Payroll Interview Forms

Document Sample
Payroll Interview Forms Powered By Docstoc
					                                                                                     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                                                                                                                       ccc9ff36-03b1-4389-97cc-6f69f532afb1.xls
  3                                                                                                                                                                           Revision: 3/16/2011
                                                                                                      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 loans, Employee                  Payroll
                                     Affairs                                   AP. Determine how to gather data from     or additional compensation due to the
                                                                               faculty member. Possible I-9 issues for   new employee. Dean's office should
                                                                               non-citizens                              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. Wait    signature on an appropriate document.
                                                                             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 Sub
Time (Non-FTE                                           showing increase in appointments should be increased             department, preferably by way of a         Investigator, if      0
appointments only)                                      percent              depending on funding, other issues.         signature on an appropriate document.      grant funded
                                                                             Possible benefits issue.




  University of California, Irvine                                                                                                                         ccc9ff36-03b1-4389-97cc-6f69f532afb1.xls - Academic Personnel
  5                                                                                                                                                                                                    Revision: 3/16/2011
                                                                                                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
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 not                          showing decrease in appointments should be decreased              department, preferably by way of a        Investigator, if      on Sub 0
affect career benefits)                             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 Sub
Chair/ Assoc. Dean,                  Dean           Input/ approval from Obtain approval from dean's office                                                                           Payroll, if retro due on Sub
annual renewal of appts./                           showing                                                                                                                           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 from            N/A            N/A                   Obtain letter of resignation from                                                                           Payroll
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                                                                                                                     ccc9ff36-03b1-4389-97cc-6f69f532afb1.xls - Academic Personnel
  6                                                                                                                                                                                                Revision: 3/16/2011
                                                                                            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
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 to                        Approval documents                                                                                                          Payroll
Citizen or Permanent                              from employee
Resident
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                                                                                                             ccc9ff36-03b1-4389-97cc-6f69f532afb1.xls - Academic Personnel
  7                                                                                                                                                                                        Revision: 3/16/2011
                                                                                                     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           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, near
                    Head.                     job description, new            Employment.                                 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, near
                            Head.             job description, &              questions) to HR.                           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 description,                                               above mid-point of grade level or above
                            Chair/Dept.       new hire/rehire packet &                                                    step hires, exception to recruitment, near
                            Head.             hiring IDOC.                                                                relative, etc.



    University of California, Irvine                                                                                                                         ccc9ff36-03b1-4389-97cc-6f69f532afb1.xls - Human Resources
    11                                                                                                                                                                                                Revision: 3/16/2011
                                                                                                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
Limited Hires/        In consultation       Signed employment                                                   There may be other issues such as
Hire/ Rehire Career In consultation
Rehires               with HR,              Employment description, Forward employment packet required for There may be other issues such as
                                            application, job            for assistance and information          above mid-point of grade level or above
                      with HR,
                      Chair/Dept.           Referral/Selection form,
                                            new hire/rehire packet &    (Referral/Selection form, and signed
                                                                        obtaining appropriate approvals on      above mid-point of grade level or above
                                                                                                                step hires, exception to recruitment, near
                      Chair/Dept.
                      Head.                 signed application, signed employment application) to HR
                                            hiring IDOC.                classification and pay rate.            step hires, exception to recruitment, near
                                                                                                                relative, etc.
                      Head.                 job description, new        Employment.                             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 campus/lab/medical for pre-employment authorization and
                                            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 HR                             for assistance and information required for Consult with HR Compensation as
Hiring and                  on exceptions                               obtaining appropriate approvals and for     appropriate
Employment                  to student                                  exceptions.
information.                employment
                            guidelines.




    University of California, Irvine                                                                                                               ccc9ff36-03b1-4389-97cc-6f69f532afb1.xls - Human Resources
    12                                                                                                                                                                                      Revision: 3/16/2011
                                                                                                       WORKFLOW


Human Resources Pre-Approval and Workflow Guidelines



Review Student
     PAYROLL/               Consult with HR                                                                                  WORKFLOW ISSUES IN HUMAN        IDOC
Hiring and                    APPROVAL
                            on exceptions            REQUIRED                        WORKFLOW ISSUES IN THE
    PERSONNEL                                                                                                               RESOURCES/ VICE CHANCELLOR'S  SIGNATURE
Employment
      ACTIONS               toAUTHORITY
                               student             DOCUMENTATION                         DEPARTMENT
                                                                                                                                OFFICE/ DEAN'S OFFICE    REQUIREMENT
information.                employment
Hire/ Rehire Career         In consultation
                            guidelines.        Employment                      Forwardhiring a non-immigrant or non-
                                                                               Prior to employment packet                  There may be other issues such as
                            with HR,           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, near
                            Head.              job description, new            Employment. the
                                                                               employee with                               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-
                                               campus transfer to UCI,         For an appointment, contact:
                                               include a copy of the           Phon Pravongviengkham
                                               separation document from        vpravong@uci.edu
                                               former campus/lab/medical       Phone: (949) 824-7249
                                               center.                         Fax: (949) 824-3090

                                                                               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 the                                   Prior to hiring a non-immigrant or non-     Contact your HR Consultant
Review applicable           range. Above       If recruited through HR         resident alien employee, the department     for assistance and information required for
personnel policy:           the mid-point      include Employment              International Center                        obtaining appropriate approvals.
                            obtain Vice        Referral/Selection form,         for pre-employment authorization and
                            Chancellor’s       signed job application, &       completion of required documentation.
                            approval.          copy of the interview
                                               questions.                      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 PPS.
                                                                               If starting salary is above mid-point of
                                                                               range include approved exception memo.




    University of California, Irvine                                                                                                                              ccc9ff36-03b1-4389-97cc-6f69f532afb1.xls - Human Resources
    13                                                                                                                                                                                                     Revision: 3/16/2011
                                                                                                 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 description,   employment& a copy of the HR
                                                                          application, application) to interview     step hires, exception to recruitment, near
                    Head.
                    Head                  job description, new
                                          & personnel summary             Employment.
                                                                          questions) to                              relative, etc.
                                          hire/rehire packet & hiring
                                          IDOC
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
Review applicable     Chair/Dept.         signed job application &        application, & a copy of the interview    current salary, exception to recruitment,
personnel policy                                                          questions) to HR Employment.              Contact HR for assistance
or                                                                                                                  and information required for obtaining
collective bargaining                                                     Obtain appropriate approvals, gather data 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
collective bargaining
agreement.




    University of California, Irvine                                                                                                                     ccc9ff36-03b1-4389-97cc-6f69f532afb1.xls - Human Resources
    14                                                                                                                                                                                            Revision: 3/16/2011
                                                                                                   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
                                              Personnel Summary IDOC.       Consult employment packet
                                                                            Forward with your HR Consultant             There may be other issues such as          Employee
Reduction in        with HR,                  Referral/Selection form,      (Referral/Selection form, and signed
                                                                            prior to notifying employee                 union mid-point of grade level or above
                                                                                                                        aboveand employee notification, effects
Percent (%) Time    Chair/Dept.               signed application, signed
                                              Consult with HR prior to      employment application) to HR               step hires, exception to recruitment, near
                                                                                                                        on retirement & benefits etc.
                    Head.
                    Head                      job description, new
                                              notifying employee            Employment. of the employee and
                                                                            If at the request                           relative, etc.
                                              hire/rehire packet & hiring   approved, inform employee in writing.       Contact HR for assistance
                                              document (IDOC).              Always include a statement on how           and information required for obtaining
                                                                            benefits are affected.                      appropriate approvals.
Review applicable                             If the applicant is an Inter-
personnel policy                              campus transfer to UCI,       Obtain appropriate approvals, gather data
or                                            include a copy of the         for on-line data entry & update the PPS.
collective bargaining                         separation document from
agreement.                                    former campus/lab/medical
                                              center.
Career Employee -           Vice Chancellor Written performance             Complete performance evaluations.           Follow guidelines on HR website
Merit Increase              via Chair/Dept. evaluation                                                                  for specific merit/salary increases.
                            Head                                            When given, guidelines for merit and
Review the Merit                                                            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
or
collective bargaining
agreement.




    University of California, Irvine                                                                                                                           ccc9ff36-03b1-4389-97cc-6f69f532afb1.xls - Human Resources
    15                                                                                                                                                                                                  Revision: 3/16/2011
                                                                                                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
collective bargaining                                                                                                    OFFICE/ DEAN'S OFFICE    REQUIREMENT
agreement.
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
                    Chair/Dept.           signed application, signed      employment application) to HR              step hires, exception to recruitment, near
                    Head.                 job description, new            Employment.                                relative, etc.
Leave Without Pay In consultation         hire/rehire packet & hiring
                                          Family Leave                    Consult with HR prior to approving leave   There may be FMLA/CAFRA issues.            Employee
                    with HR,              document (IDOC).
                                          (FMLA/CAFRA) forms if           request.
                    Chair/Dept.           applicable, Employee’s                                                    Contact HR prior to approving leave
                    Head                  If the applicant is an Inter-
                                          Responsibilities When           Obtain appropriate approvals, gather data request.
Review applicable                         campus transfer to UCI,
                                          Going On Leave, &               for on-line data entry & update the PPS.
                                          include a copy of theIDOC
                                          personnel summary
                                          separation document from
personnel policy                          former campus/lab/medical
or                                        center.
collective bargaining
agreement.


Leave With/Without In consultation        Family Leave                    Consult with HR prior to approving leave   There may be FMLA/CAFRA issues.          Employee
Pay - beyond 6     with HR,               (FMLA/CAFRA) forms if           request.
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
collective bargaining
agreement.




    University of California, Irvine                                                                                                                   ccc9ff36-03b1-4389-97cc-6f69f532afb1.xls - Human Resources
    16                                                                                                                                                                                          Revision: 3/16/2011
                                                                                                 WORKFLOW


Human Resources Pre-Approval and Workflow Guidelines



     PAYROLL/                                                                                                           WORKFLOW ISSUES IN HUMAN        IDOC
                              APPROVAL            REQUIRED                     WORKFLOW ISSUES IN THE
    PERSONNEL
collective bargaining                                                                                                  RESOURCES/ VICE CHANCELLOR'S  SIGNATURE
                              AUTHORITY         DOCUMENTATION                      DEPARTMENT
      ACTIONS
agreement.                                                                                                                 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
                      Chair/Dept.           signed application, signed    employment application) to HR               step hires, exception to recruitment, near
                      Head.                 job description, new          Employment. assistance for ALL military     Contact etc.
                                                                                                                      relative, HR for assistance on
Military Leave and In consultation          Military Leave Forms,         Contact HR for                                                                         Employee
                      with HR,              hire/rehire packet & hiring
                                            Employee’s                    leaves.
Supplemental                                                                                                          ALL military leaves.
                      Chair/Dept.           document (IDOC).
                                            Responsibilities When
Military Leave
                      Head                  Going On Leave, personnel Obtain appropriate approvals, gather data       There may be issues such as military
                                            summary IDOC, an Inter- for on-line data entry & update the PPS.
                                            If the applicant isMilitary                                               pay, supplemental military pay,
Review applicable
personnel policy                            campus transfer to UCI,
                                                                                                                      Complete Supplemental Military Leave
                                            include a copy of the
or                                                                                                                    Worksheet, if applicable.
                                            separation document from
collective bargaining
                                            former campus/lab/medical
agreement.                                                                                                            Review Military Leave Checklist.
                                            center.

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

                            Decentralized
                            Units -
                            Department
                            Heads




    University of California, Irvine                                                                                                                           ccc9ff36-03b1-4389-97cc-6f69f532afb1.xls - Human Resources
    17                                                                                                                                                                                                  Revision: 3/16/2011
                                                                                                      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
Reclassification -  Centralized                Employment
                                               Request for                    Forward employment packet
                                                                              Centralized units - Follow instructions for:   There may be other issues such as
                                                                                                                             Consult with your HR Compensation          Employee
Downward            with HR,
                    Units - Human              Referral/Selection form,
                                               Reclassification, new job      “How to Complete form, and signed
                                                                              (Referral/Selectiona Reclass Request”          above mid-point of grade level or above
                                                                                                                             Analyst.
                    Chair/Dept.
                    Resources                  signed application, signed
                                               description, old Job           employment application) to HR                  step hires, exception to recruitment, near
Review applicable   Head.                      job description, new
                                               description, dept.             Employment.
                                                                              Decentralized units – At completion of         relative, etc.
                                                                                                                             There may be issues related to
personnel policy            Note: Follow       hire/rehire packet & hiring
                                               organizational chart, memo     classification process send reclassification appropriate salary placement if the
or                          instructions for   document (IDOC).in job
                                               outlining changes              packet to HR.                                position is determined to be at a lower
collective bargaining       “How to            since last review & the                                                     level, union notification, limited or
agreement.                  Complete a         If the applicant is an IDOC.
                                               personnel summary Inter-       Obtain appropriate approvals, gather data student employee issues, etc.
                            Reclass            campus transfer to UCI,        for on-line data entry & update the PPS.
                            Decentralized      include a copy of the
                            Units -            separation document from
                            Department         former campus/lab/medical
                            Heads              center.

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, memo     classification process send reclassification appropriate salary placement if the
personnel policy      instructions for
                                               outlining changes in job
or                    “How to                                                 packet to HR.                                position is determined to be at a lower
                                               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 etc. prior to initiating student transaction.
of time
                                                                              Obtain appropriate approvals, gather data
                                                                              for on-line data entry & update the PPS.

Review Student
Hiring
and Employment
information.




    University of California, Irvine                                                                                                                           ccc9ff36-03b1-4389-97cc-6f69f532afb1.xls - Human Resources
    18                                                                                                                                                                                                  Revision: 3/16/2011
                                                                                                  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
Funding Change      Chair/Dept.              Employment
                                             Personnel Summary IDOC.       Forward employment packet
                                                                           Follow your department internal process.     There may be other issues such as
                    with HR,
                    Head                     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
                                                                           Obtain appropriate approvals, gather data    step hires, exception to recruitment, near
                    Head.                    job description, new          Employment. entry & update the PPS.
                                                                           for on-line data                             relative, etc.
                                             hire/rehire packet & hiring
                                             document (IDOC).
Exceptional/ Equity In consultation          Memo of justification, &      Consult with HR prior to approving a        Consult with HR Compensation Analyst          Employee
Increase            with HR,                 If the applicant is an IDOC
                                             personnel summary Inter-      request for an exceptional/equity increase. prior to approving a request for an
                                             campus transfer to UCI,       Memo of justification is required for all   exceptional/equity increase.
Review applicable           PSS -            include a copy of the         levels.
personnel policy            Chair/Dept.      separation document from                                                  There may be issues such as equity
or                          Heads            former campus/lab/medical     Obtain appropriate approvals, gather data within the department, etc.
collective bargaining                        center.                       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                                                                                                                        ccc9ff36-03b1-4389-97cc-6f69f532afb1.xls - Human Resources
    19                                                                                                                                                                                               Revision: 3/16/2011
                                                                                                      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
Additional                                    Employment
                                              Personnel Summary IDOC          Ensure employment packet
                                                                              Forwardtotal percent of appointments in all   There may be other issues such as Dual Employee
                                                                                                                            If total appointments exceed 100%,
Employment          with HR,                  Referral/Selection form,        departments does form, and 100%.
                                                                              (Referral/Selectionnot exceedsigned           above mid-point of grade Dual or above
                                                                                                                            Employment exists. See level
                    Chair/Dept.               signed application, signed      employment application) to HR                 step hires, exception to recruitment, near
                                                                                                                            Employment below.
                    Head.
                    Head                      job description, new            Employment. home department is other
                                                                              If employee’s                                 relative, etc.
                                              hire/rehire packet & hiring     than the hiring department, contact the       Consult HR for any unforeseen issues.
                                              document (IDOC).                home department to obtain alternate
                                                                              department access in the PPS.
                                              If the applicant is an Inter-
                                              campus transfer to UCI,         Obtain appropriate approvals, gather data
                                              include a copy of the           for on-line data entry & update the PPS.
                                              separation document from
Dual Employment             In consultation   Dual Employment form
                                              former campus/lab/medical       Consult with HR and obtain approval prior Consult with HR                         Employee
                            with HR,          (requires both department
                                              center.                         to completing Dual Employment Form.       Other issues may need to be resolved
Review Dual                 Chair/Dept.       heads’ signatures) &                                                      such as FLSA exempt/non-exempt pay,
Employment                  Heads of both     personnel summary IDOC          Obtain appropriate approvals, gather data union notification etc.
Guidelines.                 departments                                       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 resolved
                            Chair/ Dept.                                      submitting request for approval.          such as FLSA exempt/non-exempt pay,
Review applicable           Head                                                                                        union notification etc.
personnel policy                                                              Obtain appropriate approvals, gather data
or                    MSP - EVC, VC                                           for on-line data entry & update the PPS.  MSP requires Vice Chancellor approval.
collective bargaining 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 documents, Employee
Citizen or                                    personnel summary IDOC. 9, and, if a new citizen complete an Oath             send the employee to the International
Permanent                                                             of Allegiance.                                        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.
Visa Change to              INS               INS documents, personnel Employee must go to International Center If issues arise regarding INS documents, Employee
Non-immigrant                                 summary IDOC                                                      send the employee to the International
Visa Type                                                                                                       Center (IC) for verification.



    University of California, Irvine                                                                                                                         ccc9ff36-03b1-4389-97cc-6f69f532afb1.xls - Human Resources
    20                                                                                                                                                                                                Revision: 3/16/2011
                                                                                                 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
Visa Change to      INS                   INS documents, personnel                                                    If issues arise regarding INS documents,
Hire/ Rehire Career In consultation
Non-immigrant                             summary IDOC
                                          Employment                      Forward employment packet
                                                                          with INS forms to obtain approval.          send may be other issues such as
                                                                                                                      Therethe employee to the International
Visa Type           with HR,              Referral/Selection form,        (Referral/Selection form, and signed        Center (IC) for verification.
                                                                                                                      above mid-point of grade level or above
                    Chair/Dept.           signed application, signed      employment application) to HR
                                                                          For an appointment, contact:                step hires, exception to recruitment, near
                    Head.                 job description, new            Employment.
                                                                          Phon Pravongviengkham                       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 for
                                          separation document from        on-line data entry & update the PPS.
Leave Accrual               Chair/Dept.   former campus/lab/medical
                                          Service Credit Verification     Department has employee complete            Contact HR if assistance is needed.      Employee
Code Change                 Head          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 home
Department                                                                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. Give Contact your HR Specialist if assistance Employee
Transfers                   Head          former UC facility              employee a copy of separation IDOC to      is needed.
                                                                          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 letter Obtain written notice from employee.            Consult with HR                            Employee
                            Head          of resignation.                                                             when employee’s separation is not
Review applicable                                                     Review the Final Earnings Requirement           voluntary, prior to noticing the employee.
                                                                      information.                                    There may be issues such as pay in lieu
                                                                                                                      of notice, union notification, etc.


    University of California, Irvine                                                                                                                    ccc9ff36-03b1-4389-97cc-6f69f532afb1.xls - Human Resources
    21                                                                                                                                                                                           Revision: 3/16/2011
                                                                                                     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                          when employee’s separation is not
    ACTIONS                                                                                                                        OFFICE/ DEAN'S OFFICE              REQUIREMENT
                                                                              Review the Final Earnings Requirement        voluntary, prior to noticing the employee.
Hire/ Rehire Career
personnel policy            In consultation   Employment                      Forward employment packet
                                                                              information.                                                 issues such such as
                                                                                                                           There may be other issues as pay in lieu
or                          with HR,          Referral/Selection form,        (Referral/Selection form, and signed         of notice, union of grade level or
                                                                                                                           above mid-pointnotification, etc. above
collective bargaining       Chair/Dept.       signed application, signed      Review the procedures for HR
                                                                              employment application) toProcessing a       step hires, exception to recruitment, near
agreement.                  Head.             job description, new            Employment.
                                                                              Final Paycheck.                              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.




    University of California, Irvine                                                                                                                       ccc9ff36-03b1-4389-97cc-6f69f532afb1.xls - Human Resources
    22                                                                                                                                                                                              Revision: 3/16/2011
                                       WORKFLOW




           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              ccc9ff36-03b1-4389-97cc-6f69f532afb1.xls - Human Resources
Department - Copies of IDOC,
   23                                                                                      Revision: 3/16/2011
                                       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




    University of California, Irvine              ccc9ff36-03b1-4389-97cc-6f69f532afb1.xls - Human Resources
    24                                                                                     Revision: 3/16/2011
                                       WORKFLOW
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, &
resume/application
HR Consultant–
Original employment contract
HR Employment–
Referral/Selection form, signed
job application, & copy of the
interview questions.




    University of California, Irvine              ccc9ff36-03b1-4389-97cc-6f69f532afb1.xls - Human Resources
    25                                                                                     Revision: 3/16/2011
                                       WORKFLOW




           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,

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




    University of California, Irvine              ccc9ff36-03b1-4389-97cc-6f69f532afb1.xls - Human Resources
    26                                                                                     Revision: 3/16/2011
                                       WORKFLOW




           EMPLOYEE
          DOCUMENTS

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,




    University of California, Irvine              ccc9ff36-03b1-4389-97cc-6f69f532afb1.xls - Human Resources
    27                                                                                     Revision: 3/16/2011
                                       WORKFLOW




           EMPLOYEE
          DOCUMENTS

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

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.




    University of California, Irvine              ccc9ff36-03b1-4389-97cc-6f69f532afb1.xls - Human Resources
    28                                                                                     Revision: 3/16/2011
                                       WORKFLOW




           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




    University of California, Irvine              ccc9ff36-03b1-4389-97cc-6f69f532afb1.xls - Human Resources
    29                                                                                     Revision: 3/16/2011
                                       WORKFLOW




           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




    University of California, Irvine              ccc9ff36-03b1-4389-97cc-6f69f532afb1.xls - Human Resources
    30                                                                                     Revision: 3/16/2011
                                       WORKFLOW




           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




    University of California, Irvine              ccc9ff36-03b1-4389-97cc-6f69f532afb1.xls - Human Resources
    31                                                                                     Revision: 3/16/2011
                                       WORKFLOW




           EMPLOYEE
          DOCUMENTS

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




Payroll - original signed
personnel summary IDOC &
approved INS forms

Employee & Department -
copies of IDOC & INS forms
    University of California, Irvine              ccc9ff36-03b1-4389-97cc-6f69f532afb1.xls - Human Resources
    32                                                                                     Revision: 3/16/2011
                                       WORKFLOW




           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
               vacation and sick
correct, final of California, Irvine
    University                                    ccc9ff36-03b1-4389-97cc-6f69f532afb1.xls - Human Resources
leave balances; and the
    33                                                                                     Revision: 3/16/2011
                                       WORKFLOW




          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




    University of California, Irvine              ccc9ff36-03b1-4389-97cc-6f69f532afb1.xls - Human Resources
    34                                                                                     Revision: 3/16/2011

				
DOCUMENT INFO
Shared By:
Categories:
Tags:
Stats:
views:18
posted:3/16/2011
language:English
pages:28
Description: Payroll Interview Forms document sample