Enter an Intralocation Transfer Template Transaction

This guide provides step-by-step instructions to process an intralocation transfer. The Incoming Department should perform these steps using the appropriate Smart HR Template transaction (e.g., UC_TRANSFER or UC_TRANSFER_AC) in UCPath.

41 steps

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

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

Workforce Administration page with cursor drawing attention to the HR Tasks tile.

On the left navigation pane, expand the **Smart HR Templates** folder.

Screenshot of the HR Tasks tile with the cursor drawing attention to the Smart HR Templates folder

Select the **Smart HR Transactions** menu option.

Smart HR Transactions Page

Click the Lookup icon to the right of the **Select Template** field.

From the list of values, select the appropriate template: - **UC_TRANSFER** for Intra-Business Unit Transfer - Staff Only - **UC_TRANSFER_AC** for Intra-Business Unit Transfer - Academic Only

Smart HR Transactions page with the cursor drawing attention to the Transfer template hyperlinks

In the **Effective Date** field, type or select from the calendar icon the employee's date of hire. **NOTE:** If the job is associated with a new position, the position and job cannot have the same effective date.

Smart HR Transactions page with the cursor drawing attention to the Effective Date field.

Click the **Create Transaction** button.

Smart HR Transactions page with the cursor drawing attention to the Create Transaction button.

Enter Transaction Details

Enter the employee's **Empl ID.** If needed, click the **Look up** icon to search for the employee.

When the employee's name appears to the right of the **Empl ID** field, confirm the correct employee was selected. UCPath automatically populates the **Employment Record Number** field with the first record number for which you have departmental access.

If the employee has multiple assignments, from the **Employment Record Number** list of values, select the Empl Record the employee is transferring from.

Enter Transaction Details page with the cursor drawing attention to the Employment Record Number field.

The **Effective Date** field is populated based on the date specified on the previous page. It cannot be changed on this page. The **Action** field is populated based on the template selected on the previous page. It cannot be changed on this page.

From the **Reason Code** list of values, select the appropriate option. Refer to the *Job Aid: Template Transactions - Action Reason Codes and Descriptions* for more details on each of the reason codes. For this example, **Lateral Transfer** was selected.

Enter Transaction Details page with the cursor drawing attention to the Reason Code field.

Click the **Continue** button.

Enter Transaction Details page with the cursor drawing attention to the Continue button.

Enter Job Data - Staff

Optionally, click the **Click here to Hide Header Details** link to hide the information selected on the previous pages, including the **Template**, **Effective Date**, **Name**, and **Employee ID**.

Enter Transaction Information page with the cursor drawing attention to the Click here to Hide Header Details link.

Enter the position number the employee is transferring to. **NOTE:** When you click or tab out of the field, several fields automatically populate from the details in Position Data, including Work Location, Job Code, and FLSA Status.

Enter Transaction Information page with the cursor drawing attention to the Position Number field.

From the **Employee Classification** list of values, select the appropriate option.

Enter Transaction Information page with the cursor drawing attention to the Employee Classification field.

In the **Expected Job End Date** field, type or select from the calendar icon the appointment end date.

Enter Transaction Information page with the cursor drawing attention to the Expected Job End Date field.

For Staff employees, the job record automatically terminates on this date if action is not taken to extend the appointment. The *Jobs Approaching End Date* Cognos report is available to help you identify impacted employee records and prevent erroneous terminations. If the termination is correct, no action is needed.

If applicable, enter or select the **Step**. For this example, the Step was not entered.

Enter Transaction Information page with the cursor drawing attention to the Step field.

In the **Comp Rate Code** field, enter or select the appropriate **Comp Rate Code**. **NOTE:** The **Comp Rate Code** and **Compensation Rate** fields default when Step is chosen. For this example, **UCHRLY** (Hourly Rate) was selected.

Enter Transaction Information page with the cursor drawing attention to the Comp Rate Code field.

In the **Compensation Rate** field, enter the employee's pay rate for the selected **Comp Rate Code**. For this example, the compensation rate is $19 per hour.

Enter Transaction Information page with the cursor drawing attention to the Compensation Rate field.

To add another pay component, click the **add** icon on any row, and then repeat the previous 2 steps. For this example, new pay components were not added.

Enter Transaction Information page with the cursor drawing attention to the Add icon in the Pay Components section.

In the **UC Job Data** section, if necessary, update the following fields: - **Probation Code** - Required if: the employee is Professional and Support Staff; and the Employee Class is Career or Partial Year Career. - **Probation End Date** - Required it the Probation Code is any of the options except for Completed or Probation Completed, Other Job. - **Cubicle** - Others, as needed

Enter Transaction Information page with the cursor drawing attention to the UC Job Data section.

The **Compensation Frequency** field automatically populates based on the Job Code. Only adjust the frequency if it is necessary.

Enter Transaction Information page with the cursor drawing attention to the Compensation Frequency field.

Enter job-related **Comments**.

Enter Transaction Information page with the cursor drawing attention to the Comments field.

Enter Job Data - Academic

Enter the employee's position number. **NOTE:** When you click or tab out of the field, several fields automatically populate from the details in Position Data, including Work Location, Job Code, and FLSA Status.

For Academic hires, the **Employee Classification** field automatically populates based on the job code and cannot be changed.

If applicable, enter or select the **Step**. **NOTE:** The Salary Admin Plan and Salary Grade default from Position Data.

In the **Comp Rate Code** field, enter or select the appropriate **Comp Rate Code**. For this example, **UCANNL** (Annual Rate) was automatically populated from the Step selection.

In the **Compensation Rate** field, enter the employee's pay rate for the selected **Comp Rate Code**. For this example, the compensation rate defaults from the Step selection.

To add another pay component, click the **add** icon on any row, and then repeat the previous 2 steps. For this example, new pay components were not added.

Enter Transaction Information page with the cursor drawing attention to the add (+) icon.

If applicable, enter the **Expected Job End Date**.

If applicable, check the **End Job Automatically** checkbox.

Enter Transaction Information page with the cursor drawing attention to the End Job Automatically checkbox.

For Academic employees, the End Job Automatically checkbox must be checked for the job record to terminate without a Termination Template transaction. If the box is not checked, the employee will continue to receive payment until a Termination Template is processed. The *Jobs Approaching End Date* Cognos report is available to help you identify impacted employee records and prevent erroneous terminations and overpayments.

In the **UC Job Data** section, if necessary, update the following fields: - **Academic: Duration of Appt** - Options allow tracking additional information relating to the **Expected Job End Date** field, when entered - **Location Use End Date** and **Location Use Type** - Options allow tracking funding expiration and other location-specific information separate from the **Expected Job End Date** field - **Post Docs Anniversary Date** - Used to help maintain years of experience for Post Docs and is used for merits and equity increases per the collective bargaining agreement (CBA) - All increases are made on the employee’s Anniversary Date. In most cases a new hire will have an Anniversary Date that is 1 year from the date of hire. - **Cubicle**

Enter Transaction Information page with the cursor drawing attention to the UC Job Data fields.

The **Compensation Frequency** field automatically populates based on the Job Code. Only adjust the frequency if it is necessary.

Enter job-related comments.

Enter Earnings Distribution

Click the **Job Earnings Dist** tab.

Enter Transaction Information page with the cursor drawing attention to the Job Earnings Dist tab.

If job earnings distribution is applicable, select the **Earnings Distribution Type**: - By Amount - By Percent

Enter Transaction Information page with the cursor drawing attention to the Earnings Distribution Type field.

If the **Compensation Rate Code** entered on the **Job Data** tab has a mapped **Earnings Code**, UCPath automatically updates the **Job Earnings Distribution** section. If necessary, update the **Compensation Rate** or **Percent of Distribution** for any of the default earnings codes.

If documentation is available, click the **Supporting documents** link to attach a supporting document.

Enter Transaction Information page with the cursor drawing attention to the Supporting documents link.

In the **Initiator Comments** field, enter specific details or explanation regarding the transfer. **NOTE:** Comments entered here appear only with the request; they do not appear on the employee’s record after the transaction is processed to completion.

Enter Transaction Information page with the cursor drawing attention to the Initiator Comments field.

Click the **Save and Submit** button to initiate the UCPath approval process. **NOTE:** The **Save and Submit** button is not available if any required fields are not completed.

Enter Transaction Information page with the cursor drawing attention to the Save and Submit button.

Submit Confirmation Page

Click the **OK** button.

The template transaction is routed for approval in UCPath and appears in the **Transactions in Progress** section until it is processed.

Smart HR Transactions page with the cursor drawing attention to the newly created transaction.

Enter an Intralocation Transfer Template Transaction

41 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 **Smart HR Templates** folder.

Select the **Smart HR Transactions** menu option.

Smart HR Transactions Page

Click the Lookup icon to the right of the **Select Template** field.

From the list of values, select the appropriate template: - **UC_TRANSFER** for Intra-Business Unit Transfer - Staff Only - **UC_TRANSFER_AC** for Intra-Business Unit Transfer - Academic Only

Click the **Create Transaction** button.

Enter Transaction Details

Enter the employee's **Empl ID.** If needed, click the **Look up** icon to search for the employee.

If the employee has multiple assignments, from the **Employment Record Number** list of values, select the Empl Record the employee is transferring from.

Click the **Continue** button.

Enter Job Data - Staff

Optionally, click the **Click here to Hide Header Details** link to hide the information selected on the previous pages, including the **Template**, **Effective Date**, **Name**, and **Employee ID**.

From the **Employee Classification** list of values, select the appropriate option.

In the **Expected Job End Date** field, type or select from the calendar icon the appointment end date.

If applicable, enter or select the **Step**. For this example, the Step was not entered.

In the **Compensation Rate** field, enter the employee's pay rate for the selected **Comp Rate Code**. For this example, the compensation rate is $19 per hour.

To add another pay component, click the **add** icon on any row, and then repeat the previous 2 steps. For this example, new pay components were not added.

The **Compensation Frequency** field automatically populates based on the Job Code. Only adjust the frequency if it is necessary.

Enter job-related **Comments**.

Enter Job Data - Academic

For Academic hires, the **Employee Classification** field automatically populates based on the job code and cannot be changed.

If applicable, enter or select the **Step**. **NOTE:** The Salary Admin Plan and Salary Grade default from Position Data.

In the **Comp Rate Code** field, enter or select the appropriate **Comp Rate Code**. For this example, **UCANNL** (Annual Rate) was automatically populated from the Step selection.

In the **Compensation Rate** field, enter the employee's pay rate for the selected **Comp Rate Code**. For this example, the compensation rate defaults from the Step selection.

To add another pay component, click the **add** icon on any row, and then repeat the previous 2 steps. For this example, new pay components were not added.

If applicable, enter the **Expected Job End Date**.

If applicable, check the **End Job Automatically** checkbox.

The **Compensation Frequency** field automatically populates based on the Job Code. Only adjust the frequency if it is necessary.

Enter job-related comments.

Enter Earnings Distribution

Click the **Job Earnings Dist** tab.

If job earnings distribution is applicable, select the **Earnings Distribution Type**: - By Amount - By Percent

If documentation is available, click the **Supporting documents** link to attach a supporting document.

Click the **Save and Submit** button to initiate the UCPath approval process. **NOTE:** The **Save and Submit** button is not available if any required fields are not completed.

Submit Confirmation Page

Click the **OK** button.

The template transaction is routed for approval in UCPath and appears in the **Transactions in Progress** section until it is processed.