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

D3.0 EDB STAFF ACTIONS - STAFF REHIRE BUNDLE


The staff rehire bundle is used to rehire an individual who had previous employment with UCLA and has an active Employee ID number in the EDB (Employee Data Base). When an employee is rehired within a month following his or her separation, most of the existing data displayed on the screens in the bundle is generally current and may not need to be updated. However, all existing data must be reviewed and updated as necessary and appropriate based on the new employment conditions.

Reemployment of an employee into a career position requires the completion of the Employment Process outlined in Section D2.1. If the rehire is a recall from layoff or preferential rehire from layoff, pay particular attention to the salary review date and probationary period end date fields and refer to the guidelines in Sections D13, D15, and D16.  If the rehire is for a Limited Appointment (Appointment Type 3), the IMSG screen must be reviewed on the same day as the update in accordance with the instructions at the end of this section.

All fields that should be considered for data entry are listed. Many fields were fully defined in the New Hire bundle. Comments pertaining specifically to rehire are included below.

EEID - Employee Identification
Field Data Information
Employee ID
SSN
First Name
Middle Name
Last Name
Suffix
Result
Date of Birth
Intercampus Transfer
Review all data to be sure it is still correct and make changes if necessary. For example, if the employee’s last name has changed, enter the new last name in the Last Name field. 
Press Enter and then "F11" to advance to the next screen.

 

EADD - Employee Address Data
Field Data Information
REVIEW ALL DATA ON THE SCREEN AND CHANGE AS NECESSARY
Campus Address
Line 1
Line 2
City
State
Zip
Campus Phone
Mail Code
If the rehire is in a different department, enter the new information as applicable. Refer to the General Information Section B6.0.
Press Enter and then "F11" to advance to the next screen.

 

EPD1 - Employee Personal Data - 1
Field Data Information
REVIEW ALL DATA ON THE SCREEN AND CHANGE AS NECESSARY
Student Status Enter the code that represents the employee's current student status with the University of California. University Extension does not apply.
No. of Reg. Units If employee is a registered student, enter the number of units for which the student is registered with the University of California.
Press Enter and then "F11" to advance to the next screen.

 

EPD2 - Employee Personal Data - 2
Field Data Information
Oath Signature Date If the employee is a U.S. citizen and the date of rehire is more than one (1) year after the date on which the previous Oath was signed by the employee, a new Oath of Allegiance form must be completed and signed and the new date entered in this field. The Oath of Allegiance form must be signed by the employee ON or BEFORE the first day of employment.

The Oath of Allegiance and Patent Agreement form must be completed as applicable, contain all the required signatures, and sent to Payroll Services. Refer to General Information Section B11.1 for samples of forms.
I-9 Enter the date on which the I-9 form is signed by the employee. The I-9 form must be completely filled out, contain all the required signatures, and sent to Payroll Services. Refer to General Information Section B11.2 for samples of forms.
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.

 

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
Check Disposition For rehires into a different department who elect departmental pick-up, enter the new pay disposition code.
FOR REHIRES WHO ELECT DIRECT DEPOSIT, DO NOT UPDATE THE BANK ACCOUNT INFORMATION UNLESS IT HAS CHANGED FROM WHAT IS CURRENTLY ON RECORD. Otherwise, update the bank account information as applicable.
Press Enter and then "F11" to advance to the next screen.

 

EAPP - Appointments/Distributions
Field Data Information
Add appointments as necessary
Actions When the Rehire bundle (SREH) is selected, Personnel Action Code 02 - Rehire is derived. Do not enter any action codes for rehire.
Typ Enter the type code that represents the employee's status with the associated appointment. Refer to the Data Information in the New Hire bundle, Section D2.2 for definitions of appointment type.
Bas Refer to the Data Information in the New Hire bundle Section D2.2.
Appt Begin Enter the date on which the rehire is effective.
Appt End If the appointment is considered to be indefinite with no predetermined end date, enter 999999. Otherwise, enter the date on which the appointment is expected to end.

The appointment begin and end dates and percentage of time must be consistent with the appointment type. Refer to the Data Information in the New Hire bundle,  Section D2.2 for career and limited appointment types.
Dur Enter I for appointments that are considered to be indefinite with no predetermined end date. Leave blank for appointments with predetermined end dates.
Title Enter the title code for the appointment position.
Grade If the classification title code is associated with a grade, enter the pay grade. If the classification title code is not associated with a grade, leave blank.
% Full Time Enter the percent of time expected to be worked in the appointment.

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

The appointment percent should equal the total percent of the associated distribution(s).
F/V Enter the code representing whether the amount of time to be worked in the appointment is fixed or variable. If the title is Exempt from the Fair Labor Standards Act (FLSA) according to the Title & Pay Plan, the code must be F.
Rt Enter the code that represents whether the rate of pay for the distribution is monthly, hourly or by-agreement.
Sch Enter a pay schedule code that will be consistent with all appointments as an employee can only have one (1) pay schedule.
Time Enter a time code that represents the method of reporting time for the appointment. The time code must be consistent with the S (Sub) field on the associated distribution. For example, for Sub 1 the time code is R and the pay schedule is MO.
Lv Enter the leave accrual code that represents the rate at which vacation and sick leave will accrue for the appointment. Consider the employee's previous employment service. Refer to the Data Information in the New Hire bundle and Section D13.0 for the chart on assigning the leave accrual code.
Add new distributions as necessary
Actions Do not enter action code for re-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 Time and Pay Schedule code. For example, for Sub 1 the time code must be R and the pay schedule MO.
Dist % Enter the anticipated time which is charged to the distribution accounting unit.
Pay Begin Enter the date on which the pay should be charged to the distribution accounting unit.
Pay End If the distribution is considered to be indefinite with no predetermined end date, enter 999999. Otherwise, enter the date on which pay is expected to end due to account/fund activity.
Step If the classification has steps associated with its pay range, enter the step within the salary range for the classification title. Refer to the Staff Title & Pay Plan. Leave blank for classifications without steps.
O/A Refer to the Data Information in the New Hire bundle, Section D2.2.
Rate/Amount Enter the monthly salary, hourly rate, or by-agreement amount associated with the distribution.
DOS Enter REG for an active distribution and RES for a distribution that is temporarily in suspense. Refer to the DOS code table for additional DOS codes appropriate for the type of pay for the distribution.
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.
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.
Press Enter and then "F11" to advance to the next screen.

 

ERET - Retirement Information
Field Data Information
Retirement System Code
FICA/Medicare Code
Data should not be entered into these fields. The system will derive the retirement 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.
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.
Dep Care Amount Refer to Benefits Section E8.1.
Voluntary Contributions
Deduction No., Amount/Percent
Effective Date
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 If the Date of Hire (for the rehire action) is the same as the day you are entering this rehire, or has passed, enter the BELI code for which the employee's appointment type status, duration of employment, and percent of appointment qualifies. If the Date of Hire is any date after the day you are entering this rehire (i.e., in the future) do not enter the assigned BELI code; the system will derive the assigned BELI code automatically on the date you have entered as the Date of Hire. Refer to Benefits Section E4.0 for benefits eligibility and Period of Initial Eligibility.
Effective Date If you entered an Assigned BELI Code, enter the date the Assigned BELI is effective. If you did not enter an Assigned BELI Code per the instructions above, leave the Effective Date blank also.
BELI Status Qualifiers
Primary Date
Secondary Date
Refer to the Data Information in the New Hire bundle, Section D2.2.
Date of Hire Enter the most recent date of hire (in other words, the date of rehire).
Original Hire Date For an employee who has any prior University Employment, enter the earliest date of employment.
Employee Relations Code The code displayed is for the previous employment designation status. If the code displayed represents the employee's rehire designation/status, do not change. Otherwise, change as appropriate.
Probationary Period End Date The probationary period end date that is displayed represents the date on which the employee completed the probationary period for previous employment. In most cases, employees who are rehired following a break in service must complete a new probationary period. Refer to the chart in Section D15.0 for information regarding probationary period end dates and the type of employment actions that require a probationary period end date.

A new probationary period end date must be entered for an employee who is rehired and required by policy to complete a new probationary period.
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 the guidelines on how to determine the next salary review date and type.
Next Salary Review Type Enter the code that represents the type of increase the employee is to be considered. Refer to Section D16.0 for the guidelines on how to determine the next salary type and date.
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 E5.3 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 E5.4 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 E5.5 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.
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.
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 Derived field.
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.
Employee Paid Life Plan 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 Derived field.
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 Derived field. 
UC Paid Life Ins:  Coverage Effective Date Derived field.
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.

 

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 vehicles require participation in the Department Motor Vehicles "pull system" for periodic checks of employer's driving records. In addition, departments 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 Data will be present for background checks conducted related to previous employment. Enter the code corresponding to the type of background check conducted for the most recent rehire. Do not key over existing data.
Date Enter the date on which the background check was conducted for the most recent rehire. Do not key over existing data.
Press Enter and then "F9" to update

 

When an employee is being rehired into a Limited Appointment (Appointment Type 3), the EDB preparer must review the messages on the IMSG screen immediately following the rehire update.  Warning messages on the IMSG screen will inform the preparer if the employee has 1000 or more hours of qualifying service in prior limited appointments.  If the employee has 1000 or more hours of qualifying service, the preparer must inform the department administrator of the career status of the employee and process an EDB transaction to change the appointment type, appointment percent, appointment end date and benefits data to reflect career status.  The department administrator must complete the employment process for classifying and filling a career position.


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