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
- Before you start
- Step-by-step
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.
Before you start
- Obtain the required administrative approvals for the salary and appointment.
- An appointment should be made for the academic appointee with a benefits office representative at (530) 752-1774.
- Review the Guideline for Reporting Race, Ethnicity, Veteran, Disability.
- Obtain the following completed forms from the employee:
Note: all forms need to be signed on or before the first day of employment- Oath of Allegiance/Patent Agreement form (UPAY 585), signed and witnessed
- Employment Eligibility Verification form (I-9), signed and witnessed
- Self Identification of Disability
- Self Identification of Ethnicity/Veteran Status
- Federal and State Withholding Allowance Certificates (W-4)
- Pay Disposition form (UPAY 702-3)
- Statement Concerning Your Employment in a University Position Not Covered by Social Security (if applicable)
- Personal Data Form (UPAY 544) - optional
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
- Background Check Authorization Form. Required on critical positions with the School of Medicine. The HR web site includes the Background Check process and forms.
- Adult/Child Abuse forms (for certain School of Medicine appointees), contact the Dean’s Office Analyst for additional information.
- Certifications and licenses are required for certain department positions. Contact the Dean’s Office Analyst for additional information.
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
- To start the process, type HIRE in the Next Func field. Press Enter to navigate to the HIRE bundle.
Step 2 - The 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.
|
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
|
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. |
- Press Enter to confirm the information.
- An Employee ID will appear on the screen and you will get a message (in yellow) that the input has been accepted.
- Press F11 to move to the EPER screen.
Step 3 - The 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.
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:
|
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. |
- Press Enter to confirm the information.
- Press F11 to move to the EPD1 screen.
Step 4 - The 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
|
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. |
- Press Enter to confirm the information.
- Press F11 to move to the EADD screen.
Step 5 - The 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.
|
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.
|
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.
|
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. |
- Press Enter to confirm the information.
- 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.
Step 6 - The 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.
|
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.
|
E-Verify Date |
Skip this field during new hire entry.
|
E-Verify Status |
Tab past this field. Code of Y indicates the employee is subject to the E-Verify process.
|
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.
- Press Enter to confirm the information.
- Press F11 to move to the ETAX screen.
Step 7 - The 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. |
- Press Enter to confirm the information.
- Press F11 to move to the EAPP screen.
Step 8 - The EAPP Screen: Entering the appointment
- The appointment number uniquely identifies an appointment and its associated data. See Appointments and Distributions for additional information.
- 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.
|
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:
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.
|
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:
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.
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.
Step 9 - The EAPP Screen: Entering the distribution
- The distribution number uniquely identifies a payroll distribution associated with an appointment. See Appointments and Distributions for additional information.
- 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).
|
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
|
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
% 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.
|
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. |
- Press Enter to confirm the information.
- Press F11 to move to the ERET screen.
Step 10 - The RET Screen
DO NOT ENTER ANY CODES ON THIS SCREEN; SYSTEM DERIVED – LEAVE BLANK
- Press F5 to begin the update process.
Step 11 - The ECOM Screen
PAN comments |
Enter the following in the Description of Content field of the PAN Comments screen:
Example: TC 1300, Initial Hire, 7/1/15 to 6/30/17
|
Press F5 to finish the update to PPS and send the PAN.
Step 12 - The IDOC (Employee Document)
- See instructions for printing IDOC using the web-based process on the PPS website.
- 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. - Review IDOC with employee and obtain the employee's signature.
- Provide a copy to the employee and retain a copy for your departmental personnel file.
- Distribute copies (see below).
Note: All supporting documentation MUST be forwarded to the appropriate offices within 2 working days of PPS entry.
Step 13 - Distribution of Forms
Send to |
Documents |
---|---|
Payroll Services |
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Tax Accounting |
|
Employee |
|
Department |
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