Update an Existing Position for Summer Sessions

This guide provides step-by-step instructions to update an existing position in UCPath for Summer Sessions.

26 steps

Use a separate Summer Sessions position, even for instructors with similar titles, because the position’s Salary Admin Plan for the Summer Sessions is **BYA** (by agreement). **NOTE:** The BYA Salary Admin Plan is **not the same** as the previous BYA DOS Code that was used in PPS. **Do not use BYA as an Earn Code to process the Summer Sessions payment(s).** Separate positions are also used because funding for those positions are usually tied to a Summer Sessions full accounting unit (FAU). Positions can and should be reused, whenever possible.

If there are vacant positions from previous Summer Sessions appointments, they can be reused. **NOTE:** Unless your department has a method of organizing previously used positions, the list of positions does not indicate the position is intended for Summer Sessions because the Job Codes (with the exception of 001550) are not specific to Summer Sessions. You may have to review multiple positions before finding one that was previously used for Summer Sessions.

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

On the **Workforce Administration** homepage, click the **Position Management** tile.

Workforce Administration page with cursor drawing attention to the Position Management tile.

On the left navigation pane, select the **Position Control Request** option.

Position Management page with cursor drawing attention to the Position Control Request option in the navigation pane.

Add/Update Position Request Page

In the **Transaction Type** section, select the **Update Vacant Position** radio button.

Position Management page with cursor drawing attention to the Update Vacant Position radio button.

Click the **Next** button.

Position Management page with cursor drawing attention to the Next button.

Position Control Request Page

In the **Effective Date** field, type or select the appropriate date from the calendar icon. **NOTE:** The position effective date should be at least one week before the Summer Sessions start date (i.e., the date of hire) in the event the position requires an update while it is filled.

Find an Existing Value page with cursor drawing attention to the Effective Date field.

If you know the vacant position to be updated, enter the **Position Number** and continue to the next step. If you must find a vacant position to update, enter the following search criteria: - **Position Status:** From the list of values, select **Approved**. - **Business Unit:** Enter **LACMP** or **LAMED**. - **Department:** Enter the 6-digit department code. - **Job Code:** Optionally, enter a specific job code. If the field is left blank, the search results display all vacant positions in the specified department.

Find an Existing Value page with cursor drawing attention to the Position Status, Business Unit, Department, and Job Code fields.

For this example, search criteria were entered in multiple fields to find vacant positions for job code 002310 in department 013000.

Click the **Search** button.

Find an Existing Value page with cursor drawing attention to the Search button.

Click the **Select** button for the position to be updated.

Find an Existing Value page with cursor drawing attention to the Select button.

Unless your department has a method of organizing previously used positions, you may have to select and review multiple positions before finding one that was previously used for Summer Sessions.

In the **Reason** field, type or select **COR** for **Correction SalPlan, Grade, Etc**.

Position Control Request page with cursor drawing attention to the Reason field.

Verify the **Job Code** and **Title** are appropriate for the Summer Sessions teaching position.

Position Control Request page with cursor drawing attention to the Job Code and Job Title fields.

Verify and update, if necessary, the **Location** and **Reports To** fields.

Position Control Request page with cursor drawing attention to the Location and Reports To fields.

In the **Salary Admin Plan** field, select the **BYA** option.

Position Control Request page with cursor drawing attention to the Salary Admin Plan field.

Leave the **Salary Grade** field blank.

Position Control Request page with cursor drawing attention to the Salary Grade field.

From the **FLSA Status** list of values, select the **Exempt** option, if not already selected.

Position Control Request page with cursor drawing attention to the FLSA Status field.

If the employee currently has a non-exempt position, contact the Academic Affairs & Personnel Office (AAPO) to resolve the discrepancy. If you hire the incumbent into the position with a conflicting FLSA status, the Smart HR Template transaction for the hire will be denied by the UCPath Center.

Click the **Specific Information** tab.

Position Control Request page with cursor drawing attention to the Specific Information tab.

Verify the **Max Head Count** is 1.

Position Control Request page with cursor drawing attention to the Max Head Count field.

Multiple headcount positions can be used for Summer Sessions positions for non-represented, non-budgeted positions only. All incumbents must share the same position attributes, although the **Job Data**, such as compensation and date of hire, can be different. The following position attributes must be the same for all incumbents in a multiple headcount position: - Business Unit - Department - Location - Job Code - Union Code (must be 99 – Non-represented) - Employee Relations Code - Special Training Code - Reports To - Personnel Program - FTE - Salary Admin Plan - Salary Grade (N/A for Summer Sessions) - FAU

Verify the **FTE** is **0.000000**. **NOTE:** FTE does not affect payment for Summer Sessions because the payments are made using Additional Pay, not Job Data.

Position Control Request page with cursor drawing attention to the FTE field.

For this example, the **FTE** was updated to **0.000000**.

Verify the **Adds to FTE Actual Count** check box is not selected.

Position Control Request page with cursor drawing attention to the Adds to FTE Actual Count check box.

Click the **UC Position Data** tab.

Position Control Request page with cursor drawing attention to the UC Position Data tab.

In the **HR Worksite ID** field, verify and update, if necessary, the ID. **NOTE:** The **HR Worksite ID** uses the format **4-XXXX**, where the number 4 represents the UCLA location and XXXX is the four-digit department code.

Position Control Request page with cursor drawing attention to the HR Worksite field.

Click the **Supporting Documents** tab.

Position Control Request page with cursor drawing attention to the Supporting Documents tab.

If documentation is available, click the **Add Attachment** button to attach a supporting document.

Position Control Request page with cursor drawing attention to the Add Attachment button.

Click the **Save and Submit** button to initiate the UCPath approval process.

Position Control Request page with the cursor drawing attention to the Save and Submit button.

UCPath displays a warning message because the position has an FTE of 0. **NOTE:** The message may appear twice.

Click the **OK** button.

Warning message with the cursor drawing attention to the OK button.

The Position Control Request is routed for approval in UCPath and the routing details appear at the bottom of the page.

Position Control Request page with the cursor drawing attention to the approval routing details section.

Positions are maintained locally. After the Approver reviews and approves the transaction, the position number is available for use in UCPath.