General Job Aids |
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Payroll Roles and Responsibilities Matrix This document is a matrix that outlines, by Payroll areas, key roles and responsibility by group (Employee, Unit and Payroll Services). While these have been the working practices of the campus, we have documented for reference to enhance transparency regarding shared processes. |
Submitting a Chart of Accounts Change Request (Departmental Change Request) The purpose of this document is to provide instructions on what to do to request departmental changes to the Chart Account Organizational Hierarchy to Update a Chart of Account Segment, or Move, Add, Rename, Reactivate, Inactivate a Department. Information is fed from Oracle into UCPATH. This Job Aid outlines the request process. |
UCPath Job Aids |
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UCPath GL Administration - Cost Transfer Inquiry (SCT/Direct Retro) Use this Step-by-Step guide to navigate to the Cost Transfer Inquiry screen and review Salary Cost Transfers (SCT) and/or review DR Transactions (Direct Retro) in UCPath. Also, includes helpful resources to promote understanding of information displayed on UCPATH pages. UCPath GL Administratrion - Benefit Cost Transfer Inquiry Use this Step-by-Step guide to navigate to Inquiry Benefit Cost Transfer (BCT) page in UCPath. Note: There is a known defect with CMPFEE, a change request was submitted to UCPath and is currently on the roadmap to be addressed in Phase 2 of the Salary Cost Transfer (SCT) project scheduled for September 2025.
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Completing and Submitting an SCT/BCT Request Use this job aid to understand the background of Salary Cost Transfer and Benefits Cost in UCPATH. Details on how to gather required field from Distribution of Payroll Expense (DOPE) and translate to Payroll Form is described in detail. 09/09/2024 UPDATE from Controller Office: SCT/Direct Retro for Prior Fiscal Years Requests for Payroll Expense Transfers (Direct Retro/Salary Cost Transfer/Benefit Cost Transfer) for Prior Fiscal Years (closed fiscal years) now require approval from the Controller Unit. This can be obtained through the ServiceNow Ticket for General Accounting: Accounting Guidance, select Information and Guidance from the drop down menu. Once you have obtained this approval, you can attach to the payroll form as an attachment to the request. |
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UCPath GL Administration - Funding Entry Inquiry Use this Step-by-Step guide to view Position level funding information using the read only Funding Entry Inquiry page in UCPath. Also, includes helpful resources to understanding funding in UCPATH.. UCPATH Center has a 20 min high level overview in UC Learning Center (Loing requires UC Merced NetID). |
Fund Change & Direct Retro - Payroll Training This deck contains the content shared during the June 13/14, 2019 learning session(s) **Updated 2.10.20 to reflect Payroll Services name change**. References to the DOPE report review are valid. However, submission of both funding and direct retro requests are now facilitated via the webform links provided above.
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UCPath Cognos DOPE Report R-268 Use this Step-by-Step guide to navigate to Distribution of Payroll Expense (DOPE) Report in UCPath COGNOS. Also, includes helpful resources to promote understanding of Search Report Parameters and provides definitions of column headers to promote clarity of data available in report. 06/01/2025 UPDATE - Historical Data (dating back to January 2018) is available by contacting the Assistant Controller, Kelli Maxey (kmaxey@ucmerced.edu) UC Merced has received temporary permission giving us the ability to query data going back to January 2018 on the UCPath Cognos DOPE Report. This permission will expire early 2025. Please be aware that data sets will be very slow to run. It’s recommended that information pulls are limited to a 12-month period at a time |
UCPath COGNOS Reports (Navigation) Use this Job Aid to learn how to navigate to UCPath Cognos Reports 10/08/2024 UPDATE - Historical Data (Going back to January 2018) is now available in the UCPath Cognos DOPE Report. UC Merced has received temporary permission giving us the ability to query data going back to January 2018 on the UCPath Cognos DOPE Report. This permission will expire early 2025. Please be aware that data sets will be very slow to run. It’s recommended that information pulls are limited to a 12-month period at a time
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UCPath Earnings Code Configuration (UCPC) The UCPath system utilizes Earn Codes to categorize payroll expenditures. The primary purpose of this Job Aid is to provide a complete list of all Earn Codes available in the UCPath environment, the description of the code, and whether the code can be used with salaried or hourly pay. Additionally, this listing provides information by Earn Code to determine other benefit costs/assessments: Composite Benefit Rate (CBR), Leave Accrual, General and Employee Liability (GAEL), and the UCRP Supplemental Interest. |
Use this UCPATH Glossary to understand commonly used UCPATH terms List of UCPath Courses available on the UC Learning Center/LMS.UCPATH Center offers some UCLC LMS E-courses to support campus based users.These are high level basic courses to provide basics in navigation and enhance overall understanding of the UCPATH System
TO LOG IN: Go to UC Learning Center/LMS (UC Merced NetID required) TO FIND A COURSE: From the home page, select "Find a Course".- Search UCPATH |
Chart of Accounts Job Aids |
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UCPath-UCM Chart Of Accounts (CoA) Use this job aid to understand the labels UCPATH Systems and UCPATH reports use and how that translates to our local Chart of Account Segments. |
Use this Job Aid to understand how the Account Segment in the chart string is defaulted through configuration for UCPATH Salary and Wages |
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UCM Local Master Chart of Accounts (Oracle -Enterprise Structure Report) This is a link to our UC Merced local Master chart of accounts enterprise structure. It includes the listing of chart segment values that is sent from Oracle to UCPATH Center. Questions related to chart of account values should be direct UC Merced Financial and Accounting Services. |
Oracle Financials - Chart of Accounts (CoA) Training |
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UCPath- Workforce Administration - Understanding Compensation Frequency Use this job aid to understand how compensation frequency and comp rate codes work together in UCPATH. This job aid includes scenarios and screenshots for Students, Staff and Academic. Academic scenarios include detailed information to help navigate common scenarios |
Understanding the Payroll Separation Process Use this job aid to review the answers to some of the most commonly asked questions related to the Separation Process. This job aid applies to all employees (staff, student and academic) |
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Use this job aid to review the time keeping requirements for Separating Employees. Job Aid-Separation Due to Retirement Matrix_2025 Use this job aid to review last date work and separation effective date for employees separating due to Retirement. ASE and GSR Separation Template and TRS Requirements Matrix Use this job aid created by Payroll and APO to review last day worked and separation effective dating for ASE/GSR. |
Helpful FAQ Sheets- By Topic Understanding Supplemental Wages Understanding Your Paycheck Stub Understanding the Overpayment Process Understanding Your UCPath W2(UCPC) To retrieve your 2024 UCPath W-2 statement, visit UCPath online. In the Income and Taxes dashboard, click the View Online W-2/W-2c link. Use this Job Aid to review W2 layout |
TRS Timekeeping Job Aids |
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TRS Employee & Supervisor Job Aids
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Additional TRS Information
TRS Training via LMS-UCLS ECourses:
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Workforce On-Boarding Hub Job Aids |
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Understanding the New Hire Onboarding Process If you are a Hiring Manager and don't know where to start, use this job aid to help you navigate the process to successfully onboard your new hire to the University. This applies to all employee types. |
Understanding New Hire - Claim UCNet ID and DUO If you are a new hire looking for How To claim your UCM Net ID or Enroll in DUO see the job aid for more details. |
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If you are a nonimmigrant student, scholar, staff and faculty member or a hiring manager for one and you are looking for assistance with Work Authorization you will need to work with the International Students and Scholars Office. Learn more by reading the job aid. |
New Hire On Boarding Template (Word Doc) If you are a Supervisor looking for a standard template to use to keep track of on-boarding activities, click link to download this template to customize for your departments needs.
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Payroll Services Form I9 Training (Module 1 - Form I9 Background & Resources) Use this PowerPoint to understand: 1. The Background of the Employment Verification 2. Is the Form I9 Required for my new hire? 3. I have a new hire that requires the Form I-9. What’s next? |
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Student Employment Services Job Aids |
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Difference Between Student Career Services vs Student Employment Services Use this job aid to understand the differences between service offerings of Student Employment Services and the Student Career Services. Includes helpful quicklinks. |
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