View Position Data in UCPath

This guide provides step-by-step instructions to locate and review detailed position information.

30 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 **Add/Update Position Info**.

Screenshot of the Position Management navigation with the cursor drawing attention to the Add/Update Position info menu option

Find Existing Position

Enter search criteria in one or more search fields.

Screenshot of the Add/Update Position Info page with the cursor drawing attention to the search criteria

To view all positions in your department: - Enter your business unit (i.e., LACMP or LAMED). - Enter your 6-digit department code in the **Department** field.

Screenshot of the Add/Update Position Info page with the cursor drawing attention to the Business Unit and Department Code search criteria

If needed, check the Include History checkbox to view historical, current, and future rows of data.

Screenshot of the Add/Update Position Info page with the cursor drawing attention to the Include History checkbox

Click the **Search** button.

Screenshot of the Add/Update Position Info page with the cursor drawing attention to the Search button

The search results display only the first 300 results. If possible, narrow down your search criteria. In this example, only the first 300 results of a possible 1712 are displayed.

Screenshot of the Add/Update Position Info page with the cursor drawing attention to the search results

Click the header to sort the results. The header displays: - Position Number & Description - Position Status - Business Unit & Department Code - Job Code - Reports To Position Number - Headcount Status & Current Headcount

Screenshot of the Add/Update Position Info page with the cursor drawing attention to the search results headers

Click the **Headcount Status** header to sort positions and view either Filled or Open positions first.

Screenshot of the Add/Update Position Info page with the cursor drawing attention to the Headcount Status result header

Once you have selected a position to review, click anywhere in the record to view its Position Data.

Screenshot of the Add/Update Position Info page with the cursor drawing attention to a position record

Review Position Data

The **Description** tab displays information about the position, including Job Information, Work Location, and Salary Plan. Position Data uses effective-dating, which captures the history of all changes to the position.

Screenshot of the Add/Update Position Info page with the cursor drawing attention to the Description tab

Review the following data in the **Position Information** section: - Position Number - Headcount Status - Current Head Count - Effective Date & Reason for the most recent change - Position Status & Date

Screenshot of the Add/Update Position Info page with the cursor drawing attention to the Position Information section

Review the following data in the **Job Information** section: - **Business Unit** - **Job Code & Title** - **Union Code** **NOTE:** The **Reg/Temp** and **Regular Shift** fields are not used by UC.

Screenshot of the Add/Update Position Info page with the cursor drawing attention to the Job Information section

Review the following data in the **Work Location** section: - **Department Code** - **Location** (i.e., physical location) - **Reports To** Position Number **NOTE:** The **Supervisor Lvl** field is not used by UC. The **Dot-Line** field is used only by UCLA Health to support integration with their timekeeping system.

Screenshot of the Add/Update Position Info page with the cursor drawing attention to the Work Location section

Review the following data in the **Salary Plan Information** section: - **Salary Admin Plan & Grade** - Step is not used on Position, but is assigned when setting up employee Job Data - **Standard Hours within the Work Period** - **FLSA Status** **NOTE:** The daily hours are not used to determine an employee's time or pay.

Screenshot of the Add/Update Position Info page with the cursor drawing attention to the Salary Plan Information section

If the Include History checkbox was not selected on the search page, the **Include History** button can be clicked to view all past, current, and future position versions.

Screenshot of the Add/Update Position Info page with the cursor drawing attention to the Include History button

Click the **View All** hyperlink to view all position versions, if needed.

Screenshot of the Add/Update Position Info page with the cursor drawing attention to the View All hyperlink

Click the **Specific Information** tab.

Screenshot of the Add/Update Position Info page with the cursor drawing attention to the Specific Information tab

The header carries over the position number, headcount status, and current headcount.

Screenshot of the Add/Update Position Info page with the cursor drawing attention to the header

Review the **Max Head Count** in the **Specific Information** section. **NOTE:** Most positions only have a single-headcount. Multi-headcount positions may be used in certain scenarios, such as when incumbents share all position attributes. Multi-headcount positions must be non-represented and non-permanently budgeted.

Screenshot of the Add/Update Position Info page with the cursor drawing attention to the Max Head Count field

The **Budgeted Position** checkbox must be checked for the position to be considered budgeted and represented on reporting (e.g., Staffing Roster). **NOTE:** The **Confidential Position**, **Job Sharing Permitted**, and **Available for Telework** checkboxes are not used by UC.

Screenshot of the Add/Update Position Info page with the cursor drawing attention to the Budgeted Position checkbox

Review the following data in the **Education and Government** section: - **Position Pool ID** - For student positions, this field ties the position to any applicable work study funding - **FTE** - **Adds to FTE Actual Count** - Indicates whether the position counts against the department's FTE maximum, if established **NOTE:** The **Pre-Encumbrance Indicator**, **Encumber Salary Option**, **Calc Group**, and **Academic Rank** fields are not used by UC.

Screenshot of the Add/Update Position Info page with the cursor drawing attention to the Education and Government section

Click the **UC Position Data** tab.

Screenshot of the Add/Update Position Info page with the cursor drawing attention to the UC Position Data tab

Review the following data in the **Employee Relations Code** section: - **HR Worksite ID** - This field drives the majority of UCPath and Tracker I-9 integration. - **Employee Relations Code** - **Representation Code** - **Incentive Award Plan** - **Special Training Code & Security Clearance Codes**

Screenshot of the Add/Update Position Info page with the cursor drawing attention to the Employee Relations Code section

Click the **Budget and Incumbents** tab.

Screenshot of the Add/Update Position Info page with the cursor drawing attention to the Budget and Incumbents tab

Review the following data in the **Current Incumbents** section: - **Empl ID** - **Empl Record** - **Name** - **Effective Date & Reason Code** for most recent Job Data change - **Override Position Data** **NOTE:** The Current Budget section is not used by UC.

Screenshot of the Add/Update Position Info page with the cursor drawing attention to the Current Incumbents section

If needed, click the **Job Data** link to view the current incumbents Job Data.

Screenshot of the Add/Update Position Info page with the cursor drawing attention to the Job Data hyperlink

Click the **Supporting Documents** tab.

Screenshot of the Add/Update Position Info page with the cursor drawing attention to the Supporting Documents tab

The **Supporting Documents** tab stores any attachments associated with the position record. Attachments can be opened and viewed but cannot be deleted. This example does not have any supporting documents.

Screenshot of the Add/Update Position Info page with the cursor drawing attention to the Add Attachment and View Attachment buttons

When your review is complete, you can use the buttons at the bottom of the page to: - **Return to Search** to return to the results list of positions - **Previous in List/Next in List** to remain on the page and move backward or forward through the list without returning to the results list

Screenshot of the Add/Update Position Info page with the cursor drawing attention to the Return to Search, Previous in List, and Next in List buttons