Human Resources Management System: Transaction Process for Rehire (REH)

Transaction Process for Rehire (REH)

Definition: Use Rehire action when you are hiring an employee who previously worked at the Berkeley campus and is in the HRMS database. Refer to the Required Forms checklist located on the HRMS job aids page to ensure you complete all forms for a rehire: http://hrweb.berkeley.edu/hrms/jobaids.htm.

* = Required Field

Note: If you are not sure of their previous department, look them up using steps 1 through 3 below.

Employee Inquiry

Go to Home>Administer Workforce>Administer Workforce (GBL)>Inquire. From the Inquire Menu, click Appointment Summary.
Type in the hire's Last Name, and click Search to see if the 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.
2. If the new hire does not have a previous record in the database, go to the instructions for "Hire."
If an employee record is found and Employment Status is "Terminated" (T), the current Action will be "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.
Note: If the employee last worked in your department, you will have access to their job record. If the employee was terminated from a different department, you will need to ask that department to set the Alternate Department ID to your department, which will enable you to access the former employee's job record.

Job Data

Go to Home>Administer Workforce>Administer Workforce(GBL)>Use. From the Use Menu, click Job Data.
1. On the Job Data search criteria page, type in the Employee ID or Last Name and click Search (or press Enter).
2. If a list of employees is displayed, click the employee ID or name of the employee you are rehiring. If there are no matching values, review your criteria and change it, as appropriate.
On the Work Location page of Job Data, click the + button to insert the new transaction.
The system will automatically copy the last row of data into the newly inserted row.
Note: Effective Date defaults to the current date.
1. Type the Effective Date* of the transaction (MM/DD/YY) or use the calendar feature to select a date.
2. Select Action* "Rehire" from the drop-down list of available Actions. Note: If the previous employee is linked to a job requisition, the Job Req # edit box is displayed. The disposition of the job requisition must be "Ready for Hire." Contact the requisition originator if this is a rehire with recruitment and Job Req # is not displayed.
3. Type in the Reason* code or click the Magnifying Glass to lookup the appropriate reason for the Rehire. Refer to the Action/Reason Codes job aid for definitions of Reason Codes: http://hrweb.berkeley.edu/hrms/actionreason.htm
4. If this is a staff rehire with recruitment, type in the Job Requisition # and tab out. After you tab out, Job Req # is grayed out and cannot be changed. Department, Location, and Supervisor ID are carried forward from the job requisition. If there are no changes to these three fields, go to step 5.i after you enter Prior Employer.
5. Type in Prior Employer (* for Academics) or click the Magnifying Glass to lookup the 3-digit code. The list is in alphabetical sequence by code.
6. If necessary, type in your Department* or click the Magnifying Glass to lookup the 5-character code. After you tab out, Control Unit is displayed.
7. If necessary, change Location*. Click the Magnifying Glass to lookup the code, typically "Campus".
8. Type in the Supervisor Employee ID or click the Magnifying Glass to search on last name or other criteria to obtain the Supervisor's employee ID.
9. Click the Job Information tab.
Review and update as necessary information on the Job Information page.
1. If this is a staff rehire with recruitment, Job Code is carried forward from the job requisition and should not be changed. For all other rehire transactions, type in Job Code* or click the Magnifying Glass to lookup the code. You can enter a partial value before you perform the lookup. Include a C (covered by a collective bargaining agreement) or U (uncovered), as appropriate, at the end of the job code for staff titles and a C at the end of job codes for academic titles covered by a collective bargaining agreement. Unit Code is derived from the Job Code.
2. 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. If this is a rehire with recruitment, Full/Part is carried forward from the job requisition. Otherwise, Full/Part defaults to "Full-time." If FTE is less than 1.0, the system changes Full/Part to "Part-time."
4. Select Appointment Type*. Refer to the Appointment Types job aid for more information: http://hrweb.berkeley.edu/hrms/appointmenttype.htm
  Note: An end date must be entered for Appointment Types: "1-Contract," "3-Limited," "4-Casual/Restricted," "8-Floater," and "Z-Academic Student."
5. For academic positions with Appointment Types "X" or "Y," check the appropriate box to indicate whether the rehire is With Recruitment or With Waiver.
6. 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
7. Select Shift*. For Exempt employees, accept the default value of "N/A."
8. Type in FTE* or full-time equivalent, which represents the percent time (for example, 1.0 for 100%, .8 for 80%, .2 for 20%). If this is a rehire with recruitment, Job Code is carried forward from the job requisition and should not be changed. Work Period defaults to "Weekly."
  Note: 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.
9. 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 if Time Code is "W-Without Salary."
10. 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.
Review and update as necessary information on the Salary Plan page.

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.
Click the Compensation tab.

Review and update as necessary 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. Note: The dates in Last Date Worked and Last Day in Pay Status are deleted when you save. Click the Earnings Distribution link at the bottom of the page.

Earnings Distribution

Complete the 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 a distribution line.
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.
11. Click Save to save the rehire transaction.

Personal Data

Go to Home>Administer Workforce>Administer Workforce(GBL)>Use. From the Use Menu, click Personal Data. The Name History page of the Personal Data component is displayed.
Update information, as appropriate, on the Name History page. Click the + button to insert a row. The system will automatically copy the last row of data into the newly inserted row.
1. Effective Date defaults to the current date. Type in the Effective Date* of the rehire (MM/DD/YY) or use the calendar to select a date.
2. Make changes as necessary to name information. Type in First Name, Middle Name, and Last Name* as it appears on the Social Security card.
  Note: Enter names with initial capital letter, and the rest lower case. Do not use ALL CAPS.
3. Click the Refresh the Name Field button to display the Name at the bottom of the page formatted with Last Name, then First Name and Middle Name.
4. Go to the Address History tab.
Update or correct information, as appropriate, on the Address History page.

Click the + button beside Address Type to insert a row and select another address type (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.
To change home address, click the + button beside Effective Date and Status to insert a row.
Campus Address, Email Addresses, and Phone information are not effective-dated, and you do not need to insert a row if you are only making changes to that information.

Effective Date defaults to the current date. Type in the Effective Date* of the address change (MM/DD/YY) or use the calendar feature to select a date.
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.
Make changes as necessary to Address Line 1*, City*, County, 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 for home address.

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.

In the Campus Address section, type in a new Home Department Code* if appropriate, 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.
In the Phones section, review and update as necessary. 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 number.
In the Email Addresses section, review and update as necessary. If there are multiple email types, click the + button to add the next email address.
Note: Email Type and Email Address are necessary to receive workflow messages.
Go to the Personal Profile tab.

Review and update as necessary information on the Personal Profile page. When finished, click the Identity tab.
Note: Do not change Original Hire Date. It should always be the date the employee was first hired by the University.
Review and update as necessary information on the Identity page.
1. Change the Country of Citizenship/Perm Legal Residence* code, as appropriate. 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 list is in alphabetical sequence by code.
2. Change the US Citizenship Status* code, as appropriate. 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
If you think employee is eligible for special taxation (US Citizenship Status code is "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 HR Data Services for review. HR Data Services or Payroll will update the code if appropriate. Submit Hire documents for employees with a US Citizenship Status code of "X" to HR 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").
1. If applicable, update Military Status, and change status for Disabled or Disabled Veteran. Obtain these from the Demographic Data Transmittal form (U5605).
2. 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.
3. Go to the Eligibility tab.
Review and update as necessary information on the Eligibility page.
1. Tab to BELI Code* and select the appropriate BELI (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
1. 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
2. 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.
3. If the employee is NOT a U.S. Citizen (US Citizenship Status code other than "C"), go to the Immigration Status page. Otherwise, go to step 18.
Update or correct information, as appropriate, on the Immigration Status page.
Note: Refer to the Services for International Students and Scholars (SISS) website for immigration information. http://www.ias.berkeley.edu/siss/immigration/index.html
1. Click the + button to insert a row.
2. Type the date the visa was issued or the rehire date in Effective Date (MM/DD/YY). Use the calendar feature to select the date.
3. 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").
  Note: If US Citizenship Status was changed to "C" (US Citizen), select Immigration Status of "NC" (Naturalized Citizen).
4. Type in the code or click the Magnifying Glass to lookup a code for the Work Authorization Document used to verify eligibility to work. Leave blank if Immigration status is "NC" (Naturalized Citizen). Refer to the following for information about supporting documents required for non-US citizens:
  - Non-Citizen Supporting Document Checklist
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.
1. 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.
  - Begin date and end date on the Certificate of Eligibility (DS2019 or IAP-66 work authorization documents)
Note: SEVIS ID# will be entered by the appropriate University Office.
1. Indicate whether the Visa Document Issuer is "UC Berkeley" or "Other organization."
2. 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
3. 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 rehire packet and keep copies for your department.
Click Save to save personal data.

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. Type in the employee's Employee ID, and click Search to bring up the tax data pages. If you receive the message "No matching values were found," verify your selection criteria and change it as necessary.
1. Click the + button to insert the new row.
2. Type the Effective Date* of the transaction (MM/DD/YY) or use the calendar feature to select a date.
3. 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.
4. 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.
5. Select Tax Marital Status of either "Married" or "Single" (section I.1 on form W-4/DE 4).
6. Type in the number of Withholding Allowances or accept the default of "0" (section I.2 on form W-4/DE 4).
7. 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.
8. 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.)
9. 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).
10. Type in the number of Withholding Allowances or accept the default of "0" (section II.2 on form W-4/DE 4).
11. 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).
12. If the employee indicated Additional Withholding Allowances (section II.3 on form W-4/DE 4), type in Addl Allowances.
13. 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. If the employee already has an existing row, click the + button to insert the new transaction.
2. Accept the default Effective Date* (current date).
3. Tab to Status*. Select "Active" to make a bank account active for direct deposit or "Inactive" to make a bank account inactive for direct deposit as of the Effective Date.
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. After the transaction saves, verify the bank name to ensure it is the correct financial institution.
  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.

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