EDB MANUAL

UCLA Payroll Services

A guide for departments to use when adding or changing employee records on the Employee Data Base (EDB).
EDB MANUAL, SECTION C - ACADEMIC ACTIONS

C4.0 EDB ACADEMIC ACTIONS - REHIRE/RE-EMPLOYMENT WITH A BREAK IN SERVICE


C4.1 Titles Subject to Rehire

Rehire is defined as re-employment after a break in service for the following series:

  • Regular Professorial
  • Professor-in-Residence
  • Adjunct Professor
  • Acting Professor
  • Professor of Clinical (X)
  • Clinical Professor of (Comp)
  • Lecturer (PSOE and SOE)

For the remaining academic series, rehire is again defined as re-employment after a break in service. When extending appointments that are self-terminating for the below series and no break has occurred, refer to the "Renewal" section for on-line processing.

  • Visiting Professor
  • Professional Research Series
  • Visiting Professional Research Series
  • Lecturer (NSI) Series

Appointments and rehire actions made to the above four series are always for a specified term. When an offer is extended to an individual, the Dean or Chair informs the appointee of the statement listed below, which is commonly referred to as the ipso facto statement.

This appointment is for a specific term, with an ending date as herein set forth, and is not for a longer period unless express written notification is so given to the appointee. In the absence of such express notification, the appointment ipso facto terminated on the designated ending date.

Lecturers (NSI) also are appointed and rehired for specific terms, but have an 18 quarter limitation for academic year appointees and a 24 quarter limitation for fiscal year appointees. Once this limitation is reached, the University must either discontinue any further appointments or review the individual for a three year term. Policies governing Lecturers (NSI) are found in the "Memorandum of Understanding" agreement made between the University of California and the American Federation of Teachers.

C4.2 Dossier Preparation

Prior review and submission of a dossier are required for rehire except when there is no change in rank, step, or Department and prior termination was not the result of review, with the exception of the following:

Regular Professorial Series

Re-employment after a break in service requires the review and submission of a dossier.

Lecturer (PSOE and SOE) Series

Re-employment after a break in service requires the review and submission of a dossier.

Visiting Professor and Visiting Research Series

There is no requirement for submission of a dossier, but a full explanation of the recommended action must be prepared and on record.

Lecturer (NSI) Series

Dossiers are required for rehires which commence after six or more years of service, whether due to a break or following an appointment which has ended. Senate review is required if the proposed rehire averaged over the three-year term, is at 50% time or more.

The Visiting Professor and Visiting Professional Research series can only be rehired once, since they have a two year limit on service. At times, it may be necessary for a department to request a third year due to programmatic reasons. Since this is an exception to policy, a request from the Department Chair, approved by the Dean, must be forwarded to the Academic Personnel Office for prior approval. Once the Academic Vice Chancellor has approved the request, the department is then contacted and authorized to process to the on-line system.

C4.3 Approval Authority

All Deans have approval authority for rehire actions to the following Series:

  • Lecturer (NSI)
  • Professional Research
  • Visiting Research

Additional approval authority for all other series is determined if the Dean of the School also serves as Chair. When the Dean and the Chair is the same individual, the Academic Vice Chancellor is the approval authority on all other rehire actions. These Schools are:

  • Law 
  • Dentistry
  • Nursing

Schools where the Dean does not act as the Chair have the final approval authority on all rehire actions made to any of the Assistant ranks, rehire actions to Lecturer/Senior Lecturer (PSOE) with recommended salary comparable to Assistant Professor IV. Schools having this expanded approval authority are:

  • Education and Information Studies
  • College of Letters and Science
  • Arts and Architecture
  • Theater/Film/Television
  • Public Policy & Social Research
  • Engineering
  • Anderson Graduate School of Management
  • School of Medicine
  • Public Health

Rehire actions for Associate, Full Professorial, Lecturer/Senior Lecturer (PSOE) with a recommended salary equivalent to an Associate Professor I and above, are the final authority of the Academic Vice Chancellor. All Lecturer/Senior Lecturer (SOE), are also the final authority of the Academic Vice Chancellor.

C4.4 Entering Academic Rehire/Re-employment with a Break in Service Data (AREH)

EEID - Employee Identification
Field Data Information
VERIFY THE INFORMATION.    IF INFORMATION IS CURRENT PROCEED TO THE NEXT SCREEN. IF CHANGES ARE REQUIRED, REFER TO GENERAL INFORMATION SECTION B5.0 FOR ADDITIONAL INFORMATION REGARDING THIS SCREEN
Press Enter and then "F11" to advance to the next screen.

 

EADD - Employee Address Data
Field Data Information
VERIFY HOME AND CAMPUS ADDRESS, ETC.  IF INFORMATION IS CURRENT PROCEED TO THE NEXT SCREEN. IF CHANGES ARE REQUIRED, REFER TO GENERAL INFORMATION SECTION B6.0 FOR ADDITIONAL INFORMATION REGARDING THIS SCREEN
Press Enter and then "F11" to advance to the next screen.

 

EPD1 - Employee Personal Data #1
Field Data Information
IF INFORMATION IS CURRENT PROCEED TO THE NEXT SCREEN. IF CHANGES ARE REQUIRED, REFER TO GENERAL INFORMATION SECTION B6.0 FOR ADDITIONAL INFORMATION REGARDING THIS SCREEN
Press Enter and then "F11" to advance to the next screen.
 

EPD2 - Employee Personal Data #2
Field Data Information
Oath Signature Date This field must be completed for United States Citizens only; enter the new date the oath is signed. The oath must be signed ON or BEFORE the first day of the service period. All persons re-employed by the University must sign a new oath if the date of re-hire is more than one year after the date on which the previous oath was signed. The form must be completed and sent to Payroll Services which is the Office of Record.
I-9 Date Enter the new date the employee signed the I-9. The actual document in this case also must be completed and sent to Payroll Services, which is the Office of Record.
Education Level Code

If this information is current, proceed to the next field. If not, enter the code that indicated the highest degree the employee holds. Refer to the dossier or C.V. for this information.

Refer to the Chart C11.4 for codes.
Education Level Year If this information is current, proceed to the next field. If not, enter the last two digits of the year that the employee received the above degree; for example 1963 is entered as 63.
Non-UC Prior Service Code Enter the code indicating the individual’s service status prior to the most recent University employment.
Prior University Service Institution Code

If employment during the break was at another institution, update this field. Enter the 3-digit school code if appointee's prior service was a University; for example, enter NBB if this employee transferred from UC Berkeley or KUN if prior service was at Harvard.

Refer to http://www.ucop.edu/irc/dd/cps/cps0921.html for codes.
Current Specialty Code If this information is current, proceed to the next field. If not, enter up to three specialty fields using the degree information provided on the dossier. For example, if the person received some type of degree in Applied Statistics, enter 1711. If the person also received a M.A. in Mathematics, enter 1700.   Refer to Specialty Codes Table for codes.
Highest Degree Specialty Code If this information is current, proceed to the next field. If not, enter the 4-digit code that best identifies the field in which they received their HIGHEST degree; for example, if a Ph.D. was received in Economics, enter 2226.
Highest Degree Institution Code If this information is current, proceed to the next field. If not, enter the 3-digit school code where the employee received the above degree; for example, if the degree was awarded by Stanford University, enter HJR. Refer to http://www.ucop.edu/irc/dd/cps/cps0921.html for codes.
Press Enter and then "F11" to advance to the next screen.

 

EALN - Alien Information
Field Data Information
If this individual is a U.S. citizen, press "F11" to proceed to the next screen. If individual is not a citizen, proper authorization is necessary to be employed at the University.    REFER TO GENERAL INFORMATION SECTION B2.0 FOR DETAILED INFORMATION REGARDING ALIEN CODING
Press Enter and then "F11" to advance to the next screen.

 

ETAX - Tax Withholding
Field Data Information
DO NOT CHANGE data on this screen unless the employee has submitted a new W-4 form.  REFER TO GENERAL INFORMATION SECTION B3.0 FOR INFORMATION REGARDING TAX DATA
Press Enter and then "F11" to advance to the next screen.

 

ECHK - Check Disposition
Field Data Information
DO NOT CHANGE data on this screen unless the employee has requested a change of check disposition. REFER TO GENERAL INFORMATION SECTION B4.0 FOR INFORMATION REGARDING CHECK DISPOSITION
Press Enter and then "F11" to advance to the next screen.

 

EAPP - Appointment and Distribution
Field Data Information
Press the "New Line" to go to the command line [===>] to enter the special command ADD A to establish an appointment number. Press Enter. See Section B1.0 for additional Appointment Information.
Appointment Number The appointment number uniquely identifies an appointment and its associated data.
Actions This area is reserved for action codes that identify the activity or change of information that is occurring at the Appointment level. Since this is a Re-hire Action, the recording of the action has already taken place by the selection of this bundle; therefore this action at this level requires no code.
Pgm Do not enter data in this field. The system will derive the Program code based on the Title code entered for this appointment which for all Academics will be "A".
Type The type code for all Academic Appointments is "5."
Basis This is the number of months (either nine or eleven) that the appointee is expected to perform service. Enter "09" for an academic year appointment and enter "11" for a fiscal year appointment.
Paid Over This is the number of months over which the appointee will receive salary. Salary is calculated over either a 9- or 12-month period. Enter "09" for those receiving salary on a 9-month basis and "12" for those receiving salary on a 12 month basis.

Refer to Chart C11.1 for months associated with each quarter.
Appt Begin Date Enter the effective date of the appointment. Academic appointments generally begin on the first day of the academic year. For example, enter July 1, 20YY as 0701YY.
Appt End Date Appointments to the ranks of Associate and Full Professor in the Regular Professorial Series and Lecturer SOE Series are for an indefinite period of time. All appointments to the rank of Assistant Professor in the Regular Series are for a two year period. All other appointments generally occur on a year to year basis and typically end June 30 of the following year. For example, enter June 30, 20YY as 0630YY. If the appointment is to a tenured or indefinite position enter 999999. To determine actual service limitations, refer to the Term of Service section of "The CALL" for each series.
Dur Use this field if the appointment is Tenured, with Security, Potential of Security or Indefinite. Enter "T" for Tenured, "S" for Security, "P" for Potential of Security or "I" for Indefinite.
Dept This field is system derived from the account number entered in the acct/fund fields.
Title This a four digit code. The range for Academic titles is 0800 through 3999.
Grade Do not enter data; for staff use only.
Percent Full Time Enter the percentage of time expected to be worked in the appointment; for example a 100% appointment is entered as 1.00. A 50% appointment is entered as .50.
Fixed/Variable Enter an "F" if the appointment is fixed, and a "V" if time worked will vary. If funding/salary is from Sub 0 funds, only an "F" should be used. For salary using Sub 2, 5, or 7, an "F" or "V" is acceptable.
Ann/Hr Rate The system will derive this amount from the distribution line. This will be the full annual rate for the position regardless of the appointment percent of time.

Refer to the Academic Salary Scales.
Rate This is the code that identifies whether the amount indicated in the Annual/Hourly Rate field is to be paid monthly or hourly. Refer to General Information Section B1.0.
Schedule This identifies the frequency of when pay is to be issued. Enter "MO" for monthly. "BW" for biweekly pay is rarely used for Academic Appointments, except for Apprentice (Student) Titles. An appointee can have only one pay schedule.
Time Enter the code that represents the method for reporting time worked. When the sub field is 0, enter "R". Refer to General Information Section B1.0 for additional codes and information.
Leave Accrual Code Enter the code that indicates if the appointee is eligible to accrue vacation and/or sick leave. Academic year appointees do not accrue vacation or sick leave; they are coded "N." Fiscal year appointees accrue vacation only at the rate of approximately 16 hours per month based on a 100% appointment; they are coded "E." See Chart C11.2 for Leave Accrual Policy and Codes.
Press "F2" to jump down to the command line [===>] to enter the special command ADD D. See Section B1.0 for additional distribution information.
Distribution Number The distribution number uniquely identifies a payroll distribution associated with an appointment.
Actions This area is reserved for action codes that identify the activity or change of information that is occurring at the Distribution level. Since this is a Re-hire Action, the recording of the action has already taken place by the selection of this bundle; action code is system derived.
Location, Account, Cost Center, Fund, Project, Sub (1) Enter the number 4 which represents the UC campus location, Los Angeles. (2) Enter the six digit department account number. (3) Enter two digit alpha/numeric cost center code if applicable. (4) Enter five digit fund number. (5) Enter the code that has been set up to track a specific project. (6) Enter the sub account number. This will be either a 0 or a 2 for academic appointments.
FTE Do not enter any data in this field. It is no longer used at UCLA.
Distribution % This is a five digit field containing four decimal places. A full time (100%) appointment is entered as 1.0000. Enter a 50% appointment as .5000.
Pay Begin This action is an initial hire, the date should match the begin date entered on the appointment line.
Pay End This is the last full day that the pay or funding is active. If the appointment is Tenured or Indefinite, there is no end date for this field. Enter 999999. If there is an end date due to policy limitations enter the date of last full day on pay status. For example, enter June 30, 20YY as 0630YY.
Step This field indicates the salary level within the Rank. The Rank of Assistant Professor has four steps. The "IV" in the title Assistant Professor IV, indicates the Step. Use a "4" not a Roman numeral in this field. Refer to the Academic Salary Scales.
O/A Indicator This field identifies a salary that is off-scale or above scale. An "O" identifies that the salary rate is off-scale, this means the salary is higher than the established salary scale for that Step. Off-scale actions are the approval authority of the Vice Chancellor with the exception of actions in Letters and Science and the School of Medicine. The Dean in these areas has approval authority up to the next step. The Vice Chancellor has the authority to approve off-scale salary rates up to an annual adjusted campus maximum approved by the President. An "A" indicates this individual is above Step 9, "Above Scale." The Vice Chancellor has the authority to approve appointments for above scale up to an annual adjusted campus maximum approved by the President. No Step is indicated in the "Step" field.
Rate/Amount Enter the full Monthly rate for the designated Rank and Step.
DOS This is the Description of Service Code, it identifies the type of pay or compensation to be received. The code "REG" represents that the pay status is regular and is the most common DOS Code. For the Regular Assistant Professor Series, "RGA" is used instead of "REG." The use of "RGA" enables the Academic Staffing Roster to remain in balance.

Refer to DOS Code Table for more information.
Press Enter and then "F11" to advance to the next screen.
 

ERET - Retirement
Field Data Information
Retirement System Code
FICA Eligibility Code
Data should not be entered into these fields. The system will derive the retirement code and FICA codes based on the:
  • Citizenship Code
  • Visa Type Code
  • UC Student Status Code
  • Date of Hire
  • Retirement System Code
  • Number of Registered Units
  • Retirement/FICA Derivation Indicator
  • Appointment Begin Date
  • Appointment End Date
  • Title Code
  • Appointment Percent
  • Time Reporting Code
  • DOS Code
Retirement FICA Derive Indicate whether retirement system code and FICA eligibility code should automatically be derived by the system. Enter "Y" for yes or "N" for no.
Covered Comp Limit Code Enter code indicating whether or not appointee is grandfathered under compensation limit.
DCP Plan Code Enter code for the DCP fund for which the appointee’s status qualifies.
Refer to Benefits Section E2.0 for detailed information
regarding coding of the fields listed above.
Dep Care Amount If appointee is eligible to participate, enter the amount of the deduction. Refer to Benefits Section E8.1.
Voluntary Contribution Refer to Benefits Section E3.0.
Press Enter and then "F11" to advance to the next screen.
 

EPER - Miscellaneous Personnel Information
Field Data Information
Assigned BELI The BELI code indicates the employee's eligibility for health and welfare benefits and controls access to the plans. Enter the BELI code for which the employee's appointment type status, duration of employment, and percentage of appointment qualifies; eligibility can differ from initial eligibility for rehired academics. Be mindful of the 1,000-hour rule (for “regular” academics) and 750-hour (for Unit 18-Lecturers) who have an eligible appointment type even if the percentage or duration of the appointment does not normally qualify the employee for Benefits.

 

To continue eligibility, maintain average hours worked of 17 ½ hours per week. If the average paid hours per week falls below 17 ½ hours for 2 consecutive months, the BELI must be changed to a BELI 5 to stop UC sponsored benefits and COBRA offered, when applicable. Average paid hours can be found on the IHRS screen. Refer to Benefits Section E4.0

Derived BELI This is a display-only field for the system derived data. The system will derive a BELI consistent with the entered data. The Assigned BELI and the Derived BELI should be the same.
Effective Date Enter the date the BELI code is effective.
BELI Status Qualifiers Primary The BELI Status Qualifier code is used to prevent employees in qualified status situations from being reported as ineligible and, therefore, subject to de-enrollment from certain benefits. Benefits in effect before the Qualified Status codes are retained even if the employee's appointment/average regular paid time falls below the required minimums. Do not change the assigned BELI in effect before the Qualified Status period begins. If only one qualifying condition exists, enter the most appropriate code in this field.
BELI Status Qualifiers Date Enter the date on which the qualified status begins.
Date of Hire Enter the most recent date of hire.
Original Hire Date Do not change this information.
Employee Relations Code Enter the code that represents the designation/status of an employee for purposes of collective bargaining. Enter "E" for most academic appointees, for students/apprentice appointees enter code H or I.
Next Salary
Review Date
Enter the month and year for the first normal review for the employee; all academic reviews occur in July. For an appointment at the Assistant Professor Rank, the first date would indicate when their two year term review would need to be conducted. For an appointment at the Associated Professor Rank, Step I or II, it would be the effective date of their first normal merit which occurs in two years. At the Full Professorial Rank, the first review would occur after serving three years at step.

Refer to Chart C11.3 for codes.
Next Salary
Review Type
Enter the type of the first normal review for the appointee that should be conducted. For example, the first review for an Assistant Professor is a Renewal/Term review period. For an Associate or Full Professor, the first review will normally be a merit review. Refer to Chart C11.3 for codes.
Academic Programmatic Unit Code This field is utilized for Health Science Faculty only; the code identifies the unit the faculty member belongs to for purposes of determining the health science salary scale. Contact the Dean’s Office, School of Medicine for codes and additional information.
Press Enter and then "F11" to advance to the next screen.
 

EINS - Insurance Enrollment
Field Data Information
Assigned BELI This is the Assigned BELI code that you entered on the EPER screen. It is not necessary to reenter the data here. 
Derived BELI This is a display-only field for the system-derived data. The system will derive a BELI consistent with the entered data. The Assigned BELI and the Derived BELI should be the same.
Effective Date The date the BELI code is effective. The date is entered on the EPER screen. It is not necessary to reenter the data here.
BELI Status Qualifiers
Primary Date
Secondary Date
This is information entered on the EPER screen. It is not necessary to reenter the data here.
Refer to  Section E5.3 for more information on Medical Plan coding and the next five fields.
Medical Plan Depending on the length of time between separation and rehire, medical plan data and related information may or may not be displayed. Therefore, in cases where the information is not displayed, you will need to enter data as appropriate to the employee's eligibility and selection.   If it is appropriate to make changes in the displayed information, key in the changes as appropriate to the employee's eligibility and selection.
Coverage This is a derived field based on enrollment of eligible family members, if any.
Effective Date Coverage effective date should be consistent with the date on which the employee is eligible for benefits.
End Date In order for the employee's benefits to be reactivated, it is necessary to enter an asterisk (*) in this field in order to delete the coverage end date.
Opt Out Refer to Section E5.8 for information.
BRSC Not used on this campus, tab down in each case.
Refer to  Section E5.4 for more information on Dental Plan coding and the next five fields.
Dental Plan Depending on the length of time between separation and rehire, dental plan data and related information may or may not be displayed. Therefore, in cases where the information is not displayed, you will need to enter data as appropriate to the employee's eligibility and selection. If it is appropriate to make changes in the displayed information, key in the changes as appropriate to the employee's eligibility and selection.
Coverage This is a derived field based on enrollment of eligible family members, if any.
Effective Date Coverage effective date should be consistent with the date on which the employee is eligible for benefits.
End Date In order for the employee's benefits to be reactivated, it is necessary to enter an asterisk (*) in this field in order to delete the coverage end date.
Opt Out Refer to Section E5.8 for information.
Refer to Section E5.5 for more information on Vision Plan coding and the next five fields.
Vision Plan Depending on the length of time between separation and rehire, vision plan data and related information may or may not be displayed. Therefore, in cases where the information is not displayed, you will need to enter data as appropriate to the employee's eligibility and selection. If it is appropriate to make changes in the displayed information, key in the changes as appropriate to the employee's eligibility and selection.
Coverage This is a derived field based on enrollment of eligible family members, if any.
Effective Date Coverage effective date should be consistent with the date on which the employee is eligible for benefits.
End Date In order for the employee's benefits to be reactivated, it is necessary to enter an asterisk (*) in this field in order to delete the coverage end date.
Opt Out Refer to Section E5.8 for information.
Refer to Section E5.10 for more information on Legal Plan coding and the next four fields.
Legal Plan Depending on the length of time between separation and rehire, legal plan data and related information may or may not be displayed. Therefore, in cases where the information is not displayed, you will need to enter data as appropriate to the employee's eligibility and selection. If it is appropriate to make changes in the displayed information, key in the changes as appropriate to the employee's eligibility and selection.
Coverage This is a derived field based on enrollment of eligible family members, if any.
Effective Date Coverage effective date should be consistent with the date on which the employee is eligible for benefits.
End Date In order for the employee's benefits to be reactivated, it is necessary to enter an asterisk (*) in this field in order to delete the coverage end date.
 
State Domestic Part Rec Do not enter anything in this field; it is a field managed by UCOP.
Contribution Base Do not enter anything in this field; the value is self derived based on the appointment. If there appears to be a problem with the Contribution Base, contact the Central Benefits Office for adjustments.
Refer to Section E5.11 for more information on AD&D coding and the next two fields.
AD&D Prin. Sum, Coverage Depending on the length of time between separation and rehire, Accidental Death and Dismemberment plan information may or may not be displayed. Therefore, in cases where the information is not displayed, you will need to enter data as appropriate to the employee's eligibility and selection. If it is appropriate to make changes in the displayed information, key in the changes as appropriate to the employee's eligibility and selection.
Coverage Effective Date Coverage effective date should be consistent with the date on which the employee is eligible for benefits. When you enter AD&D coverage, or make a change to coverage level, on a date different than the employee’s overall election, use the date you are entering the coverage on-line as the effective date.
Refer to Section E5.12 for more information on Supplemental Disability and the next three fields.
Disability Wait Period Depending on the length of time between separation and rehire, disability information may or may not be displayed. Therefore, in cases where the information is not displayed, you will need to enter data as appropriate to the employee's eligibility and selection. If it is appropriate to make changes in the displayed information, key in the changes as appropriate to the employee's eligibility and selection.
Salary Base This is an automatically derived field based on the appointment. If there appears to be a problem with the Salary Base, or if a Salary Base is not derived, contact the Central Benefits Office for adjustments.
Coverage Effective Date Coverage effective date should be consistent with the date on which the employee is eligible for benefits.
Refer to Section E5.13 for more information on Supplemental Life and the next three fields.
Supplemental Life Depending on the length of time between separation and rehire, employee paid life insurance information may or may not be displayed. Therefore, in cases where the information is not displayed, you will need to enter data as appropriate to the employee's eligibility and selection.  If it is appropriate to make changes in the displayed information, key in the changes as   appropriate to the employee's eligibility and selection.
Salary Base This is an automatically derived field based on the appointment. If there appears to be a problem with the Salary Base, or if a Full-Time Equivalent Salary Base is not derived, contact the Central Benefits Office for adjustments. Refer to Section E5.13 for more information.
Coverage Effective Date Coverage effective date should be consistent with the date on which the employee is eligible for benefits.
Refer to Section E5.14 for more information Dependent Life and the next two fields.
Dependent Life Plan Depending on the length of time between separation and rehire, dependent life insurance information may or may not be displayed. Therefore, in cases where the information is not displayed, you will need to enter data as appropriate to the employee's eligibility and selection. If it is appropriate to make changes in the displayed information, key in the changes as appropriate to the employee's eligibility and selection.
Coverage Effective Date Coverage effective date should be consistent with the date on which the employee is eligible for benefits.
Refer to Section E5.15 for more information on UC Paid Life and the next two fields.
UC Paid Life Ins:  Salary Base This is an automatically derived field based on the appointment. If there appears to be a problem with the Salary Base, or if a Salary Base is not derived, contact the Central Benefits Office for adjustments.
UC Paid Life Ins:  Coverage Effective Date This is an automatically derived field based on the appointment. If an effective date is not derived, enter the coverage effective date; it should be consistent with the date on which the employee is eligible for benefits.
Insurance Reduction Code Refer to Section E8.5 for more information.
Press Enter and then "F11" to advance to the next screen.
 

EDEP - Dependent Data
Field Data Information
Refer to Dependent Data Section E6.0 for more information on the EDEP screen.
No (Number) Depending on the length of time between separation and rehire, dependent data may or may not be displayed. Therefore, in cases where the information is not displayed, you will need to enter data as appropriate to the employee's eligibility and selection. If it is appropriate to make changes in the displayed information, key in the changes as appropriate to the employee's eligibility and selection.
Dependent Name Depending on the length of time between separation and rehire, dependent data may or may not be displayed. Therefore, in cases where the information is not displayed, you will need to enter data as appropriate to the employee's eligibility and selection. If it is appropriate to make changes in the displayed information, key in the changes as appropriate to the employee's eligibility and selection.
Birth Date Depending on the length of time between separation and rehire, dependent data may or may not be displayed. Therefore, in cases where the information is not displayed, you will need to enter data as appropriate to the employee's eligibility and selection. If it is appropriate to make changes in the displayed information, key in the changes as appropriate to the employee's eligibility and selection.
Coverage Effective Dates
Medical, Dental, Vision, Legal
Depending on the length of time between separation and rehire, dependent data may or may not be displayed. Therefore, in cases where the information is not displayed, you will need to enter data as appropriate to the employee's eligibility and selection. If it is appropriate to make changes in the displayed information, key in the changes as appropriate to the employee's eligibility and selection.
Relationship Depending on the length of time between separation and rehire, dependent data may or may not be displayed. Therefore, in cases where the information is not displayed, you will need to enter data as appropriate to the employee's eligibility and selection. If it is appropriate to make changes in the displayed information, key in the changes as appropriate to the employee's eligibility and selection.
Sex Depending on the length of time between separation and rehire, dependent data may or may not be displayed. Therefore, in cases where the information is not displayed, you will need to enter data as appropriate to the employee's eligibility and selection. If it is appropriate to make changes in the displayed information, key in the changes as appropriate to the employee's eligibility and selection.
SSN Depending on the length of time between separation and rehire, dependent data may or may not be displayed. Therefore, in cases where the information is not displayed, you will need to enter data as appropriate to the employee's eligibility and selection. If it is appropriate to make changes in the displayed information, key in the changes as appropriate to the employee's eligibility and selection.
Deenrol CTL Depending on the length of time between separation and rehire, dependent data may or may not be displayed. Therefore, in cases where the information is not displayed, you will need to enter data as appropriate to the employee's eligibility and selection. If it is appropriate to make changes in the displayed information, key in the changes as appropriate to the employee's eligibility and selection.
Coverage End Dates
Medical, Dental, Vision, Legal
In order for the dependent's benefits to be reactivated, it is necessary to enter an asterisk (*) in this field in order to delete the coverage end date.
Press Enter and then "F11" to advance to the next screen.
 

EACD - Academic Service
Field Data Information
Qtr/Sem/Months in 8-Year Rule For all appointments to the Assistant Rank, except for the Professional Research Series, there is a service limit of 8 years. Enter here the number of quarters, semesters or months the appointment represents toward the limit. For a rehire this number will increase by the number of quarters, semesters or months the faculty member is being appointed. Refer to Chart C11.6 for reference count.
Units Enter the code that represents quarters (Q), semesters (S) or months (M).
Qtr/Sem/Months on 19900 > 50% Total service in the Adjunct and In-Residence Series when supported for more than 50% of full time from General Funds in combination with service in certain other titles funded for more than 50% time from General Funds may not exceed eight years. Enter here the number of quarters, semesters or months the rehire represents towards the limit. As renewals occur, if funding continues on 19900 as stated above, the number will need to increased when actions are processed.
Units Enter the code that represents quarters (Q), semesters (S) or months (M).
Qtr/Sem/Months in Unit 18 Titles Lecturers (NSI) also have a 18 quarter limitation as described in the "Memorandum of Understanding" between the University of California and the American Federation of Teachers - Non Senate Instructional Unit (Unit 18). Once this limit is obtained, the University must either discontinue any further appointments, or review the individual for a three year term. Enter here the number of quarters, semesters or months the rehire represents towards the limit.
Units Enter the code that represents quarters (Q), semesters (S) or months (M).
Qtr/Sem as Teaching Asst Do not enter data in this field. It is not used at UCLA.
Units Do not enter data in this field. It is not used at UCLA.
As of Do not enter data in this field. It is not used at UCLA.
Press Enter and then "F11" to advance to the next screen.
 

ELIC - License/Certificate Data
Field Data Information
State and federal laws and University policy require that employees in certain professions and hired into certain positions have valid licenses or certificates. This screen allows entry and update of specific licenses and certificates, their renewal dates and license numbers. Multiple licenses and certificates and renewal dates may be entered for a faculty member.
Code Enter the code corresponding to the license or certificate held by the employee. Once "Enter" is pressed, the license/certificate name will be displayed. For example, enter RNL to record a Registered Nurse license.
Number Enter the license number; up to 14 alphanumeric characters.
Renewal Date Enter the date that the license or certificate must be renewed. If the license or certificate is permanent, the field may be left blank.
Press Enter and then "F9" to complete the action and update the record.


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