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 UCM Transactional and Time & Attendance Deadlines. This allow appropriate for appropriate processing time. 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.

 Reminder: Submit Requests Using the Correct Employee Designation

To help ensure timely processing, please verify that all forms and requests are submitted under the correct employee designation (Academic, Staff, or Student (non-Academic)) before submission.

Requests are routed to different processing teams based on the employee type. Submissions entered under the wrong designation may be returned for correction and resubmission, which can result in processing delays.

Taking a moment to confirm the correct designation before submitting will help ensure your request reaches the appropriate team and workflow the first time.

Thank you for your partnership and attention to detail.

Quick Links
General Forms
Academic Forms
Staff Forms
Student Employee Forms
TRS Supervisor/Approver Forms
Workforce Onboarding Hub Forms

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.

• Compensatory Time Off (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 Form.

Academic 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. This is not a webform.

• Academic End Contingent Worker
  Use this webform to end a contingent worker record

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

• Academic Intake Appointment Request 
  Use this webform to request a new/re-hire intake appointment for academic employees.

• Academic Intake Appointment Request - Remedial Tutor/Reader 
  Use this webform when you have identified a final candidate to hire.

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

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

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

• 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. This is not a webform.

• 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. Must complete Salary Cost Transfer/Benefits Cost Transfer Template (Excel), saved as a PDF and attach to webform. 

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

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

• Contingent Worker Intake (Establish) 
  Use this Contingent Worker Intake Appointment Request webform to request the establishment of a Contingent Worker profile in UCPath.

• Contingent Worker (End) 
  Use this webform to end a contingent worker record

Staff Forms

• 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. This is not a webform.

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

• Staff Intake Appointment Request 
  Use this webform to request a new/re-hire intake appointment for a staff employee.

• 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. This is not a webform.

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

• 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. Must complete Salary Cost Transfer/Benefits Cost Transfer Template (Excel), saved as a PDF and attach to webform. 

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

• Staff 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). Department/school must reach out to Academic Personnel Office (APO) for UCPath Reports To updates for Academic employees.

• Contingent Worker Intake (Establish) 
  Use this Contingent Worker Intake Appointment Request webform to request the establishment of a Contingent Worker profile in UCPath.

• Contingent Worker (End) 
  Use this webform to end a contingent worker record

Student Employees (non academic) Forms

• Student Fund Change
  Use this webform to request a prospective change to funding for a student (non-academic) position

• Student Federal Work Study Contract Submission
  Use this webform to submit a FWS contract to Payroll Services. This form should be submitted if it was not completed during the initial hire process or when update an existing employee's FWS record. 

• Student Intake Appointment Request
  Use this webform to provide notification when a student employee has been hired.

• Student Job Posting Request
  Utilize this form to request Student Employment Services to post a job posting Handshake (campus student jobs for UCM students). Use the Handshake Employer Account form if the request is to establishment of a new "Employer" (or to modify an existing) account in the Handshake platform for On-Campus student employment recruitment.   

• Student Rate Change and/or Job Extension
  Use this webform when one or more of the indicated actions, including a reinstatement is necessary. 

• Student Reclassification
  Use this webform to request the update of classification for a student position (non-academic)

• Student Request Short Work Break
  Use this webform to place a student (non-academic) position on a short work break, not to exceed 4 months. Utilize UCPath Cognos report R-108 to monitor employees on SWB. 

• Student Return from Short Work Break
  Use this webform to request a return from a short work break for a student (non-academic) position.

• Student Salary Cost Transfer (SCT) (non academic) 
  Use this webform to request a re-alignment of student (non-academic) wages that have already posted to the labor ledger. Must complete Salary Cost Transfer/Benefits Cost Transfer Template (Excel), saved as a PDF and attach to webform. 

• Student Separation (non-academic) 
  Use this webform for Separation of a student employee. Not necessary if the student has auto terminated unless realignment of correct separation reason code is requested. 

• Student Verification Of Employment (CALFRESH) 
  Use this webform to submit a CALFRESH verification of employment request. Only valid for Calfresh.

TRS Supervisor/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 Hub Forms

• Academic Intake Appointment Request 
  Use this webform to request a new/re-hire intake appointment for academic employees.

• Academic Intake Appointment Request - Remedial Tutor/Reader 
  Use this webform when you have identified a final candidate to hire.

• Staff Intake Appointment Request 
  Use this webform to request a new/re-hire intake appointment for a staff employee.

• Student Employee Intake Appointment Request 
  Use this webform to request an appointment for a student employee (non-academic). You will be directed to the Student Employment Services website.

• Contingent Worker Intake Appointment Request 
  Use this webform to request the establishment of a Contingent Worker profile in UCPath.