 are used to initiate, review, and approve workforce changes. The guides and information below are specific to the hiring process and were created to help you 

understand how to initiate common workforce actions using UCPath templates

Refer to the following instructional guides for more information on how to process Smart HR Template transactions.

This guide provides step-by-step instructions for entering contract pay for an Academic hire. Contract Pay applies to certain Academic employees who are paid a set amount over a defined contract period rather than being paid evenly across the fiscal year. Contract Pay affects how compensation is calculated and distributed and should be used only in specific scenarios.

Request Academic Contract Pay for Hire or Rehire Template

This guide provides step-by-step instructions to enter a concurrent hire (non-dual employment) for both a staff and academic employee. Use this guide to create the organizational relationship (Empl Record) using the Smart HR Template transaction in UCPath.

Enter a Concurrent Hire Template Transaction

Dual Employment in UCPath (HR Tasks Tile)

Resolving FLSA Status Conflict for Concurrent Hire

Using the Rehire Reinstatement Template


This guide provides step-by-step instructions to view all organizational relationships for an Employee or Contingent Worker (CWR) in UCPath. The Person Organizational Summary page displays historical, current, and future-dated employment details across all business units.

View Person Organizational Summary

This guide provides step-by-step instructions to rehire a previous UCLA employee.

Enter a Rehire Template Transaction

This job aid outlines the procedures for using the Rehire Reinstatement (REHIRE_REI) Smart HR Template for employees who have been automatically terminated, as well as discusses the downstream impacts to the employee’s Tracker I-9 record and Security Clearance in UCPath.

Overview of the Rehire Reinstatement Template

 template is specifically for reinstating employees who have been automatically terminated (mistakenly or unknowingly). The effective date entered on the 

 template must be the same as the effective date of the termination.

 page in UCPath to view the termination date.

In the following example, the employee was auto-terminated on 6/12/2020, which was the Expected Job End Date.

Image caption: Screenshot of Personal Organizational Summary highlighting the termination date.

Reinstate an Employee Using the Rehire Reinstatement Template

Tracker I-9 Record & Security Clearance Implications

The employee’s Tracker I-9 Record and I-9 Security Clearance was inactivated upon termination. The Rehire Reinstatement template does not have a field for the Tracker Profile ID, therefore the Tracker I-9 Record must be manually corrected by the Central Resource Unit (CRU) Tracker Administrator and the Security Clearance must be manually corrected by the UCPath Center.

Perform the following to correct the employee’s Tracker I-9 Record and Security Clearance:

 If you do not provide the original dates, the UCPath Center will enter today’s date and it will not match the original I-9 record.

Pages

CFO - CMMI

This guide provides step-by-step instructions to search for people across all business units in UCPath. The Search Person page allows searches with National ID, name, and date of birth. This action should be taken prior to conducting hiring activities.

Search Person in UCPath

This job aid explains the process for resolving a conflicting Fair Labor Standards Act (FLSA) status when hiring an employee into an additional, concurrent position. This job aid briefly explains the Fair Labor Standards Act (FLSA) and how to align FLSA status and pay frequency between an employee’s existing job and their additional concurrent job.

The Fair Labor Standards Act (FLSA) is a federal statute governed by the U.S. Department of Labor that establishes minimum wage and overtime requirements and is applicable to private sector and government employers, including the University of California.

In UCPath, an employee may have only one FLSA status (exempt or non-exempt) and only one pay frequency (monthly or biweekly). If an employee will be hired into a concurrent job that has an FLSA status that conflicts with their existing job record, the records must be aligned to a single FLSA status approved by the appropriate Central Office (e.g., Academic Personnel Office, Campus Human Resources, Graduate Division, Health Human Resources).

For questions regarding exempt and non-exempt status and to seek authorization for FLSA overrides, refer to the list at the bottom of this job aid for Central Office contact information.

Process for Resolving an FLSA Status Conflict

Prior to hiring an employee into a concurrent job in UCPath, perform the following actions.

This guide provides step-by-step instructions to hire a new employee. The Full Hire template is used to create an organizational relationship for the new employee.

Enter Full Hire Template Transaction - Academic

This reference guide outlines the procedures for setting up dual employment in UCPath for Staff employees with two jobs that exceed 100% full time equivalent (FTE). If an employee will be working two jobs whose combined FTE does not exceed 100%, do not use this process and continue with the concurrent hire non-dual employment process.

 The dual employment policy does not apply to academic employees.

For details about the dual employment policy, refer to the 

 website. Direct all policy-related questions to:

Dual employment occurs when total FTE exceeds 100%.

Approval from Campus Human Resources or DGOSM is required before setting up dual employment in UCPath. Follow these steps to complete the approval process:

UCPath Center Workforce Administration (WFA) Production team will deny any transaction submitted without the completed/approved form.

The tasks for setting up dual employment in UCPath vary for nonexempt (hourly/biweekly) and exempt (salaried/monthly) employees. Complete the appropriate tasks for the employee:

Verify Current Employment and Create/Update the Dual Employment Position in UCPath 

Prior to setting up the employee’s dual employment in UCPath, perform the following activities:

Create Dual Employment Empl Record in UCPath

After verifying the FTE and the position details, create the dual employment Empl Record in UCPath.

Enter a Staff Concurrent Hire (Dual Employment) Template Transaction for an Hourly Employee

Set Up Recurring Additional Pay in UCPath for Dual Employment for a Salaried Employee

After the dual employment transaction is approved locally and processed by UCPath Center WFA, additional action is required to set up recurring additional pay for the appointment for a salaried employee. The recurring additional pay can be processed using one of the following two methods.

 The recurring additional pay must be entered on or after the Empl Record effective date and cannot be entered before the effective date.

UCPath Hiring Template Transactions Resource Guide

Step-by-Step Guides

Full Hire (New Hire )- Academic

Full Hire (New Hire) - Staff

Concurrent Hire

Rehire

Rehire Reinstatement

Additional Resources

UCLA Job Aids

UCPath Center Job Aids