Create a New Position Using Position Control Request

This guide provides step-by-step instructions for initiating and managing a new position control request within UCPath.

42 steps

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

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

Screenshot of the Workforce Administration homepage with the cursor drawing attention to the Position Management tile

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

Screenshot of the Position Management navigation with the cursor drawing attention to the Position Control Request menu option

Add/Update Position Request

Select the **Add New Position** option.

Screenshot of the Position Control Request page with the cursor drawing attention to the Add New Value button

Click the **Next** button.

Screenshot of the Position Control Request page with the cursor drawing attention to the Next button

Enter Position Description

Enter the date on which the position becomes effective or select the appropriate date from the calendar. **NOTE:** The **Effective Date** field defaults to the current date.

Screenshot of the Position Control Request page with the cursor drawing attention to the Effective Date field

Accept the default **Active** status.

Screenshot of the Position Control Request page with the cursor drawing attention to the Status drop-down menu

Accept the default **NEW** Reason code.

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

Choose the appropriate option from the **Position Status** drop-down menu. In most scenarios for creating a new position, accept the default **Approved** option. - **Approved** indicates the position is approved for use - **Frozen** indicates an inactive position that can be reinstated when needed - **Proposed** indicates the position is not yet approved for use

Screenshot of the Position Control Request page with the cursor drawing attention to the Position Status drop-down menu

If necessary, update the status date to reflect the day the status takes effect. **NOTE:** The Status Date defaults to the current date.

Screenshot of the Position Control Request page with the cursor drawing attention to the Status Date field

Leave the **Key Position** box unchecked. This field is not used by UC.

Screenshot of the Position Control Request page with the cursor drawing attention to the Key Position checkbox

Enter or select the 6-digit **Job Code** and press the **Tab** key. **NOTE:** UCPath places 2 leading zeros in front of the 4-digit code.

Screenshot of the Position Control Request page with the cursor drawing attention to the Job Code field

The Business Unit defaults to the one assigned to you. If the Job Code selected is not extended to your Business Unit, an error message appears.

The **Title**, **Short Title**, and **Union Code** fields default from the entered Job Code. **NOTE:** The Reg/Temp and Shift fields are not used by UC.

Screenshot of the Position Control Request page with the cursor drawing attention to the Title, Short Title, and Union Code fields

Select the appropriate option from the **Full/Part Time** drop-down menu. In this example, the **Fixed** option is selected.

Screenshot of the Position Control Request page with the cursor drawing attention to the Full/Part Time drop-down menu

Enter the 6-digit **Department Code** and press the **Tab** key. **NOTE:** UCPath places 2 zeros at the end of the 4-digit code.

Screenshot of the Position Control Request page with the cursor drawing attention to the Department field

The **Location** field automatically populates based on the selected department. If necessary, the location can be changed. **NOTE:** The **Company** field defaults to **UCS - University of California**.

Screenshot of the Position Control Request page with the cursor drawing attention to the Location field

Enter the direct reporting manager or supervisor's position number in the **Reports To** field. **NOTE:** UCPath establishes organizational hierarchy at the position level, not the person or job level.

Screenshot of the Position Control Request page with the cursor drawing attention to the Reports To field

For UCLA Campus users, leave the **Dot-Line** field blank. **NOTE:** The Dot-Line field is only used by UCLA Health for integration with their timekeeping system.

Screenshot of the Position Control Request page with the cursor drawing attention to the Dot-Line field

Enter or select the appropriate **Salary Admin Plan**.

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

The available **Salary Admin Plan** values are dependent on the Job Code. Not all Job Codes have an associated salary plan. Some Academic positions may use the By Agreement (BYA) Salary Plan.

Screenshot of the Position Control Request page with the cursor drawing attention to the Salary Admin Plan lookup menu

Enter or select the appropriate **Salary Grade**.

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

The available **Salary Grade** values are dependent on the Salary Admin Plan and Job Code. Not all Job Codes have an associated salary grade. Some Academic positions may use the By Agreement (BYA) Salary Grade.

Screenshot of the Position Control Request page with the cursor drawing attention to the Look Up Salary Grade menu

The **Step** field is not editable on the position. Step is assigned when establishing the job record for the employee.

Screenshot of the Position Control Request page with the cursor drawing attention to the Step field

Verify the **FLSA Status** has populated appropriately based on the Job Code. FLSA options include: - Exempt - Nonexempt - Nonexempt Alt Overtime - No FLSA Required

Screenshot of the Position Control Request page with the cursor drawing attention to the FLSA Status drop-down menu

The **Nonexempt Al Overtime** option is used to track eligibility for an alternative overtime calculation when working in states that do not use the federal overtime guidelines.

The **Work Period** field defaults to the standard work period assigned to the Job Code. The **Standard Hours** will display when the FTE is entered on the following tab. The daily hours are not used to determine an employee's time or pay.

Screenshot of the Position Control Request page with the cursor drawing attention to the Standard Hours and Work Period fields

The **Bargaining Unit** field is not used by UC.

Screenshot of the Position Control Request page with the cursor drawing attention to the Bargaining Unit field

Enter Specific Information

Click the **Specific Information** tab.

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

If creating a multi-headcount position, update the **Max Head Count** field. **NOTE:** Incuments in a multi-headcount position must share all position attributes and must be non-represented and non-permanently budgeted.

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

Enter the position full-time equivalency (**FTE)**.

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

To add the position to the department's headcount, check the **Adds to FTE Actual Count** checkbox.

Screenshot of the Position Control Request page with the cursor drawing attention to the Adds to Actual FTE checkbox

If the position is budgeted, check the **Budgeted Position** checkbox.

Screenshot of the Position Control Request page with the cursor drawing attention to the Budgeted Position checkbox

If the position is associated with student work study, select the appropriate Position Pool ID.

Screenshot of the Position Control Request page with the cursor drawing attention to the Position Pool ID field

The Position Pool ID must match the student's awarded work study type in order for the position funding split to occur appropriately.

Screenshot of the Position Control Request page with the cursor drawing attention to the Look Up Position Pool ID menu

Enter UC Position Data

Click the **UC Position Data** tab.

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

Enter "**4-XXXX**" in the **HR Worksite** field, where XXXX is the position's 4-digit department code. In this example, the HR Worksite is 4-5200.

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

Select the appropriate **Employee Relations Code** from the drop-down menu. **NOTE:** The **Stud Academic Title, HEERA** option should only be selected if the Job Code is assigned to the BX union code. In this example, **All Others, Not Confidential** was selected.

Screenshot of the Position Control Request page with the cursor drawing attention to the Employee Relations Code drop-down menu

Refer to the *Employee Relations Code Chart* in the [resource guide](https://scribehow.com/page/UCPath_Position_Management_Resource_Guide__Hss44Ek1TJu3gxAphuYA8w) for additional information. Direct questions related to code selection to the appropriate UCLA Central Office (e.g., AAPO, CHR, HHR).

If applicable, enter or select the plan level for which the position is eligible.

Screenshot of the Position Control Request page with the cursor drawing attention to the Incentive Award Plan field

If applicable, enter or select training codes that are associated with the position. Upon hire, the incumbent will automatically be assigned specific training courses in the LMS that are tied to the entered training code(s).

Screenshot of the Position Control Request page with the cursor drawing attention to the Special Training Code field

If applicable, enter or select specific security clearance codes that are associated with the position.

Screenshot of the Position Control Request page with the cursor drawing attention to the Security Clearance field

Submit Transaction

Click the **Supporting Documents** tab.

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

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

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

If needed: - Click the **Save for Later** button to return to the transaction later. This will save your data entry and generate a Transaction ID. - Click the **Cancel** button to cancel the transaction.

Screenshot of the Position Control Request page with the cursor drawing attention to the Save for Late and Cancel buttons

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

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

Retain the **Transaction ID** for your records. **NOTE:** The position number is not assigned until the transaction completes local approval.

Screenshot of the Position Control Request page with the cursor drawing attention to the Transaction ID

The approval workflow appears at the bottom of the transaction.

Screenshot of the Position Control Request page with the cursor drawing attention to the approval workflow section

Create a New Position Using Position Control Request

This guide provides step-by-step instructions for initiating and managing a new position control request within UCPath.

42 steps