Employment Application Package Memo

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					                                                                                     WORKFLOW


Required Forms and Office of Record



                                     FORM NAME                                     FORM NUMBER                                          OFFICE OF RECORD

Demographic Data Transmittal                                             U5605                                 Campus Payroll

Benefits Eligibility Level Indicator (BELI) Form                         UPAY 726                              Campus Payroll

Employment Eligibility Verification (form I-9)                           UC Form I-9                           Campus Payroll

State Oath of Allegiance and Patent Agreement                            UPAY 585                              Campus Payroll

Withholding Allowance Certificate                                        W-4                                   Campus Payroll
Statement Concerning Your Employment in A University Position Not
                                                                        UCRS 419                               Department must mail form to UC HR/Benefits (Address on Form)
Covered By Social Security
Certificate of Foreign Status for Federal Tax withholding                UC W-8BEN) OIS provides               Campus Payroll

Leave of Absence Form (contains Employee Responsibilities)               UCIPAY-5                              Academic Personnel

Sabbatical Leave of Absence                                              UCIPAY-4                              Academic Personnel

Temporary Intercampus Appointment/ Transfer Form                                                               Human Resources, Academic Personnel, Campus Payroll

Benefits Forms                                                           Various                               Campus Payroll

Employee Final Check Form                                                71491-127                             Department

Employee Responsibilities When Going on Leave                            (see UCIPAY-5)                        Department



When University forms are required for a Payroll/ Personnel action, these forms are listed in this manual in Step 1 of the procedures for that action.




  University of California, Irvine                                                                                                                       3359f1ab-596c-4a6d-82c3-3acc1e96ee9b.xls
  3                                                                                                                                                                            Revision: 1/30/2011
                                                                                                      WORKFLOW

Academic Personnel Pre-Approval and Workflow

PAYROLL/ PERSONNEL                    APPROVAL          PRE-APPROVAL                WORKFLOW ISSUES IN THE                   WORKFLOW ISSUES IN THE                  SIGNATURE EMPLOYEE DOCUMENT
     ACTIONS                          AUTHORITY         DOCUMENTATION                    DEPARTMENT                              DEAN'S OFFICE                      REQUIREMENT FOR CENTRAL OFFICE
Hire - Reg. Ranks                    Academic           Dossier                Forward dossier. Wait for approval from   There may be set-up costs, home            Employee             Payroll
                                     Affairs                                   AP. Determine how to gather data from     loans, or additional compensation due
                                                                               faculty member. Possible I-9 issues for   to the new employee. Dean's office
                                                                               non-citizens                              should coordinate with department.

Hire - Other Senate       Academic                      Dossier                Same as Hire - Reg. Ranks                 Same as Hire - Reg. Ranks                  Employee             Payroll
                          Affairs
Hire - Non-Senate (except Academic                      Dossier                Same as Hire - Reg. Ranks                 Same as Hire - Reg. Ranks                  Employee             Payroll
lecturers)                Affairs
Hire/ Rehire - Lecturers  Academic                      Unit 18 appt. form     Same as Hire - Reg. Ranks                 Same as Hire - Reg. Ranks                  Employee             Payroll
                          Affairs
Hire/ Rehire - Grad.      Dean                          Input/ approval form P. I./ Chair proposes students for     Approval must be transmitted back to                                 Payroll
Students                                                                     appointments, informs department. Wait department, preferably by way of a
                                                                             for approval from Dean.                signature on an appropriate document.

Rehire - All series                  Parallel to hire   Parallel to hire       Parallel to hire process                  Parallel to hire process                   Parallel to hire     Payroll
                                     process            process                                                                                                     process
Reappointment (formal                Academic           Dossier              Forward dossier. Wait for approval from
review required)                     Affairs                                 AP. Determine how to input information
                                                                             based on approval letter.
Renewal of Appointment               Dean               Input/ approval form P. I./ Chair informs department which     Approval must be transmitted back to
(formal review not                                      showing extension appointments should be renewed               department, preferably by way of a
required)                                               of end dates         depending on funding or other issues.     signature on an appropriate document.
                                                                             Forward information to dean for approval.

Employment in Different              Follow hire
Change of Appt. -                    Academic           Unit 18 Change of    Forward Change of Appointment Form.
Lecturers                            Affairs            Appt. form           Wait for approval from AP.
Change of Appt. - Grad.              Dean               Input/ approval form P. I./ Chair informs department which       Approval must be transmitted back to
Students                                                showing increase in  appointments should be changed              department, preferably by way of a
                                                        percent              depending on funding, other issues.         signature on an appropriate document.
                                                                             Wait for approval from Dean.
Promotion - Senate                   Academic           Dossier              Forward dossier. Wait for approval from                                                                     Payroll, if retro due
                                     Affairs                                 AP. Determine how to input information
                                                                             based on approval letter.
Merit Increase                       Dean               Dossier              Forward dossier. Wait for approval from     After dean approves, forward file to AP.                        Payroll, if retro due
Merit Increase                       Academic           Dossier              Forward dossier. Wait for approval from                                                                     Payroll, if retro due
(if not delegated)                   Affairs                                 AP. Determine how to input information
                                                                             based on approval letter.
Increase in Percent of               Dean/ Chair*       Input/ approval form P. I./ Chair informs department which       Approval must be transmitted back to       Principal            Payroll, if retro due on
Time (Non-FTE                                           showing increase in appointments should be increased             department, preferably by way of a         Investigator, if     Sub 0
appointments only)                                      percent              depending on funding, other issues.         signature on an appropriate document.      grant funded
                                                                             Possible benefits issue.




  University of California, Irvine                                                                                                                       3359f1ab-596c-4a6d-82c3-3acc1e96ee9b.xls - Academic Personnel
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Academic Personnel Pre-Approval and Workflow

PAYROLL/ PERSONNEL                    APPROVAL      PRE-APPROVAL               WORKFLOW ISSUES IN THE                    WORKFLOW ISSUES IN THE                 SIGNATURE EMPLOYEE DOCUMENT
     ACTIONS                          AUTHORITY     DOCUMENTATION                   DEPARTMENT                               DEAN'S OFFICE                     REQUIREMENT FOR CENTRAL OFFICE
Decrease in Percent of               Academic       Memo of               Consult dean about possible layoff         Academic Affairs will sign off on memo    Employee             Payroll, if retro decrease
Time (if decrease affects            Affairs        explanation           implications                               to indicate approval                                           on Sub 0
career benefits)
Decrease in Percent of               Dean/ Chair*   Input/ approval form P. I./ Chair informs department which       Approval must be transmitted back to      Principal            Payroll, if retro decrease
Time (if decrease does                              showing decrease     appointments should be decreased            department, preferably by way of a        Investigator, if     on Sub 0
not affect career benefits)                         in percent           depending on funding, other issues.         signature on an appropriate document.     grant funded
                                                                         (Obtain employee signature.)                                                          Employee
Fund Change                          Dean/ Chair*   Input/ approval form P. I./ Chair informs department which                                                 Principal
                                                    showing fund         appointments should be placed on                                                      Investigator
                                                    change               different funding.
Change in Negotiated                 Academic       Memo of              Forward memo of explanation. Wait for                                                 Employee             Payroll, if retro due
Salary (if EVC exception             Affairs        explanation          approval from AP.
Change in Negotiated                 Dean           Memo with            (Need to transfer current process for       Dean can sign memo to indicate            Employee             Payroll, if retro due
Salary (if no exception                             proposed salaries    informing faculty member of change to       approval
required)                                                                new input documents.)
Chair/ Assoc. Dean,                  Dean           Need pre-approval Wait for notification from dean.               Dean must inform department of                                 Payroll, if retro due on
Chair/ Assoc. Dean,                  Dean           Input/ approval from Obtain approval from dean's office                                                                         Payroll, if retro due on
annual renewal of appts./                           showing                                                                                                                         Sub 0
stipends                                            reappointment
Summer Salary, grant                 Dean/ Chair*   Input/ approval form P. I./ Chair informs department which
funds, up to 2/9ths                                                      faculty will receive summer salary, and
                                                                         on what grant funding
Summer Salary, other                 Dean           Input/ approval form Faculty should request permission to        Dean must inform department of
funds, exceptional 3/9th                                                 earn 3/9.                                   approval to use funds (other than grant
                                                                                                                     funds) for summer salary
Sabbatical                           Dean           Sabbatical Leave      Forward sabbatical request form. Wait
                                                    Form                  for approval from dean.
Leave With Pay (more                 Academic       Leave of Absence      Forward leave request form. Wait for
than 7 calendar days)                Affairs        Form                  approval from AP.
Leave Without Pay (if no             Dean           Leave of Absence      Forward leave request form. Wait for       Possible daily rate issue
exception required)                                 Form                  approval from dean.
Separation/ End of                   N/A            N/A                   After entering action in EDB, print                                                                       Payroll
Appointment                                                               Employee Document for individual
Separation/ Voluntary                N/A            N/A                   Obtain letter of resignation from                                                                         Payroll
Resignation                                                               employee.
Intercampus Transfer                 N/A            N/A                   Obtain letter of resignation from                                                                         Payroll
from UCI                                                                  employee. Print employee document.
Separation/ Involuntary              Academic       Memo of               Must consult with dean's office early in                                             Employee             Payroll
Termination                          Affairs        explanation           process.
Layoff                               Dean, in       Documentation of      Must consult with dean's office before     Must consult with Academic Affairs        Employee             Payroll
                                     consultation   steps taken in layoff layoff. Unit should submit proposed        before approving layoff.
Separation/ Retirement               N/A            N/A                   Obtain letter of resignation/ retirement                                                                  Payroll
                                                                          from employee. Follow separation
                                                                          procedures.




  University of California, Irvine                                                                                                                  3359f1ab-596c-4a6d-82c3-3acc1e96ee9b.xls - Academic Personnel
  6                                                                                                                                                                                             Revision: 1/30/2011
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Academic Personnel Pre-Approval and Workflow

PAYROLL/ PERSONNEL                    APPROVAL    PRE-APPROVAL              WORKFLOW ISSUES IN THE                    WORKFLOW ISSUES IN THE                 SIGNATURE EMPLOYEE DOCUMENT
     ACTIONS                          AUTHORITY   DOCUMENTATION                  DEPARTMENT                               DEAN'S OFFICE                     REQUIREMENT FOR CENTRAL OFFICE
Emeritus                             N/A          N/A                  Must wait to enter action into EDB until
                                                                       employee has received final check.
Recall - Senate                      Dean         Memo from            Forward request for recall appointment.    Dean issues approval letter.              Employee             Payroll
                                                  department/ VERIP Wait for approval from dean.
                                                  worksheet
Recall - Non-Senate                  Dean         Memo from            Forward request for recall appointment.    Dean issues approval letter.              Employee             Payroll
                                                  department           Wait for approval from dean.
Change from non-citizen                           Approval                                                                                                                       Payroll
to Citizen or Permanent                           documents from
Resident                                          employee
Change to another non-                            Forms for            Employee must contact International                                                                       Payroll
immigrant visa type                               International        Services.
                                                  Services
Personal Data Change                 Employee     Input/ approval form Employee requests change in personal
                                                                       data. Dept. may want written record.



*Chair is lowest possible delegated approval authority. Always consult the Dean's Office for current delegations.




  University of California, Irvine                                                                                                               3359f1ab-596c-4a6d-82c3-3acc1e96ee9b.xls - Academic Personnel
  7                                                                                                                                                                                          Revision: 1/30/2011
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Human Resources Pre-Approval and Workflow Guidelines



    PAYROLL/                                                                                                               WORKFLOW ISSUES IN HUMAN                       IDOC
                              APPROVAL              REQUIRED                       WORKFLOW ISSUES IN THE
   PERSONNEL                                                                                                              RESOURCES/ VICE CHANCELLOR'S                 SIGNATURE
                              AUTHORITY           DOCUMENTATION                         DEPARTMENT
     ACTIONS                                                                                                                  OFFICE/ DEAN'S OFFICE                   REQUIREMENT

Hire/ Rehire Career In consultation           Employment                      Forward employment packet                   There may be other issues such as          Employee
                    with HR,                  Referral/Selection form,        (Referral/Selection form, and signed        above mid-point of grade level or above
                    Chair/Dept.               signed application, signed      employment application) to HR               step hires, exception to recruitment,
                    Head.                     job description, new            Employment.                                 near relative, etc.
                                              hire/rehire packet & hiring
Review hiring                                 document (IDOC).
guidelines,
related personnel                             If the applicant is an Inter-   Prior to hiring a non-immigrant or non-     Contact HR for assistance
policies and                                  campus transfer to UCI,         resident alien employee, the department     and information required for obtaining
collective bargaining                         include a copy of the           must schedule an appointment for the        appropriate approvals.
agreements.                                   separation document from        employee with the
                                              former
                                              campus/lab/medical center.
                                                                              International Center
                                                                               for pre-employment authorization and
                                                                              completion of required documentation.

                                                                              For an appointment, contact:
                                                                              Phon Pravongviengkham
                                                                              International Center
                                                                              vpravong@uci.edu
                                                                              Phone: (949) 824-7249
                                                                              Fax: (949) 824-3090
                                                                              Obtain appropriate approvals, gather data
                                                                              for on-line data entry & update the
                                                                              Payroll/Personnel System (PPS).
Limited to Career           In Consultation   Employment                      Forward employment package                  There may be other issues such as          Employee
                            with HR,          Referral/Selection form,        (Referral/Selection form, signed job        above mid-point of grade level or above
                            Chair/Dept.       signed application, signed      application, & a copy of the interview      step hires, exception to recruitment,
                            Head.             job description, &              questions) to HR.                           near relative, etc.
                                              personnel summary IDOC.
Review hiring                                                                                                        Contact HR for assistance
                                                                           Obtain appropriate approvals, gather data
guidelines                                                                                                           and information required for obtaining
                                              Note: All other hiring forms for on-line data entry & update the PPS.
                                                                                                                     appropriate approvals.
                                              should have been
related personnel
                                              completed when the
policies and
                                              employee hired in the
collective bargaining
                                              limited position.
agreements.

Limited Hires/              In consultation   Signed employment            Contact your HR Compensation Analyst           There may be other issues such as          Employee
Rehires                     with HR,          application, job                                                            above mid-point of grade level or above
                            Chair/Dept.       description, new hire/rehire                                                step hires, exception to recruitment,
                            Head.             packet & hiring IDOC.                                                       near relative, etc.



    University of California, Irvine                                                                                                                        3359f1ab-596c-4a6d-82c3-3acc1e96ee9b.xls - Human Resources
    11                                                                                                                                                                                               Revision: 1/30/2011
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Human Resources Pre-Approval and Workflow Guidelines



     PAYROLL/                                                                                                             WORKFLOW ISSUES IN HUMAN                   IDOC
                        APPROVAL                  REQUIRED                      WORKFLOW ISSUES IN THE
    PERSONNEL                                                                                                           RESOURCES/ VICE CHANCELLOR'S              SIGNATURE
                        AUTHORITY               DOCUMENTATION                        DEPARTMENT
      ACTIONS                                                                                                                  OFFICE/ DEAN'S OFFICE             REQUIREMENT
Limited Hires/        In consultation       Signed employment                                                          There may be other issues such as
Hire/ Rehire Career In consultation
Rehires               with HR,              Employment
                                            application, job               Forward employment packet required
                                                                           for assistance and information              There may be other issues such as
                                                                                                                       above mid-point of grade level or above
                      with HR,
                      Chair/Dept.           Referral/Selection form,
                                            description, new hire/rehire   (Referral/Selection form, approvals on
                                                                           for obtaining appropriate and signed        above mid-point of grade level or above
                                                                                                                       step hires, exception to recruitment,
                      Chair/Dept.
                      Head.                 signed application, signed
                                            packet & hiring IDOC.          employment application) to HR
                                                                           classification and pay rate.                step hires, exception to recruitment,
                                                                                                                       near relative, etc.
                      Head.                 job description, new           Employment.                                 near relative, etc.
Review hiring                               hire/rehire packet & hiring    Prior to hiring a non-immigrant or non-     Contact HR for assistance
guidelines                                  document (IDOC).               resident alien employee, the department     and information required for obtaining
related personnel                                                          must schedule an appointment for the        appropriate approvals.
policies and                                If the applicant is an Inter-
collective bargaining                       campus transfer to UCI,
agreements.                                 include a copy of the
                                            separation document from employee with the International Center
                                            former                        for pre-employment authorization and
                                            campus/lab/medical center. completion of required documentation.

                                                                           For an appointment, contact:
                                                                           Phon Pravongviengkham
                                                                           vpravong@uci.edu
                                                                           Phone: (949) 824-7249
                                                                           Fax: (949) 824-3090

                                                                           Obtain appropriate approvals, gather data
                                                                           for on-line data entry & update the PPS
                                                                           System.

                                                                           If Limited position is recruited through
                                                                           HR, forward employment package
                                                                           (Referral/Selection form, signed job
                                                                           application & copy of the interview
                                                                           questions) to
                                                                           HR Employment.
Student                     Chair/Dept.     Signed application, signed Review UCI Student Employment Guidelines There may be other issues such as near Employee
Hires/Rehires               Head            job description, new        for Non-Academic, Non-Represented       relative, exception to Student
                                            hire/rehire packet & hiring employees.                              Employment Guidelines for Non-
                                            IDOC.                                                               Academic, Non-Represented
                                                                        Consult with HR Compensation
Review Student              Consult with                                for assistance and information required Consult with HR Compensation as
Hiring and                  HR on                                       for obtaining appropriate approvals and appropriate
Employment                  exceptions to                               for exceptions.
information.                student
                            employment
                            guidelines.




    University of California, Irvine                                                                                                                   3359f1ab-596c-4a6d-82c3-3acc1e96ee9b.xls - Human Resources
    12                                                                                                                                                                                          Revision: 1/30/2011
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Human Resources Pre-Approval and Workflow Guidelines



Review Student
     PAYROLL/               Consult with                                                                                   WORKFLOW ISSUES IN HUMAN                      IDOC
Hiring and                    APPROVAL
                            HR on                   REQUIRED                       WORKFLOW ISSUES IN THE
    PERSONNEL                                                                                                             RESOURCES/ VICE CHANCELLOR'S                SIGNATURE
Employment                    AUTHORITY
                            exceptions to         DOCUMENTATION                         DEPARTMENT
      ACTIONS                                                                                                                 OFFICE/ DEAN'S OFFICE                  REQUIREMENT
information.                student
Hire/ Rehire Career         In consultation
                            employment        Employment                      Prior to employment packet
                                                                              Forwardhiring a non-immigrant or non-       There may be other issues such as
                            with HR,
                            guidelines.       Referral/Selection form,        (Referral/Selection form, the department
                                                                              resident alien employee, and signed         above mid-point of grade level or above
                            Chair/Dept.       signed application, signed      employment application) to HR for the
                                                                              must schedule an appointment                step hires, exception to recruitment,
                            Head.             job description, new            Employment. the
                                                                              employee with                               near relative, etc.
                                              hire/rehire packet & hiring     International Center
                                              document (IDOC).                 for pre-employment authorization and
                                                                              completion of required documentation.
                                              If the applicant is an Inter-   For an appointment, contact:
                                              campus transfer to UCI,         Phon Pravongviengkham
                                              include a copy of the           vpravong@uci.edu
                                              separation document from        Phone: (949) 824-7249
                                              former                          Fax: (949) 824-3090
                                              campus/lab/medical center.
                                                                              Obtain appropriate approvals, gather data
                                                                              for on-line data entry & update the PPS.

Contract Employee           In consultation   Employment contract,            Consult with your HR Consultant             There may be other issues such as         Employee
Hire (Non-                  with HR,          resume/signed application,      on appropriate contract language,           above mid-point of grade level or above
represented                 Department        signed job description, new     classification and pay rate prior to        step hires, near relative etc.
employees only)             Head for all      hire/rehire packet & hiring     completion of the contract.
                            hires below the   IDOC.
                            mid-point of                                      Prior to hiring a non-immigrant or non-   Contact your HR Consultant
Review applicable           the range.        If recruited through HR         resident alien employee, the department for assistance and information required for
personnel policy:           Above the mid-    include Employment              International Center                      obtaining appropriate approvals.
                            point obtain      Referral/Selection form,         for pre-employment authorization and
                            Vice              signed job application, &       completion of required documentation.
                            Chancellor’s      copy of the interview           For an appointment, contact:
                            approval.         questions.                      Phon Pravongviengkham
                                                                              International Center
                                                                              vpravong@uci.edu
                                                                              Phone: (949) 824-7249
                                                                              Fax: (949) 824-3090
                                                                              Obtain appropriate approvals, gather data
                                                                              for on-line data entry & update the PPS.
                                                                              If starting salary is above mid-point of
                                                                              range include approved exception memo.




    University of California, Irvine                                                                                                                       3359f1ab-596c-4a6d-82c3-3acc1e96ee9b.xls - Human Resources
    13                                                                                                                                                                                              Revision: 1/30/2011
                                                                                                     WORKFLOW


Human Resources Pre-Approval and Workflow Guidelines



    PAYROLL/                                                                                                               WORKFLOW ISSUES IN HUMAN                      IDOC
                              APPROVAL              REQUIRED                       WORKFLOW ISSUES IN THE
   PERSONNEL                                                                                                              RESOURCES/ VICE CHANCELLOR'S                SIGNATURE
                              AUTHORITY           DOCUMENTATION                         DEPARTMENT
     ACTIONS                                                                                                                  OFFICE/ DEAN'S OFFICE                  REQUIREMENT

Hire/ Rehire Career In consultation
Career Employee -                             Employment Referral/            Forward employment packet
                                                                                                     package             There may be other issues such as          Employee
Promotion           with HR,                  Referral/Selection form,
                                              Selection form, signed job      (Referral/Selection form, and signed
                                                                                                        signed job       above mid-point of grade level or above
                    Chair/Dept.               signed application, signed
                                              application, job                employment& a copy of the HR
                                                                              application, application) to interview     step hires, exception to recruitment,
                    Head.
                    Head                      job description, new
                                              description, & personnel        Employment.
                                                                              questions) to                              near relative, etc.
                                              hire/rehireIDOC & hiring
                                              summary packet
Review applicable                             document (IDOC).                HR Employment.                            Contact HR for assistance
                                                                              Obtain appropriate approvals, gather data and information required for obtaining
personnel policy                              If the applicant is an Inter-   for on-line data entry & update the PPS.  appropriate approvals
or                                            campus transfer to UCI,
collective bargaining                         include a copy of the
agreement.                                    separation document from
                                              former
                                              campus/lab/medical center.




Career Employee -           In consultation   Employment                      Forward employment package                There may be other issues such as           Employee
Demotion                    with HR,          Referral/Selection form,        (Referral/Selection form, signed job      Demotion in lieu of layoff, retention of
                            Chair/Dept.       signed job application &        application, & a copy of the interview    current salary, exception to recruitment,
Review applicable           Head              personnel summary IDOC.         questions) to HR Employment.              union notification, near relative, etc.
personnel policy                                                                                                        Contact HR for assistance
or                                                                            Obtain appropriate approvals, gather data and information required for obtaining
collective bargaining                                                         for on-line data entry & update the PPS.  appropriate approvals
agreement.




Career Employee - In consultation             Employment                      Forward employment package                 There may be other issues such as             Employee
Lateral Transfer  with HR,                    Referral/Selection form,        (Referral/Selection form, signed job       lateral transfer in lieu of layoff, exception
                  Chair/Dept.                 signed job application &        application, & a copy of the interview     to recruitment, union notification, salary
                  Head                        personnel summary IDOC.         questions) to                              determination, near relative, etc.

                                                                              HR Employment.                            Contact HR for assistance
Review applicable                                                                                                       and information required for obtaining
                                                                              Obtain appropriate approvals, gather data appropriate approvals
personnel policy                                                              for on-line data entry & update the PPS.
or




    University of California, Irvine                                                                                                                       3359f1ab-596c-4a6d-82c3-3acc1e96ee9b.xls - Human Resources
    14                                                                                                                                                                                              Revision: 1/30/2011
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Human Resources Pre-Approval and Workflow Guidelines



    PAYROLL/                                                                                                               WORKFLOW ISSUES IN HUMAN                        IDOC
                              APPROVAL              REQUIRED                       WORKFLOW ISSUES IN THE
   PERSONNEL                                                                                                              RESOURCES/ VICE CHANCELLOR'S                  SIGNATURE
                              AUTHORITY           DOCUMENTATION                         DEPARTMENT
     ACTIONS                                                                                                                  OFFICE/ DEAN'S OFFICE                    REQUIREMENT

Hire/ Rehire Career In consultation
collective bargaining                         Employment                      Forward employment packet                   There may be other issues such as
agreement.            with HR,                Referral/Selection form,        (Referral/Selection form, and signed        above mid-point of grade level or above
                      Chair/Dept.             signed application, signed      employment application) to HR               step hires, exception to recruitment,
Career Employee - Head.
                      In consultation         job description, new IDOC.
                                              Personnel Summary               Employment.your HR Consultant
                                                                              Consult with                                near relative, etc. issues such as
                                                                                                                          There may be other                          Employee
Reduction in          with HR,                hire/rehire packet & hiring     prior to notifying employee                 union and employee notification, effects
Percent (%) Time      Chair/Dept.             document (IDOC).
                                              Consult with HR prior to                                                    on retirement & benefits etc.
                      Head                    notifying employee              If at the request of the employee and
                                              If the applicant is an Inter-   approved, inform employee in writing.       Contact HR for assistance
                                              campus transfer to UCI,         Always include a statement on how           and information required for obtaining
                                              include a copy of the           benefits are affected.                      appropriate approvals.
Review applicable                             separation document from
personnel policy                              former                          Obtain appropriate approvals, gather data
or                                            campus/lab/medical center.      for on-line data entry & update the PPS.
collective bargaining
agreement.

Career Employee -           Vice              Written performance             Complete performance evaluations.           Follow guidelines on HR website
Merit Increase              Chancellor via    evaluation                                                                  for specific merit/salary increases.
                            Chair/Dept.                                       When given, guidelines for merit and
Review the Merit            Head                                              salary increases are normally posted on
Matrix under                                                                  the website.
                                                                              HR
Resources at:
                                                                              NOTE: ALL merit increases are
                                                                              implemented through Human Resources.
http://snap.uci.edu/vi                                                        Salary Increases other than merit
ewXmlFile.jsp?resou                                                           increases may be given, i.e., across-the-
rceID=214                                                                     board, and general salary increases.
                                                                              Salary increases are determined by
                                                                              current personnel policy or collective
                                                                              bargaining agreement and budget
                                                                              considerations.

                                                                              Update to the PPS is automatic and the
                                                                              department does not enter a career merit
                                                                              or campus-wide salary implementation
                                                                              increases.
Leave With Pay              In consultation   Family Leave                    Consult with HR prior to approving leave    There may be FMLA/CAFRA issues.             Employee
                            with HR,          (FMLA/CAFRA) forms if           request.
                            Chair/Dept.       applicable, Employee’s
Review applicable           Head              Responsibilities When           Obtain appropriate approvals, gather data Contact HR prior to approving leave
                                              Going On Leave, &               for on-line data entry & update the PPS.  request.
personnel policy                              personnel summary IDOC




    University of California, Irvine                                                                                                                         3359f1ab-596c-4a6d-82c3-3acc1e96ee9b.xls - Human Resources
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Human Resources Pre-Approval and Workflow Guidelines

                                          Family Leave
                                          (FMLA/CAFRA) forms if
    PAYROLL/                              applicable, Employee’s                                                      WORKFLOW ISSUES IN HUMAN                      IDOC
                              APPROVAL             REQUIRED                    WORKFLOW ISSUES IN THE
   PERSONNEL                              Responsibilities When                                                      RESOURCES/ VICE CHANCELLOR'S                SIGNATURE
                              AUTHORITY       DOCUMENTATION                         DEPARTMENT
     ACTIONS                              Going On Leave, &                                                              OFFICE/ DEAN'S OFFICE                  REQUIREMENT
                                          personnel summary IDOC
Hire/ Rehire Career In consultation
or                                        Employment                      Forward employment packet                  There may be other issues such as
collective bargaining with HR,            Referral/Selection form,        (Referral/Selection form, and signed       above mid-point of grade level or above
agreement.            Chair/Dept.         signed application, signed      employment application) to HR              step hires, exception to recruitment,
                      Head.               job description, new            Employment.                                near relative, etc.
                                          hire/rehire packet & hiring
                                          document (IDOC).

Leave Without Pay In consultation         Family Leave
                                          If the applicant is an Inter-   Consult with HR prior to approving leave   There may be FMLA/CAFRA issues.           Employee
                  with HR,                (FMLA/CAFRA) forms if
                                          campus transfer to UCI,         request.
                  Chair/Dept.             applicable, Employee’s
                                          include a copy of the                                                     Contact HR prior to approving leave
                  Head                    Responsibilities When
                                          separation document from        Obtain appropriate approvals, gather data request.
Review applicable                         Going On Leave, &
                                          former                          for on-line data entry & update the PPS.
                                          personnel summary IDOC
                                          campus/lab/medical center.

personnel policy
or
collective bargaining
agreement.


Leave              In consultation        Family Leave                    Consult with HR prior to approving leave   There may be FMLA/CAFRA issues.           Employee
With/Without Pay - with HR,               (FMLA/CAFRA) forms if           request.
beyond 6 months Chair/Dept.               applicable, personnel                                                     Contact HR prior to approving leave
                   Head                   summary IDOC                    Obtain appropriate approvals, gather data request.
                                                                          for on-line data entry & update the PPS.
Review applicable
personnel policy
or
collective bargaining
agreement.




Furlough -(partial          Chair/Dept.   Employee’s              If employee is not a partial-year-career  There may be issues such as eligibility,           Employee
year Career                 Head          Responsibilities when   employee, contact HR prior to approving etc.
employees only)                           Going On Leave &        furlough.                                 Contact HR prior to approving furlough.
                                          personnel summary IDOC.
Review applicable                                                 Obtain appropriate approvals, gather data
personnel policy                                                  for on-line data entry & update the PPS.
or




    University of California, Irvine                                                                                                                  3359f1ab-596c-4a6d-82c3-3acc1e96ee9b.xls - Human Resources
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Human Resources Pre-Approval and Workflow Guidelines



    PAYROLL/                                                                                                               WORKFLOW ISSUES IN HUMAN                         IDOC
                              APPROVAL              REQUIRED                       WORKFLOW ISSUES IN THE
   PERSONNEL                                                                                                              RESOURCES/ VICE CHANCELLOR'S                   SIGNATURE
                              AUTHORITY           DOCUMENTATION                         DEPARTMENT
     ACTIONS                                                                                                                  OFFICE/ DEAN'S OFFICE                     REQUIREMENT

Hire/ Rehire Career In consultation
collective bargaining                         Employment                      Forward employment packet                   There may be other issues such as
agreement.            with HR,                Referral/Selection form,        (Referral/Selection form, and signed        above mid-point of grade level or above
                      Chair/Dept.             signed application, signed      employment application) to HR               step hires, exception to recruitment,
                      Head.                   job description, new            Employment.                                 near relative, etc.
                                              hire/rehire packet & hiring
                                              document (IDOC).
Military Leave and          In consultation   Military Leave Forms,           Contact HR for assistance for ALL           Contact HR for assistance on                 Employee
Supplemental                with HR,          Employee’s
                                              If the applicant is an Inter-   military leaves.                            ALL military leaves.
Military Leave              Chair/Dept.       Responsibilities to UCI,
                                              campus transfer When
                            Head              include a copy of the
                                              Going On Leave,                 Obtain appropriate approvals, gather data There may be issues such as military
                                              separationsummary IDOC,
                                              personnel document from         for on-line data entry & update the PPS.  pay, supplemental military pay,
Review applicable                             former Orders
                                              Military                                                                  completion of military leave forms etc.
personnel policy                              campus/lab/medical center.                                                Complete Supplemental Military Leave
or                                                                                                                      Worksheet, if applicable.
collective bargaining
agreement.                                                                                                                Review Military Leave Checklist.


Review Policy on
Supplement to
Military Pay.
Student - Renewal           Chair/Dept.       Change-In-Status/Renewal Review UCI Student Employment                      Consult with HR for exceptions               Employee
of Appointment              Head              of Appointment IDOC      Guidelines                                         or questions regarding eligibility for
                                                                       for Non-Academic, Non-Represented                  salary increase.
                                                                       employees to determine if employee is
                                                                       eligible for salary increase.
Review Student
Hiring                                                                        Obtain appropriate approvals, gather data
and Employment                                                                for on-line data entry & update the PPS.
information.

Reclassification -    Centralized             Request for                     Centralized units - Prepare                 Consult with your HR Compensation            Employee
Upward                Units - Human           Reclassification, new job       reclassification packet and forward to HR   Analyst.
                      Resources               description, old Job            for approval.
Review applicable     Note: Follow            description, dept.                                                          There may be issues such as union
                      instructions for        organizational chart,           Decentralized units – At completion of      notification, salary determination if
personnel policy      “How to                 memo outlining changes in       classification process send                 desired increase is above UCI campus
or                    Complete a              job since last review & the     reclassification packet to HR.              guideline, etc.
collective bargaining Reclass                 personnel summary IDOC.
agreement.            Request”                                                Obtain appropriate approvals, gather data
                                                                              for on-line data entry & update the PPS.




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                                                                               Centralized units - Prepare
                                                                               reclassification packet and forward to HR
Human Resources Pre-Approval and Workflow Guidelines
                                                                               for approval.

                                                                               Decentralized units – At completion of
     PAYROLL/                                                                  classification process send                  WORKFLOW ISSUES IN HUMAN                         IDOC
                      APPROVAL                       REQUIRED                        WORKFLOW ISSUES
                                                                               reclassification packet to HR.IN THE
    PERSONNEL                                                                                                              RESOURCES/ VICE CHANCELLOR'S                   SIGNATURE
collective bargaining AUTHORITY
      ACTIONS
                                                   DOCUMENTATION                              DEPARTMENT
                                                                                                                               OFFICE/ DEAN'S OFFICE                     REQUIREMENT
agreement.                                                                     Obtain appropriate approvals, gather data
Hire/ Rehire Career In consultation            Employment                      for on-line data entry packet
                                                                               Forward employment & update the PPS.        There may be other issues such as
                     with HR,
                     Decentralized             Referral/Selection form,        (Referral/Selection form, and signed        above mid-point of grade level or above
                     Chair/Dept.
                     Units -                   signed application, signed      employment application) to HR               step hires, exception to recruitment,
                     Head.
                     Department                job description, new            Employment.                                 near relative, etc.
                     Heads                     hire/rehire packet & hiring
Reclassification -   Centralized               document (IDOC).
                                               Request for                     Centralized units - Follow instructions for: Consult with your HR Compensation           Employee
Downward             Units - Human             Reclassification, new job       “How to Complete a Reclass Request”          Analyst.
                     Resources                 If the applicant is an Inter-
                                               description, old Job
                                               campus transfer to UCI,
                                               description, dept.
Review applicable                                                              Decentralized units – At completion of    There may be issues related to
personnel policy            Note: Follow       organizational of the
                                               include a copy chart,
                                                                               classification process send               appropriate salary placement if the
                            instructions for   separation document from
                                               memo outlining changes in
or                                                                             reclassification packet to HR.            position is determined to be at a lower
                                               former last review & the
                                               job since
collective bargaining       “How to                                                                                      level, union notification, limited or
agreement.                  Complete a
                                               campus/lab/medical IDOC.
                                               personnel summary center.       Obtain appropriate approvals, gather data student employee issues, etc.
                            Reclass                                            for on-line data entry & update the PPS.
                            Decentralized
                            Units -
                            Department
                            Heads

Reclassification -          Centralized        Request for                     Centralized units - Follow instructions for: Consult with your HR Compensation           Employee
Lateral                     Units - Human      Reclassification, new job       “How to Complete a Reclass Request”          Analyst.
                            Resources          description, old job
Review applicable                              description, dept.              Decentralized units – At completion of    There may be issues related to
                      Note:Follow
                                               organizational chart,           classification process send               appropriate salary placement if the
personnel policy      instructions for
                                               memo outlining changes in
or                    “How to                                                  reclassification packet to HR.            position is determined to be at a lower
                                               job since last review & the                                               level, union notification, limited or
                      Complete a
collective bargaining                          personnel summary IDOC          Obtain appropriate approvals, gather data student employee issues, etc.
                      Reclass
agreement.
                      Request”                                                 for on-line data entry & update the PPS.

                            Decentralized
                            Units -
                            Department
                            Heads
Student Employee - Chair/Dept.                 Personnel Summary IDOC. Consult with HR. There may be issues                Consult with HR Compensation                 Employee
Change in percent Head                                                 regarding benefits/retirement eligibility           prior to initiating student transaction.
of time                                                                etc.

                                                                               Obtain appropriate approvals, gather data
                                                                               for on-line data entry & update the PPS.




    University of California, Irvine                                                                                                                           3359f1ab-596c-4a6d-82c3-3acc1e96ee9b.xls - Human Resources
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Human Resources Pre-Approval and Workflow Guidelines
                                                                            Consult with HR. There may be issues
                                                                            regarding benefits/retirement eligibility
    PAYROLL/                                                                etc.                                         WORKFLOW ISSUES IN HUMAN                      IDOC
                              APPROVAL                 REQUIRED                   WORKFLOW ISSUES IN THE
   PERSONNEL                                                                                                            RESOURCES/ VICE CHANCELLOR'S                SIGNATURE
                              AUTHORITY            DOCUMENTATION                           DEPARTMENT
                                                                            Obtain appropriate approvals, gather data
     ACTIONS                                                                                                                OFFICE/ DEAN'S OFFICE                  REQUIREMENT
                                                                            for on-line data entry & update the PPS.
Hire/ Rehire Career
Review Student              In consultation   Employment                    Forward employment packet                   There may be other issues such as
Hiring                      with HR,          Referral/Selection form,      (Referral/Selection form, and signed        above mid-point of grade level or above
and Employment              Chair/Dept.       signed application, signed employment application) to HR                  step hires, exception to recruitment,
information.                Head.             job description, new          Employment.                                 near relative, etc.
Funding Change              Chair/Dept.       hire/rehire packet & hiring Follow your department internal process.
                                              Personnel Summary IDOC.
                            Head              document (IDOC).
                                                                            Obtain appropriate approvals, gather data
                                              If the applicant is an Inter- for on-line data entry & update the PPS.
                                              campus transfer to UCI,
                                              include a copy of the
Exceptional/                In consultation   separation document from Consult with HR prior to approving a
                                              Memo of justification, &                                                  Consult with HR Compensation Analyst      Employee
Equity Increase             with HR,          former
                                              personnel summary IDOC request for an exceptional/equity                  prior to approving a request for an
                                              campus/lab/medical center. increase. Memo of justification is             exceptional/equity increase.
Review applicable           PSS -                                           required for all levels.
personnel policy            Chair/Dept.                                                                             There may be issues such as equity
or                          Heads                                         Obtain appropriate approvals, gather data within the department, etc.
collective bargaining                                                     for on-line data entry & update the PPS.
agreement.                  MSP – EVC,
                            VC Academic
                            Deans &
                            Director UCI
                            Medical Center
Limited Employee            Chair/Dept.       Personnel Summary IDOC. Obtain appropriate approvals, gather data Consult with HR Compensation Analyst              Employee
Increase                    Head                                      for on-line data entry & update the PPS.


Review applicable
personnel policy
or
collective bargaining
agreement.

Student Increase - Chair/Dept.                Personnel Summary IDOC. Students holding positions in the student         Consult HR for any unforeseen issues.     Employee
(Non-academic, non- Head                                              assistant series are eligible for increases
represented)                                                          in accordance with the
                                                                      Hiring and Employment Guidelines
Review Student
Hiring                                                                    Determine if student is eligible, obtain
and Employment                                                            appropriate approvals, gather data for on-
information.                                                              line data entry & update the PPS.




    University of California, Irvine                                                                                                                     3359f1ab-596c-4a6d-82c3-3acc1e96ee9b.xls - Human Resources
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Human Resources Pre-Approval and Workflow Guidelines



    PAYROLL/                                                                                                               WORKFLOW ISSUES IN HUMAN                         IDOC
                              APPROVAL              REQUIRED                       WORKFLOW ISSUES IN THE
   PERSONNEL                                                                                                              RESOURCES/ VICE CHANCELLOR'S                   SIGNATURE
                              AUTHORITY           DOCUMENTATION                         DEPARTMENT
     ACTIONS                                                                                                                  OFFICE/ DEAN'S OFFICE                     REQUIREMENT

Hire/ Rehire Career In consultation           Employment                      Forward employment packet                   There may be other issues such as
                    with HR,                  Referral/Selection form,        (Referral/Selection form, and signed        above mid-point of grade level or above
Additional          Chair/Dept.
                    In consultation           signed application, signed
                                              Personnel Summary IDOC          Ensure total application) to HR
                                                                              employment percent of appointments in       If total appointments to recruitment,
                                                                                                                          step hires, exception exceed 100%,            Employee
Employment          Head.
                    with HR,                  job description, new            Employment. does not exceed 100%.
                                                                              all departments                             near relative, etc. exists. See Dual
                                                                                                                          Dual Employment
                    Chair/Dept.               hire/rehire packet & hiring                                                 Employment below.
                    Head                      document (IDOC).                If employee’s home department is other
                                                                              than the hiring department, contact the     Consult HR for any unforeseen issues.
                                              If the applicant is an Inter-   home department to obtain alternate
                                              campus transfer to UCI,         department access in the PPS.
                                              include a copy of the
                                              separation document from        Obtain appropriate approvals, gather data
                                              former                          for on-line data entry & update the PPS.
                                              campus/lab/medical center.
Dual Employment             In consultation   Dual Employment form            Consult with HR and obtain approval         Consult with HR                               Employee
                            with HR,          (requires both department       prior to completing Dual Employment         Other issues may need to be resolved
Review Dual                 Chair/Dept.       heads’ signatures) &            Form.                                       such as FLSA exempt/non-exempt pay,
Employment                  Heads of both     personnel summary IDOC                                                      union notification etc.
Guidelines.                 departments                                       Obtain appropriate approvals, gather data
                                                                              for on-line data entry & update the PPS.    Access Dual Employment form:
Stipend Payments            In consultation Memo of justification &           Consult with HR to determine appropriate    Consult with HR                               Employee
& Out of Class              with HR,PSS – personnel summary IDOC              payment type and salary prior to            as other issues may need to be
                            Chair/ Dept.                                      submitting request for approval.            resolved such as FLSA exempt/non-
Review applicable           Head                                                                                          exempt pay, union notification etc.
personnel policy                                                              Obtain appropriate approvals, gather data
or                    MSP - EVC,                                              for on-line data entry & update the PPS.  MSP requires Vice Chancellor approval.
collective bargaining VC Academic
agreement.            Deans &
                      Director UCI
                      Medical Center




Visa Change to              INS               I-9, INS documents,     Review INS documents, complete new I-               If issues arise regarding INS                 Employee
Citizen or                                    personnel summary IDOC. 9, and, if a new citizen complete an Oath           documents, send the employee to the
Permanent                                                             of Allegiance.                                      International Center (IC) for verification.
Resident
                                                                              If issues arise, contact the
                                                                              International Center.

                                                                              Obtain appropriate approvals, gather data
                                                                              for on-line data entry & update the PPS.




    University of California, Irvine                                                                                                                          3359f1ab-596c-4a6d-82c3-3acc1e96ee9b.xls - Human Resources
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Human Resources Pre-Approval and Workflow Guidelines



    PAYROLL/                                                                                                           WORKFLOW ISSUES IN HUMAN                       IDOC
                              APPROVAL          REQUIRED                       WORKFLOW ISSUES IN THE
   PERSONNEL                                                                                                          RESOURCES/ VICE CHANCELLOR'S                 SIGNATURE
                              AUTHORITY       DOCUMENTATION                         DEPARTMENT
     ACTIONS                                                                                                              OFFICE/ DEAN'S OFFICE                   REQUIREMENT

Hire/ ChangeCareer In consultation
Visa Rehire to     INS                    Employment
                                          INS documents, personnel        Forward employment packet
                                                                          Employee must go to International Center    There may be regarding INS
                                                                                                                      If issues arise other issues such as        Employee
Non-immigrant      with HR,               Referral/Selection form,
                                          summary IDOC                    with INS forms to obtain and signed
                                                                          (Referral/Selection form, approval.         above mid-point of grade level or above
                                                                                                                      documents, send the employee to the
                   Chair/Dept.            signed application, signed      employment application) to HR
                                                                          For an appointment, contact:                step hires, exception(IC)recruitment,
                                                                                                                      International Center to for verification.
                   Head.                  job description, new            Employment.
                                                                          Phon Pravongviengkham                       near relative, etc.
                                          hire/rehire packet & hiring     International Center
                                          document (IDOC).                vpravong@uci.edu
                                                                          Phone: (949) 824-7249
                                          If the applicant is an Inter-   Fax: (949) 824-3090
                                          campus transfer to UCI,
                                          include a copy of the           Once approval is obtained, gather data
                                          separation document from        for on-line data entry & update the PPS.
Leave Accrual               Chair/Dept.   former Credit Verification
                                          Service                         Department has employee complete            Contact HR if assistance is needed.         Employee
Code Change                 Head          campus/lab/medical center.
                                          form, Prior Service form,       service credit form(s). Department
                                          personnel summary IDOC          verifies information and calculates service
                                                                          credit.
                                                                          The Prior Service Employment form and
                                                                          Service Credit Verification are both
                                                                          available under Forms and Tools.

                                                                          Obtain appropriate approvals, gather data
                                                                          for on-line data entry & update the PPS.
Change in Home              Chair/Dept.                                   Requesting department contacts original     Contact your HR Specialist if assistance Employee
Department or               Head or                                       department and requests access as an        is needed.
Alternate                   designee                                      alternate department or a change to
Department                                                                home department.

                                                                          Obtain appropriate approvals, gather data
                                                                          for on-line data entry & update the PPS.

Intercampus                 Chair/Dept.   Separation IDOC from            Obtain written notice from employee.        Contact your HR Specialist if assistance Employee
Transfers                   Head          former UC facility              Give employee a copy of separation          is needed.
                                                                          IDOC to take to the hiring department at
                                                                          their new campus.

                                                                          Obtain appropriate approvals, gather data
                                                                          for on-line data entry & update the PPS.



Separations                 Chair/Dept.   Separation IDOC, and            Obtain written notice from employee.        Consult with HR                             Employee
                            Head          letter of resignation.                                                      when employee’s separation is not
Review applicable                                                         Review the Final Earnings Requirement       voluntary, prior to noticing the
                                                                          information.                                employee. There may be issues such
                                                                                                                      as pay in lieu of notice, union

    University of California, Irvine                                                                                                                    3359f1ab-596c-4a6d-82c3-3acc1e96ee9b.xls - Human Resources
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Human Resources Pre-Approval and Workflow Guidelines



    PAYROLL/                                                                                                                  WORKFLOW ISSUES IN HUMAN                   IDOC
                              APPROVAL              REQUIRED                       WORKFLOW ISSUES IN THE
   PERSONNEL                                                                                                                RESOURCES/ VICE CHANCELLOR'S              SIGNATURE
                              AUTHORITY           DOCUMENTATION                         DEPARTMENT                         when employee’s separation is not
     ACTIONS                                                                                                                       OFFICE/ DEAN'S OFFICE             REQUIREMENT
                                                                              Review the Final Earnings Requirement        voluntary, prior to noticing the
Hire/ Rehire Career
personnel policy            In consultation   Employment                      Forward employment packet
                                                                              information.                                 There may be other issues such as
                                                                                                                           employee. There may be issues such
or                          with HR,          Referral/Selection form,        (Referral/Selection form, and signed         above mid-point notice, union or above
                                                                                                                           as pay in lieu of of grade level
collective bargaining       Chair/Dept.       signed application, signed      employment application) toProcessing a
                                                                              Review the procedures for HR                 step hires, exception to recruitment,
agreement.                  Head.             job description, new            Employment.
                                                                              Final Paycheck.                              near relative, etc.
                                              hire/rehire packet & hiring
                                              document (IDOC).                Contact the appropriate Payroll Specialist
                                                                              to coordinate the details of the final
                                              If the applicant is an Inter-   paycheck.
                                              campus transfer to UCI,
                                              include a copy of the
                                              separation document from
                                              former
                                              campus/lab/medical center.




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           EMPLOYEE
          DOCUMENTS

Payroll - Originals of signed
hiring forms
& Payroll/Personnel System
(PPS) hiring document (IDOC)

Include a copy of the separation
document from prior UC facility
if employee is an Inter-campus
transfer.

Employee - Copies of hiring
IDOC, I-9, BELI form & signed
job description

Department - Copies of hiring
IDOC, signed job description &
signed application/resume


HR Employment–
Referral/Selection form, signed
job application, & copy of the
interview questions




Payroll – N/A

Employee – Copies of IDOC, &
job description

Department - Copies of IDOC,
job description, &
application/resume
HR Employment–
Referral/Selection form, signed
job application, & copy of the
interview questions
Payroll - Originals of ALL
signed hiring forms & hiring
IDOC

Employee - Copies of IDOC, I-
9, BELI & job description
    University of California, Irvine              3359f1ab-596c-4a6d-82c3-3acc1e96ee9b.xls - Human Resources
Department - Copies of IDOC,
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                                       WORKFLOW




           EMPLOYEE
          DOCUMENTS
Payroll - Originals of ALL
signed hiring forms & hiring
IDOC

Employee - Copies of IDOC, I-
9, BELI & job description

Department - Copies of IDOC,
originals of signed application &
job description


If recruited:
HR Employment–
Referral/Selection form, signed
job application, & copy of the
interview questions.




Payroll - Originals of ALL
signed hiring forms & hiring
IDOC

Employee - Copies of IDOC, I-
9, BELI & job description

Department - Copies of IDOC,
originals of signed application &
job description




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Payroll - Originals of ALL
signed hiring forms & hiring
IDOC

Employee - Copies of IDOC, I-
9, BELI & job description
           EMPLOYEE
          DOCUMENTS
Department - Copies of IDOC,
originals of signed application &
job description




Payroll - Originals of ALL
signed hiring forms & hiring
IDOC.

Do not forward employment
contract to Payroll.

Employee – Copies ofIDOC,
employment contract, job
description, I-9, & BELI forms

Department – Copies of IDOC,
employment contract, job
description, &
HR Consultant–
Original employment contract
HR Employment–
Referral/Selection form, signed
job application, & copy of the
interview questions.




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           EMPLOYEE
          DOCUMENTS

Payroll – Original signed
personnel summary IDOC only
if retro payment is due. Write
in red ink on the IDOC “RETRO
DUE”

Employee – Copies of IDOC &
job description

Department – Copies of IDOC,
signed job description & signed
resume and/or application

HR Employment–
Referral/Selection form, signed
job application, & copy of the
interview questions
Payroll – N/A

Employee - Copies of IDOC, &
job description

Department – Copies of IDOC,
job description &

HR Employment–
Referral/Selection form, signed
job application, & copy of the
interview questions
Payroll – N/A

Employee - Copies of IDOC &
original notification

Department - Copies of IDOC
& employee notification letter

HR Employment–
Referral/Selection form, signed
job application, & copy of the
interview questions




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           EMPLOYEE
          DOCUMENTS
Referral/Selection form, signed
job application, & copy of the
interview questions

Payroll – N/A

Employee - Copies of IDOC &
original notification

Department - Copies of IDOC
& employee notification letter

HR - Employee notification letter




Employee & Department –
Copies of signed written
performance evaluation &
written notification of merit or
other salary increase.




Employee - Copies of signed
leave with pay IDOC,
Employee’s Responsibilities
When Going On Leave &
FMLA/CAFRA forms if
applicable

Department - Originals of
signed leave with pay IDOC,
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Employee - Copies of signed
leave with pay IDOC,
Employee’s Responsibilities
          EMPLOYEE
When Going On Leave &
         DOCUMENTS
FMLA/CAFRA forms if
applicable

Department - Originals of
Employee’s with pay IDOC,
signed leaveResponsibilities
When Going On Leave
& FMLA/CAFRA forms if
applicable
Employee - Copies of signed
leave with pay IDOC,
Employee’s Responsibilities
When Going On Leave
& FMLA/CAFRA forms if
applicable

Department - Originals of
signed leave with pay IDOC,
Employee’s Responsibilities
When Going On Leave
& FMLA/CAFRA forms if
applicable.
Employee - Copies of signed
leave with pay IDOC,
Employee’s Responsibilities
When Going On Leave

& FMLA/CAFRA forms if
applicable

Employee’s Responsibilities
When Going On Leave
& FMLA/CAFRA forms if
applicable.

Employee - Copies of leave
IDOC, &
Employee’s Responsibilities
When Going On Leave.




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           EMPLOYEE
          DOCUMENTS




Employee, & Department -
Copies of IDOC, & military leave
& Employee’s Responsibilities
When Going On Leave.




Employee - Copy &

Department - Original of signed
change-in-status/renewal of
appointment IDOC




Payroll – Original signed
personnel summary IDOC only
if retro payment is due. Write
in red ink on the IDOC “RETRO
DUE”

Employee & Department
copies of IDOC and new job
description




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           EMPLOYEE
          DOCUMENTS




Payroll – N/A

Employee & Department
copies of IDOC and new job
description




Payroll – N/A

Employee & Department
copies of IDOC and new job
description




Payroll – N/A

Employee & Department -
copies of IDOC




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           EMPLOYEE
          DOCUMENTS




Department – original
personnel summary IDOC




 Payroll – Original signed
personnel summary IDOC only
if retro payment is due. Write
in red ink on the IDOC “RETRO
DUE”

Employee - copy of IDOC

Department – copies of IDOC
and requesting memo

HR – Original memo of request
Payroll – Original signed
personnel summary IDOC only
if retro payment is due. Write
in red ink on the IDOC “RETRO
DUE”

Employee & Department –
copy of IDOC


Payroll – Original signed
personnel summary IDOC only
if retro payment is due. Write
in red ink on the IDOC “RETRO
DUE”

Employee & Department –
copy of IDOC




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Payroll – Original signed
personnel summary IDOC only
if retro payment is due. Write
in red ink on the IDOC “RETRO
DUE”
           EMPLOYEE
          DOCUMENTS
Employee & Department –
copy of IDOC


Payroll – N/A

Employee & Department -
copies of IDOC




Payroll – N/A

Employee, & Department -
copies of IDOC & Dual
Employment form

Payroll – Original signed
personnel summary IDOC only
if retro payment is due. Write
in red ink on the IDOC “RETRO
DUE”

Employee - copy of IDOC

Department - copies of IDOC &
approval memo

HR – original signed memo of
approval.
Payroll - original signed
personnel summary IDOC &
approved INS forms

Employee & Department -
copies of IDOC & INS forms




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           EMPLOYEE
          DOCUMENTS

Payroll - original signed
personnel summary IDOC &
approved INS forms

Employee & Department -
copies of IDOC & INS forms




Department & Employee -
copies of personnel summary
IDOC & service credit form(s)




Department & Employee - N/A




Payroll - original signed
separation IDOC

Employee – two copies of IDOC

Department - copy of IDOC,
original resignation notice.


Payroll N/A

Employee – copy of separation
IDOC. Ensure the IDOC
contains the preparer’s name
and phone; the employee’s
    University vacation and sick
correct, final of California, Irvine              3359f1ab-596c-4a6d-82c3-3acc1e96ee9b.xls - Human Resources
leave balances; and the
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          EMPLOYEE
Payroll N/A
         DOCUMENTS
Employee – copy of separation
IDOC. Ensure the IDOC
contains the preparer’s name
and phone; the employee’s
correct, final vacation and sick
leave balances; and the
employee’s correct mailing
address.

Department - original IDOC
with notations as above and
original resignation notice.

HR- resignation notice




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    34                                                                                     Revision: 1/30/2011

				
DOCUMENT INFO
Description: Employment Application Package Memo document sample