person Organizational Summary**](https://scribehow.com/shared/View_Person_Organizational_Summary__DieoRF7DTo-2ejf79WWz9A) page or the [**Workforce Job Summary**](https://spwebserv.ucop.edu/LocationUsers/LOCplayer/index.html?Guid=ed9a14f7-44aa-4519-a942-8c8e21f630ea&bypasstoc=0) page in UCPath.

Refer to the pay group to determine if the employee has a WOS appointment. **NOTE:** Attempting to process a one-time payment while the employee is assigned to a WOS pay group results in an error.

Verify the individual has a Form I-9 in Tracker. **NOTE:** Effective June 2024, Emeriti who receive pay, even as a one-time payment, must complete a new Form I-9 in Tracker.

Perform one of the following two options to process the one-time payment for the employee: - Add a Concurrent Job with "Paying" Pay Group - Create a Case with UCPath Center

Option 1 – Add a Concurrent Job with "Paying" Pay Group

Create a position with an appropriate job code that derives a “paying” pay group.

For guidance on which job code to use, contact the appropriate Central Office (e.g., Academic Personnel Office, Campus Human Resources, Division of Graduate Education, Health Human Resources).

Submit a Concurrent Hire Smart HR template to hire the employee into the position. For step-by-step instructions, refer to the [Initiate Concurrent Hire Template Transaction (Academic)](https://sp.ucop.edu/sites/ucpathhelp/LocationUsers/LOCplayer/index.html?Guid=8615db03-48dd-45b3-9872-50fe6f7bc2bb) UCPath Help Site Topic. - On the **Job Data** tab, leave all compensation fields within the **Pay Components** section blank (not zero) so the job record is created with no compensation.\ **NOTE:** Although the fields in the **Pay Components** section may appear red to indicate they are required, you can submit the template when they are blank. - The **Compensation Frequency** field in the **Payroll Currency** **and Frequency** section is required. Select the appropriate frequency based on the job code (i.e., **M** or **UC_9M**).\ **NOTE:** There are two fields labeled **Compensation Frequency**. The first instance in the **Pay Components** section should be left blank and the second instance in the **Payroll Currency and Frequency** section is required.

After the template has been processed and approved by UCPath Center WFA Production, submit the one-time payment request using the **Self-Service Transaction Links** page in UCPath. For step-by-step instructions, refer to the [Submit One-Time Payment Request](https://sp.ucop.edu/sites/ucpathhelp/LocationUsers/LOCplayer/index.html?Guid=055f6214-20b1-4318-8580-f774f0df762f) UCPath Help Site Topic. **NOTE:** If you do not have access to the **Self Service Transaction Links** page, you can also set up the payment as additional pay using a **PayPath Transaction**. For step-by-step instructions, refer to the [Initiate Additional Pay PayPath Transaction](https://sp.ucop.edu/sites/ucpathhelp/LocationUsers/LOCplayer/index.html?Guid=2834bc0b-4428-4287-91ee-8fc0caf99c5b) UCPath Help Site Topic.

After the payment has been processed by UCPath Center, terminate the job record by completing one of the following actions: - Submit an Involuntary Termination Smart HR template with the **Action Reason Code** set to **Other**. For step-by-step instructions, refer to the [Initiate Involuntary Termination Template Transaction](https://spwebserv.ucop.edu/LocationUsers/LOCplayer/index.html?Guid=e59b4f1d-1b62-4c48-a1dc-39f13f09da98&bypasstoc=0) UCPath Help Site Topic. - Submit a **PayPath Transaction** to add an expected job end date and select the **End Job Automatically** check box.

Option 2 – Create a Case with UCPath Center

When creating the case, ensure the details indicate it: - It is a Job Data/PayPath Request. - It requires UCPath Center WFA Production to temporarily override the employee’s pay group from WOS to a “paying” pay group.

After the UCPath Center has updated the employee’s pay group, submit the one-time payment request using the **Self-Service Transaction Links** page in UCPath. For step-by-step instructions, refer to the [Submit One-Time Payment Request](https://sp.ucop.edu/sites/ucpathhelp/LocationUsers/LOCplayer/index.html?Guid=055f6214-20b1-4318-8580-f774f0df762f) UCPath Help Site Topic.

After the payment has been processed, create another case with UCPath Center to return the pay group back to the original WOS pay group. When creating the case, ensure the details indicate: - It is a Job Data/PayPath Request. - It requires UCPath Center WFA Production to return the employee’s pay group to WOS.