All Resources

Job Aid: Online 1095-C Consent (external link)

See this job aid for step-by-step instructions on completing the online 1095-C consent in UCPath.

Job Aid: Completing the Foreign Source Income Statement (external link)

See this job aid for the steps required to complete the Foreign Source Income Statement form in UCPath, which is required for all employees working outside the United States, regardless of U.S. Citizenship status.

Job Aid: Update My Federal Withholding (W-4) (external link)

See this job aid for the steps needed to complete or update your Federal withholding (form W-4) in UCPath online.

Job Aid: Update CA State Tax Witholding W-4 (DE-4) (external link)

See this job aid for the steps needed to update your California tax withholding (form DE-4) in UCPath online.

Job Aid: Out-of-State Tax Withholding (external link)

See this job aid for instructions on how to complete or update Out-of-State Income Tax Withholding in UCPath.

Job Aid: Understanding a Refund of Federal Tax Over Withholding (external link)

This UC systemwide job aid explains how to read a statement that includes refunds issued by the UCPath Center for over withholding of Federal tax.

Job Aid: Online W-2 Consent (external link)

See this job aid for the steps needed to submit or withdraw your consent to receive an electronic W-2 or W-2C form.

Job Aid: View My Online W-2 (external link)

See this job aid for the steps needed to review your online W-2 form in UCPath online.

Job Aid: Update Self-Identification Details (external link)

See this job aid for the steps required to update your voluntary self-identification details in UCPath online.

Job Aid: Complete Guided Onboarding for Self-Identification Information (external link)

Use this job aid to learn how to complete your guided onboarding for self-identification information in UCPath.

Job Aid: Security Questions Setup (external link)

See this job aid for the steps needed to establish security questions on your first login to UCPath online.

Job Aid: Update Emergency Contacts (external link)

See this job aid for the steps needed to add or update your emergency contacts in UCPath online.

Job Aid: Update My Name (external link)

As part of the University of California's Gender Recognition and Lived Name (GRLN) policy, use this job aid for the steps needed to update the name you want to use in UCPath.

Job Aid: Update Social Security Number (SSN) (external link)

See this job aid for the steps needed to update your Social Security number in UCPath online.

Job Aid: Update Date of Birth (external link)

See this job aid for the steps needed to update your date of birth in UCPath online.

Job Aid: Update Addresses (external link)

See this job aid for the steps needed to update your home and/or mailing address in UCPath online.

Job Aid: Update Contact Details (external link)

See this job aid for the steps needed to update your personal phone number and email within the UCPath system.

Job Aid: Update Ethnic Groups (external link)

See this job aid for the steps needed to voluntarily enter race and ethnic group information in UCPath online.

Job Aid: Update Employee Disclosures (external link)

See this job aid for the steps needed to update your disclosure preferences in UCPath online.

Job Aid: Update Disability (external link)

See this job aid for the steps needed to voluntarily enter disability information in UCPath online.

Job Aid: Update Veteran Status (external link)

See this job aid for the steps needed to voluntarily enter veteran status information in UCPath online.

Software Simulation: Enter Voluntary Self-Identification of Gender Identity and Sexual Orientation (external link)

See, try, or print the steps needed to voluntarily enter gender identity and sexual orientation information in UCPath online.

Job Aid: Review Patent/IP Acknowledgement (external link)

See this job aid for the steps needed to review your patent acknowledgement in UCPath online.

Job Aid: Update My Current Profile (external link)

This job aid explains how to update your current profile in UCPath online for the following:

• Oath Signature Date
• Patent Acknowledgment Date
• Employment Verification Opt in/out
• Qualifications
• Education

Profile information may not be available or in sync with local resources, and may not update in UCPath online."

Job Aid: Enroll an Overaged Disabled Child (ODC) (external link)

See this job aid for the steps required to enroll an eligible overaged disabled child in UCPath.

Job Aid: Select My Benefits (external link)

See this job aid for the steps needed to select and enroll in benefits in UCPath online.

Job Aid: Enroll in Pet Insurance (external link)

See this job aid for the steps needed to enroll in pet insurance in UCPath online.

Job Aid: View My Benefits Summary (external link)

See this job aid for the steps needed to view your benefit elections in UCPath online.

Job Aid: View My Dependents (external link)

See this job aid for the steps needed to view or edit dependent summary information in UCPath online.

Job Aid: Update My Benefits (external link)

See this job aid for the steps needed to manage your benefits and make plan changes in UCPath within 31 days of a qualifying event.

UC Resident Benefits website (external link)

Due to the special nature of the plans, benefits plan information for residents and clinical fellows will not be displayed in UCPath online. Refer to Human Resources for more information. 

HR Monthly Reports (HRIS) (external link)

HR Monthly reports are used by managers and people leaders to audit employee and affiliate records, help anticipate needed management actions, and to feed local systems.

Benefit Cost Transfer Worksheet (external link)

UCSF's Composite Benefit Rate (CBR) agreement is applicable to all federal and non-federal sponsors, and sponsors should adhere to the full rates. However, a benefit cost transfer may be required when a sponsor has placed restrictions on allowable benefits costs and all — or a portion of — benefits charges must be transferred off of a project. Use the Benefit Cost Transfer Worksheet to request transfers of benefits expenses without also moving salary expenses.

Payroll Processing Calendar (external link)

The Payroll Processing Calendar on the Controller's Office website includes deadlines to complete funding entry in order to be processed in time for each pay cycle.

Job Aid: Understanding Prior Period Leave Redistribution for Monthly Paid Employees (external link)

To accomplish the proper recording of leave for monthly paid employees, the UCPath Prior Period Leave Redistribution program “looks back” to retrieve the funding in effect at the time the leave was taken. The program then charges the corresponding chartstring(s) for the leave and credits the “reg-like” pay chartstring(s).

Job Aid: Understanding Department Default and Catch-All Funding Sources (external link)

This quick reference guide explains how to differentiate between three funding entry concepts: 

1. Department default funding sources, 
2. Catch-all funding, and the 
3. Default funding profile in the Salary Cap/MCOP Funding Worksheet. 

Job Aid: Position Funding Entry Job Aid (external link)

Funding entry must be completed before Payroll Confirm. Use the information in this job aid to help you perform Funding Entry in UCPath.

Job Aid: Position Funding Updates/Changes (external link)

This job aid describes the steps required to update position funding when funding distributions are already in place.

Job Aid: Funding Entry Terms and Definitions (external link)

This quick reference guide contains common UCPath Funding Entry terms and definitions.

Job Aid: Funding Entry “What If” Scenarios (external link)

Use the table provided in this job aid to identify various funding scenarios and the actions required for funding entry.

Job Aid: Positions and Funding for Postdoctoral Scholars (external link)

Use the scenarios provided in this job aid to determine funding requirements for Postdoctoral Scholars.

Video: Funding Entry Refresher Webinar: Using the Salary Cap MCOP Funding Worksheet (external link)

This webinar reviews the steps required to enter and update funding using the Salary Cap MCOP Funding Worksheet. The session provides a refresher on data entry procedures and highlights some of the tips and tricks covered during the June Funding Entry webinar series. 

This activity is located in the UC Learning Center. After clicking the link above, log in using your MyAccess credentials if required, and then click the Start button in the upper right-hand corner of your screen. The Learning Center will remember your place, so if you need to close the video you can restart where you left off by returning to the activity and clicking Start again.

Salary Cost Transfer Processing Schedule (external link)

The UCPath Center has established a schedule for when salary cost transfer (SCT) processing will occur in UCPath. Salary cost transfers in an approved status by the date and time indicated on the calendar will be picked up in the scheduled SCT batch process and posted according to the schedule. The UCPath Center may run additional ad-hoc salary cost transfer batches when the payroll processing schedule allows.

The schedule has been added to UCSF's Payroll Processing Calendar. Click the link to view the current schedule.

Job Aid: Salary Cost Transfer Job Aid (external link)

Use the information in these job aids to help you enter a Direct Retro or a Salary Cost Transfer in UCPath.

Late Cost Transfer Policy Exception Request Form (external link)

All late cost transfers are an exception to established policy. Effort should be taken to minimize the need for late cost transfers by reviewing financial activity in a timely manner and transferring expenses to the appropriate funding source within 120 days as necessary. To ensure timely processing of your late cost transfer request, consult the Controller's Office website for the steps required for Payroll expenditure transfers.

Salary Cost Transfers (Health) (external link)

UCSF Health departments use the Salary Cost Transfer PeopleConnect Management Action form to notify UCSF Health Human Resources of salary and benefits costs requiring correction. UCSF Health managers and supervisors with access to PeopleConnect Management Actions can consult this how-to guide for instructions on completing the PeopleConnect form.

Job Aid: View Employee Information (external link)

This UC systemwide job aid explains how managers and supervisors can view Employee Information, Team Profiles, Compensation History, and Absence Balance information for their direct reports.

Due to local system configuration, some actions may not be available or in sync with local resources, and other actions may not result in updates within UCPath online:

• Profile (current and historical) information may be available, but may be out of sync and may not update.
• Beginning balances for sabbatical leave credits were not migrated to UCPath.
• UCPath does not have the capability to correctly report leave accrual and balances for employees who receive their full accrual upon appointment. Leave balances shown in UCPath online for residents and clinical fellows will be incorrect.
• Submitting a case on behalf of another employees has been disabled. 

Job Aid: Review My Employees' Absence Balances (external link)

See this job aid for the steps needed to review your employees' information in UCPath. You can see information for your direct reports and their subordinates (indirect reports).

Job Aid: View Compensation History (external link)

See this job aid for the steps needed to view compensation history for your direct reports in UCPath online.

Software Simulation: View Team Profiles (external link)

Profiles may not be available or in sync with local resources, and may not update in UCPath online.

See this job aid for the steps needed to review your current team profiles in UCPath online. Although you can also update and add information to the employee's profile, it may not update in UCPath online.

Software Simulation: Review My Team Historical Profiles (external link)

Profiles may not be available or in sync with local resources, and may not update in UCPath online.

See, try, or print the steps needed to review your team historical profiles (current information only) in UCPath online.

Job Aid: Employee Self Service Actions Navigation Guide (external link)

This UC systemwide job aid provides the navigation path for actions employees can take in UCPath online.

Due to local system configuration, some actions may not be available or in sync with local resources, and other actions may not result in updates within UCPath online:

• Profile information may be available, but may be out of sync and may not update.
• Beginning balances for sabbatical leave credits were not migrated to UCPath.
• UCPath does not have the capability to correctly report leave accrual and balances for employees who receive their full accrual upon appointment. Leave balances shown in UCPath online for residents and clinical fellows will be incorrect.

Job Aid: Clearing Your Web Browser's Cache (external link)

This UC systemwide job aid explains how to clear your web browser's cache for common Windows, MacOS, and smart device browsers.

Job Aid: Enable UCPath Popups (external link)

This UC systemwide job aid explains how to add the UCPath website as an exception to your web browser's pop-up blocker so you can access UCPath online.

UCPath Earnings (ERN) Code Lookup Tool (external link)

Use this tool to search for Earnings Code values and descriptions.

UCSF network/VPN access and MyAccess authentication is required to access this resource.  Review frequently asked questions for more information about the UCSF VPN.

Job Code Lookup (external link)

Search for specific Job Code values and descriptions used in UCPath.

UCSF network/VPN access and MyAccess authentication is required to log into the Tableau application. If you are connecting remotely, please connect to the UCSF VPN before accessing these resources.  Review frequently asked questions for more information about the UCSF VPN.

Department Functional Roles Lookup (external link)

Use this tool to search for UCPath Funding Entry or Salary Cost Transfer Initiators and Approvers, or Access Administrators in your department.

If you are connecting remotely, you must connect to the UCSF VPN before accessing this resource.  Review frequently asked questions for more information about the UCSF VPN

Job Aid: Update Direct Deposit (external link)

See this job aid for the steps needed to establish, add, or update direct deposit in UCPath online.

Job Aid: Your UC Paycheck (external link)

See this job aid for the steps needed to view your online pay stubs (pay statements) in UCPath online.

Job Aid: Understanding Your Paycheck: Biweekly Earnings Statement (external link)

This job aid explains how to read your biweekly UCPath earnings statement.

Job Aid: Understanding Your Paycheck: Monthly Earnings Statement (external link)

This job aid explains how to read your monthly UCPath earnings statement.

Job Aid: Understanding Your Paycheck: Sample Nurse Earnings Statements (external link)

This job aid explains how to read your UCPath biweekly earnings statement and includes examples of statements for nurses. Also included is the blended rate calculation and samples for overtime premium pay.

Job Aid: Understanding Your Paycheck: Blended Rate Calculation for Overtime Pay Premium (external link)

This job aid explains the blended rate calculation for overtime premium pay and provides sample calculations.

Job Aid: Review My Absence Balances (external link)

This UC systemwide job aid explains how UCPath online displays leave balances for a monthly and biweekly employee.

Office of Academic Affairs Advance web page (external link)

Advance continues as the system of record for tracking sabbatical leave credits. Sabbatical leave credit balances were not migrated to UCPath. As a result, sabbatical leave credit balances displayed in UCPath online will be incorrect. You should continue to use Advance for sabbatical information.

MedHub (external link)

Continue using the current procedure (MedHub or paper timesheets) to report time and leave usage. Although UCPath will calculate your leave accrual, UCPath does not have the capability to correctly report leave accrual and balances for employees who receive their full accrual upon appointment. Leave balances shown in UCPath online will be incorrect. Refer to MedHub or your department administrator for your correct leave balance.

HR Umbrella (external link)

Campus and UCSF Health managers use the Roster feature in HR Umbrella to submit requests for to update supervisor relationships. Updates in HR Umbrella are synchronized with UCPath. HR Umbrella is available from MyAccess.

HSCP Salary Calculation Worksheet (external link)

The latest version of the HSCP Salary Calculation Worksheet, also known as the Faculty Salary Calculator, is available in PeopleConnect (login required). General instructions and instructions for above scale salary calculations are provided within the worksheet.

Job Aid: Tools for Monitoring UCPath End Dates (external link)

This guide highlights key business process implications as end dates are reached for jobs and funding in UCPath. Two reporting tools, the HR Monthly Reports and MyReports, are available to review and monitor HR activity, including managing end dates.

Job Aid: Verification of Employment (external link)

See this job aid for the steps needed to generate your employment summary, including dates of employment and earnings. Note that job begin dates reflect the date of data conversion (implementation), and will not be comprehensive except for employees hired after the implementation of UCPath.

UCnet: Your benefits accounts (external link)

This UCnet web page explains which online benefit system (UCPath, UCRAYS, AYSO, Fidelity) you should use to access your benefits information.

Job Aid: Requesting UCPath Access Using the Access Management Application (external link)

This job aid explains how Department Access Managers use the Access Management Application to process and track access requests UCPath roles. The Access Management Application is used by Access Administrators and Security Administrators for the following roles in UCPath:

• Funding Entry Initiator
• Funding Entry Approver
• Salary Cost Transfer Initiator
• Salary Cost Transfer Approver

See UCPath User Roles and Access for additional information.

Software Simulation: Submit an Inquiry to UCPath (external link)

See, try, or print the steps needed to submit an inquiry (create a case) to the UCPath Center in UCPath online.

Software Simulation: Update My Inquiries (external link)

See, try, or print the steps needed to review the status of an existing inquiry (case) submitted to the UCPath Center in UCPath online.

Software Simulation: Reopen Closed Inquiry (external link)

See, try, or print the steps needed to reopen a closed inquiry in UCPath online. Inquiries can only be reopened once and only within five days of closure.

Software Simulation: Submit Records and Data Request (external link)

See this job aid for the steps needed to request records from the UCPath Center.