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Academic New Hire Transaction

When hiring a new academic employee who has not been previously employed at UC Davis, or was rehired after a break in service greater than 13 months, policy states you must process the employee as a new hire.

Contents


Intro

There are several steps in the hiring process that need to be followed before employees are hired. The polices and procedures can be found in the Academic Personnel Manual (APM 500 and UCD APM 500 Recruitment Guideline and UCD 200B Academic Appointment Review Process).  Questions regarding the recruitment and appointment process should be directed to the Analyst in your Dean’s Office.

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Before you start

Additional Requirements For Non-resident Aliens
  • Department must provide Glacier system request form to new employee.
  • Employee must register in Glacier system prior to entry of information PPS.
  • Send all required forms and Tax Summary Report at part of packet to Payroll Services.
Supplemental Requirements
  1. Background Check Authorization Form. Required on critical positions with the School of Medicine.  The HR web site includes the Background Check process and forms.
  2. Adult/Child Abuse forms (for certain School of Medicine appointees), contact the Dean’s Office Analyst for additional information.
  3. Certifications and licenses are required for certain department positions.  Contact the Dean’s Office Analyst for additional information.

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Step-by-step

Step 1 - Navigate to Hire Bundle

The New Hire bundle (HIRE) is required to hire an individual who has never been employed at UC Davis or was previously employed but no longer has an Employee ID number recorded in the EDB (Employee Data Base). The HIRE bundle includes the following screens:

  • EEID – Employee Identification
  • EPER – Personal Miscellaneous
  • EDP1 – Employee Personnel Data
  • EADD – Employee Address Data
  • EPD2 – Employee Personnel Data
  • ETAX – Tax Information
  • EAPP – Appointment/Distributions
  • ERET – Retirement Information
  1. To start the process, type HIRE in the Next Func field. Press Enter to navigate to the HIRE bundle.
    HIRE bundle navigation

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Step 2 - The EEID Screen

EEID Screen

Fields

Data Information

Employee ID

This is not an enterable field so the cursor will bypass it. A nine (9) digit number will be assigned by the system.

SSN

Enter the employee's social security number without hyphens (i.e. 323421129). If the employee does not have a social security number, the field may be left blank. However the employee must obtain a social security number as soon as possible following employment. Once the number is obtained, the department should select the EEID screen and enter the SSN.

Note: if an employee record displays when you enter the SSN, check the information carefully to confirm if it is the same person. If the employee is a former UC Davis employee, they may still have a record in the Employee Database and can be processed as a rehire.

First Name

Enter the employee's first name in this field, this must be a legal name as seen on a legal document (no characters other than ' and - are allowed)

Middle Name

If applicable, enter the employee's middle name, this must be a legal name as seen on a legal document (no characters other than ' and - are allowed)

Last Name

Enter the employee's last name, this must be a legal name as seen on a legal document (no characters other than ' and - are allowed)

Suffix

If applicable, enter the suffix to the employee’s name.  For example: Jr., Sr., II, III

Note:  Do not enter the employee’s degrees in this field (i.e.; M.D., Ph.D., J.D., DVM are not entered in this field)

Date of Birth

Enter the employee's birth date formatted mmddyy.

Intercampus Transfer

This field is used only when an employee has transferred from another UC campus and there has been no break in service. Enter the Personnel Action Code that will establish the hire as an intercampus transfer, transfer from Systemwide or transfer from State Lab. See Intercampus Transfers on the PPS website.

  1. Press Enter to confirm the information.
  2. An Employee ID will appear on the screen and you will get a message (in yellow) that the input has been accepted.
  3. Press F11 to move to the EPER screen.

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Step 3 - The EPER Screen

EPER Screen

Fields

Data Information

Assigned BELI Code

(Benefits Eligibility Level Indicator) indicates the employee’s eligibility for health and welfare benefits and controls access to the plans. Enter the BELI code for which the employee’s appointment type status, duration of employment and percentage of appointment qualifies. Initial eligibility is based on these criteria. To continue eligibility, an employee must retain a minimum appointment percent and an average paid time consistent with the appointment(s). More detailed information on BELI codes is available on the Benefits BELI Code Chart. Contact your Departmental Benefits Assistant if you have further questions.

Derived BELI

This a display only field for the system derived data. The system will look at the data that has been entered in specific field or group of fields and derive a BELI consistent with the entered data.  In most cases, the Assigned BELI and the derived BELI should be identical. When an assigned BELI Code is 5, the system will assign a Derived BELI Code of 5, 6, 7, 8, or 9 which defines the specific reason for ineligibility.

Effective Date

Enter the date benefits become effective, formatted mmddyy. This will be the date of hire for a new employee.

BELI Status Qualifiers (Primary & Secondary & Date)

Leave blank unless instructed otherwise. See Benefits/DBA Resources/SQC for more information on status qualifier codes.

Date of Hire

Enter the most recent date of hire. The Oath Signature Date on the EPD2 screen should be no later than the date entered in this field.

Original Date of Hire

For an employee who has any prior University employment, enter the earliest date of employment. If the employee has no previous University Employment, enter the date of hire.

Employee Relations Code

 

Enter the code that represents the designation/status of an employee for purposes of collective bargaining. An employee relations code is assigned to each title code.

  • E - All Other - Not Confidential

For more detailed information see PPS Employee Relations Codes.

Employee Relations Unit

The UC-Union Contracts page is another resource for union contract information.

Current Employee Relations Unit codes:

  • A3 - Academic Senate - UCD
  • IX - Non-Sente - Instructional (AFT)
  • LX - Professional Librarians (AFT)
  • 99 - No Bargaining Unit

Probationary Period End Date

Do not enter information in this field, this is for staff only.

Next Salary Review

Do not enter information in this field, this is for staff only.

Next Salary Review Type

Do not enter information in this field, this is for staff only.

Merit Rate Increase Percent

Do not enter information is this field.

Home Department Code

Enter the employee's department code. If you do not know the home department code you can look it up in PPS DS.

Alternate Home Department Code

This field is used to grant a department access to an employee’s record. No entry is required for a new hire unless a joint appointment has been approved with the appointment.

Mail Alt Dep

This field is used for alternate mailing location. It is located on the IGEN screen

Primary Title Code

Enter the employee’s numeric, 4-digit title code

Employee Unit Code

Entry not required in this field - this field is derived by the system based on the Title Unit Code and the Appointment Representation Code. The code indicates the collective bargaining unit which represents the employee’s predominant appointment job title.

Employee Representation Code

This is a display-only field derived by the system; you cannot enter information in this field; it is based on Appointment Representation Codes and indicates whether the employee is covered, uncovered or a supervisor for collective bargaining purposes in his/her predominant appointment job title.

Employee Special Handling Code

No entry required.

Employee Distribution Unit Code

No entry required.

Job Group ID

This is a display-only field derived by the system for use in Affirmative Action reporting.

Academic Programmatic Unit Code

(For School of Medicine, and School of Nursing only) Add the number corresponding to the scale (0 – 9) the faculty is paid from in the last space in the field.

  1. Press Enter to confirm the information.
  2. Press F11 to move to the EPD1 screen.

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Step 4 - The EPD1 Screen

EPD1 Screen

Fields

Data Information

Date of Birth

This field is pre-populated when the date of birth is entered on the EEID screen, i.e. 010580

Sex

Enter the code for the employee's gender (M for male and F for female)

Hispanic / American Indian or Alaska Native / Asian / Black/African American / Native Hawaiian or Other Pacific Islander / White

Enter the code for each field from the employee's form Self Identification of Ethnicity/Veteran Status

Primary Ethnic/Race

Enter the code from the employee's form Self Identification of Ethnicity/Veteran Status. See additional information on the PPS website on Codes for Race/Ethnicity

Disabled Status

Enter the code from the employee's form Self Identification of Disability. See additional information on the PPS website on Disability Codes

Veteran Status Codes

Enter the code for each field from the employee's form Self Identification of Ethnicity/Veteran Status

Citizenship Status

Enter the code that represents the employee’s citizenship status with respect to the United States. See additional information see the following websites:

Student Status

 Enter 1 for Not Registered

Note:  Academic appointees should never be entered as students.

No. of Reg. Units

Do not enter information in this field.

VISA Type

Enter VISA type. For a complete list of codes and eligibility for employment, see the PPS Visa Classifications Chart.

VISA/Work Permit End Date

Enter date VISA or Work Permit ends. If employee is PR there is no end date.

Retirement System Code

THIS IS A DERIVED FIELD - DO NOT ENTER. Please do review the code for accuracy. More information can be found on the Benefits Retirement Code Chart.

FICA Eligibility Code

 THIS IS A DERIVED FIELD - DO NOT ENTER. Please review the code for accuracy.

 More information can be found on the Benefits FICA Code Chart.

  1. Press Enter to confirm the information.
  2. Press F11 to move to the EADD screen.

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Step 5 - The EADD Screen

EADD Screen

Fields

Data Information

Permanent Address

Enter the address to which the employee desires all university mail to be sent via US mail.

Note: Permanent address is used to determine benefits program eligibility. If permanent address is out of area, the employee can only enroll in out-of-area benefits.

NOTE: This address will be used on your W2.

Foreign Address Indicator

Indicate F if the Permanent Address is foreign and complete the Providence, Country and Postal Code.

Home Phone

Enter the employee's phone number including the area code (no hyphens; i.e. 5307548888)

Spouse Name

This is a voluntary field. Enter the employee’s spouse’s name if applicable. This is only used in emergency situations.

Campus Release Code

Enter the code that indicates whether the employee has authorized the use of his/her Perm Address, Home Phone or Spouse’s name for campus processing. Releasing this information authorizes UC to send mailings that are non-university related.

Note: For union represented employees, information must be disclosed. After the hire, employees may opt to change their disclosure.

Employee Organization Disclosures

Enter the appropriate code for releasing employee address and phone number. Leaving the field blank or entering a Y will release information, entering an N will not release information.

Note: For union represented employees, information must be disclosed. After the hire, employees may opt to change their disclosure.

Campus Address

The campus address is the one to which the employee desires all campus mail to be sent. The campus address fields will accommodate on-campus or extended off-campus addresses. On-campus address consists of the Department Name on Line 1, One Shields Avenue on Line 2, and then city, state and zip. If the employee is off-campus, enter the full mailing address, using Line 1, Line 2, if needed, and the city, state and zip.

Campus Phone

Enter the employee's work phone number (no hyphens; i.e. 5307548888)

Campus Room and Building

Enter the employee's room and building location. Consult the campus directory for building abbreviations.

  1.  Press Enter to confirm the information.
  2.  Press F11 to move to the EPD2 screen.

Permanent Address Fields

Number of Characters

U.S. Address

Foreign Address

Line 1 (Street)

30 max

Required

Required

Line 2 (C/O, PO box, etc.)

30 max

Optional

Optional

City

21 max

Required

Required

State

2 required

Required

Leave Blank

Zip

5 required

Required

Leave Blank

Foreign Addr Ind

1 required

A

F

Prov

15 max

Leave Blank

If needed by country*

Country

2 required

Leave Blank

Required

Postal Code

10 max

Leave Blank

If needed by country*

**Payroll Services and Personnel Offices do not know which countries require a Prov (Province, State, County, or District) or a Foreign Postal code for mail delivery. Please consult with the employee.

*Please Note: Payroll Services and Personnel Offices do not know which countries require a Prov (Province, State, County, or District) or a Foreign Postal code for mail delivery. Please consult with the employee.

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Step 6 - The EPD2 Screen

EPD2 Screen

Fields

Data Information

Oath Signature Date

This field must be completed for United States Citizens only. Enter the date the oath of Allegiance form is signed by the employee. For example, March 1, should be entered as 030106.

Note: The Oath MUST be signed on or before the first day of employment, which for academic employees is typically the date of hire that is entered on the EPER screen.

I-9 Date

Enter the date that the I-9 (Employment Eligibility Verification) form is singed by the employee.  For example, April 1, 2006 is entered as 040106.

Note: the I-9 MUST be signed on or before the date of hire.

E-Verify Date

Skip this field during new hire entry.

Note: User must return to EPD2 screen and this field should be completed with the date if you have been notified the appointment is subject to E-Verify, and the E-Verify Department General User has completed the process.

E-Verify Status

Tab past this field. Code of Y indicates the employee is subject to the E-Verify process.

Note: If code indicates the employee is subject to E-Verify process inform E-Verify Department General User.

Education Level Code

Do not enter information in this field

Educational Level Year

Do not enter information in this field

Non-UC Prior Service Code

DO NOT ENTER INFORMATION IN THIS FIELD. This field is completed by Human Resources. Qualifying service from non-UC employment includes the State of California, The Department of Energy Laboratories (DOE) and the California State University.

No other fields are to be completed on the page.

  1. Press Enter to confirm the information.
  2. Press F11 to move to the ETAX screen.

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Step 7 - The ETAX Screen

ETAX Screen

Note: If the employee is a Nonresident Alien they must complete UC W-4NR/DE4 – University of California Nonresident Alien Employee’s Allowance Certificate.

Fields

Data Information

Federal Marital Status

Enter the federal marital status from the employee's W-4. 

Federal Personal Allowances

Enter the number of federal personal allowances from the employee's W-4.  One (1) allowance is entered as 001.

Maximum Withholding

DO NOT CHANGE THIS FIELD.

California State Marital Status

Enter the state marital status from the employee's W-4.

California Personal Allowances

Enter the number of state personal allowances from the employee's W-4.  One (1) allowance is entered as 001.

California Itemized Deductions

Enter the number of state itemized deductions from the employee’s W-4.

California Maximum Withholding

DO NOT CHANGE THIS FIELD

Additional Federal Tax Withholding

Enter additional federal tax that the employee would like deducted monthly (i.e. 120.00). This information is on the W-4. Once hired the employee can change this information on UC AtYourService.

  1. Press Enter to confirm the information.
  2. Press F11 to move to the EAPP screen.

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Step 8 - The EAPP Screen: Entering the appointment

EAPP Screen

  1. The appointment number uniquely identifies an appointment and its associated data. See Appointments and Distributions for additional information.
  2. Tab or move cursor to the command (===>) line. Enter ADD A to add the appointment with a system generated appointment number. Press Enter.

Fields

Data Information

Appt

A system derived appointment number of 10 will automatically populate the Appt field for a new hire.

Actions

The cursor will be positioned in the Actions field. This field is used to enter action codes that identify the activity or change of information that is occurring at the appointment level. When the New Hire bundle is selected, the Personal Action code of 01-Initial hire is derived. Do NOT enter any action codes for a new hire.

Pgm

The system will derive the Personnel Program from the title code.

Type

Enter the code representing the employee’s appointment type status associated with the appointment. The type code for all Academic Appointments is “5”.

For more information see PPS Appointment Types Code chart

Basis

This is the number of months (either nine or eleven) that the appointee is expected to perform service.  Enter 9 for an academic year appointment and enter 11 for a fiscal year appointment.

Paid Over

This is the number of months over which the appointee will receive salary. Salary is usually calculated over either a 9- or 12-month period. Enter 09 for those receiving salary on a 9-month basis and 12 for those receiving salary on a 12 month basis.

A chart explaining basis/paid over can be found at Academic Personnel website.

Note:  Stipends are either basis/paid over of 11/11 or 9/9.

Appt Begin

Enter the date the employee's appointment becomes effective, formatted as mmddyy.

Appt End

If the appointment is considered indefinite with no predetermined end date, enter 999999. Otherwise, enter the date on which the appointment is expected to end.

Dur

Duration of Employment Codes:

  • C - Continuing (Unit 18 Lecturer)
  • I - Indefinite
  • N - Non-tenure
  • T - Tenured
  • V - End date due to Visa Expiration
  • Blank - None of the above

Additional information is available on the Benefits Duration Indicator chart

Dept

This field is system-derived from the account number based on the FAU. If the appointment is split funded, the department is derived by the largest distribution percent or the first line if the position is equally split funded

Title

Enter the 4-digit numeric title code for this position.

Grade

Do not enter information in this field

% Full

Enter the percentage of time expected to be worked in the appointment. For example, the acceptable value for 100% is 1.00 or 50% is .50. The appointment percent of time and the appointment begin and end date must be consistent with the appointment type.

Note:  The sum of all distributions percents associated with the appointment should equal the appointment percent of time.

F/V

The code representing whether the amount of time to be worked in an appointment is fixed F or variable V for each pay period. Enter fixed F for all academic appointees.

Ann/Hr Rate

Do not complete. This field is system derived based on the Salary/Amount in the Rate/Amount Field on the distribution and the code entered in the Rt (Rate) field. For example, when the Rt code is A (annual) and the Rate/Amount is 2500.00, the Ann/Hr is derived as 30000.00 (12 X 2500)

Rt

 Enter the code that represents the rate:

  • A - Monthly
  • B - By Agreement

 The code entered must be compatible with the Rate/Amount on the distribution. Refer to the

 Description of Service (DOS) Code Table on the PPS website.

Sch

Enter MO for Monthly, this represents the pay schedule on which the appointment is to be paid. An employee can have only one pay schedule across all appointments.

Time

Enter the code that represents the method of reporting time worked in an appointment.

  • Z - Positive reporting, submits timesheet
  • R - Exception reporting, submits leave time only
  • E - Exception reporting, submits no information
  • W - Without salary, submits no information
  • N - Positive reporting, used for separations

 Refer to PPS Time Codes for more information.

Lv

Enter the leave accrual code that represents the rate at which vacation and sick leave will accrue for the appointment.  Academic year appointees do not accrue vacation or sick leave; they are coded N.  Fiscal year appointees accrue vacation at the rate of approximately 16 hours per month based on a 100% appointment; and some fiscal year appointees also accrue sick leave. 

For further information see the Leave Accrual Codes charts on the PPS website.

Tab or move cursor to the command (===>) line.

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Step 9 - The EAPP Screen: Entering the distribution

  1. The distribution number uniquely identifies a payroll distribution associated with an appointment. See Appointments and Distributions for additional information.
  2. Tab or move cursor to the command (===>) line.  Enter ADD D to add the distribution with a system generated distribution number. Press Enter to continue. A system generated number (11) will automatically populate the Dist field.

Fields

Data Information

C/Account/Sub-A/Obj/Sub-O/Project

Enter the full accounting unit (FAU) to which pay will be charged. The FAU must already be established in DaFIS. Required fields are C/Account/Object Consolidation (SUBG, SB01, SB03, etc).

Note:  Davis has four location codes, 3, L, H & S.

FTE

 Enter Full Time Equivalent (FTE) percent for staffing/budgeted purposes. Only enter for

 academic positions that are permanently funded; i.e. for full time enter 1.0,

for 50% enter .50

Note: Do not enter in this field for Academic Federation titles

Dist %

 Enter the percentage of time chargeable to this account. The percentage should be entered to

 the fourth decimal point; i.e. 100% is entered as 1.0000, 50% is entered as .5000

 Note:  The sum of all distributions percents associated with the appointment should equal the

% Full Time field on the appointment.

Pay Begin

Enter the date the pay should start being charged to this FAU

Pay End

Enter the date the pay should stop being charged to this FAU or enter 999999 for an indefinite appointment.

Step

Enter the step (if any) associated with the title code and pay rate. This information is available on the Academic Salary Scales.  If there is no step associated with the pay rate, leave blank.  DO NOT enter steps with a decimal point or roman numeral, for example step 1 is entered as 1.

O/A

(Off-Scale/Above Scale) – An O identifies that the salary rate is off-scale, this means the salary is higher than the established salary scale for that Step.  An A indicates this individual is above scale, this means the salary exceeds the maximum salary for the title series in the published salary scales.

Note: Pre-approval of these salaries is required before entry

Rate/Amount

Enter the employee’s, full monthly rate for the designated rank and step.

DOS

(Description of Service) - Enter the code that represents the type of pay. This code defines the type of compensation. Refer to the Description of Service (DOS) Codes webpage for more information.

PRQ

Do not enter information in this field

DUC

Leave this field blank

WSP

Do not enter information in this field.

  1. Press Enter to confirm the information.
  2. Press F11 to move to the ERET screen.

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Step 10 - The RET Screen

DO NOT ENTER ANY CODES ON THIS SCREEN; SYSTEM DERIVED – LEAVE BLANK

  1. Press F5 to begin the update process.

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Step 11 - The ECOM Screen

PAN comments

Enter the following in the Description of Content field of the PAN Comments screen:

  1. title code
  2. type of transaction – in this case an initial hire
  3. notation on end date (if applicable)
  4. notation of pre-approved exceptions (if applicable)

Example: TC 1300, Initial Hire, 7/1/15 to 6/30/17

Note:  If the Preparer phone or email is incorrect, please add the correct info to your comment.

Press F5 to finish the update to PPS and send the PAN.

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Step 12 - The IDOC (Employee Document)

  1. See instructions for printing IDOC using the web-based process on the PPS website.
  2. The first five digits of Social Security Numbers (SSN) have been masked on all IDOCs.
    To satisfy the requirement for the employee to verify that their social security number is correct, departmental personnel are now required to have the employee verify the SSN entered in PPS. Have the employee look at the ITAX screen and verify that their SSN is correct. Make sure any discrepancies are cleared before having the employee sign the IDOC.
  3. Review IDOC with employee and obtain the employee's signature.
  4. Provide a copy to the employee and retain a copy for your departmental personnel file.
  5. Distribute copies (see below).

Note: All supporting documentation MUST be forwarded to the appropriate offices within 2 working days of PPS entry.

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Step 13 - Distribution of Forms

Send to

Documents

Payroll Services

  • Original Summary of Initial Hire or Rehire, signed by employee (IDOC)
  • Screen print of PAN Comments (information required – title code, title name, type of transaction, and notation of end date if applicable)
  • Employment Eligibility Verification form (I-9)
  • Do not make copies of the employee’s documents (i.e. social security card, driver’s license, passport, etc.)
  • Verify eligibility from original document, then forward original I-9 form to Payroll
  • Federal and State Withholding Allowance Certificate (W-4)
  • Oath of Allegiance (signature of citizens only)/Patent Agreement form (UPAY 585)
  • Pay Disposition form (UPAY 702-3)
  • Adult/Child Abuse form, if required

Tax Accounting

  • Statement of Citizenship, if applicable
  • Form 8233, IRS Tax Exempt form, if applicable
  • Tax Treaty form, if applicable

Employee

  • Copy of Summary of Initial Hire or Rehire (IDOC)
  • Copy of position description, if applicable

Department

  • Copy of signed Summary of Initial Hire or Rehire (IDOC)
  • Copy of I-9 form only (to be kept in a file separate from the employee’s personnel file.)
  • Copy of dossier

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