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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 a455f7e5-cff0-40bd-9b48-b6d98218ec67.xls
3 Revision: 6/20/2011
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Academic Personnel Pre-Approval and Workflow
PAYROLL/ PERSONNEL APPROVAL PRE-APPROVAL WORKFLOW ISSUES IN THE WORKFLOW ISSUES IN THE SIGNATURE EMPLOYEE DOCUMENT
ACTIONS AUTHORITY DOCUMENTATION DEPARTMENT DEAN'S OFFICE REQUIREMENT FOR CENTRAL OFFICE
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 a455f7e5-cff0-40bd-9b48-b6d98218ec67.xls - Academic Personnel
5 Revision: 6/20/2011
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Academic Personnel Pre-Approval and Workflow
PAYROLL/ PERSONNEL APPROVAL PRE-APPROVAL WORKFLOW ISSUES IN THE WORKFLOW ISSUES IN THE SIGNATURE EMPLOYEE DOCUMENT
ACTIONS AUTHORITY DOCUMENTATION DEPARTMENT DEAN'S OFFICE REQUIREMENT FOR CENTRAL OFFICE
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 a455f7e5-cff0-40bd-9b48-b6d98218ec67.xls - Academic Personnel
6 Revision: 6/20/2011
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Academic Personnel Pre-Approval and Workflow
PAYROLL/ PERSONNEL APPROVAL PRE-APPROVAL WORKFLOW ISSUES IN THE WORKFLOW ISSUES IN THE SIGNATURE EMPLOYEE DOCUMENT
ACTIONS AUTHORITY DOCUMENTATION DEPARTMENT DEAN'S OFFICE REQUIREMENT FOR CENTRAL OFFICE
Emeritus N/A N/A Must wait to enter action into EDB until
employee has received final check.
Recall - Senate Dean Memo from Forward request for recall appointment. Dean issues approval letter. Employee Payroll
department/ VERIP Wait for approval from dean.
worksheet
Recall - Non-Senate Dean Memo from Forward request for recall appointment. Dean issues approval letter. Employee Payroll
department Wait for approval from dean.
Change from non-citizen 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 a455f7e5-cff0-40bd-9b48-b6d98218ec67.xls - Academic Personnel
7 Revision: 6/20/2011
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Human Resources Pre-Approval and Workflow Guidelines
PAYROLL/ WORKFLOW ISSUES IN HUMAN IDOC
APPROVAL REQUIRED WORKFLOW ISSUES IN THE
PERSONNEL RESOURCES/ VICE CHANCELLOR'S SIGNATURE
AUTHORITY DOCUMENTATION DEPARTMENT
ACTIONS OFFICE/ DEAN'S OFFICE REQUIREMENT
Hire/ Rehire Career In consultation Employment Forward employment packet There may be other issues such as Employee
with HR, Referral/Selection form, (Referral/Selection form, and signed above mid-point of grade level or above
Chair/Dept. signed application, signed employment application) to HR step hires, exception to recruitment, 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 a455f7e5-cff0-40bd-9b48-b6d98218ec67.xls - Human Resources
11 Revision: 6/20/2011
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 a455f7e5-cff0-40bd-9b48-b6d98218ec67.xls - Human Resources
12 Revision: 6/20/2011
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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 a455f7e5-cff0-40bd-9b48-b6d98218ec67.xls - Human Resources
13 Revision: 6/20/2011
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 a455f7e5-cff0-40bd-9b48-b6d98218ec67.xls - Human Resources
14 Revision: 6/20/2011
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 a455f7e5-cff0-40bd-9b48-b6d98218ec67.xls - Human Resources
15 Revision: 6/20/2011
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 a455f7e5-cff0-40bd-9b48-b6d98218ec67.xls - Human Resources
16 Revision: 6/20/2011
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 a455f7e5-cff0-40bd-9b48-b6d98218ec67.xls - Human Resources
17 Revision: 6/20/2011
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 a455f7e5-cff0-40bd-9b48-b6d98218ec67.xls - Human Resources
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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 a455f7e5-cff0-40bd-9b48-b6d98218ec67.xls - Human Resources
19 Revision: 6/20/2011
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 a455f7e5-cff0-40bd-9b48-b6d98218ec67.xls - Human Resources
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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 a455f7e5-cff0-40bd-9b48-b6d98218ec67.xls - Human Resources
21 Revision: 6/20/2011
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 a455f7e5-cff0-40bd-9b48-b6d98218ec67.xls - Human Resources
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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 a455f7e5-cff0-40bd-9b48-b6d98218ec67.xls - Human Resources
Department - Copies of IDOC,
23 Revision: 6/20/2011
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 a455f7e5-cff0-40bd-9b48-b6d98218ec67.xls - Human Resources
24 Revision: 6/20/2011
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 a455f7e5-cff0-40bd-9b48-b6d98218ec67.xls - Human Resources
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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 a455f7e5-cff0-40bd-9b48-b6d98218ec67.xls - Human Resources
26 Revision: 6/20/2011
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 a455f7e5-cff0-40bd-9b48-b6d98218ec67.xls - Human Resources
27 Revision: 6/20/2011
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 a455f7e5-cff0-40bd-9b48-b6d98218ec67.xls - Human Resources
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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 a455f7e5-cff0-40bd-9b48-b6d98218ec67.xls - Human Resources
29 Revision: 6/20/2011
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 a455f7e5-cff0-40bd-9b48-b6d98218ec67.xls - Human Resources
30 Revision: 6/20/2011
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 a455f7e5-cff0-40bd-9b48-b6d98218ec67.xls - Human Resources
31 Revision: 6/20/2011
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 a455f7e5-cff0-40bd-9b48-b6d98218ec67.xls - Human Resources
32 Revision: 6/20/2011
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 a455f7e5-cff0-40bd-9b48-b6d98218ec67.xls - Human Resources
leave balances; and the
33 Revision: 6/20/2011
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 a455f7e5-cff0-40bd-9b48-b6d98218ec67.xls - Human Resources
34 Revision: 6/20/2011
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