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 D - STAFF ACTIONS

D2.0 EDB STAFF ACTIONS - NEW HIRE


There are several steps in the hiring process that need to be followed before some employee's are hired into certain positions. A summary of those steps and the positions that require open recruitment are outlined below. Questions regarding the employment process should be directed to the Employment Representative in either Campus or Healthcare Human Resources as appropriate.

D2.1 Employment Process

Open Position in the Department

The employment process begins with the opening of a position in a department. This opening is due to either creation of a new position or replacement for an existing position. The position can be career, limited, casual/restricted, per diem, partial-year career, or contract. Departments may hire employees in limited or casual/restricted positions without posting job openings or receiving approval from Campus or Healthcare Human Resources. Employees considered for contract positions may be hired following review and approval from Campus or Healthcare Human Resources of a written employment agreement between the employee and the department. Standard employment agreements (contracts) can be obtained from Campus or Healthcare Human Resources or from https://www.chr.ucla.edu/personnel-and-payroll-transaction/employee-groups-and-bargaining-units.

For all career positions and positions that departments want to be advertised in the Career Job Opportunities Bulletin (CJO), a Staff Employee Requisition must be completed and forwarded to Campus or Healthcare Human Resources for review. After approval, the requisition is assigned to an Employment Representative to begin the recruitment process.

Recruitment

The Employment Representative assigned to the requisition is available to assist the hiring authority in recruiting for the position and will provide a hiring packet with forms and information regarding the employment process and procedures.

The position is advertised in the Career Job Opportunities Bulletin and may also be advertised in journals, newspapers and through professional organizations. Consideration should first be given to applicants who have been laid off and who have preference for employment.

Interviews, Reference Checks, and Hiring Decisions

The department interviews applicants and prior to making the final offer to a candidate, conducts reference checks of the finalists. When ready to make a hiring decision, the department should notify their Employment Representative.

The department must complete all the necessary forms that were included in the hiring packet and forward them to the appropriate offices in order to close out the recruitment file.

Applicant Hired

The hiring supervisor notifies the departmental representative of the name of the new employee including the necessary employment information so the department representative can coordinate the new hire process. Departments are responsible for scheduling all new career employees for "New Employee Orientation" immediately following their date of hire. Refer to the Staff Development course catalog for orientation dates for campus employees.

D2.2 SHIR - Staff New Hire Bundle

The staff new hire bundle is required to hire an individual who has never been employed by UCLA or was previously employed but no longer has an Employee ID number recorded in the EDB (Employee Data Base). The cursor will be positioned at the first enterable field on a screen as each screen is displayed. Add appointments and distributions as necessary.

EEID - Employee Identification
Field Data Information
Employee ID This is not an enterable field so the cursor will bypass it. A nine (9) digit number will be assigned by the system.
SSN This is the first enterable field on the screen. Enter the nine (9) digit social security number without hyphens. For example, 323421122. If the employee does not have a social security number, the field may be left blank. However the employee must obtain a social security number as soon as possible following employment. Once the number is obtained, the department should select the EEID screen from the EEDB Main Menu and enter the SSN.
First Name Enter employee's first name. For example, SAMUEL.
Middle Name Enter employee's middle name as applicable. For example, Pay
Last Name Enter employee's last name. For example, STUBB
Suffix Enter any suffix to the employee's name as applicable. For example, JR
Result The cursor will bypass this field as it is not an enterable field. When "Enter" is pressed, the name will be displayed as STUBB,SAMUEL PAY.
Date of Birth Enter the employee's date of birth. For example, if the birthdate is July 3, 1968, enter 070368. A person under age eighteen (18) who has neither graduated from a high school or the equivalent nor received a certificate of proficiency may only be employed with a work permit issued in accordance with State law. The work permit should be retained in the employee's department personnel file.
*At this point, press "ENTER" for the system to assign the I.D. Number
Intercampus Transfer This field is used only when an employee is transferring from another UC campus and no break in service has occurred. Enter the Personnel Action Code that will establish the hire as an intercampus transfer, transfer from Systemwide or transfer from State Lab. For example, Personnel Action Code 21 is Inter-Campus Transfer. See General Information Section B9.0 for further information.
Press Enter and then "F11" to advance to the next screen. 

Although one of the options displayed at the bottom of this screen is [F9 - Update], this feature is NOT to be used from the EEID screen when processing a new hire; it is only to be used when making changes to the screen after the new hire bundle has been completed and updated.

If you discover, prior to completing the new hire bundle, that you have entered incorrect data on the EEID screen, cancel the transaction by pressing the [F5] key, and pressing it again to complete the cancellation, and start the hiring process over from the very beginning.  System errors will occur if you return to the EEID screen to make corrections before the new hire bundle has been completed and updated.  The assignment of the employee's ID number is critical to the functioning of the Personnel/Payroll System.  Every element on the EEID screen must be correct to guarantee that the ID assignment process produces a number that is uniquely and accurately defined.


Note: If you press enter and another screen is displayed with a message that states "U0010 - Data entered is not unique - select correct match," refer to Section A2.6, for further instructions.

EADD - Employee Address Data
Field Data Information
Refer to General Information Section B6.0 for more information on the EADD screen.
Permanent Address:
Line 1, Line 2,
City, State, Zip
Enter the address to which the employee desires all University mail to be sent, such as the W2 and Benefits Statements. Generally, this is the employee's home address.
Foreign Addr Ind
Prov
Cntry
Postal Code
Refer to General Information Section B6.0.
Home Phone
Spouse Name
Enter the employee's primary home telephone number and spouse's name if applicable.
Campus Release Codes:
Perm Add
Home Phone
Spouse Name
Enter the code that indicates whether the employee has authorized the use of  his/her Perm Address, Home Phone or Spouse's name for campus processing.
Employee Organization Disclosures:
Perm Address
Home Phone
Enter the code that indicates whether the employee has authorized the University to release his/her home address or home phone to employee organizations. Employees who do not want their home address or phone number disclosed to employee organizations will receive mail from these organizations at their campus address.
Campus Address:
Line 1, Line 2,
City, State, Zip
The campus address is the one to which the employee desires all campus mail to be sent.  This is the address to which the employee's Surepay Advice statements will be sent as well as other campus generated mail.

On-campus
addresses consist of the Campus Room Number and Building.  Consult campus directory for building abbreviations.  This information may fit completely on Line 1, which is required.  (Line 2 is optional, to be used as needed.) For on-campus addresses, leave City, State, and Zip blank.

If the employee is off-campus, enter the full mailing address,  using Line 1, Line 2, if needed, and the City, State and Zip
Campus Phone Enter the primary office phone number where employee can be reached.
Campus Mail Code Enter the 6 digit department Mail Code.
Press Enter and then "F11" to advance to the next screen.
 

EPD1 - Employee Personal Data - 1
Field Data Information
Date of Birth This field will already contain the date of birth as the data was previously entered on the EEID screen.
Sex
Ethnic
Veteran Status Codes - Vietnam, War/Campaign, Disability
Recently Separated Veteran Date
Disabled Status
Enter the codes that represents the identity and status as disclosed by the employee. Affirmative Action data is collected for required reporting on ethnic composition and veteran and disabled status of the University workforce. Employees shall be given the opportunity to participate in the ethnic identity process.   All questions regarding ethnic, veteran or disability identification should be directed to the Staff Affirmative Action Office.
Citizenship Status Enter the code that represents the employee's citizenship status with respect to the United States. If the employee is not a U.S. citizen, complete the EALN screen that follows. Refer to General Information Section B2.0.
Student Status Enter the code that represents the employee's student status with the Univ. of California. University Extension enrollment does not apply.
Number of Reg. Units Enter the number of units for which the student is registered with the University of California. This includes student employees who are registered at a UC campus other than the one at which they are employed.
Press Enter and then "F11" to advance to the next screen.
 

EALN - Alien Information
(Required only for Non-U.S. Citizens)
Field Data Information
REFER TO GENERAL INFORMATION SECTION B2.0 FOR DETAILED INFORMATION REGARDING
ALIEN CODING
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 date the Oath of Allegiance form is signed by the employee. For example, for an oath signed on March 1, 20YY, enter 0301YY. The Oath of Allegiance form must be signed on or before the first day of employment, which for staff employees is typically the date of hire that is entered on the EPER screen. The Oath of Allegiance and Patent Agreement form must be completely filled out, contain all the required signatures, and sent to Payroll Services which is the office of record. Refer to General Information Section B11.1 for samples of forms.
I-9 Date Enter the date the I-9 (Employment Eligibility Verification) form is signed by the employee. For example, if an I9 is signed by the employee on March 1, 20YY, enter 0301YY. The I-9 form must be completely filled out, contain all the required signatures, and sent to Payroll Services which is the office of record.

PLEASE NOTE: For employees who are authorized to work, but are unable to present the required document(s) within three (3) business days, they must present a receipt for the application of the document(s) within three (3) business days. The receipt for the application must be sent to Payroll Services. When the employee receives the original documents, the I-9 form must then be completed and the date entered on-line. Refer to General Information Section B11.2 for samples of forms.
Educational Level Code Enter the code that indicates the highest level of education attained by the employee.
Educational Level Year Enter the last two digits of the year in which the employee's highest level of education was attained.
Non-UC Prior Service Code Enter the code indicating the employee's employment service prior to the most recent University employment. Service Code "C" represents California state service that needs to be verified and confirmed. Departments should send a written request to the state employer to verify years of service. Once written confirmation is received, the leave accrual code entered in the LV field on the EAPP screen may need to be changed to take into account additional years of qualifying service.

Qualifying service from non-UC employment includes the State of California, Hastings College of The Law, the Department of Energy Laboratories(DOE) and the California State University.
Prior Service Months
Prior University Service Institution Code
Employment Service Credit
Employment Service Credit From Date
Do not enter data. These fields are reserved for future use.
Current Specialty Code
Highest Degree Specialty Code
Highest Degree Institution Code
For Academic use only.
Press Enter and then "F11" to advance to the next screen.
 

ETAX - Tax Information
Field Data Information
REFER TO GENERAL INFORMATION SECTION B3.0
FOR INFORMATION REGARDING TAX STATUS
Press Enter and then "F11" to advance to the next screen.
 

ECHK - Check/Surepay Disposition
Field Data Information
REFER TO GENERAL INFORMATION SECTION B4.0
FOR INFORMATION REGARDING CHECK DISPOSITION
Press Enter and then "F11" to advance to the next screen.
 

EAPP - Appointments/Distributions
Field Data Information
The cursor will be positioned in the Next Function field at the bottom of this screen. Press the "New Line" key to go to the command line [===>] to enter the special command ADD 10 to establish an appointment number. Press Enter. If more appointments are needed, return to the command line and enter ADD A for the system to assign the next available appointment number. Press Enter.  See Section B1.0 for additional Appointment Information.
Appt The Appt field will display 10. The appointment number uniquely identifies an appointment and its associated data.
Actions The cursor will be positioned in the Actions field. This field is used to enter action codes that identify the activity or change of information that is occurring at the appointment level. When the New Hire bundle is selected, Personnel Action Code 01-Initial Hire is derived. Do NOT enter any action codes for a new hire. Refer to the Personnel Action Code chart for codes that must be entered by the preparer.
Pgm Data should not be entered into this field. The system will derive the Personnel Program from the title code that is entered in the Title field. For example, if title code 4712 is entered in the Title field, the Pgm field will derive "1", indicating that the personnel program is Professional and Support Staff. The Tier 1 program includes employees who are covered by Personnel Policies for Staff Members (PPSM) and collective bargaining agreements.
Type

Enter the code representing the employee's appointment type status associated with the appointment. The appointment type status is also used to determine eligibility for health and welfare plans. For example, employees with appointment types 4-Casual/Restricted and 6-Per Diem are ineligible for health and welfare benefits. Appointment types for staff are defined as follows:

2 - Career Appointment

A career appointment is an appointment established at a fixed or variable percentage of time at 50 percent or more of full time, which is expected to continue for one year or longer. Career appointments are indefinite with no pre-established end dates. An employee is considered a career employee in such an appointment. Two examples are:

  • 4/1/YY through indefinite at 50% to 100% time
  • 7/1/Y2 through 6/30/Y3 at 50% to 100% time

3 - Limited Appointment

A limited appointment is an appointment established at any percentage of time, fixed or variable, for less than one year, or is a position established at a fixed or variable percentage of time at less than 50 percent of full time regardless of the duration of the position. An employee is considered a limited employee in such an appointment. Two examples are:

  • 7/1/YY through 6/29/YY at 1% to 100% time
  • 4/1/YY through indefinite at 1% to 49% time

LIMITED APPOINTMENTS AT 50 TO 100% MUST HAVE END DATES NO LATER THAN ONE (1) DAY LESS THAN ONE (1) YEAR.

4 - Casual/Restricted Appointment

A casual/restricted appointment is an appointment held by a regular student of the University of California regardless of the percent of full time or the duration of the appointment. The student status code on the EPD1 screen should indicate either 3 or 4.

6 - Per Diem Appointment

A per diem appointment is an appointment in a title code that has been established for per diem work and includes "Per Diem" in the title name.

7 – Partial-Year Career Appointment

A partial-year career appointment is established to accommodate foreseeable seasonal fluctuations in staffing, budgetary, operational or other needs. It contains regularly scheduled non-work periods not to exceed three months per calendar year.

1 - Contract Appointment

A contract appointment is an appointment established at a fixed or variable percentage of time for a definite period. Contract positions are appropriate when the position has special salary requirements or unique occupational terms and conditions of employment and an employment contract is customarily used in the occupation to define the employment relationship. The terms and conditions of a contract appointment are documented in a written employment agreement between the employee and the department and approved in advance by Campus or Healthcare Human Resources. A contract appointment terminates automatically on the expiration date of the employment contract unless, prior to the expiration date, the appointment is extended and the contract is renewed in writing. Contract appointments pertain only to employees covered by Personnel Policies for Staff Members (PPSM).
Bas The Basis field is used only for employees in appointments designated as partial-year career. Enter the code that represents the number of months in a year the employee will work. 9, 10, or 11 are the acceptable values for Partial-Year career appointments.
Ovr For Academic use only.
Appt Begin Enter the date on which the employee's appointment is effective.
Appt End If the appointment is to be considered indefinite with no predetermined end date, enter 999999. Otherwise, enter the date on which the appointment is expected to end.
Dur If the appointment has no predetermined end date enter I (i.e. 999999). Otherwise, leave blank.
Dept This field is system-derived from the account number entered in the Acct/Fund field. This field represents the department (by number) in which the employee has an appointment.
Title Enter the classification title code as listed in the Title & Pay Plan. The field following the title code will display the title name after the ENTER key is pressed.
Grade Enter the grade (if any) associated with the title code as published in the campus Title & Pay Plan.  If there is no grade associated with the title code, leave blank.
% Full Enter the percentage of time expected to be worked in an appointment. For example, the acceptable value for 100% is 1.00 or 1 followed by a decimal point.

The appointment percent of time and the appointment begin and end date must be consistent with the appointment type, e.g., career and limited.

Note
: The sum of all distribution percents associated with the appointment should equal the appointment percent of time.
F/V Enter the code representing whether the amount of time to be worked in an appointment is fixed or variable for each pay period. If the code in the "S" (Sub) field is "1", the F/V field must be F. If the title is Exempt from the Fair Labor Standards Act (FLSA) according to the Title & Pay Plan, the F/V field must be F.
Ann/Hr Rate Do Not Complete. This field is system-derived based on the salary/amount in the Rate/Amount Field and the code entered in the Rt field. For example, when the Rt code is H and the Rate/Amount is 10.6300, the Ann/Hr is derived as 10.6300. When the Rt code is A and the Rate/Amount is 2500.00, the Ann/Hr is derived as 30000.00, which is 12 x 2500.
Rt Enter the code that represents the nature of the rate of pay for the appointment: H for hourly rates, A for monthly rates, and B for by-agreement rates. The code entered must be compatible with the Rate/Amount on the distribution. Refer to the Description of Service (DOS) Code Table for types of pay that are defined as by-agreement.
Sch Enter the code that represents the pay schedule on which the appointment is to be paid: BW for biweekly and MO for monthly. An employee can have only one (1) pay schedule.
Time Enter the code that represents the method for reporting time worked in an appointment. When the S (Sub) field is 1, the Time code must be R and Sch (pay schedule) code must be MO. When the S (Sub) field is 2, 5, or 7, the Time code is Z.
Lv Enter the leave accrual code that represents the rate at which vacation and sick leave will accrue for the appointment. If multiple appointments, the total percent of all eligible appointments must be considered when determining the appropriate leave accrual code. Refer to Section D13.0 for the chart on assigning the leave accrual code.
  • An employee appointed at 50 percent or more of full time for a period of six months or more is eligible to accrue vacation as well as sick leave from the date of the appointment and should be assigned a code based on Personnel Program and qualifying employment service.* For example, a represented or non-represented employee appointed 4-1-YY through 10-31-YY or longer in the Tier 1 personnel program with less that 10 years of service is assigned an A leave code.

  • An employee who is not eligible to accrue vacation from the date of the appointment because of a fractional or short-term appointment should be assigned a leave code of F for sick leave accrual only. For example, an employee appointed 4-1-YY in the Tier 1 or 2 personnel program with an end date of 9-28-YY or earlier, at 100 percent, regardless of employment service is assigned a leave code of F.*
* Service includes staff and academic service with the University of California; service from the State of California (including Hastings College of The Law), the Department of Energy Laboratories (DOE), and the California State University.
The cursor should be positioned in the Next Function field at the bottom of this screen. Press the  "New Line" to go to the command line [===>] to enter the special command ADD 11 to create a distribution number. Press Enter.
See Section B1.0 for additional Distribution Information.
Dist The distribution number uniquely identifies a payroll distribution associated with an appointment.
Actions This field is used to enter personnel action codes that identify the activity or change of information that is occurring at the distribution level. Refer to the Personnel Action Code chart for codes that must be entered by the preparer for other actions. Do NOT enter any personnel action codes for new hires.
L Acct CC Fund Proj S Enter the full accounting unit to which pay will be charged. Note that the sub code must be consistent with the code entered in the Time field. For example, sub 1 must have an R Time code and a MO Sch (pay schedule) code. Subs 2, 5 and 7 must have a Z Time code.
Dist % Enter the anticipated time which is chargeable to the distribution full accounting unit. The total of all distribution percents associated with an appointment should equal the percent of time entered in the % Full Time field on the appointment.
Pay Begin Enter the date on which the pay should be charged to the distribution full accounting unit.
Pay End If the distribution does not have a predetermined end date, enter 999999,otherwise, enter the date on which pay is expected to end for the full accounting unit.
Step Enter the step (if any) associated with the pay rate as published in the campus Title & Pay Plan.  If there is no step associated with the pay rate, leave blank.
O/A Use this field only if the employee's distribution pay rate is above the maximum or below the minimum of the salary range for the title code. R (Red Circle) identifies salaries that are above the range maximum and T (Trainee) identifies salaries that are below the minimum of the salary range. All salaries above the maximum or below the minimum of the salary range require prior approval from Campus or Healthcare Human Resources. (Note:  When entering an R in the O/A field, it is necessary to enter a zero in the Step field as well.)
Rate/Amount Enter the employee's hourly or monthly rate or the by-agreement amount associated with the distribution. The rate/amount entered must be compatible with the rate code entered in the "R" field on the appointment. For example:
  • If the employee's appointment rate code is "H" enter the hourly rate;
  • If the appointment rate code is "A" enter the full time monthly amount;
  • If the appointment rate code is "B" enter the by-agreement amount.
For example, perquisites are by-agreement amounts. The Description of Service (DOS) Table lists the types of payments that are considered by-agreement amounts.
DOS Enter the code that represents the type of pay. This code defines the type of compensation. For example, REG is regular pay; SDF is shift differential, DES is dual employment straight; STP is stipend. Refer to the Description of Service (DOS) Code Table.
PRQ Use this field only if an employee is to have a perquisite deducted from total compensation, i.e., for meals or room. Departments must receive approval from Campus or Healthcare Human Resources to establish perquisites.
DUC Leave this field blank. It is for future use only.
WSP If the employee's pay is partially funded by the Work Study Program, enter the code that represents the type of work study program. Otherwise, leave blank. Refer to General Information Section B7.0 for Work Study Limit Information.
Press Enter and then "F11" to advance to the next screen.
 

ERET - Retirement Information
Field Data Information
Retirement System Code Data should not be entered into this field. The system will derive the retirement code based on the:
  • Citizenship Code
  • Visa Type Code
  • UC Student Status Code
  • FICA Eligibility Code
  • Number of Registered Units
  • Retirement/FICA Derivation Indicator
  • Appointment Begin Date
  • Appointment End Date
  • Title Code
  • Appointment Percent
  • Time Reporting Code
  • DOS Code
FICA/Medicare Code Data should not be entered into this field. The system will derive the FICA/Medicare code based on the same criteria listed above.
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.
DCP Plan Code Enter the DCP Plan Code that represents the plan to which the employee wants his/her contributions directed.
Refer to Benefits Section E2.0 for detailed information
regarding coding of the fields listed above.
DepCare Amt If the employee is eligible to participate in the dependent care program, enter the amount the employee wants deducted. Refer to Benefits Section E8.1.
Voluntary Contribution
Deduction Num
Amount/Percent
Effective
Refer to Benefits Section E3.0.
Press Enter and then "F11" to advance to the next screen.
 

EPER - Personnel-Miscellaneous
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 (Benefits Eligibility Level Indicator) for which the employee's appointment type status, duration of employment and percentage of appointment qualifies. Initial eligibility is based on these criteria. To continue eligibility, an employee must retain a minimum appointment percent and an average paid time consistent with the appointment(s).   Refer to Benefits Section E4.0.
 

Listed below are examples of typical staff appointment conditions* and their appropriate Assigned BELI code.

  • An employee hired in a career position (Appt Type 2) on 4/1/YY with an indefinite appointment at 50-100% would qualify for BELI 1 -Career benefits.
  • An employee hired in a limited position (Appt Type 3) on 4/1/YY with an end date of 3/29/Y2 at 43.75 to 99% would be eligible for BELI 4 -CORE benefits.
  • An employee hired in a limited position (Appt Type 3) on 4/1/YY with an end date no earlier than 7/31/YY and no later than 3/29/Y2 at 100% would be eligible for BELI 3 - Limited Career benefits.
  • An employee hired in a casual/restricted position (Appt Type 4) would be assigned BELI 5 - ineligible for benefits.
  • An employee hired in a per diem position (Appt Type 6) would be assigned BELI 5 - ineligible for benefits.
*PLEASE NOTE - CAREER AND LIMITED APPOINTMENT TYPES ARE NOT CRITERIA IN DETERMINING ELIGIBILITY FOR BENEFITS. THE EXAMPLES ABOVE ARE ONLY TO ILLUSTRATE THAT THE BELI CODES ASSIGNED TO THESE APPOINTMENT TYPES ARE DUE TO THE DURATION OF THEIR APPOINTMENTS AND THEIR APPOINTMENT PERCENT.

Provide the employee with the appropriate forms and enrollment materials to elect coverage using the Interactive Voice Response System (IVR). Refer to Benefits Section E4.0. The employee must enroll within the Period of Initial Eligibility (PIE). Refer to Benefits Section E4, Chart 4.B.
Derived BELI This is a display-only field for the system derived data. The system will look at the data that has been entered in specific fields or group of fields and derive a BELI consistent with the entered data. In most cases, the Assigned BELI and the Derived BELI should be identical. When the Assigned BELI Code is 5, the system will assign a Derived BELI Code of 5, 6, 7, 8 or 9 which defines the specific reason for ineligibility. Refer to Benefits Section E4.3.
Effective Date Enter the date the BELI code is effective.
BELI Status Qualifiers:
Primary
Date
Secondary
Date
The 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 are retained even if the employee's appointment/average regular paid time falls below the required minimums. The assigned BELI in effect before the Qualified Status period begins should not be changed.
BELI Status Qualifiers:
Primary
Date
Secondary
Date
If only one qualifying condition exists, enter the appropriate code in the Primary Qualifier code field. If multiple qualified status categories apply to the employee, the one least likely to change should be coded as the Primary Qualifier and the one next least likely to change should be coded as the Secondary Qualifier.

Enter the date on which the qualified status began.

When the qualifying condition no longer applies, enter an asterisk (*) in each of the fields, as applicable.
Date of Hire Enter the most recent date of hire. The Oath Signature Date on the EPD2 screen should be no later than the date entered in this field.
Original Hire Date For an employee who has any prior University employment, enter the earliest date of employment. If the employee has no previous University Employment, enter the date of hire.
Employee Relations Code Enter the code that represents the designation/status of an employee for purposes of collective bargaining. Refer to the chart in Section D14.0 for information regarding the assignment of this code.
Employee Relations Unit This is a display-only field. The system will derive the collective bargaining unit that represents the employee
Probationary Period End Date Enter the projected date on which the employee is to complete their probationary period. Refer to Section D15.0 for the chart on the guidelines on how to determine the probationary period end date.
Next Salary Review Date Enter the projected date on which the employee is to be considered for a salary review. Refer to Section D16.0 for salary setting policies and guidelines on salary review dates.
Next Salary Review Type Enter the code that represents the type of increase that the employee is to be considered. Refer to Section D16.0 for salary setting policies and the guidelines on salary review types.
Merit Rate Increase Percent This field does not require completion for a new hire. Refer to the Staff Merit (SMRT) bundle for a description of when it is appropriate to enter data in this field.
Home Department This is a display-only field and will show the 6-digit home department code derived from the full accounting unit field. The home department is generally the primary custodian of records for an employee.
Primary Title Code This is a display-only field. For an employee with multiple titles, the system derives a primary title code which can be used for reporting purposes if it is desirable to count the employee only once in a single title.
Employee Unit Code This is a display-only field derived by the system based on the Title Unit Code and the Appointment Representation Code. The code indicates the collective bargaining unit which represents the employee's predominant appointment job title.
Employee Representation Code This is a display-only field derived by the system based on Appointment Representation Codes and indicates whether the employee is covered, uncovered or a supervisor for collective bargaining purposes in his/her predominant appointment job title.
Employee Special Handling Code This field is reserved for future use related to collective bargaining.
Employee Distribution Unit Code This field is reserved for future use related to collective bargaining.
Job Group ID This is a display-only field derived by the system for use in Affirmative Action reporting.
Alternate Home Department Code This field is used to grant a department access to an employee's record. Refer to System Features Section A6.2 for more information.
Press Enter and then "F11" to advance to the next screen.
 

EWSP - Work Study Program Limits
Field Data Information
REFER TO GENERAL INFORMATION SECTION B7.0
FOR DETAILED WORK STUDY LIMIT INFORMATION
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. For example, employees in Dental Hygienist titles must have a dental hygienist license, and employees in positions that require driving must have a valid California Driver's License. This screen allows entry and update of specific licenses and certificates and their renewal dates. Multiple licenses and certificates and multiple renewal dates may be entered for a single employee.
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 or certificate number.
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 "F11" to advance to the next screen.
 

EBCC - Background Check Data
Field Data Information
State laws and University policies and procedures require that background checks be completed on employees who are hired into certain positions. For example, positions that are designated and advertised as "critical" require fingerprinting of successful applicants and a check into any criminal conviction records. Positions that are designated as agents of the University by Campus Legal Counsel require financial disclosure by successful applicants. Positions involving the operation of motor vehicle require participation in the Departmental Motor Vehicles "pull system" for periodic checks of employer's driving records. In addition department are encouraged to check references of applicants before making job offers, and to verify educational degrees and professional licenses and certificates as appropriate. This screen allows recording of all required and voluntary checks performed on an employee. Multiple entries can be made for a single employee.
Code Enter the code corresponding to the type of background check conducted. The background check description will be displayed when the "Enter" key is pressed.
Date Enter the date the background check was conducted.
Press Enter and then "F9" to update


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