UCPath Instructions for Compensation Actions

1. Navigate to the PayPath Actions Component
   1. UCPath Dashboard > PeopleSoft Homepage > HR Tasks > PayPath/Additional Pay > PayPath Actions
2. Select the Job Data Tab
   1. Enter the Effective Date
   2. Select Action Code: PAY
   3. Select Reason Code: EQU
   4. Enter the new Compensation Rate or Step
3. Save and Submit your Transaction
    

For retroactive actions, no additional processing is necessary in UCPath as the system will automatically calculate the total amount due. Please note that retroactive pay may be delayed by an additional pay cycle.

To ensure your transaction has been processed correctly, follow these steps:

1. Transaction Approval: Confirm that your transaction has been approved.
2. Review Job Data or Workforce Job Summary:
   1. Access the Job Data or Workforce Job Summary component in UCPath.
   2. Review the data to verify that the transaction has been saved and the data points updated correctly.
3. Identifying Data Issues:
   1. Look for any discrepancies or errors in the data.
   2. Ensure all relevant details match your expectations and the intended changes.
   3. Pro Tip: Review the employee's paycheck after the rate change is effective to ensure the new rate is being paid properly and that the system paid any back pay owed (if applicable).
4. Submitting a Case to the UCPath Center:
   1. If you identify any issues, submit a case to the UCPath center.
   2. Complete the Position and Job Data Update form with the necessary corrections:
      1. Navigation: UCPath Dashboard > Forms Library > Access Forms > Human Resources > Position and Job Data Update
   3. Provide a detailed description of the discrepancies and the corrections needed.

By following these steps, you can ensure that the employee’s job data is accurate which will prevent downstream impacts to pay. If you have questions regarding this process please submit a ServiceNow ticket through the HR ServiceNow portal at ucsb.service-now.com/hr and select the HRIS option.

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When processing a Retroactive Equity Increase that has an effective date that is prior to a general increase or merit, two sets of actions will need to be processed. If the retro equity or off-cycle increase does NOT occur prior to a general increase or merit, please follow the regular Equity Increase instructions above.

Action #1

First, process the Equity Increase:

1. Navigate to the PayPath Actions Component
   1. UCPath Dashboard > PeopleSoft Homepage > HR Tasks > PayPath/Additional Pay > PayPath Actions
2. Select the Job Data Tab
   1. Enter the Effective Date
   2. Select Action Code: PAY
   3. Select Reason Code: EQU
   4. Enter the new Compensation Rate or Step
3. Save and Submit your Transaction

Action #2a (for policy covered positions)

After the first action has been approved in UCPath, re-enter the merit/general salary increase percentage based on the new salary:

1. Recalculate the % increase as follows: Equity pay rate = $____/HR or MO  + ___% general increase = $_____/HR or MO. 
   1. For hourly employees, round up to the nearest cent (i.e. $24.562 → $24.57) and then multiply by 2088 for the annual rate. 
   2. For monthly employees, round up to the nearest dollar (i.e. $5,465.21 → $5,466.00) and then multiply by 12 for the annual rate.
2.  Initiate a PayPath transaction to enter the new re-calculated pay rate:
   1. Navigate to the PayPath Actions Component: UCPath Dashboard > PeopleSoft Homepage > HR Tasks > PayPath/Additional Pay > PayPath Actions
3. Select the Job Data Tab
   1. Enter the Effective Date [Date of merit/general increase]
   2. Select Action Code: PAY
   3. Select Reason Code: 
      1. ATB [across-the-board general increase]
      2. MER [merit increase]
   4. Enter the new Compensation Rate
4. Save and Submit your transaction

Action #2b (for represented positions)

After the first action has been approved in UCPath, re-enter the salary increase (and step movement if necessary) based on the updated step structure rates:

1. Initiate a PayPath transaction to enter the new re-calculated pay rate:
   1. Navigate to the PayPath Actions Component: UCPath Dashboard > PeopleSoft Homepage > HR Tasks > PayPath/Additional Pay > PayPath Actions
2. Select the Job Data Tab
   1. Enter the Effective Date [Date of salary increase]
   2. Select Action Code: PAY
   3. Select Reason Code: ATB [across-the-board general increase]
   4. Enter the new Compensation Rate
3. Save and Submit your transaction
   
   
   If a contracted Step Increase action is also required, a separate PayPath action must be submitted: 
    
4. Repeat action #2b step 1 as above 
5. Repeat action #2b step 2 as follows:
   1. Enter the Effective Date [Date of step movement]
   2. Select Action Code: PAY
   3. Select Reason Code:  STI [step increase]
   4. Enter the new Step
   5. Please note: if a general increase and step movement are effective on the same day, the general increase action should be processed before the step movement action.
6. Save and Submit your transaction
    

For retroactive actions, no additional processing is necessary in UCPath as the system will automatically calculate the total amount due. Please note that retroactive pay may be delayed by an additional pay cycle.

To ensure your transaction has been processed correctly, follow these steps:

1. Transaction Approval: Confirm that your transaction has been approved.
2. Review Job Data or Workforce Job Summary:
   1. Access the Job Data or Workforce Job Summary component in UCPath.
   2. Review the data to verify that the transaction has been saved and the data points updated correctly.
3. Identifying Data Issues:
   1. Look for any discrepancies or errors in the data.
   2. Ensure all relevant details match your expectations and the intended changes.
   3. Pro Tip: Review the employee's paycheck after the rate change is effective to ensure the new rate is being paid properly and that the system paid any back pay owed (if applicable).
4. Submitting a Case to the UCPath Center:
   1. If you identify any issues, submit a case to the UCPath center.
   2. Complete the Position and Job Data Update form with the necessary corrections:
      1. Navigation: UCPath Dashboard > Forms Library > Access Forms > Human Resources > Position and Job Data Update
   3. Provide a detailed description of the discrepancies and the corrections needed.

By following these steps, you can ensure that the employee’s job data is accurate which will prevent downstream impacts to pay. If you have questions regarding this process please submit a ServiceNow ticket through the HR ServiceNow portal at ucsb.service-now.com/hr and select the HRIS option.

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1. Navigate to the PayPath Actions Component
   1. UCPath Dashboard > PeopleSoft Homepage > HR Tasks > PayPath/Additional Pay > PayPath Actions
2. On the Position Data tab: 
   1. Enter the Effective Date
   2. Select Action Code: POS 
   3. Select the appropriate Reason Code: JRU (upward reclass); JRL (lateral reclass); or JRD (downward reclass). 
   4. Update the Job Code
   5. Update the Salary Plan and Salary Grade
   6. Enter the Employee Relations Code (ERC)
   7. Select the FLSA status
3. On the Job Data tab:
   1. Add an effective sequence (“+” button)
   2. Enter Action Code: PAY 
   3. Enter the appropriate Reason Code: JRU (upward reclass); JRL (lateral reclass); or JRD (downward reclass). 
   4. Update the pay frequency (Ex: from H to M), the pay components from UCHRLY to UCANNL, and add the new comp rate as an hourly or annual amount.
4. Save and Submit your transaction
    

If the position is vacant, please submit a Position Control Request:

1. Navigate to the Position Control Request Component
   1. UCPath Dashboard > PeopleSoft Homepage > Position Management > Position Control Request
2. Complete the Position Control Request
   1. Enter the Effective Date
   2. Enter the applicable reason code: JRU (upward reclass); JRL (lateral reclass); or JRD (downward reclass). 
   3. Enter the new job code 
   4. Update the Salary Plan and Salary Grade
   5. Enter the Employee Relations Code (ERC)
   6. Select the FLSA status
3. Submit the request to the Position Administrator for approval.
    

For retroactive actions, no additional processing is necessary in UCPath as the system will automatically calculate the total amount due. Please note that retroactive pay may be delayed by an additional pay cycle.

To ensure your transaction processed correctly, follow these steps:

1. Transaction Approval: Confirm that your transaction has been approved.
2. Review Job Data or Workforce Job Summary:
   1. Access the Job Data or Workforce Job Summary component in UCPath.
   2. Review the data to verify that the transaction has been saved and the data points updated correctly.
3. Identifying Data Issues:
   1. Look for any discrepancies or errors in the data.
   2. Ensure all relevant details match your expectations and the intended changes.
   3. Pro Tip: Review the employee's paycheck after the rate change is effective to ensure the new rate is being paid properly and that the system paid any backpay owed (if applicable).
4. Submitting a Case to the UCPath Center:
   1. If you identify any issues, submit a case to the UCPath center.
   2. Complete the Position and Job Data Update form with the necessary corrections.
      1. Navigation: UCPath Dashboard > Forms Library > Access Forms > Human Resources > Position and Job Data Update
   3. Provide a detailed description of the discrepancies and the corrections needed.

By following these steps, you can ensure that the employee’s job data is accurate which will prevent downstream impacts to pay. If you have questions regarding this process please submit a ServiceNow ticket through the HR ServiceNow portal at ucsb.service-now.com/hr and select the HRIS option. 

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Action # 1

First, process the Reclassification:

1. Navigate to the PayPath Actions Component
   1. UCPath Dashboard > PeopleSoft Homepage > HR Tasks > PayPath/Additional Pay > PayPath Actions
2. On the Position Data tab: 
   1. Enter the Effective Date
   2. Select Action Code: POS 
   3. Select Reason Code: JRU (upward reclass)
   4. Update the Job Code
   5. Update the Salary Plan and Salary Grade
   6. Enter the Employee Relations Code (ERC)
   7. Select the FLSA status
3. On the Job Data tab:
   1. Add an effective sequence (“+” button)
   2. Enter Action Code: PAY 
   3. Enter Reason Code: JRU (upward reclass)
   4. Update the pay frequency (Ex: from H to M), the pay components from UCHRLY to UCANNL, and add the new comp rate as an hourly or annual amount.
4. Save and Submit your transaction
    

Action # 2

After the reclass action above has been approved in UCPath, re-enter the ___% merit/general salary increase based on the new reclass salary:

1. Recalculate the __% increase as follows: Reclass pay rate = $____/HR or MO  + ___% general increase = $_____/HR or MO. 
   1. For hourly employees, round up to the nearest cent (i.e. $24.562 → $24.57) and then multiply by 2088 for the annual rate. 
   2. For monthly employees, round up to the nearest dollar (i.e. $5,465.21 → $5,466.00) and then multiply by 12 for the annual rate.
2.  Initiate a PayPath transaction to enter the new re-calculated pay rate:
   1. Navigate to the PayPath Actions Component: UCPath Dashboard > PeopleSoft Homepage > HR Tasks > PayPath/Additional Pay > PayPath Actions
3. Select the Job Data Tab
   1. Enter the Effective Date [Date of merit/general increase]
   2. Select Action Code: PAY
   3. Select Reason Code: ATB [across-the-board]
   4. Enter the new Compensation Rate
4. Save and Submit your transaction
    

For retroactive actions, no additional processing is necessary in UCPath as the system will automatically calculate the total amount due. Please note that retroactive pay may be delayed by an additional pay cycle.

To ensure your transaction processed correctly, follow these steps:

1. Transaction Approval: Confirm that your transaction has been approved.
2. Review Job Data or Workforce Job Summary:
   1. Access the Job Data or Workforce Job Summary component in UCPath.
   2. Review the data to verify that the transaction has been saved and the data points updated correctly.
3. Identifying Data Issues:
   1. Look for any discrepancies or errors in the data.
   2. Ensure all relevant details match your expectations and the intended changes.
   3. Pro Tip: Review the employee's paycheck after the rate change is effective to ensure the new rate is being paid properly and that the system paid any backpay owed (if applicable).
4. Submitting a Case to the UCPath Center:
   1. If you identify any issues, submit a case to the UCPath center.
   2. Complete the Position and Job Data Update form with the necessary corrections.
      1. Navigation: UCPath Dashboard > Forms Library > Access Forms > Human Resources > Position and Job Data Update
   3. Provide a detailed description of the discrepancies and the corrections needed.

By following these steps, you can ensure that the employee’s job data is accurate which will prevent downstream impacts to pay. If you have questions regarding this process please submit a ServiceNow ticket through the HR ServiceNow portal at ucsb.service-now.com/hr and select the HRIS option.

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1. Select the Additional Pay Data Tab
   1. Enter the Earnings Code: SAS
   2. Enter the Effective Date
   3. Enter the End Date
   4. Enter the Pay Period Amount
       

Pay Period Amount = flat prorated stipend amount per pay period. 

Under the “Applies to Pay Periods” section, check all three boxes (first, second, third) for non-exempt positions, or check only the first box for exempt positions to ensure that the stipend is included in all applicable pay periods throughout the duration of the stipend. 

For retroactive actions, no additional processing is necessary in UCPath as the system will automatically calculate the total amount due. Please note that retroactive pay may be delayed by an additional pay cycle.

To ensure your transaction processed correctly, follow these steps:

1. Transaction Approval: Confirm that your transaction has been approved.
2. Review the additional pay tab in UCPath:
   1. Review the transaction data points and the stipend amount/end dates.
3. Review the employee’s Paycheck to ensure the stipend is being paid out properly.

By following these steps, you can ensure that the employee’s job data is accurate which will prevent downstream impacts to pay. If you have questions regarding this process please submit a ServiceNow ticket through the HR ServiceNow portal at ucsb.service-now.com/hr and select the  HRIS option.

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1. Navigate to the PayPath Actions Component
   1. UCPath Dashboard > PeopleSoft Homepage > HR Tasks > PayPath/Additional Pay > PayPath Actions
2. Select the Additional Pay Data Tab
   1. Enter the Earnings Code: SAS
   2. Enter the Effective Date
      1. Please note: the transaction must have an effective date that is after the current Stipend effective date and before the current Stipend end date.
   3. Reason: Not Specified
   4. Select the Override Data Button and enter the new information.
      1. New end date
      2. New rate amount

NOTE: If the Stipend has ended, please enter a new stipend transaction in UCPath as it can no longer be updated once it has ended. The effective date for the new stipend should be the day after the previous stipend’s end date.

Pay Period Amount = flat prorated stipend amount per pay period. 

Under the “Applies to Pay Periods” section, check all three boxes (first, second, third) for non-exempt positions, or check only the first box for exempt positions to ensure that the stipend is included in all applicable pay periods throughout the duration of the stipend. 

For retroactive actions, no additional processing is necessary in UCPath as the system will automatically calculate the total amount due. Please note that retroactive pay may be delayed by an additional pay cycle.

To ensure your transaction processed correctly, follow these steps:

1. Transaction Approval: Confirm that your transaction has been approved.
2. Review the additional pay tab in UCPath:
   1. Review the transaction data points and the stipend amount/end dates.
3. Review the employee’s Paycheck to ensure the stipend is being paid out properly.

By following these steps, you can ensure that the employee’s job data is accurate which will prevent downstream impacts to pay. If you have questions regarding this process please submit a ServiceNow ticket through the HR ServiceNow portal at ucsb.service-now.com/hr and select the HRIS option.

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Retention Lump Sums are processed either as one-time payments or as recurring payments, depending on the terms of the agreement. 

For a one-time payment, process the transaction in UCPath as follows:

1. Navigate to the PayPath Actions Component
   1. UCPath Dashboard > PeopleSoft Homepage > Workforce Administration > HR Tasks > PayPath/Additional Pay > Self Service Additional Pay > Add New Value
2. Select the Additional Pay Data Tab
   1. Enter the Earnings Code: RPY
   2. Enter the Effective Date
      1. Include an end date to prevent subsequent payments
      2. Please note: the transaction must have an effective date that is no earlier than the effective date on the approval memo.

For a recurring payment, process the transaction in UCPath as follows:

1. Navigate to the PayPath Actions Component
   1. UCPath Dashboard > PeopleSoft Homepage > Workforce Administration > HR Tasks > PayPath/Additional Pay > Pay Path Actions
2. Select the Additional Pay Data Tab
   1. Enter the Earnings Code: RPY
   2. Enter the Effective Date
      1. Include an end date to prevent payments from extending beyond the specified time period.
      2. Please note: the transaction must have an effective date that is no earlier than the effective date on the approval memo.

NOTE: When the Retention Lump Sum will be paid out in installments, the department must ensure that the cumulative amount of the installment payments does not exceed the total dollar amount approved.

To ensure your transaction is processed correctly, follow these steps:

1. Transaction Approval: Confirm that your transaction has been approved.
2. Review the additional pay tab in UCPath:
   1. Review the transaction data points and the lump sum amount/end dates.
3. Review the employee’s Paycheck to ensure the payment or payments are being paid out properly.

By following these steps, you can ensure that the employee’s job data is accurate which will prevent downstream impacts to pay. If you have questions regarding this process please submit a ServiceNow ticket through the HR ServiceNow portal at ucsb.service-now.com/hr and select the HRIS option.