Clickable staff directory icon.
Clickable forms icon.
Clickable org chart icon.
Clickable about us icon.

Academic Rehire Transaction

The academic rehire bundle is used to rehire an individual who had previous employment with UC Davis and separated within the past year. 

Contents


Intro

The employee will have an active Employee ID number in EDB (Employee Data Base). When an employee is rehired following his or her separation, most of the existing data displayed on the screens in the bundle is generally current and may not need to be updated. However, all existing data must be reviewed and updated as necessary and appropriate based on the new appointment.

There are several steps in the hiring process that need to be followed before employees are hired. The policies and procedures can be found in the Academic Personnel Manual (APM 500 and UCD APM 500 Recruitment Guidelines and UCD 200B Academic Appointment Review Process). Obtain the required administrative approval prior to entry. Questions regarding the recruitment and appointment process should be directed to the analyst in your dean’s office.

All fields that should be considered for data entry are listed. Many fields were fully defined in the New Hire bundle. Comments pertaining specifically to rehire are included below.

REHI Bundle Screens:

  • EEID – Employee Identification
  • ESEP – Separation
  • EPD1 – Employee Personal Data 1
  • EADD – Employee Address Data
  • EPD2 – Employee Personal Data 2
  • ETAX – Tax Information
  • EPER – Personnel – Miscellaneous
  • EAPP – Appointment/Distribution

↑Top


Step-by-step 

Step 1 - Navigate to Rehire (REHI) Bundle

To start the process, type REHI in the Next Func field, do not enter employee ID, or name, or SSN. Press Enter to navigate to the first screen in the bundle.

↑Top


Step 2 - The EEID Screen
 

Rehire Command

Fields

Data Information

Employee ID

Enter employee ID# without hyphens (i.e. 123456789), and then press Enter.

Note:  This is the easiest way to begin your rehire.  The rest of the fields on this screen will automatically display the rest of the information when you press Enter.

Review and verify all data to be sure it is still correct, make changes if necessary.  For example, if the employee’s last name has changed, enter the new last name in the Last Name field.

SSN

Verify the employee's social security number; check the information carefully to confirm if it is the same person.

First Name

Do not change unless change has been submitted

Middle Name

Do not change unless change has been submitted

Last Name

Do not change unless change has been submitted

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

Do not change unless change has been submitted

Intercampus Transfer

Leave blank unless this is an intercampus transfer. See Intercampus Transfers on the PPS website.

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

↑Top


Step 3 - The ESEP Screen

Do not delete information from this screen, no changes are necessary. 

↑Top


Step 4 - The EPD1 Screen
 

EPD1 Screen

Fields

Data Information

Date of Birth

Do not change

Sex

Do not change

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

Do not change

Primary Ethnic/Race

Do not change

Disabled Status

Do not change unless change has been submitted. See additional information on the PPS website on Disability Codes

Veteran Status Codes

Do not change unless change has been submitted

Citizenship Status

Do not change unless change has been submitted

Student Status

Do not change unless change has been submitted

Note: Academic appointees should never be entered as students.

No. of Reg. Units

Do not enter information in this field.

VISA Type

Do not change unless change has been submitted. For a complete list of codes and eligibility for employment, see the PPS Visa Classifications Chart.

VISA/Work Permit End Date

Do not change unless change has been submitted. 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.

↑Top


Step 5 - The EADD Screen

EADD Screen

Fields

Data Information

Permanent Address

Do not change unless change has been submitted

Foreign Address Indicator

Do not change unless change has been submitted. Indicate F if the Permanent Address is foreign and complete the Providence, Country and Postal Code.

Home Phone

Do not change unless change has been submitted

Spouse Name

Do not change unless change has been submitted

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.

Note: If the employee's permanent address is not correct at W-2 mailing time (mid-January), the employee may not receive his/her W-2 form. Undeliverable W-2 forms are NOT forwarded by the United States Postal Service -- they are returned to Payroll Services.

↑Top


Step 6 - The EPD2 Screen
 

EPD2 Screen

Fields

Data Information

Oath Signature Date

If the employee is a US citizen and the date of rehire is more than one year after the date on which the previous Oath was signed, a new Oath of Allegiance and Patent Agreement form must be completed and signed and the new date entered in this field. Note: If the employee is not a US citizen, the Oath section is not administered.

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 signed by the employee. If the date of rehire is more than 3 years after the date on which the previous I-9 was signed, a new I-9 must be completed on or before the first day of employment.

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

E-Verify Date

Skip this field during rehire 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..

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.

↑Top


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.

↑Top


Step 8 - 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 rehire date

Original Date of Hire

If the Original Hire Date is listed, do not change.

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 Others - Not Confidential

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-Senate 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

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 this field

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

↑Top


Step 9 - The EAPP Screen: Entering an 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 web site.

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.

↑Top


Step 10 - 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.

↑Top


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 Rehire
  3. notation on end date (if applicable)
  4. notation of pre-approved exceptions (if applicable)

Example: TC 1300, Rehire, 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.

↑Top


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 two working days of PPS entry.

↑Top


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

↑Top