Transfer and rehire process

Interdepartmental transfer (between departments, including UCLA or UC Merced)

The separating department is responsible for:

  • Separation checklist (xlsx) (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.

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 (xlsx).

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.

NOTE: 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.