Human Resources: Transaction Process for Hire (HIR)

Transaction Process for Hire Applicant (HIR)

Definition: Use Hire Applicant action when you are hiring an employee using a job requisition, and the employee is new to the Berkeley campus or does not exist in the HRMS database. The disposition of the job requisition and applicant must be "Ready for Hire." See Chapter 1 of the Guide to Managing Human Resources (http://hrweb.berkeley.edu/guide/employment.htm) for information about the recruitment and selection process for staff. Refer to the Required Forms checklist located on the HRMS job aids page to ensure you complete all forms for a new hire: http://hrweb.berkeley.edu/hrms/jobaids.htm.

* = Required Field

Note:

A nonresident alien does not have a Social Security Number (SSN). Departments may enter the hire in HRMS with the SSN as all zeroes if the individual provides evidence that he or she has applied for an SSN (for example, a letter of receipt or other evidence supplied by the Social Security Administration acknowledging that the employee has filed an SS-5 Application for a Social Security Card). It is the department's responsibility to update HRMS with the actual SSN as soon as the employee is granted his or her Social Security card.
A nonresident alien is living and working outside the United States (US Citizenship Status code of "X").

Updates on new federal requirements and regulations for hiring non-citizens can be found on the Services for International Students and Scholars website at: http://www.ias.berkeley.edu/siss/

Employee Inquiry

Go to Home>Administer Workforce>Administer Workforce (GBL)>Inquire. From the Inquire Menu, click Appointment Summary.
Type in the new hire's Last Name, and click Search to see if the new hire already has a record in the database from previous employment at the Berkeley campus. You can also search using Employee ID, First Name, Department, and Personnel Status.
1. If an employee record is found, verify it is the person you are hiring. You can verify someone by searching for the Social Security Number (SSN). Go to Home>Administer Workforce>Administer Workforce (GBL)>Use, and click Hire/Transfer Search. Click Clear to erase criteria. Type in the Social Security Number and click Search to verify.
2. If the new hire does not have a previous record in the database, go to step 4.
If the new hire already has a record in the HRMS database and Employment Status is "Terminated" (T), the current Action will be "Rehire" not "Hire". Use the transaction process instructions for Rehire. If the employee already has a record in the database and Employment Status is "Active" (A), the Action could be "Transfer," "Promotion," "Demotion," or "Add Concurrent Job." Go to the instructions for the appropriate action.

Hire Applicant

Go to Home>Administer Workforce>Administer Workforce(GBL)>Use. From the Use Menu, click Hire Applicant.
When the Add a New Value page displays, type in the Applicant ID and click Add, or click the Magnifying Glass to select the applicant from a list of applicants in "Ready for Hire" status. The Applicant page is displayed. This page shows applicant status and information about the job requisition. Note: If the job requires a step or grade, a message is displayed. Click OK to acknowledge the message.
Click the Personal Data link at the bottom of the page.

Personal Data

Complete information on the Name page.

Effective Date defaults to the current date. Type in the Effective Date* of the transaction (MM/DD/YY) and tab out, or use the calendar feature to select a date.
First Name, Middle Name, and Last Name* are carried forward from the application. Type in changes, as appropriate.

Note: Make sure names have an initial capital letter, and the rest lower case. Do not use ALL CAPS.

Go to the Address tab.

Complete information on the Address page. Note: Home address, telephone numbers, and email addresses are carried forward from the application.
1. Type in changes, as appropriate to address information.
  Note: "Home" address is the only address type sent to the Payroll Personnel System (PPS). It is used for mailing annual tax statements (W-2s) and other official University documents.
  - Do not use campus box numbers for the home address.
  - For non-US citizens, use street addresses as required by the Immigration and Naturalization Services (INS). Do not use P.O. boxes.
  Note: Address Line 1, Address Line 2, City, and County should be entered with initial capital letter, and the rest lower case. Do not use ALL CAPS.
2. Click the + button beside Address Type to add another address (for example, "Dorm" for a student's UC Berkeley address or "Other" for a non-US citizen's foreign address). Complete address information for the additional address type.
3. In the Campus Address section, type in Home Department code*, and tab out. Address will default to the mailing address assigned to this department. Select Paycheck Code* from the drop down list. If Paycheck Code is "Hold for Pickup," indicate Pickup Code.
4. In the Phones section, select Phone Type (Business=Campus) and type in the 10-digit Area Code/Phone number, if available. You do not need to format the number; the system will do it for you when you tab out. If there are multiple phone numbers, click the + button to add the next phone type and address.
5. In the Email Addresses section, select Email Type (Business=Campus) and type in the complete Email Address. If there are multiple email types, click the + button to add the next email type and address.
  Note: Email Type and Email Address are necessary to receive transaction notifications (workflow messages).
6. Go to the Personal Profile tab.
Complete information on the Personal Profile page.
1. Select Student Status*. Default is "1-Not Registered."
  - 1-Not Registered
  - 2-Not Registered-Degree Candidate
  - 3-Undergraduate
  - 4-Graduate
  - 5-Not Registered Degree Candidate Other Campus
  - 6-Undergraduate/Other Campus
  - 7-Graduate/Other Campus
  If Student Status is "5-Not Registered Degree Candidate Other Campus" or "6-Undergraduate Other Campus," Registered Units opens up for you to put in the number of units the employee is taking at the other campus.
  Note: For student appointments with Appointment Type of "4-Casual/Restricted," Student Status must be "3-Undergraduate," "4-Graduate," "6-Undergraduate/Other Campus," or "7-Graduate/Other Campus."
2. Select Highest Education Level (* for Academics, OPT for Staff).
3. Accept the default Referral Source of "Berkeley HR Web."
4. Indicate the responses on the remaining questions or direct the employee to UC4Yourself to self-declare.
5. Go to the Identity tab.
Complete information on the Identity page.
1. Type in the Country of Citizenship/Permanent Legal Residence* or click the Magnifying Glass to lookup the 3-character code. Use the Description field on the lookup to enter the name or first few letters of a country to look up the correct country code.
  Note: The country code list is in alphabetical sequence by code.
2. Type in the US Citizenship Status* code or click the Magnifying Glass to lookup the code.
  - A - Nonresident Alien from Canada, Japan, Mexico, or South Korea
Do NOT use the following four codes. They are for Central Office Use Only.
- E - Exempt Status for Tax Treaty
- F - Resident Alien FICA Only-No Federal Tax Withholding
- T - Resident Tax Status
- X - Nonresident Alien Living and Working Outside the United States
If you think an employee is eligible for special taxation (codes "E," "F," or "T"), set the code to "N" and forward the documentation (Form 8233, Tax Treaty article, and Statement of Citizenship and Federal Tax Status) to OHR Data Services for review. OHR Data Services or Payroll will update the code if appropriate. Submit Hire documents for employees with a US Citizenship Status code of "X" to OHR Data Services for entry into HRMS.
Note: You must complete the Immigration Status page for any employee who is NOT a U.S. Citizen (US Citizenship Status code other than "C").

Type in Social Security Number*. The system formats the number when you tab out.

Type in Birthdate* (MM/DD/YY) or use the calendar feature to select the date.

Type in Gender* and Ethnic Group*. Obtain Ethnic Group from the Demographic Data Transmittal form (U5605).

If applicable, enter Military Status, and indicate if Disabled or Disabled Veteran. Obtain these from the Demographic Data Transmittal form (U5605).

If applicable, type in the Recently Separated Veteran Date for a veteran who separated from the military within one year of their UCB hire date (MM/DD/YY), or use the calendar feature to select a date.

Go to the Eligibility tab.

Complete information on the Eligibility page.
1. Select the appropriate BELI Code* (Benefits Eligibility Level Indicator).
  - 1-Career
  - 2-Limited Career (Minimum 50% appointment for 12 months or more)
  - 3-Limited Career (100% for 3 months or more)
  - 4-CORE
  - 5-Not Eligible
  Tab to Effective Date and type in the effective date or use the calendar feature to select a date. For criteria, refer to chart at: http://hrweb.berkeley.edu/benefits/eligibilitychart.htm
2. Select the Primary and Secondary Status Qualifier Codes, if applicable, and type in the Effective Date or use the calendar feature to select a date. For criteria, refer to chart in the following: http://hrweb.berkeley.edu/guide/benefits.htm#Eligibility
3. Type in dates from the completed forms for I9 Verification*, Patent Acknowledgment*, and State Oath* (US citizens only).
  Note: Attach the original documents to the Required Forms Checklist at http://hrweb.berkeley.edu/hrms/requiredforms.htm for Hire/Rehire and send to OHR Data Services. The dates on the forms must match those input into HRMS.
4. If the employee is NOT a U.S. Citizen (US Citizenship Status code other than "C"), go to the Immigration Status page. Otherwise, click the Job Data link at the bottom of the page and go to step 12.
Complete information on the Immigration Status page.
Note: Refer to the Services for International Students and Scholars website for immigration information. http://www.ias.berkeley.edu/siss/immigration/index.html
1. Type the date the visa was issued or the hire date in Effective Date (MM/DD/YY). Use the calendar feature to select the date.
2. Type in the employee's Immigration Status or click the Magnifying Glass to lookup a code. Immigration Status is designated on Form I-94 (also called a "Departure Record").
3. Type in the code or click the Magnifying Glass to lookup a code for the Work Authorization Document used to verify eligibility to work. Refer to the following for information about supporting documents required for non-US citizens:
  - Non-Citizen Supporting Document Checklist
  - SISS Reference on Immigration Status, Employment Eligibility, and Supporting documents at:
    http://www.ias.berkeley.edu/siss/immigration/general/immstat&workeligibility
    7-17-02.doc
  Note: As applicable, submit photocopies of that document, the I-94, and the "Statement of Citizenship and Federal Tax Status" along with all other necessary documents to the appropriate University Offices.
4. Type the date specified on the Work Authorization Document in Valid End Date (MM/DD/YY) of the Immigration Status or use the calendar feature to select a date. Refer to:

Begin date and end date on the Certificate of Eligibility (DS2019 or IAP-66 work authorization documents)
Valid date range from Notice of Action
Expiration date on the Employment Authorization Card (EAD)
Eligibility Period on Work Authorization from SISS-UCB Sponsor, letter from IIE or other agencies
Dates for employment authorization from I-20 Student ID

Note: SEVIS ID# will be entered by the appropriate University Office.

Indicate whether the Visa Document Issuer is "UC Berkeley" or "Other organization."
Indicate whether Proof of Outside Health Coverage is required (Yes) or not (No). Refer to the Payroll website for specific information about health insurance for foreign employees: http://fbs.berkeley.edu/PAYROLL/health.htm
If proof of outside health coverage is required, type the date the health insurance expires in Health Coverage Expiration Date or use the calendar to select a date. An error message when you save may indicate that proof of outside health coverage is required, and you will need to enter a date from the employee's health insurance documentation. (The error is based on BELI code, student status, and immigration status).
Note: Submit health insurance documentation to OHR Data Services as part of the hire packet and keep copies for your department.
Click the Job Data link at the bottom of the page.

Job Data

Complete information on the Work Location page. Note: Job Requisition #, Department, Location, and Supervisor ID are carried forward from the job requisition.
1. Verify Effective Date is correct. If not, click the Personal Data link at the bottom of the page. Correct the date on the Name page. Then, return to Job Data and the Work Location page.
2. Type in the appropriate Reason* code or click the Magnifying Glass to lookup the appropriate Reason for the Hire. Refer to the Action/Reason Codes job aid for definitions of Reason Codes: http://hrweb.berkeley.edu/hrms/actionreason.htm
3. Type in Prior Employer (* for Academics) or click the Magnifying Glass to lookup the 3-character code. The list is in alphabetical sequence by code.
4. Update Location if it has changed. Click the Magnifying Glass to lookup the code.
5. Update Supervisor Employee ID if it has changed. Click the Magnifying Glass to search on last name or other criteria to obtain the Supervisor's employee ID.
6. Click the Job Information tab.
Complete information on the Job Information page. Note: Job Code, Full/Part, and FTE are carried forward from the job requisition and should not be changed. Full-time equivalent represents the percent time (for example, 1.0 for 100%, .8 for 80%, .2 for 20%). Total FTE for all jobs with Earnings Codes of regular pay (REG, RG1, SLN, SLR, and TAP) cannot exceed 1.0. If Earnings Code is "BYN" and there are not regular pay lines, FTE should be 0.0. Student employees may be scheduled to work up to a maximum of 49% of the working hours in the month. Unit Code is derived from the Job Code. Work Period defaults to "Weekly."
1. Select Employment Duration*. Default is "With End Date."
  - B-Indefinite appointment with end date for budget purposes
Note: If an employee has an end date due to the terms of the appointment, use "W." However, if an employee is intended to be "career" (Appointment Type 2) but the funding is available year to year, use "B" rather than "I."
1. Begin Date is derived from effective date. Type in End Date for jobs with Employment Duration of "B-Indefinite appointment with end date for budget purposes," "V-Visa," "W-With End Date."
2. Accept the default of Fixed percentage of time or change to Variable if appropriate.
3. Select Appointment Type*. Refer to the Appointment Types job aid for more information: http://hrweb.berkeley.edu/hrms/appointmentype.htm
  Note: An end date must be entered for Appointment Types: "1-Contract," "3-Limited," "4-Casual/Restricted," "8-Floater," and "Z-Academic Student."
4. Select Employee Relations Code* (if it was not predetermined from the job code). This is the employee relations code for the specific appointment. Refer to the Employee Relations Code Definitions job aid for more information: http://hrweb.berkeley.edu/hrms/ercdefinitions.htm
5. Select Shift*. For Exempt employees, accept the default value of "N/A."
6. Select the appropriate Pay Schedule*, Time Code* for time reporting, and Leave Code* for accrual of vacation leave. Refer to the Leave Codes job aid for more information: http://hrweb.berkeley.edu/hrms/leavecode.htm
  Note: Leave Pay Schedule blank (or select the blank value) if Time Code is "W-Without Salary."
7. Click the Salary Plan tab.
  Note: You only need to go to the Payroll tab to change the Tax Location Code if an employee is working outside the state of California.
Complete information on the Salary Plan page.
1. Salary Plan Administration is derived. Grade is usually derived. If not, type in the appropriate Grade or click the Magnifying Glass to lookup the grade. For step-based Job Codes, type in the Step or click the Magnifying Glass to lookup the step.
2. Click the Compensation tab.
Complete information on the Compensation page. Information on the top of the page under Compensation is derived from the compensation rate.
1. Under Pay Components, on the Amount tab, Rate Code is derived from Job Code. For academic titles, Rate Code can be changed if deemed necessary. Refer to the Compensation Rate Codes job aid for more information: http://hrweb.berkeley.edu/hrms/compratecode.htm
2. If the employee is to be paid off-scale or above-scale, select the O/A Scale justification reason. If you accidentally select an O/A value that is not valid for this employee, select the blank value by scrolling up to the top of the list. Refer to the Off/Above Scale Codes job aid for more information: http://hrweb.berkeley.edu/hrms/offabovescale.htm
  Note: If O/A Scale is "Decoupled," you need to add a second line for the decoupled amount. Refer to the Off/Above Scale Codes job aid for an example.
3. Type in the Pay Rate/Amount*. It must correspond to the Rate Code (for example, hourly rate for hourly employees; monthly rate for monthly employees). For step-based titles, this rate is derived from the step and cannot be changed unless you have selected an O/A Scale justification reason.
  Once Pay Rate/Amount is entered, the equivalents for Hourly Rate, Monthly Rate (Annual Rate/12), and Annual Rate are displayed in the Pay Rates box above.
  Note: For Rate Codes "9/9," "9/10," and "11/11," Monthly Rate will not equal the Pay Rate/Amount.
4. Click the Employment Data link at the bottom of the page.

Employment Data

On the Employment Information page, type in or use the calendar to select a Probation Date, if applicable. Click the Earnings Distribution link at the bottom of the page.

Earnings Distribution

Complete information on the Job Earnings Distribution page. Many fields are filled in from previously entered data. This page includes the Chartstring from which the appointment is paid. For multiple distributions, click the + button to add additional distribution lines, and click Copy Fields on the new line to copy information from the previous line. Click the - button to delete any rows added in error.
1. Type in the Begin Date* for each distribution, or use the calendar feature to select a date. Type in an End Date if applicable.
2. Earnings Code defaults to "REG." Type in or select a different Earnings Code if appropriate.
3. Type in the Distribution % (percent format, not decimal). For example, type 100 (not 1.0) for 100% or 80 (not .8) for 80%. The total of all distribution percents must equal job FTE. Leave Distribution % blank if the Earnings Code indicates that a flat rate should be used in Pay Rate/Amount.
4. Type in Pay Rate/Amount if the earnings code indicates that a flat rate should be used.
5. Type in Budgeted FTE for permanently budgeted positions (in decimal format, for example, 1.0).
6. Select Work Study Program code for student employees in work-study positions. The program code is on the Work Study Referral form.
  Note: If employee is work study, Distribution % should be less than 50% unless the Work Study Office approved a higher percent. Refer to the Work Study website at: http://workstudy.berkeley.edu/
7. To enter a Speedtype, select the box next to the Speedtype edit box. Type in a Speedtype code or enter a partial value and click the Magnifying Glass to select a code from a list.
8. Change BU (Business Unit) to "J" if appropriate.
9. Type in the salary Account* or click the Magnifying Glass to select the account from a list.
10. Type in the Fund*, Org code*, Program*, Project, Flex that are not populated by Speedtype. Click the Magnifying Glass to select any of the values from a list. Type in a partial value to create a shorter list.
11. Click Save to save the hire transaction.

Employee Tax Data --- Note: Employees may also enter their own tax data using UC for Yourself at https:ucfy.ucop.edu/ucfy/

Go to Home>Compensate Employees>Maintain Payroll Data (US)>Use. From the Use Menu, click Employee Tax Data.
1. In the Search dialog, type employee number in Employee ID or last name in Name, and click Search. If a list is displayed, click an Employee ID to select it.
2. On the Federal Tax Data page, accept the Special Tax Withholding Status default of "None," or if the employee claims exempt (section III on form W-4/DE 4) change to "Maintain Gross." (If you select "Maintain Gross," the system sets Withholding Allowances to "998" and closes the field for data entry.
  Note: Do not use "Exempt," which is for Central Payroll use only.
3. Select Tax Marital Status of either "Married" or "Single" (section I.1 on form W-4/DE 4).
4. Type in the number of Withholding Allowances or accept the default of "0" (section I.2 on form W-4/DE 4).
5. If the employee indicated an additional amount of Federal tax to be withheld, tab to FWT Additional Amount and type in the Amount (section IV.1 on form W-4/DE 4).
  Note: Do not make any adjustments to "Earned Income Credit," which is for Central Payroll use only.
6. Go to the State Tax Data page. Accept the Special Tax Status default of "None," or if the employee claims exempt (section III on form W-4/DE 4) change to "Maintain Gross." (If you select "Maintain Gross," the system sets Withholding Allowances to "998" and closes the field for data entry.
7. Type in SWT Marital/Tax Status of either "H"-Head of Household, "M"-Married, or "S"-Single (section II.1 on form W-4/DE 4).
8. Type in the number of Withholding Allowances or accept the default of "0" (section II.2 on form W-4/DE 4).
9. If the employee indicated an additional amount of State tax to be withheld, tab to Additional Amount Adjustment and type in the Amount (section IV.2 on form W-4/DE 4).
10. If the employee indicated Additional Withholding Allowances (section II.3 on form W-4/DE 4), type in Addl Allowances.
11. Click Save to save the employee tax data.

Direct Deposit --Note: Employees may also enter their own direct deposit information. From the People page on https://blu.berkeley.edu , click direct deposit.

If the employee has signed up for Direct Deposit, go to Home>Compensate Employees>Maintain Payroll Data (US)>Use. From the Use Menu, click Direct Deposit.
1. In the Search dialog, type employee number in Employee ID or last name in Name, and click Search. If a list is displayed, click an Employee ID to select it. If you receive the message "No matching values were found," verify your selection criteria and change it as necessary.
2. Type the Effective Date* (current date).
3. Tab to Status* and select "Active" to make a bank account active for direct deposit.
4. Tab to Transit#* and type in the bank transit routing number from the bottom of the employee's voided check. Transit routing number is usually the first 9 digits (reading from left to right) and is normally located between two colons. For savings accounts, contact the financial institution for the transit routing number.
  After you enter the transit number, click the yellow Refresh button at the bottom of the page (next to the Save and Return to Search buttons). If the transit number corresponds to a bank in the Payroll system, the name will display next to that field. If you receive an error message, verify the transit number.
5. Tab to Account#* and type in the account number from the bottom of the employee's voided check or from a savings account deposit slip. Do not type spaces, slashes, dashes, or other punctuation in the account number.
  Note: Make sure you do not include the check number in the account number.
6. Select either Account Type of "Checking" or "Savings."
7. Click Save to save the direct deposit data.
  Note: Submit the completed Payroll Earnings Distribution Authorization form (UPAY 544A-1 (R8-02) to Payroll. For automatic deposits to checking accounts, attach a voided check to the bottom of the form. Obtain the form at:
  http://fbs.berkeley.edu/forms/payroll/Payroll%20Earnings%20Distribution%20
  Authorization.doc

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Transaction Process for Hire Applicant (HIR)