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Staff Rehire Transaction

The staff rehire bundle is used to rehire an individual who had previous employment with the university and has an active Employee ID number in the Employee Database (EDB).

Contents


Intro

When an employee is rehired within a month 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 employment conditions.

If an employee separated over a year prior to the rehire date, the employee will need to be processed with a New Hire bundle. Reemployment of an employee into a career position requires the completion of the recruitment process outlined in the Manager’s and Supervisor’s Toolkit on the Human Resources website. If the rehire is a recall from layoff or preferential rehire from layoff refer to the Layoff guidelines in the Toolkit.

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 REHI Bundle

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

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Step 2 - EEID Screen - Employee Identification

Review all data on the screen and change as necessary.

Fields

Data Information

Employee ID

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

NoteThis 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).

NoteIf an employee record displays when you enter the SSN, check the information carefully to confirm whether 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

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.

  • Press Enter to confirm the information, then press F11 to move to the ESEP screen.

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Step 3 - ESEP Screen - Separation

Do not delete information from this screen.

  1. Press F11 to move to EPD1 screen.

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Step 4 - The EPD1 Screen - Employee Personal Data 1

  1. Review all data on this screen and change only as necessary. Generally, there will be no changes to this information unless something was incorrect in the prior record, or the employee had a change in their visa/citizenship status or student status.
  2. Press F11 to move to EADD screen.

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Step 5 - The EADD Screen - Employee Address Data

  1. Review all data on this screen and change only as necessary.  Update the employee's campus address section to reflect employment with your departmetn if this is not already correct.
  2. The campus address is where all campus mail will be sent. The campus address fields will accommodate on-campus or extended off-campus addresses.
  3. 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.
  4. Press F11 to move to EPD2 screen.

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Step 6 - The 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. 

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

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 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.

Note:   For staff hires no other fields are to be completed on the page.

  • Press Enter to confirm the information, press F11 to move to the ETAX screen.

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Step 7 - The ETAX Screen - Tax Information

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.

Press Enter to confirm the information, press F11 to move to the EPER 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. Once hired the employee can change this information on UC AtYourService.

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Step 8 - The EPER Screen - Personnel-Miscellaneous

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 HR website for more information on Status Qualifier Codes.

Date of Hire

Enter the rehire date.

Original Date of Hire

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.

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/classification 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

For career employees only. MSP employees do not serve a probationary period. Enter the date on which the employee is to complete their probationary period.

Note: For staff employees the probationary period is 6 consecutive months. For example, hired 1-22-16 then the probationary end date will be 7-21-16.

For more information see Probationary Period.

Next Salary Review

For career employees only. Enter the projected date (mmyy) on which the employee is to be considered for a salary review. 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 a merit)

Merit Rate Increase Percent

This is a derived field; do not enter information in this field. Information in this field is derived after a merit process has been completed.

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 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.

  • Press Enter to confirm the information, press F11 to move to the EAPP screen.

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Step 9 - The EAPP Screen - Entering the Appointment

  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 number. Press Enter.

Fields

Data Information

Appt

A system derived appointment number of 10 will automatically populate the Appt. field.

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. The appointment type status is also used to determine eligibility for health and welfare plans. For example, employees with appointment types 4-Casul/Restricted and 6-Per Diem are ineligible for health and welfare benefits.

For more information see PPS Appointment Types Code chart

Bas

Normally left blank for staff members unless they are partial year/career; type 7; if so, enter the number of months worked (may be 09, 10, 11)

Ovr

Leave blank for staff members

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:

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

Additional information is available on the 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. See the HR Salary Scales to look up staff title codes.

Grade

Enter the grade (if any) associated with the staff title code as published in the HR Salary Scales. If there is no grade leave this field 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 distributions percents associated with the appointment should equal the appointment percent of time.

F/V

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%.  If 50% V it indicates that the employee works 50% regularly but may work between 50% and 100% at times.

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. See PPS Time Codes for more information.

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

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Step 10 - The EAPP Screen - Entering the Distribution(s)

  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/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.

FTE

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 1.0, 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

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 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 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, 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.

O/A

(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.

Rate/Amount

Enter the employees, 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 1.0000 (100%) or .7500 (75%)
  • 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. The most common DOS code is REG.

Refer to the Description of Service (DOS) Codes webpage for more information

PRQ

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 Human Resources to establish perquisites.

DUC

Leave this field blank

WSP

(Work-Study) - If the student employee’s pay is partially funded by the Work Study Program, enter the code that represents the type of work student program. Otherwise, leave blank. Refer to Department Guidelines for Processing Work-Study Awards for more information.

  • Press Enter to confirm the information, 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:

  • title code
  • type of transaction – in this case an rehire
  • vacancy listing number (if applicable)
  • Banner confirmation and date (student titles only)
  • notation on end date (if applicable)
  • notation of pre-approved exceptions (if applicable)

Example 1: TC 4722, Rehire, VL# 1234, approved by ___________

Example 2: TC 4723, __Assistant II, Rehire, VL# 2345, end date of 6-30-15 for budget purposes, approved by ____________

Example 3: TC 4919, Student Assistant III, Rehire, VL#7890, banner confirmation 5-10-15.

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

  • Press F5 to finish the update in 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).

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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, vacancy listing number if applicable, Banner confirmation and date for student titles, notation of end date if applicable, and notification of pre-approved exceptions 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)

Tax Accounting

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

Human Resources

  • Original, signed application for incoming MSP employee goes to the Office of SR Associate Vice-Chancellor Human Resources
  • Adult/Child Abuse form, if required
  • Any required certification

Employee

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

Department

  • Copy of signed Summary of Initial Hire or Rehire (IDOC)
  • Copy of I-9 form only (kept in a file separate from the employee’s personnel file)
  • Copy of signed position description
  • Copy of the Statement of Citizenship Status

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