UCPath Connection: June 2026

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

System Updates

 

UCPath Notice: Contact Options to Replace Voicemail

 

UCPath support experience has been upgraded, using enhanced tools that improve response time. Effective May 31, 2026, voicemail as an option has been discontinued, instead now with more comprehensive assistance and resource-sharing that the standard voicemail could not provide:

 

  • Callback: The phone system offers an option to save the employee’s place in line and request a callback when a UCPath associate becomes available, which results in a faster response than a voicemail. During peak volumes, callbacks may be completed by the end of the business day
  • AI Self-Service: Employees can use the AI-powered virtual assistants and smart knowledge bases to resolve issues without needing a live conversation. Available AI tools include PathPal in UCPath online and Autopilot in the phone system
  • Text message: Employees reaching out via the Autopilot system can choose to receive a text message (SMS) directly with links that may help answer their questions

 

Employees can also, as always, submit an inquiry or chat with a live agent.


 

UCPath Notice: Update to Concurrent Hire Smart HR Templates

 

UCPath has updated the Concurrent Hire/Interlocation Transfer (Staff and Academic) Smart HR templates effective May 1, 2026.

 

As part of this update, UCPath has removed the Personal Data tab from the Concurrent Hire templates. No action is required from locations at this time.

 

What is changing

Concurrent Hire transactions are designed to add an additional job record for an existing employee. Removing the Personal Data tab ensures:

  • Prevent system errors caused by duplicate effective-dated data in the personnel information fields
  • Personal Data updates occur through the appropriate channels (Employee Self-Service and Personal Data templates)

 

What this means for locations

  • Locations can no longer view or update Personal Data within Concurrent Hire Smart HR templates
  • Continue to process Personal Data updates through employee self-service or the Personal Data Change template
  • Job Data, compensation and earnings distribution functionality will remain unchanged

 

What is not changing

This update applies only to Smart HR templates. 

 

 

Important Reminders

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 benfits
 

Former Employee Portal (FEP) action items

  • Capture personal contact info during offboarding
  • Share the FEP registration job aid during offboarding
  • Complete FEP registration within 90 days of separation
  • International FEs are unable to pass the authentication process without a US-based phone number
 

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.

 

Salary Cost Transfers

All UCPath Salary Cost Transfers, including Late Salary Cost Transfers (older than 120 days moving costs to federal or federal flow-through funds), must be approved by June 18th and will be processed on the June ledger by all approvers, including EMF.
 

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.


 

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 June 17, 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

Utilizing the Detailed Position Description Section in UCPath Position Control
 

When completing more complex UCPath Position Management actions, it is best to utilize the Detailed Position Description text box that is available in the Position Control Request component. Position Control Requests are used to update vacant Staff, Staff-Student, and Academic Student employee position information. 

 

There are some position updates that require use of the Detailed Position Description text box, such as creating a NEW Staff position and updating the "Working Title" of an existing position (Reason Code CWT). When creating a NEW Staff position in UCPath, they are generally accompanied by a TBD Job Description (JD) that exists in JobBuilder. NEW Staff-Student positions DO NOT need a JD. The TBD JD can also be attached via the Supporting Documents tab.

 

To ensure timely processing of requests, please include information in the Detailed Position Description section for more complex position management scenarios, including but not limited to:
 

  • Creating or Updating NON-UC STDT/STDT Intern Titles
  • Updating a vacant Staff position without an existing JD (UCPath Conversion)
  • Contingent Worker Instances in which a Position is needed
  • Creating multiple Staff positions associated with 1 Recruitment Exemption Form
  • Temporary Max Headcount Changes for non-Staff-Student positions

 

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:

 

Reporting (Cognos)

  • A new report is available in Cognos - R-062 AWE Transactions Report

Contact your RSA to be provisioned for access

Portal (Self Service)

  • Life Event Activity Guide Updates

Updates will include more relevant, population-specific content based on the employee’s situation, such as minor changes to wording or guidance. Employees will only see information that is relevant to them and the life event type.

The changes are designed to provide employees with clearer, more tailored guidance, reduce unnecessary or unrelated information, and create a more streamlined Benefits Self-Service experience.

  • eForm Enhancements are designed to improve usability, accessibility and the overall user experience without changing the underlying eForm processes or functionality:

eForms will have a refreshed look and feel using modern design standards. Users will notice improved readability, clearer navigation, better spacing, stronger color contrast and enhanced support for keyboard and assistive technology users.

For eligible self-service eForms, employees will no longer need to search for themselves before starting a form. Forms will automatically open for the logged-in employee, reducing clicks and simplifying the process. Users with transactor or administrator access will still retain employee search functionality where applicable.