Enter a Concurrent Hire Template Transaction for Interlocation Transfer (Hiring Location)

This guide provides step-by-step instructions to hire an employee transferring from another UC Location. The Hiring Location should perform these steps to create the organizational relationship (Empl Record) using the appropriate Smart HR Template transaction (e.g., UC_CONC_HIRE or UC_CONC_HIRE_AC) in UCPath.

46 steps

Coordinate with the location from which the employee is transferring (i.e., the Termination Location) to ensure that location completes a **Voluntary Termination** Smart HR Template.

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. - **UC_CONC_HIRE** for Staff Concurrent Hire/Inter Location Transfer - **UC_CONC_HIRE** for Academic Concurrent Hire/Inter Location Transfer

From the **Select Template** list of values, select the **UC_CONC_HIRE** (Staff) or **UC_CONC_HIRE_AC** (Academic) option.

In the **Effective Date** field, type or select from the calendar icon the effective date for the transfer. **NOTE:** The effective date should be the same as the effective date of the **Voluntary Termination** template at the Terminating Location to ensure there is no break in service. **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 Page

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

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: - For the Academic Concurrent Hire/Inter Location Transfer (e.g., UC_CONC_HIRE_AC), select **Academic Inter BU Transfer**. - For the Staff Concurrent Hire/Inter Location Transfer (e.g., UC_CONC_HIRE), select one of the following options: - **Transfer-Inter BU, Demotion**: Use for an inter-business unit transfer where there is no break in service and the transfer is a voluntary demotion for the employee. - **Transfer-Inter BU, Lateral:** Use for an inter-business unit transfer where there is no break in service and the transfer is a lateral move for the employee. - **Transfer-Inter BU, Promotion:** Use for an inter-business unit transfer where there is no break in service and the transfer is a promotion for the employee. - **Transfer-Inter BU, Undefined:** Use for inter-campus transfers when there is no way of knowing that it is a promotion, lateral, or demotion. This action reason is also used for academic personnel. For this example the **Transfer-Inter BU, Lateral** option was selected.

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

If necessary, select an alternate option from the **Address Format** list of values.

Enter Transaction Details page with the cursor drawing attention to the Address Format field.

Click the **Continue** button.

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

UCPath displays a message indicating the individual already exists in the system. Verify the displayed employee name and ID correspond with the individual you are hiring into the concurrent job, and click the **OK** button.

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

Review Personal Data

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.

UCPath displays the employee's existing personal data. If a change is required for personal data, it should be submitted using Employee Self-Service or the Personal Data Change Template Transaction.

Enter Transaction Information page with the cursor drawing attention to the Personal Data tab.

Use the **Comments** field to enter information regarding the transaction for UCPath Center WFA Production.

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

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. **NOTE:** The **Save and Submit** button is not available until all required fields are completed on all tabs.

Enter Transaction Information page with the cursor drawing attention to the Save for Later and Cancel buttons

This guide contains the instructions for both Staff and Academic Concurrent Hire templates. Continue on for instructions on Staff appointments. Use the Table of Contents to skip ahead to instructions for Academic appointments, if needed.

Enter Job Data - Staff

Click the **Job Data** tab.

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

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.

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.

IIn 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.

If applicable, enter or select the **Step**. **NOTE:** The Salary Admin Plan and Salary Grade default from Position Data. 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 $17.30 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.

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

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

For Staff employees, the job record is automatically terminated 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 or overpayments.

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 Data - Academic

Click the **Job Data** tab.

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

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**

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.

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

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 or overpayments.

Enter Earnings Distribution

Click the **Earns Dist** tab.

Enter Transaction Information page with the cursor drawing attention to the Earns 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.

Submit Transaction

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 dual employment. Comments must include the employee’s name, Empl ID, and the name of the Terminating Location (e.g., Interlocation transfer from UC Riverside to UC Los Angeles), and state that there is **Voluntary Termination** template that accompanies your transaction. **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. The Initiator Comments field is available on all tabs within this template.

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

The UCPath Center takes the responsibility of retrieving the UFIN301 forms using the information from the template **Initiator Comments** field. After the first payroll cycle is complete, verify the employee’s accruals and service credit have successfully transferred. If not, create a case with the UCPath Center.

Coordinate with the Terminating Location to submit the templates simultaneously.

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.

Selecting a transaction and clicking the **Delete Selected Transactions** button removes the transaction from the approval workflow and the system.

Enter a Concurrent Hire Template Transaction for Interlocation Transfer (Hiring Location)

46 steps

Coordinate with the location from which the employee is transferring (i.e., the Termination Location) to ensure that location completes a **Voluntary Termination** Smart HR Template.

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

From the **Select Template** list of values, select the **UC_CONC_HIRE** (Staff) or **UC_CONC_HIRE_AC** (Academic) option.

Click the **Create Transaction** button.

Enter Transaction Details Page

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

If necessary, select an alternate option from the **Address Format** list of values.

Click the **Continue** button.

Review Personal Data

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**.

UCPath displays the employee's existing personal data. If a change is required for personal data, it should be submitted using Employee Self-Service or the Personal Data Change Template Transaction.

Use the **Comments** field to enter information regarding the transaction for UCPath Center WFA Production.

Enter Job Data - Staff

Click the **Job Data** tab.

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

If applicable, enter or select the **Step**. **NOTE:** The Salary Admin Plan and Salary Grade default from Position Data. 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 $17.30 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.

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

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

Enter Job Data - Academic

Click the **Job Data** tab.

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.

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

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

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

Enter Earnings Distribution

Click the **Earns Dist** tab.

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

Submit Transaction

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

Coordinate with the Terminating Location to submit the templates simultaneously.

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.

Selecting a transaction and clicking the **Delete Selected Transactions** button removes the transaction from the approval workflow and the system.