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Processing an Online New Hire

When your department hires a new employee who has not been employed at UC Davis previously, or was rehired after a break in service greater than 13 months, you must process the employee as a new hire.

Contents

 


Intro

This transaction can now be completed in the web-based application.

Note: Special conditions exist for non-residents. Check with HR if you have questions.
UC Davis Health processes and codes may differ from those presented here.

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Before you start

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Step-by-step

Step 1 - Login to Online PPS Application

  1. In your browser, visit https://pps.ucop.edu/pp3 to access the production database where the employee records are maintained (or https://ppstr.ucop.edu/pp3 for the training database).Login to Web Screen
  2. Enter your PPS userID, then tab, and enter your PPS password, then click on the Logon button
    Note: Your PPS password may NOT contain any symbols to be used in this application

    Web Menu
  3. Select New Hire from the Main Menu to begin entering the record for your new employee.
  4. There is a short PowerPoint presentation on the PPS website that will introduce and familiarize new users with this online application. It is recommended you review the presentation prior to your first entry in the web-based PPS.

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Step 2 - Create a record for the new employee

  1. Enter the new employee's first name in the First field, middle name or initial in the Middle field, and last name in the Last field (you can also enter a suffix such as Jr in the Suffix field, if applicable).Employee ID Screen
  2. Enter the employee's birth date, formatted mmddyy, in the Date of Birth field.
  3. Enter the employee's SSN in the Social Security Number field, if the employee doesn't have an SSN enter 000 00 0000.
  4. At the bottom of this section, click on the Next button to move to the next screen or tab.

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Step 3 - Personal Information

  1. You will notice the employee's name and ID are now at the top information bar, and the ID flashes in red for a few seconds to draw your attention, this is to alert you to the new information.Personal Info Screen
  2. Enter the sex of the employee as either Female or Male by selecting a radio button.
  3. Using the forms completed by the employee, enter the ethnicity from Section A and Section B of the Self Identification of Ethnicity/Veteran Status form, if the employee has left sections of the form blank, or has declined to state, leave Section A blank, choose Unknown from the drop down list in Section B.
  4. Enter  the disability status as stated on the Self Identification of Disability form by selecting the correct radio button.
  5. Enter the veteran status as stated on the Self Identification of Ethnicity/Veteran Status form, if employee is a US veteran and you select Yes with the radio button, additional fields will appear, these must be completed as stated on the form.
  6. Click on the Next button at the bottom of this section to move to the next screen or tab, you can also return to the previous screen by selecting the Previous button.

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Step 4 - Address and Disclosure Information

  1. When necessary, change the radio button from US address to Foreign address if the employee's permanent address is not in the US.Employee Address Screen
  2. Enter the employee's permanent address in the applicable fields, foreign address radio button will provide the correct foreign address fields.
  3. If applicable, change the release address to campus or employee organizations indicators from the defaults of NO, do not release to campus and YES, OK to release to campus organizations. The default is set to Yes for campus organizations due to reporting requirements for represented employees.
  4. Enter the home phone and release indicators as applicable.
  5. Enter the name of employee's spouse if provided, indicate if this information can be released to campus.Campus Address Screen
  6. Enter the home department name, mailing address, and phone number.
  7. This information can be set as a template by pressing the Create New Template button, name the template and save for future use. If you have previously set up a campus address template, use the My Templates button to select from your saved templates.
  8. Click on the Next button at the bottom of this section to move to the next screen or tab, you can also return to the previous screen by selecting the Previous button.

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Step 5 - Citizenship and Taxes

  1. If the employee is NOT a US citizen put a check in the box by clicking the box, if the employee is a citizen leave box empty.Citizenship Screen
  2. Placing a check in the box will require additional information about the citizenship status of the employee, provide resident/non-resident status, visa type and end date of visa (no end date is entered if employee is a Permanent Resident).
  3. Complete the fields to indicate Federal and State tax status as provided by the employee on the W4 form, filing exempt is code 998 in Personal Allowances field, other codes are provided by clicking on the field name Personal Allowances.
  4. Click on the Next button at the bottom of this section to move to the next screen or tab, you can also return to the previous screen by selecting the Previous button.

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Step 6 - Employment Information

  1. Enter the employee's hire date for their most current employment period at the university, click the calendar icon to see a calendar of the current month (navigate to other months by using arrows), click the date to fill the field with that date.Employment Info Screen
  2. Enter the date that employee first worked for UC, if no prior employment this will be the same as the Most Recent Date of Hire.
  3. Enter the date that the oath was signed in the Oath Signature Date field.
    Note: the Oath should be signed on or before the most recent hire date
  4. Enter the date that the I-9 was completed in the I-9 Signature Date field.
    Note: the I-9 should be signed on or before the most recent hire date
  5. Enter the BELI (Assigned) code indicating the level of benefits for the employee.
  6. Enter the BELI Effective Date indicating the date the code goes into effect.Employment Info 2 Screen
  7. Enter the Employee Relations Code and Employee Unit Code for purposes of collective bargaining, contact HR for assistance with these codes.
  8. Tab past the Academic Programmatic Unit Code field; this field is used for Health Science Faculty only and identifies the unit the faculty member belongs to for purposes of determining the health science salary scale. Contact the Dean’s Office, School of Medicine for codes and additional information.
  9. Enter the Home Department Code (six-digit code of the hiring department), and the Alternate Department Code if applicable, not typically used at the time of hire.
  10. Enter the Special Training Required Code if applicable, contact HR for assistance with this information.
  11. Enter the Student Status and the number of units if applicable, leave blank if not enrolled in units at UC Davis.
  12. Enter the Probationary Period End Date if applicable (academic titles do not have probationary periods).
  13. Enter the Next Salary Review Date and Next Salary Review Type if applicable.
  14. Use the drop down list to enter the Intercampus Transfer code if the employee has transferred from another UC campus.
  15. Do not enter an Background Check information.
  16. Click on the Next button at the bottom of this section to move to the next screen or tab, you can also return to the previous screen by selecting the Previous button.

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Step 7 - Create a New Appointment

Add Appointment Screen

  1. Begin by clicking the button to Add Appointment.Adding Appointment Info
  2. PPS selects first available appointment, this number can be modified but you must follow numbering rules for appointments (increments of 10 - i.e. 10, 20, 30, etc).
  3. Enter the Appointment Type using the drop down list.
  4. Enter the title or title code of the position the employee will fill, as you type the program will display options to select from.
  5. Enter the Duration if applicable. If Indefinite is chosen End Date populates with 99/99/99.
  6. Enter the begin and end dates of the appointment in this title code.
  7. Enter the Grade if applicable (employee will have either a grade or a step in the distribution).
  8. Enter percentage of full time, 100% time is 1.00, 50% time is 0.50.
  9. Enter code representing whether the amount of time to be worked is fixed or variable for each pay period.
  10. Use drop down list to select Rate Code.
  11. Enter the annual, by agreement or hourly rate for this appointment.
  12. Enter the pay schedule, the employee may only have one pay schedule for all appointments.
  13. Enter the time code for how the employee will report their time, most commonly used codes at UCD are R=Exception, Z=Positive, W=Without Salary.
  14. Enter the Leave code for the accrual of sick and vacation time, additional information can be found on the PPS Website.
  15. Click on the Save Appointment button at the bottom of this section to move to the next step.

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Step 8 - Create a New Distribution

Adding Distribution Screen

  1. Click the Add Distribution button or use the icon in the chart that looks like + Dist.Distribution Info Added
  2. PPS selects first available distribution, this number can be modified but you must follow numbering rules for distribution (increments of 1 under the designated appointment -- i.e. appt 10 has dists 11, 12, 13, appt 20 has dists 21, 22, 23, etc).
  3. Enter the FAU or Full Accounting Unit to identify the account the employee will be paid from; minimum fields required are Chart, Account and Object.
  4. Enter the FTE or Full Time Equivalent to indicate how much of the employee's salary is permanently budgeted in this FAU.
  5. Enter the Dist % that indicates how much of the employee's salary will be paid from this FAU; for exception employees the total dist % across all distributions should equal the percentage in the appointment.
  6. Enter the Pay Begin Date indicating when employee will begin being paid on this FAU and the Pay End Date indicating when employee will stop being paid on this FAU, enter 999999 for an indefinite end date.
  7. If applicable, enter the step indicating the pay rate for the salary (employee's with a grade generally do not have a step).
  8. Enter the Rate Amount as a monthly, by agreement, or hourly rate that matches the rate code in the appointment.
  9. Enter the DOS or Description of Service code that defines the type of compensation to be paid; more information on DOS codes can be found on the PPS website.
  10. Enter the Perquisite code (if applicable), the Work Study Program code (if applicable) and the Off/Above Scale code, if applicable.
  11. Make sure to save the distribution using the Save Distribution button at the bottom of the section.
  12. The entire process of adding new appointments and distributions can be repeated to add more of either. Buttons to add each are available below the Summary chart, or you can use the icons to add distributions (+ Dist), or copy (Copy) and create a new appointment if used in appointment line, or distribution if used in distribution line. Copying a new distribution will add the new distribution to the same appointment the distribution is copied from, but the distribution number can be changed to move to new appointment (i.e. distribution copied from 11 becomes 12, change 12 to 21 to put under appointment 20).Appointment Summary Screen
  13. You can now see the saved appointment and distributions in the Summary chart.
  14. Click on the Next button at the bottom of this section to move to the next screen or tab, you can also return to the previous screen by selecting the Previous button.

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Step 9 - Education and Licenses

Education Screen

  1. If provided by the employee, or required by position, enter the Education Level using the drop down list.
  2. Enter last two digits of Year Education Completed.
  3. If provided, enter Highest Degree Institution Code, Highest Degree Specialty Code and Current Specialty Code provided by employee; enter Prior University Service Institution and Non-UC Prior Service Code if provided by employee.
  4. If license or certificate information is required for this position, click the Create New License button to open the fields in a pop-up window.
  5. Enter Code and Number of license or certificate in these text fields, add the Renewal Date of the license or certificate, and click the Save button.
  6. You can add multiple licenses or certificates as needed by pressing Create New License button.
  7. Click on the Next button at the bottom of this section to move to the next screen or tab, you can also return to the previous screen by selecting the Previous button.

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Step 10 - Honors and Awards

Honors Screen

  1. If provided by the employee, or required by position, enter the Honors and Awards by clicking on the button Create New Honor.
  2. Enter type of honor, this is a text field, and the date awarded using the MMYY format, click Save button to record.
  3. You can add multiple honors as needed by pressing Create New Honor button.
  4. Click on the Next button at the bottom of this section to move to the next screen or tab, you can also return to the previous screen by selecting the Previous button.

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Step 11 - Review Summary

Summary of Hire

  1. The Summary screen or tab is a complete view of all the entry done to this point, it is divided into sections as you've entered in each step. Corrections or changes can be made by selecting the Edit button to the right of each section, or by selecting the screen from the list on the left.
  2. You can collapse a section by clicking on the title of the section you want to collapse, this will minimize scrolling down a long screen of data. You can expand a collapsed section by doing the same.
  3. Once you have confirmed all is correct, press the Submit button at the bottom of the page, the system will review for errors.

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Step 12 - Review Messages and Submit Transaction

Error Messages in Review

  1. You must clear all Level 7 Errors before completing the transaction, if you see a block with red writing indicating errors you must resolve before moving on.Cleared Errors in Review Screen
  2. Once errors have been corrected, or if no Level 7 Errors were found, you will receive a block with green writing indicating you're able to submit your transaction, you can continue to resolve additional errors/warnings or submit.
  3. Click the Submit button.

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Step 13 - Add Comments and Print IDOC

PAN Comments Screen

  1. Add comments for the PAN sent to reviewers, make sure to include:
    • title code
    • type of transaction – in this case a new hire
    • 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)
  2. Click Submit button to send PAN and see options to print IDOC.
  3. Make sure you receive Confirmation message, scroll down and click button to Select and Print IDOC.
  4. Selet New Hire or Re-Hire as IDOC type by clicking the title, scroll down to see IDOC.
  5. Click on Print IDOC button to print directly to your default printer for your computer.
  6. At the bottom of the screen you can return to the Main Menu or Begin New Hire transaction for a new employee.
  7. All supporting documentation MUST be forwarded to the appropriate offices within two working days of entry.
Payroll Services
  • Original Summary of Initial Hire or Rehire, signed by employee (IDOC)
  • Screen print of PAN Comments
  • Employment Eligibility Verification form (I-9)
  • 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) if not enrolling in direct deposit online
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
Department
  • Copy of signed Summary of Initial Hire or Rehire (IDOC)
  • Copy of I-9 form (only if 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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