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› UCOP › OP Divisions › Finance Office › Financial Services & Controls › Business Resource Center › Payroll › New Hire, Transfer, & Re-hire

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Business Resource Center
University of California
Office of the President
1111 Franklin St., 9th Floor
Oakland, CA 94607-5201

New Hire, Transfer, & Re-hire

• New Hire
• Transfer
• Re-hire

New Hire

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The BRC maintains a payroll new employee packet for the Local HR Office or department personnel manager to provide to the new hire. 

New Hire forms bundle (pdf)

New Hire forms included in bundle (some interactive)

• Welcome letter (pdf)
• I-9 and Instructions (pdf)
• Personal Data Sheet (xls) (employee to complete and sign)
• Demographic Data Transmittal (pdf) (employee to complete)
• UC W-4/DE 4 Withholding Allowance Certificate (pdf) (employee to complete and sign)

  Includes IRS Form W-4 instructions and EDD DE4 instructions for guidance in completing the UC form.

• UCOP Pay Disposition Form (pdf) to establish direct deposit of pay (employee to complete and sign)
• Request for Verification of Previous Employment (pdf) (employees coming from a State agency or other California state university complete and sign)

  This form is for the payroll purposes of establishing the vacation accrual rate and service anniversary recognition dates.  It is not a University of California Retirement System form.

• UC Electronic Information Resources User Agreement (pdf) (employee to read and sign)
• Copy of UC Electronic Information Resources User Agreement (pdf) (for retention by employee)
• UPAY585 - State Oath of Allegiance, Patent Policy, and Patent Acknowledgement (pdf)

The forms identified in red above are to be brought completed to the BRC Payroll Team new hire interview along with acceptable identification documents.

Before referring the new hire to the BRC Payroll Team for the interview, the department needs to forward to the Team the following documents from the HR recruiting process:

• Job description
• Approval to post & fill the position
• Offer letter
• Copy of exception letter, if any (e.g. salary offer over maximum, relocation payment)

The department also needs to complete and forward the new hire worksheet.

• Hire Worksheet (pdf)  

After receiving the requisite documents and forms from the Local HR Office or department personnel manager, the BRC conducts an interview providing the following services to the new employee:

• Provision of a packet of information containing an overview of UC benefits and enrollment instructions, including the deadlines for enrollment
• Provision of a schedule of new employee orientation sessions
• I-9 certification (Employment Eligibility Verification)
• Administration of the State Oath and Patent Acknowledgment (pdf)
• E-Verification of eligibility to work in the U.S. (if employee is to be paid on federal fund sources)
• UC Trust certification (UC-system identity/access management program)
• Provision of a personalized timesheet file (within one week of the UCOP start date)
• At Your Service access information
• Referral to benefits (510) 987-0900.

The BRC Payroll Team enters the new hire employment and payroll data into the UCLA system.  The department’s non-mandatory PPP reviewer will automatically receive a PAN (Post-Audit Notification) of the transaction. 

 

Transfer

1. Interdepartmental (between departments, including UCLA or UC Merced)

   The separating department is responsible for:

   • Separation checklist (xls) (separating department completes steps and retains)
   • Submission of approved timesheet to the BRC Payroll Team

     Note: Employees are NOT paid for vacation when transferring.

   The hiring department completes and submits the following to the BRC Payroll Team:

   • Hire Worksheet (pdf)
   • Job description
   • Approval to post & fill the position
   • Offer letter
   • Copy of exception letter, if any (e.g. salary offer over max, relocation payment)
   
   
   The BRC Payroll Team enters the data into the Employee Data Base (EDB), and updates the employee time sheet within one week.
2. UFIN301 or benefits screens documenting service credits, vacation & sick leave balances, original hire date, and insurance coverages.

   For transfers from a campus other than UCLA or UC Merced, the following items are needed in addition to the hiring department list above:

   • Campus Payroll contact
   • Benefits screens documenting service credits, vacation & sick leave balances, original hire date, insurance coverages
   • I-9 (pdf)

   For transfers to another campus, including UC Merced and UCLA, the separating department completes and submits the following to the BRC Payroll Team:

   • Final time sheet approved by supervisor
   • Employee statement of job acceptance
   • Campus payroll contact for receiving department

   In addition, the separating department should complete and retain the Separation Checklist (xls).

   The BRC Payroll Team will:

   • Reconcile vacation balance (transfers out)
   • Provide benefit and other applicable screens to the receiving location
   • Provide separation IDOC to department and employee
   • Provide UFIN301 or benefits screens documenting service credits, vacation & sick leave balances, original hire date, and insurance coverages.
   
   
   NOTES:
   The “separation” is processed without a break in service. 
   Vacation is NOT paid when an employee transfers locations. 

Rehire of Retired Employees

See HR policy and forms for the rehiring of retired employees.