Non-Employees
What is a Non-Employee?
Non-employees are individuals who have a role recognized by the campus that does not include an appointment, pay, or student status. There are various reasons to create an HRMS non-employee record, such as to provide an independent contractor access to a campus system, or to record a volunteer’s work location and contact information in case of a building emergency. Non-employee records are not passed to the Payroll System, but may, depending on the NEE Type, be passed to CalNet, Cal photo ID, or other Campus systems and service providers.
Non-employee types include: Academic Case Tracking Prehire, Committee Member, Consultant, HHMI Scholar/Researcher, Independent Contractor, LBL/DOE Postdoc, Staff Retiree, Staff of UC/OP/Affiliated Orgs, Temporary Agency Staff, Unpaid Student Facilitator, Visiting Scholar, Visiting Student Researcher, and Volunteer. New types may be added periodically as needed.
Entering Non-Employee Records in HRMS
To create a non-employee record in HRMS, use the Add Non-Employee action. The individual is assigned a Non-Employee ID number when the record is saved. To end an assignment, use the Completion action.
Because non-employee records are not passed to the Payroll System, the information required to save a non-employee record is somewhat different from that of an employee record. For example, since Social Security Number is not entered for non-employees, Birthdate is a required field, to help distinguish between individuals with same or similar names. Department is a required field, as is Supervisor. End Date is also required. A non-employee assignment cannot be longer than one year from the Begin Date, but may be renewed yearly.
Hiring a former Non-Employee as an Employee
To hire a non-employee, you must enter a Completion on the non-employee record and then create a new Employee record for the individual using the Hire Component (or Hire Applicant if filling an eRecruit job requisition). The individual will then have both an employee and a non-employee record.
Do not attempt to enter employee Job Codes or Action/Reasons on a non-employee record. Non-employee records are never passed to PPS, so the individual will never be paid, no matter what Job Code or Action/Reason is entered.
For more information, see Guidelines for Entering Non-Employee Affiliates in HRMS and Transaction Process for Add Non-Employee.