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Graduate Student Rehire Transaction

The graduate student rehire bundle is used to rehire an individual who had previous employment with UCD and separated within the past year. 

Contents

  1. Navigate to Rehire Bundle
  2. The EEID Screen (Employee Identification)
  3. The ESEP Screen - Separation
  4. The EPD1 Screen - Employee Personal Data 1 
  5. The EADD Screen - Employee Address Data 
  6. The EPD2 Screen - Employee Personal Data 2
  7. The ETAX Screen - Tax Information
  8. The EPER Screen - Personnel-Miscellaneous
  9. The EAPP Screen - Entering the Appointment and Distributions
  10. The ECOM Screen 
  11. The IDOC (Employee Document) 
  12. Distribution of Forms

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 rehire process that need to be followed. 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

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Step-by-step

Step 1 - Navigate to Rehire Bundle

To start the process, type REHI in the Next Func field. Press Enter to navigate to the bundle. Do NOT enter any employee identification information (i.e. ID#, name, or SSN).

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Step 2 - The EEID Screen (Employee Identification)

EEID Screen

Fields

Data Information

Employee ID

Enter employee ID# without hyphens (i.e. 32342112), 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 and 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

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.

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

Do not change unless change has been submitted

Date of Birth

Do not change unless change has been submitted

Intercampus Transfer

Leave blank unless this is an intercampus transfer.  See Intercampus Transfers for assistance

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

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Step 3 - ESEP Screen - Separation

Do not delete information from this screen at this time.

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Step 4 - EPD1 Screen – Employee Personal Data 1

EPD1 Image

Fields

Data Information

Date of Birth

Do not change

Sex

Do not change unless change has been submitted

Ethnic

Do not change unless change has been submitted

Veteran

Do not change unless change has been submitted

Disabled Status

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

No. of Reg. Units

Do not change unless change has been submitted

VISA Type

Do not change unless change has been submitted

VISA/Work Permit End Date

Do not change unless change has been submitted

Retirement System Code

Do not change

FICA Eligibility Code

Do not change

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

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Step 5 - EADD Screen – Employee Address Data

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 (i.e. 5307520000)

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.

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Step 6 - EPD2 Screen - Employee Personal Data 2

Fields

Data Information

Oath Signature Date

If the employee is a US citizen and the date of rehire is more than one (1) year after the date on which the previous Oath was signed by the employee, 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 of Allegiance section is not administered.

The Patent Agreement section must be signed by all employees and volunteers.

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

I-9 Date

Enter the date on which the I-9 form is signed by the employee. The I-9 form must be completely filled out and contain all required signatures.

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

Note:   The I-9 MUST be signed on or before the begin date.

E-Verify Date

Skip this field during new 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 change unless change has been submitted

Educational Level Year

Do not change unless change has been submitted

Non-UC Prior Service Code

DO NOT ENTER INFORMATION IN THIS FIELD. This field is completed by Human Resources.

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

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Step 7 - ETAX Screen - Tax Information

ETAX Screen

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.

Addl Fed Tax Withholding

Enter additional federal tax that the employee would like deducted monthly (i.e. 120.00). This information is on the W-4.

Addl CA Tax Withholding

Enter additional state tax that the employee would like deducted monthly (i.e. 120.00).

This information is on the W-4.

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

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

Once hired the employee can change this information on UC At Your Service Online website.

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Step 8 - EPER Screen - Personnel-Miscellaneous

EAPP Screen

Fields

Data Information

Assigned BELI Code

If the Date of Hire (for the rehire action) is the same as the day you are entering this rehire, or has passed, enter the BELI code for which the employee's appointment type status, duration of employment, and percent of appointment qualifies.

If the Date of Hire is any date after the day you are entering this rehire (i.e. in the future) do not enter the assigned BELI code; the system will derive the assigned BELI code automatically on the date you have entered as the Date of Hire.

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

If you entered an Assigned BELI Code, enter the date the Assigned BELI is effective. If you did not enter an Assigned BELI Code per the instructions above, leave the Effective Date blank also.

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. Verify the Original Date of Hire field is filled, if not enter the date in this field prior to entering the rehire date.

Original Date of Hire

This is the original date the employee began working for the University.  If an 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
  • H - Student in Academic title, covered by HEERA
  • I - Student in Academic title, not covered by HEERA

For more detailed information see PPS/Employee Relations Codes and the Grad Studies PPS Coding Guide.

Employee Relations Unit

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

Current Employee Relations Unit codes:

  • BS - Academic Student Employee (ASE) (UAW)
  • 99 - No Bargaining Unit
  • PX - Postdoctoral Scholars (UAW)

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 in this field, this is for staff only.

Home Department Code

Enter the employee's 6-digit 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 rehire.

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.

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

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Step 9 - EAPP Screen - Entering the Appointment & Distributions

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 will automatically populate the Appt field for a rehire when you type in ADD A at the special command line.

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 REHI bundle is selected, the Personal Action code of 02-Rehire is derived.

Do not enter an action code for a rehire.

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. Enter 5 for all Academic Appointments.

Exception:  Appointment Type is 4 when entering an International Student Fellowship using TC 9995 Unclassified.

For more information see PPS Appointment Type Code chart

Bas

This is the number of months (either 9 or 11) that the employee is expected to perform service.  Enter 09 for an academic year appointment and enter 11 for a fiscal year appointment.

Ovr

This is the number of months over which the employee 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 Grad Studies PPS Coding Guide.

Appt Begin

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

Postdoctoral Scholar appointments are limited term with fixed begin and end dates.

 Standard Academic Student Employee Appointment Begin/End dates are:

        Fall quarter: 10/1 to 12/31
        Winter quarter: 1/1 to 3/31
        Spring quarter: 4/1 to 6/30
        Summer: 7/1 to 9/30

When appointing graduate students, standard dates should be used in order for eligibility requirements to be determined and student benefits to be provided.

Appt End

Enter the date on which the appointment is expected to end.  Postdoctoral Scholar appointments are limited term with fixed begin and end dates.

Standard Academic Student Employee Appointment Begin/End dates are:

        Fall quarter: 10/1 to 12/31
        Winter quarter: 1/1 to 3/31
        Spring quarter: 4/1 to 6/30
        Summer: 7/1 to 9/30

Dur

Leave blank

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 an appointment. For example, the acceptable value for 100% is 1.00 or 50% is .50.

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.  See Graduate Studies PPS Coding Guide for more information.

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 H (hourly) and the Rate/Amount is 10.6300, the Ann/Hr is derived as 10.6300. 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:

  • H - Hourly
  • 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 the code that represents the pay schedule on which the appointment is to be paid.

  • BW - Biweekly
  • MO - Monthly

An employee can have only one (1) pay schedule across all appointments.

Time

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

  • Z - Positive, submits timesheet
  • R - Exception, shows on roster
  • E - Exception, not on roster
  • W - Without Salary, no timesheet

Reference: PPS Time Codes

Note:   Use Z for positive or R for exception. See Appointments and Distributions for more information.

Lv

Enter the leave accrual code that represents the rate at which vacation and sick leave will accrue for the appointment. If multiple appointments, the total percent of all eligible appointments must be considered when determining the appropriate leave accrual code. 

  • Postdoctoral Scholars covered by the PX contract do not ACCRUE vacation or sick leave; they are coded N. 
  • ASEs covered by the BX contract do not accrue vacation or sick leave; they are coded N. 
  • GSR: If the student is appointed for less than six months, irrespective of percentage time of appointment, the leave code is N. If the student is appointed for at least six months and at least 50% time, the leave code is E. The student accrues vacation at a rate of 24 days per year (at a 100% time appointment). Actual accrual rate is based upon percentage time of appointment. Students employed in this title code are not eligible for sick leave.

 For further information see the Leave Accrual Codes chart at the PPS website.

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 KFS. 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) for staffing/budgeted purposes. Only enter for career positions that are permanently funded (paid from SUBS). 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 0.5000

 Note:  The sum of all distribution 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

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

Leave this field blank

Rate/Amount

Enter the hourly rate, monthly rate or the by-agreement amount associated with the distribution. The Rate/Amount entered must be compatible with the Rate Code entered in the Rt field on the appointment. Examples:

  • If the appointment rate code is H, enter the hourly rate as 10.5300
  • If the appointment rate code is A enter the full time monthly amount as 2702.00
  • If the appointment rate code is B, enter the by agreement amount

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

Leave this field blank

DUC

Leave this field blank

WSP

(Work-Study) - If the employee’s pay is partially funded by the Work Study Program, enter the code that represents the type of work study program.  See the instructions for Work Study.

  1. Press Enter to confirm the information.
  2. Press F5 to begin the update process.

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Step 10 - 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 2310, Initial Hire, 4/1/15 to 6/30/15, units and GPA verified on 3/29/15

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

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

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Step 11 - 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 12 - 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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