Data Collection Instructions


A. Assigning Additional Reviewers

You have been assigned as the “Reviewer” for one or more departments, which means you have access to review and validate the data for the departments you administer. You can, however, assign another reviewer(s) if there is a more appropriate administrator(s) for this effort.

  • Once you click on a department, then select the button. Add Reviewer
  • Search via employee name or number, select the appropriate employee and then click “assign”.
  • Once you’ve done this, the reviewer will have immediate access.


B. Reviewing and Assigning the Correct Supervisor

The supervisor of record in UCPath will typically be the one who makes the hiring decision and writes the performance evaluation.  Through the UCPath Portal, they will be able to view their subordinates' salary, job code and title, and other such specific detail.  For specific direction on how to assign supervisors for academics, please see #4 below.

  1. Please review the list of employees (the four left columns), and ensure the appropriate supervisor (the four right columns) is assigned to each employee line.
    • Employee column headers:
      •  employee header
    • Supervisor column headers:
      • supervisor header
    • If the employee has multiple appointments within the department, all appointments will be reflected in the list. Each appointment will need a supervisor assigned for the data conversion effort. Please assign a supervisor for each of the lines, even if they are duplicated.
    • If the supervisor line has pre-populated data, please verify that it is accurate, and check that the appropriate appointment number has been selected for that supervisor.
  2. To assign a supervisor, or to correct the defaulted data, select the appropriate employee(s) by checking the box left of their name(s) checkbox; you can select more than one employee at a time.  Then click on Assign Supervisor, and search for the supervisor via the search field. Search Field
    • Please ensure the appropriate appointment number for that supervisor is selected. 
      • For example, if that supervisor happens to have multiple appointments (due to multiple jobs), ensure you are selecting the correct appointment/job title. 
      • If the supervisor has multiple appointments (due to an overflow of distributions), then please select the one most appropriate (use your best discretion).
  3. There are multiple ways to search and sort columns in order to find employees and assign the appropriate supervisor:
    • You can sort any of the columns by clicking on the column header.  This may be an easy way to find employees alphabetically.
    • “Filter by Supervisor” is an option provided on the top right of the screen/table.  Filter by Sup Click on the checkbox to enable this feature and a search field will appear.  Filter by Sup 2 Type in the supervisor’s name and all the employees already assigned to that supervisor will appear, as well as all blank supervisor fields within that department. 
      • Sort the results by clicking on the Supervisor Name header, or the Employee Name header.  Be sure to page forward (bottom right) to see the full results.
      • You can review that the current assignments are correct, as well as select additional employees by selecting the box next to the appropriate employees and then click on “Assign Supervisor” and repeating the steps in Step 2 above.
  4. For academics employees, use the following guidance to assign the appropriate “supervisor”:

Non-student Academic Type


Academics who do not have an official supervisor (i.e., professors) and/or serve as Principal Investigator on their own funding (i.e., professional researchers)

Department chair or equivalent academic unit head*

Academics who report to another academic, such as a Principal Investigator who would approve their non-exempt time sheet

Academic supervisor, likely the Principal Investigator**


Senate and Non-Senate Emeriti

Department chair or equivalent academic unit head*

Faculty Recall

Department chair or equivalent academic unit head*

Non-Faculty Recall

May be the Department Chair or another Academic (such as a Principal Investigator).

  • Department chair or equivalent academic unit head*
  • Academic supervisor, likely the Principal Investigator**

Vice Chair

Department chair or equivalent academic unit head*

Department Chair


Associate Dean


ORU Director

Vice Chancellor for Research

Dean and other Full-time Faculty Administrators


Other administrative stipends

Appropriate administrator (dept chair, dean, etc)*

*Select the administrator appointment, not the academic appointment

**If the Department Chair is the Principal Investigator, select the appointment line for the academic appointment, not the administrator appointment.

Reporting relationships for Senior Management Group members varies:

- All Vice Chancellors report directly to the Chancellor.

- The Provost & Executive Vice Chancellor and the Chief Campus Counsel also report directly to the Chancellor.

- The University Librarian, Vice Provost – I&ET, and the Dean for University Extension report directly to the Provost.

- The Chiefs at UC Davis Health report either directly to the Vice Chancellor – Huma Health Sciences or to the Chief Executive Officer.


    5.  Near Relatives:  If the supervisor/Reports To is a near relative, the third party designated in the Near Relatives Identification and Approval Form should be listed as the employee’s supervisor.


C. Selecting the Appropriate Timekeeping Systems Used

  1. In the column titled Timekeeping, please verify this is the correct timekeeping system used by that employee (if the field has defaulted data). Otherwise, please select the appropriate drop down choice from the list.
    • For non-student academics, use the following guidance to select a timekeeping system:
      • “None” if the academic does not accrue vacation/sick leave
      • “Paper” if the academic accrues vacation and/or sick leave but they do not report usage in a timekeeping system
      • Select the correct timekeeping system if the academic accrues vacation and/or sick leave and reports their usage in a timekeeping system

D. Marking the Data as Reviewed

  1. Once all the data has been reviewed and validated, please click on Mark Reviewed, which will date stamp your completion. Please note, there will be several other chances to review and update this data prior to go-live, but it is critical that we receive current data for this point in time in order to begin data conversion.
    • You will not be able to click on “Mark Reviewed” until all employee rows have an assigned a supervisor.
    • Once a department reviewer/owner has marked as reviewed, then it will date stamp your review.  Click on the green question mark next to the button to view the details.

E. Additional Information About the Data

  1. The far right column has an icon of a database server Database and the field either reflects “Y” or “N”.
    • If the field is “Y”, it means the data in that row has been updated and populated by the server.
    • If the field is “N”, it means any data in that row has been manually edited or entered.
    • Please ensure that if any rows are reflecting a “Y” that you have reviewed and validated that the data is accurate before you “Mark as Reviewed”.
  2. The employee names and related data (ID, Appointment Number and Title Code Name) are pulled in from PPS nightly. If a new hire is entered into PPS, they will be reflected in this database the next day.
    • If new employees are added after initial review, they will be flagged in the system, and the project team administrators will reach out to the department owners again to review/edit the additional employees.
  3. The relationship between employee and their assigned supervisor is pulled in from TRS (Time Reporting System), ecotime, Kronos, and/or EPAR (Employee Performance Appraisal Report).
  4. Once a department reviewer has edited the supervisor field, it cannot be overwritten by a nightly feed from TRS or EPAR.


F. Questions?

     Please contact the PPS Help Desk if you have specific questions.


     Phone: 530-752-7750