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Staff Limited/Casual to Career Status Transactions

Use the CSCR bundle to process a change in an employee's appointment type status from a Limited (or Casual) appointment to Career without a break in service.



A department can hire a Limited employee in a Career position only after completing steps in the employment process. For assistance with the process and approval, contact your Recruiter

When an employee is changed from Limited status to Career status without a break in service, the terms and conditions of the appointment change which will provide additional benefits and entitlements. Listed below are things to consider when an employee's status changes from limited to career:

  • Eligibility for a merit increase
  • Completion of probationary period
  • Eligibility for health and welfare benefits
  • Eligibility for UCRP membership 

Use the CSCR bundle to process a voluntary change in an employee's appointment type status from Career to Limited without a break in service. A department can hire a Career employee into a Limited position after obtaining approval to recruit/hire from Employment/Outreach (for PSS level positions) or SR Assoc. Vice Chancellor – HR (for MSP level positions). Employees who transfer out of their Career appointment and accept a Limited appointment without a break in service should be advised of the impact this change has on their employment status. Ongoing eligibility for health and welfare plans will be determined by the appointment type status, appointment percentage of time, and average time on pay status. 

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 Limited (Casual) to Career and Career to Limited (Casual) are included below. Always review existing appointment(s) and distribution(s) and update the data as appropriate. Add new appointments and distributions as necessary to complete the transaction.

Screens in the CSCR bundle:

  • EPER – Personnel Miscellaneous
  • EPD1 – Employee Personal Data 1
  • EADD – Employee Address Data
  • ETAX – Tax Information
  • EAPP – Appointment/Distributions



Step 1 - EPER Screen - Personnel-Miscellaneous 


Data Information

Assigned BELI

Enter the BELI code for which the employee qualifies as a result of the change in appointment conditions.

BELI Effective Date

Enter the date on which the BELI code is effective.

BELI Status Qualifiers
Primary Date
Secondary Date

Leave blank unless instructed otherwise. For more information see Status Qualifier Codes.

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

This information is provided to your department by HR during the course of the recruitment process. To find an Employee Relations Unit for a specific title code, go to Staff Salary Scales, enter the title code, click on "Find" and the bargaining unit will show up next to the job title. The UC-Union Contracts page is another resource for union contract information.

Probationary Period End Date

If the employee is changing from limited to career without a break in service enter the projected date on which the employee is to complete their probationary period. If the employee is changing from career to limited without a break in service, an existing probationary period end date should be present. Do not change or delete. For more information see Probationary Period.

Next Salary Review Date

Enter the Next Salary Review Date resulting from the change from limited to career. If the employee is not eligible for a next salary review and a date is present, enter an asterisk (*).  Refer to Merit Program/Performance Evaluation Timelines

Next Salary Review Type

For Career employees only. Enter the code that represents the type of increase that the employee is to be considered for. The code is usually 2 (available for merit). Refer to Merit Program/Performance Evaluation Timelines.

  • Press Enter, review data, then press F11 to advance to EPD1 screen.


Step 2 - EPD1 Screen - Employee Personnel Data 1


Data Information

Student Status

Enter the code that represents the employee's current student status with the University of California. University Extension does not apply.

No. of Reg. Units

If employee is a registered student, enter the number of units for which the student is registered with the University of California.

  • Press Enter, review, then press F11 to advance to the EADD screen.


Step 3 - EADD Screen - Employee Address Data


Data Information

Campus Address-
Line 1, Line 2,

City, State, Zip
Campus Phone
Mail Code

If the change in status resulted in a transfer to a different department, enter the new on- or off-campus address information, including Campus Phone and Mail Code. This is the address to which, among other mailings, the employee's Surepay Advice statements will be sent.

Campus Release Code

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 in units CS (CUE), RX/TX (UPTE) and EX/RX (AFSCME) information must be disclosed. After the hire, employees may opt to change their disclosure.

  • Press Enter, review data, then press F11 to advance to the ETAX screen.


Step 4 - ETAX Screen - Tax Information

  1. Enter corrections or updates to this screen only if the employee requests changes.
  2. Press Enter, review data, then press F11 to advance to the EAPP screen.


Step 5 - EAPP Screen - Appointments/Distributions

EXISTING Appointment and Distribution(s):

Fields Data Information

Appointment End

Before a new appointment is added to reflect a personnel action associated with this bundle, the existing appointment(s) must be ended on a date prior to the proposed begin date of the personnel action. If the existing appointment(s) begin date is later than the proposed appointment end date, the existing appointment(s) should be deleted.


For indefinite appointments, enter an asterisk (*) to delete the I from this field.

Dist Pay End

Before a new distribution is added, the existing distribution(s) must be ended on a date prior to the proposed begin date of the new distribution. If the existing distribution(s) begin date is later than the proposed distribution end date, the existing distribution(s) should be deleted.

ADD or COPY a new appointment(s):

Fields Data Information


For a Limited position that was recruited as “Limited with the possibility of transitioning to Career status”, enter action code 52. When the change is from a Limited position to another Career position, enter the code that represents whether the change resulted in a Promotion (10), Lateral Transfer (12), or a Demotion (11).


Enter the code representing the employee’s appointment type status associated with the appointment. Enter code 2 for Limited to Career and code 3 for Career to Limited. For more information, see PPS Appointment Type Codes chart.


Basis is normally left blank for staff members unless they are Partial Year Career - type 7; if so, enter the number of months worked (either 09, 10, 11).

Appt Begin

Enter the date on which the personnel action is effective, formatted as mmddyy.

Appt End

For indefinite appointments enter 999999. Otherwise, enter the date on which the appointment is expected to end.  Limited appointments should reflect a definite end date. Review all remaining appointment and distribution information to be sure it is consistent with the appointment type.


Enter an I for appointments that are considered to be indefinite with no predetermined end date. Leave blank for appointments with predetermined end dates.

Duration of Employment Codes:

  • B - End Date for budget reasons only
  • I - Indefinite
  • V - End Date due to Visa expiration


Enter the 4-digit numeric title code for this position. See the Staff Salary Scales to look up staff title codes.


Enter the new grade if appropriate (for non-represented titles only). Otherwise, leave blank.

Note: Staff titles usually have either a grade or step, but not both. The exception to this rule is SX, EX and HX covered positions--they have neither a step nor a grade.

% 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. The appointment percent of time and the appointment begin and end date must be consistent with the appointment type, e.g. Career and Limited.

Note:  The sum of all distribution percentages associated with the appointment should equal the appointment percentage of time.


Enter the code representing whether the amount of time to be worked in an appointment is fixed F or variable V for each pay period. When you combine a percent, under 100% with V, it indicates that the employee will work the percent specified on a regular basis but may work up to 100%.  Therefore, 50% V indicates that the employee works 50% regularly but may work between 50% and 100% at times.


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.


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.


Enter the code that represents the method of reporting time worked in an appointment. Refer to PPS Time Codes

Note: Use Z for positive or R for exception.


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.

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

ADD or COPY a new distribution(s):

Fields Data Information


If the salary increase granted for the personnel action code entered on the appointment included an exceptional, equity or exception to pay policy increase, enter action code 42. If other actions are being processed at the distribution level that are not derived, enter the action codes as applicable. Refer to the Personnel Action Code chart.

C/Account/Sub-A/Obj/S-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 (SUBS, SUBG, etc).

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


Enter Full Time Equivalent (FTE) for staffing/budgeted purposes. Only enter for career positions that are permanently funded (paid from SUBS); i.e. for full time enter 1.00, for 50% enter .50, etc.

Dis %

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, etc.

The total of all distribution percents associated with an appointment should equal the percent of time entered in the % Full Time field on the appointment.

Pay Begin

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

Pay End

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


Enter the step (if any) associated with the title code and pay rate. This information is available on the Staff Salary Scales. If there is no step associated with the pay rate, leave blank. If there is a grade associated with the title it must be entered on the appointment line. Enter steps with a decimal point, for example step 1 is 1.0, 15 is 15.0, etc.

Note: Staff titles usually have either a step or a grade, not both. The exception to this rule is EX, HX and SX covered positions have no grade or step.


(Off-scale/Above Scale) - Use this field only if the employee’s distribution pay rate is above the maximum or off step of the salary range for the title code. These actions require prior approval from Human Resources. If an employee is off step the O indicator is used, if they are above the salary scales the A indicator is used.


Enter the employee’s, 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 employee’s 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 1832.00 (100% rate).
  • If the appointment rate code is B, enter the by-agreement amount.


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


Use this field only if an employee is to have a perquisite deducted from their total compensation, i.e. for meals or room and board. Departments must receive approval from Compensation Services to establish perquisites.


Leave this field blank.

  • Press Enter, review data, then press F5 to advance to the ECOM screen.


Step 6 - The ECOM Screen

PAN Comments

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

  • Title Code
  • Type of transaction (Limited to Career, etc.).
  • Vacancy Listing (if applicable).
  • Notation of end date (if applicable).
  • Notation of pre-approved exceptions (if applicable).

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

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


Step 7 - 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.


Step 8 - Distribution of Forms

Send To


Payroll Services

  • Federal and State Withholding Allowance Certificate (W-4), if applicable.

Human Resources

  • Adult/Child Abuse form, if required.
  • Any required certification.


  • Copy of Summary of Change-in-Status (IDOC).
  • Copy of position description.


  • Original signed Summary of Change-in-Status (IDOC).
  • Copy of signed position description.