Human Resources Management System

Transaction Process for Add Non-Employee (ADD)

Definition: Use Add Non-Employee action to create and maintain records of Non-Employees (affiliates) in the HRMS database. They are assigned a system-generated ID number. Non-Employee records do not get passed to the Payroll Personnel System (PPS), but may, depending on the NEE Type, be passed to CalNet, Cal ID, and other Campus systems and service providers.
* = Required Field

Note: For all categories of visitors covered by the VSPA program (Visiting Scholars and Postdoc Affairs), departments should continue to submit the VSPA application forms in accordance with the standard procedures. Refer to the VSPA website at: http://vspa.berkeley.edu/.

1. Go to Home>Administer Workforce>Administer Workforce(GBL)>Use. From the Use Menu, click Add Non-Employee.
2. When the Add a New Value page displays, click Add. The Name page of the Personal Data component is displayed.
   

Personal Data

3. Complete information on the Name page.
   1. Select NEE Type* which defines the type of Non-Employee
   2. Effective Date defaults to the current date. Type in the Effective Date* of the transaction (MM/DD/YY) or use the calendar feature to select a date.
   3. Type in First Name*, Middle Name, and Last Name*. If desired, select a prefix, and click the Magnifying Glass to lookup a suffix. The Name displays at the bottom of the page formatted with Last Name, then First Name and Middle Name.
      Note: Enter names with initial capital letter, and the rest lower case. Do not use ALL CAPS.
   4. Go to the Address tab.
4. Complete required information on the Address page.
   1. Address Type* defaults to "Home." Accept the default.
   2. Effective Date carries forward from the Name page. Accept the default.
   3. Country defaults to USA. Change country if this is a foreign address, and the address format will reconfigure for the country indicated. 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.
   4. Type in Address Line 1*, City*, , State*, and Zipcode*. If the address is longer than 30 characters, use Address Line 2 to enter apartment number.
      • 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 should be entered with initial capital letter, and the rest lower case. Do not use ALL CAPS.
   5. 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.
   6. In the Campus Address section, type in Home Department Code*, and tab out. Address will default to the mailing address assigned to this department.
   7. In the Phones section, select Phone Type (Business=Campus), and type in the 10-digit Area Code/Phone number. 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 number.
   8. 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).
5. Go to the Identity page: 
   1. Enter the Country Of Citizenship/Perm Legal Residence. * (Enter USA as a default.  Visiting Scholars and Visiting Student Researchers may require additional citizenship and immigration status information.)
   2. Enter the Birthdate.*
   3. All remaining fields in Personal Data are optional for Non-Employee records. In some cases they are applicable only to employees.
      

Job Data

6. Complete information on the Work Location page.
   1. Verify that 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 Department* or click the Magnifying Glass to lookup the 5-character code. After you tab out, Control Unit is displayed.
   3. Type in Location* or click the Magnifying Glass to lookup the code, typically "Campus".
   4. Type in the Supervisor* (This is required for Non-Employees) Employee ID or click the Magnifying Glass to search on last name or other criteria to obtain the Supervisor's employee ID.
   5. Click the Job Information tab.
7. Complete the End Date* field on the Job Information page. Non-Employee assignments must have an end date within one year of the Begin Date (derived from Effective Date). Non-Employee assignments, however, can be renewed yearly.
8. Click Save to save the Add Non-Employee transaction.