University of California, Berkeley

HCM: Supervisor ID for Staff

One of the benefits that HCM provides to supervisors and managers, as well as to central offices, is the ability to record and track each employee's supervisor. For central offices and University administrators, the information is needed for reporting and communications, In addition, transaction notices for HCM transactions are sent to employees' supervisors based on the supervisor ID.

Your first step in determining the Supervisor ID to enter into HCM is to be sure you have accurately identified the direct supervisor for each employee. While this may sound simplistic, campus practice has been mixed in some cases, departments have identified supervisors who do not fit the policy and legal definitions of a supervisor. Since HCM is the system of record for employee data, it is critical to properly identify supervisors in compliance with the law. To help with this process, Human Resources has posted the following definition for STAFF supervisors:

Supervisor

  • Exercises independent judgment in determining the distribution of work to subordinates AND performs at least 3 of the following:
    • Independently selects subordinates, OR participates in the interview and recommends who should be hired
    • Independently determines performance ratings of subordinates, OR initially decides on the ratings, and submits them to a higher level manager
    • Independently decides within budgetary limitations the amount of subordinate merit increases, determines who will be selected for promotional opportunity, and decides which positions to recommend for reclassification, OR makes recommendations to a higher level manager.
    • Has independent authority to issue written warnings and suspensions, OR independently determines what discipline (including dismissal) should be imposed on a subordinate, and recommends the same for review and approval to a higher level manager.
    • Has independent authority to resolve grievances or complaints OR independently formulates a resolution to a grievance or complaint and submits the proposed resolution to a higher level manager.

Note: Generally, supervisors have the full responsibility as described above for at least 2 FTE (full-time equivalent) subordinates.

Work Leaders, who usually spend a substantial portion of their time performing work identical to that assigned to their subordinates, are not supervisors.

Supervisor ID is now a required field in all HCM records. The supervisor ID field is found on in Job Data: Job Information page. This information can be added while adding another row or can be added as its own action "Data Change-Supervisor Change".

When you enter the employee ID of the supervisor in the employee's record, HCM will be able to connect that information with the supervisor's email address in order to send transaction notices. Therefore, it's also important to verify that the supervisor's correct email address is entered in the supervisor's own record. If the supervisor's email address is not present in HCM, you will not be able to save the employee's record where you are entering the supervisor ID.

Resources

If you need help identifying the correct supervisor for any employee, please contact the Human Resources Employee Relations Consultant for your department.