Payroll Forms

Academic Actions:

• Academic Payroll Worksheet (non-web form) - Use this form to update academic actions not related to funding, additional pay or separation.  
• Academic Promotion - This is an internal use form only.  For 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 form to place an academic employee on a short work break.  SWB cannot exceed 4 months 
• Academic Salary Cost Transfer (SCT)/Benefits Cost Transfer (BCT) - Utilize to request a re-alignment of wages that have already been posted to the labor ledger for an academic position.
• Academic Postdoc Anniversary Update - Use this form to submit the new anniversary date for a postdoc 60 days prior to expiration.  
• Academic Fund Change - Utilize to request a prospective change to funding for an academic position.

Staff Actions:

• Staff Personnel Action Form (PAF) (non-web form) - 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. 
• Staff Reclassification - Webform utilized to notify Payroll Services of an approved reclassification. 
• Staff Separation - Webform utilized to notify Payroll Services when an employee will be or has terminated. 
• Staff Fund Change - Webform utilized to report a prospective change in position funding or change of "home" department.
• Staff Salary Cost Transfer (SCT)/Benefits Cost Transfer (BCT) - Webform utilized to report a request for realignment of wages that have already posted.
• UCPath Reports To Update: Use this form 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:

• Student Intake Request - Utilized to provide notification when a student employee has been hired.
• Student Rate Change and/or Job Extension - Utilized when one or more of the indicated actions, including a reinstatement is necessary. 
• Student Separation (non-academic) - Separation of a student employee.  Not necessary if the student has auto terminated unless realignment of correct separation reason code is requested. 
• Student Fund Change - Utilize to request a prospective change to funding for a student (non-academic) position
• Student Salary Cost Transfer (non academic) - Utilize to request a re-alignment of wages that have already posted to the labor ledger for a student (non-academic) position
• Student Reclassification -  Utilize to request the update of classification for a student position (non-academic)
• Student Request Short Work Break - Utilize 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 - Utilize this form to request a return from a short work break for a student (non-academic) position.
• Student Federal Work Study Contract Submission - Use this form to submit a FWS contract to Payroll Services if it was not completed during the intial hire process or when update an exsisting employee's FWS record. 

Contingent Worker

• Establish Contingent Worker - Utilize this form to request the establsihment of a contingent worker record in UCPath 
• End Contingent Worker - Utilizet this form to end a contingent worker record

Additional Forms (non-web forms)

• Academic Additional Pay Request *Updated 01/30/2025- 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 *Updated 02/04/2025 Use this form to accompany any 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/Reports To Update: Use this form 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 form to request the temporary or permanent reassignment of a 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

• Student Employee Intake Appointment Request: This form is to request an appointment for a student employee (non-academic). You will be directed to the Student Employment Services website.
• Staff Intake Appointment Request: Use this form to request a new/re-hire intake appointment for a staff employee.
• Academic Intake Appointment Request: Use this form to request a new/re-hire intake appointment for academic employees.
• Remedial Tutor/Reader Intake: Use this form when you have identified a final candidate to hire.
• Contingent Worker Intake Appointment Request: Use this form to request the establishment of a Contingent Worker profile in UCPath.