Forms

Payroll Services offers the following Webforms for transaction requests. Payroll Services must receive transaction requests by the "Campus to Payroll Services to Effect Check" date on the UCM Transactional and Time & Attendance Deadlines, to allow appropriate time to process. Please note that the 'GL Post Confirm' is the date UCPath will send information to campus GL Systems (Oracle).

Note: To enhance transparency to campus units on status of payroll transactions, we are working to deploy a new workflow tool Kissflow. The target date for this workflow tool is coming in 2026. We will be reaching out to the CAO group for input and assistance with testing, so stay tuned! 

The account segment of the chart string is automatically mapped by the financial system and cannot be split or overridden.  Selection of the account segment for academics should be based on the individuals employment classification status or job code.  Please see the online Payroll Local Account Mapping tool to determine the mapping that will appear in the Distribution Of Payroll Expense.

General Forms:

  • Payroll Services Inquiry - Use this webform for general Payroll Services inquiries.

  • Payroll Records Request - Use this webform to request various records from Payroll Services.

  • Employee Work Location Update - Use this webform to update an employee's work location in UCPath.

  • CTO Election Form (PDF) - Used by Non-exempt employees at UC Merced. Non-exempt employees have the option to elect either compensatory time off or monetary payment for any overtime worked. Upon hire and annually in the month of June, employees have the opportunity to modify their election choice for the year. *KM Represented employees can make updates two times during the year June and December. 

  • Damage Payment Request - Use this webform to initiate the request of a Damage Payment on behalf of an employee. See the Damage Payment Process for detailed information, including the Damage Payment Release.

  • Salary Cost Transfer/Benefits Cost Transfer Template (Excel) - Completed template, saved as a PDF and attach to your Salary Cost Transfer/Benefits Cost Transfer webform.

Academic Actions:

  • Academic Payroll Worksheet (Excel) - Use this form to update academic actions not related to funding, additional pay or separation.  Action Type: New Hire, Rehire, Concurrent Hire, Series Change, Promotion, Reappointment, Step/Off Scale Change, FTE Change, Interdepartmental Transfer. 

  • Academic Promotion - This is an internal use form only.  For more information on Academic Promotion, please contact APO.

  • Academic Merit - This is an internal use form only. For more information on Academic Merit, please contact APO. 

  • Academic Separation - Use this webform to submit voluntary or involuntary separation

  • Academic Short Work Break - Use this webform to place an academic employee on a short work break.  SWB cannot exceed 4 months 

  • Academic Salary Cost Transfer (SCT)/Benefits Cost Transfer (BCT) - Use this webform to request a realignment of wages of an academic position that have posted to the labor ledger.

  • Academic Postdoc Anniversary Update - Use this webform to submit the new anniversary date for a postdoc 60 days prior to expiration.  

  • Academic Fund Change - Use this webform to request a prospective change to funding for an academic position.

Staff Actions:

  • Staff Personnel Action Form (PAF) (Excel) - Use this form to provide new hire information, initial funding, and any action as indicated on the form for staff employees.  Use instructions are contained in the "instructions" tab within the workbook. Action Type: New Hire, Rehire, Concurrent Hire, Promotion, Step Increase, Rate/Equity Increase, Reclassification, Job Extension, Update Probation Code/Date. 

  • Staff Reclassification - Use this webform to notify Payroll Services of an approved reclassification. 

  • Staff Separation - Use this webform to notify Payroll Services when an employee will be or has terminated. 

  • Staff Fund Change - Use this webform to report a prospective change in position funding or change of "home" department.

  • Staff Salary Cost Transfer (SCT)/Benefits Cost Transfer (BCT) - Use this webform to report a request for realignment of wages that have posted to the labor ledger.

  • UCPath Reports To Update - Use this webform to request the change of an individual employee's UCPath Reports To (Direct Reports data for staff). Change of the "Direct Report" data for STAFF employees will be forwarded to Human Resources for update in Saba (formerly Halogen). 

Student Employees (non academic) Actions:

Contingent Worker:

Additional Forms (non-web forms)

  • Academic Additional Pay Request (Excel) - Use this form to accompany any additional pay requests such as stipends, one time awards, etc. for Academic Employees.  Stipends are paid under the employee’s current position.  There are no longer separate job codes related only to stipends.

  • Staff Additional Pay Request (Excel) - Use this form for additional pay requests such as stipends, one time awards, etc for Staff Employees. Stipends are paid under the employee’s current position.  There are no longer separate job codes related only to stipends.

TRS Approver Forms

  • Individual TRS Approver/UCPath Reports To Update - Use this webform to request the change of an individual employee's Primary, Secondary or Optional Back Up Approver.  You may additionally use this form to submit a change in the "Direct Report" of an employee. 
    Please note: Change of the "Direct Report" data for STAFF employees will be forwarded to Human Resources for update in Saba (formerly Halogen).

  • Mass TRS Approver Change Request - Use this webform to request the temporary or permanent reassignment of TRS supervisors (primary, secondary, or optional back-up approver) for a group of individuals. "Reports to" updates can only be facilitated via the Individual TRS Approver/Direct Report Update form.

Workforce Onboarding Forms