Welcome to the July UCPath Connection, the monthly newsletter delivering thoughtful content & information relevant to UCSB's UCPath transactors, initiators, and approvers. 

Important Reminders

Expired UCPath Funding

Departments are requested to review and update expired UCPath funding entries for filled positions.

Based on the UC Office of the President's review conducted on June 25, 2026, UCSB has approximately 1,350 funding entries for filled positions with funding that expired in June 2026. To help ensure payroll expenses post to the correct funding source and reduce the need for Salary Cost Transfers, please review for Monthly employees and update the funding source and funding end date, as appropriate.

Deadline for Monthly Employees: Funding updates must be completed by July 27, 2026, to be effective for the July 2026 payroll.
Departments with a large number of expired funding entries may use the attached Funding Upload Request Template to submit a Mass Funding Upload Request for assistance from the Business & Financial Services team. The template includes an example row to assist with completion. 

If you have other questions, contact the UCSB Payroll Office at bfshelp.ucsb.edu or payroll@bfs.ucsb.edu

Gov't Code 3558 Reminder

Under Government Code §3558, UCSB must provide unions with new employees’ names, job titles, departments, work locations, contact information, and home addresses within 30 days of hire or by the first pay period of the following month. Departments are responsible for ensuring this information is accurate.

Failure to comply may result in fines of up to $10,000 per violation charged to the department.

Job Record End Date Monitoring

Please be sure to monitor for approaching Job End Dates for your eligible appointments in UCPath. 

  • Run the Jobs with Approaching End Dates )R-103) and Escalation/Reminder of Approaching Job End Dates (R-384) reports
  • Review employee/CWR records and check the ‘End Job Automatically’ box if the job should end on assigned date
  • Note: A rehire/reinstatement transaction does NOT automatically reinstate benefits

I-9 Tracker Training

I-9 Tracker Training is offered on the last Wednesday of each month at 1:30 PM via Zoom. Use the Zoom Meeting link for I-9 Tracker Training to join the session.

Verification of Employment

BFS office provides Verification of Employment records for authorized individuals employed by the university before the 2018 UCPath conversion.
For records from October 2018 onward, please contact UCPath directly. 

Office Hours

Office Hours

UCSB holds UCPath office hours for campus UCPath questions and inquiries every other Wednesday at 1:00 pm via Zoom. The next office hours will be held on July 15, 2026. Office hours are open to all, with breakout rooms available for discussing sensitive information in a confidential setting. Join the UCPath Office Hours Zoom this week or you can subscribe to the office hours calendar.

UCPath Training Corner

Rehire versus Reinstatement - Smart HR Template Actions\

When an inactive incumbent with a former UCSB appointment needs to be hired into a position, there are a few ways this can be achieved. The two UCPath Actions recommended are a Rehire Transaction or a Reinstatement Transaction. Here is a simple breakdown of the two actions followed by some example scenarios.

  • Rehire Template
    • Used to hire a former UCSB employee
    • For employment breaks of less than, equal to, or greater than 120 days; This informs the Reason Code selected
    • Rehire an employee into a position they formerly occupied OR a NEW position
    • More complex Rehire scenarios can be completed with other Smart HR Templates (i.e. Concurrent Hire, Full Hire, etc.) 
  • Reinstatement Template
    • Used to reinstate an inactive employee due to incorrect termination
    • No break in service for reinstatements
    • Employee should be appointed to SAME position in SAME department

Within Smart HR Transactions there are only Two templates for both Rehire and Reinstatements; one for Academic and one for Staff. This means that the Rehire and Reinstatement template is the same. The Reason Code selected drives which transaction you are able to submit, a Rehire OR a Reinstatement Reason Code. Please ensure you are using the correct Reason Code for your transaction.

UCPath Navigation: PeopleSoft Homepage, HR Tasks, Smart HR Templates, Smart HR Transactions

For Staff related inquiries regarding Rehire/Reinstatement please submit an HRIS ServiceNow ticket. For Academic related inquiries, please send an email to AP-Path@ucsb.edu.
 

Fixes and Features

Be sure to visit the UCSB UCPath Fixes & Features page, which highlights UCPath fixes, new features, and regular updates from the UCPath Center. Highlights for June:

General Ledger

  • UCPath has revised the SCT process for Reversed Paychecks to ensure accounting accuracy. 
    Before a reversal: You can continue to create and process SCT entries on a paycheck as usual.
    After a reversal: Once a paycheck is reversed, the accounting lines for both the original check and the reversal check will appear in your search results. However, you will not be able to select or transact on these checks, as they must remain excluded to maintain data integrity.

Portal (Self Service)

  • A setting on the pay earning statement has been modified to display the correct range of the begin date and the end date of the retro pay change impact
  • UCpath corrected the Direct Deposit validation process to allow employees to add or save a Balance of Net Pay account after a previously configured account failed the pre-note process, was inactivated, and was designated as the Balance of Net Pay account.