A New Hire Without TAM Posting - Home | People & Culture



A New Hire (without TAM Posting)

|  |The TAM system is used to recruit for staff positions, and for all positions hired through that system, you |

| |should start with the Manage Hires page. |

| | |

| |For all other hires not coming via TAM (academics, students, some limited staff), the beginning pages will |

| |differe. |

| | |

| |Click the Workforce Administration link. [pic] |

|  |Click the Personal Information link. [pic] |

|  |Click the Add a Person link. [pic] |

|  |Best practice is to always check if a person has a record already in HCM. Click the Search for Matching |

| |Persons link and do a check by Social Security Number. Instructions for this search can be found at: |

| | |

| |After finishing a search, you will have to click the Add a Person link [pic] to return to the correct page. |

|  |Now click the Add the Person link. [pic] |

|  |The Biographical Details page opens up. |

| | |

| |Please remember to check which fields are required for an employee (not all fields are required nor should be |

| |filled out, and the astericks are NOT indications of required fields) |

| | |

| |The system will let you save a person’s record with some Personal Information missing. However the person will|

| |not pass to PPS until all required fields. The person will show up on your Worklist with an error message for |

| |any missing or incorrect data until that is resolved. |

| |Click in the Effective Date field and enter as appropriate. Notice that the system will try to default to |

| |today’s date, so remember to change it as appropriate. |

| | |

| |Remember that you can NOT future date a person. So if you are putting someone in ahead of time you can allow |

| |today’s date to default for the person’s effective date, but remember to use the correct date in BELI fields |

| |and in Job Data. |

|  |Click in the Add Name link [pic] |

|  |You are now on a subpage. Click the Edit Name page, enter as appropriate. |

| | |

| |Note: The upgraded version of HCM will not allow capitalization after punctuation so names may look incorrect. |

| |(e.g. O’leary or Smith-jones) |

|  |Click the OK button to return to the Biographical Details screen. [pic] |

| | |

| |Note: The OK button on this page does not save information, it just tells the system you are finished with this|

| |page and wish to return to the previous page. |

|  |Notice the First & Last Name are now displayed (middle name will not show up on this page). You can edit Name |

| |by Clicking on the Edit Name link. |

|  |On the Biographical Details page, we will complete entering information on this new hire. |

| | |

| |Click in the Date of Birth field and enter as appropriate. |

| | |

| |Click on the Release Information link to review release information for the employee. Edit the defaulted |

| |values if the employee has chosen other options. |

|  |Biographical History section: |

| | |

| |Click in the Gender drop down arrow and select Gender as appropriate from the drop-down list. |

|  |Do not fill in Marital Status. |

| |UC Berkeley does not collect that as part of an HR record. |

|  |Highest Education Level is optional. If you know the information you can choose click to choose the most |

| |appropriate choice in the Highest Education Level drop down list. |

|  |Select the appropriate Student Status from the drop down list. |

|  |If you have entered a student status you will need to provide the person’s Student ID Number in the Student |

| |ID# . |

|  |Citizenship section: |

| | |

| |To look up Country of Citizenship codes (other than USA), click on the magnifying glass to choose from a list |

| |of valid values. Use the Description field to enter the English name of a country. (e.g. Germany will bring up |

| |DEU for Deutschland).  |

| | |

| |To look up a Citizenship Status click on the magnifying glass to choose from a list of valid values (e.g. "C" |

| |for Citizen and "R" for Permanent Resident) |

|  |Click in the Country Of Citizenship/Perm Legal Residence field and enter as appropriate.  |

|  |Click in the Citizenship Status field and enter as appropriate. |

|  |Enter the Social Security Number  and then click the tab button to move out of the field. |

| | |

| |Then to ensure correct entry, please check the hiring paperwork and reenter the Social Security Number. |

| | |

| |For security purposes, Social Security Number is masked as |

| |XXX-XX-XXXX after entry. |

| | |

| |Please enter Social Security Number carefully as there are many consequences if not correct.  |

|  |We have finished with the Biographical Details screen. |

| | |

| |Click the Contact Information tab at the top of the screen in order to move to the next page. [pic] |

|  |Contact Information page appears.  |

| | |

| |Click in the Home Department field and enter your department code. |

|  |In the Current Addresses section, |

| |click on the Add Address Detail link to access the Address History subpage. [pic] |

|  |On Address History subpage, click the Add Address link to add the address. [pic] |

| | |

| |Note: if you need to enter a foreign address you can change the country code on this sub-page. |

|  |Enter the Home address. (Home address is required & the only Type of address that will pass to PPS). |

| | |

| |Remember that Address 1, City, State and Postal (i.e. Zip code) are required. |

| | |

| |County is optional. |

|  |Click the OK button to proceed to return to the previous subpage.[pic] |

| | |

| |Note: Clicking this OK button does not save the transaction. |

|  |Review the Address History screen to make sure that you have entered the correct address.  For corrections, |

| |click on the Update/View Address link. |

| | |

| |Click the OK button to return to the Contact Information page. [pic] |

|  |Phone is optional, but useful, so it is advised to enter it if you have the information. |

| |In the Phone Information section, select the appropriate Phone Type from the drop down list. [pic] |

|  |Email Address is optional, but useful, so it is advised to enter it if you have the information. |

| |Select the Email Type from the drop down list and click in the Email Address field to enter the email address. |

|  |Phone Information and Email Addresses |

| | |

| |To add multiple Phone and Email Type information click the + plus button to add new “types” and enter |

| |information as desired. |

|  |You have finished the Contact Information Page.  Review your work. |

| | |

| |Click in the Demographic Details tab. [pic] |

|  |The Demographic Details page appears. |

| | |

| |In the Ethnicity and Race section check one or more boxes as appropriate. If the person has chosen not to |

| |state any ethnicity, leave this section blank. |

|  |In the Ethnic Group section, select one choice from the drop down list. |

| |Select Decline to State if the person does not wish to indicate ethnicity. |

|  |If applicable, enter Disability and Military Status. If not relevant leave as is (eff. date will default to |

| |the date of entry but if that section is blank it is not important to change). |

|  |We have finished with the Demographic Details screen. |

| | |

| |Click the Eligibility tab. [pic] |

|  |Eligibility page appears. |

| | |

| | |

| |BELI CODE: Benefits Eligibility Level Indicator (BELI)   |

| |  |

| |I-9 Verification: Employment Eligibility Verification ( Federal Form I-9) |

| |    |

| |Patent Date: Patent Policy Acknowledgement    |

| | |

| |State Oath of Allegiance: State Oath of Allegiance (US Citizens only). |

| | |

| |Make sure the necessary hiring forms have been filled out. HR Forms can be found on the HR website:  |

| | |

| | |

| |Please contact Human Resources - Records Management if you have questions about hires/hiring paperwork. |

|  |If you need to know more about Primary SQC and Secondary SQC, contact Human Resources - Benefits Unit |

|  |Select the relevant BELI Code (Eligibility Level Indicator) from the drop-down list. Remember that even if |

| |someone is NOT receiving benefits, that still needs to be recorded (i.e. 5-Not Eligible). |

|  |Click in the Effective Date field and enter the Effective Date that the Benefits (or lack thereof) would take |

| |effect. |

| | |

| |NOTE: This date may differ from the day the hiring paperwork was signed. |

|  |Click in the I9 Verification Date field and enter the date the I-9 verification date was signed. |

|  |Click in the Patent Date field and enter the date the Patent Form was signed. |

|  |Click in the State Oath Date field and enter the date the State Oath was signed. |

|  |We have completed the information needed on the Eligibility page.  |

| | |

| |We now want to designate the relationship this person has with our Organization (i.e. UC Berkeley). |

| | |

| |Depending on the size of your screen, you may need to click on this ICON [pic] at the top of the page in |

| |order to see all the Organizational Relationships tab. |

|  |Click the Organizational Relationships tab. [pic] |

|  |The Organizational Relationship page appears.  |

| |Click the box next for the applicable Organizational Relationship (Employee; Contingent Worker; Person of |

| |Interest).  |

| | |

| |In this example, we are hiring an Employee, so click to add a check mark in the box next to Employee [pic] |

|  |Please note:  If you save without selecting the (Add the Relationship) button or proceeding to add a job, the |

| |system will create a Person of Interest type of”unknown."  |

| | |

| |It is important that you click this "Add the Relationship button. This will save the information you have |

| |entered so far and will take you to the Job Data pages to complete the Hire. |

| | |

| |Click the Add the Relationship button to save the personal information entered so far and to enter the Job Data|

| |pages. [pic] |

|  |If there is any missing personal information that is required for an employee, the system will remind you while|

| |saving. If this information is not completed by the end of the day the person will not pass to the Payroll |

| |system (PPS) and will display on your Worklist with the ‘errors’ flagged. |

| | |

| | |

| |After selecting the Add the Relationship button, and acknowledging any warning messages, the Work Location page|

| |appears and you are ready to enter Job Data. |

| | |

| |Notice that the system has assigned a new Employee ID to the person. |

| | |

| |Reminder:  If you do not complete and save the Job Data pages, the system will create a Person of Interest type|

| |of "unknown". |

| |If the relationship selected is a Person of Interest  without a Job, or if the user indicates Employee,  but |

| |does not complete the Job Data pages at that time, the relationship of Person of Interest  type of “Unknown |

| |Type” is automatically assigned, and will be replaced if or when a job is entered. (You would later need to |

| |find the person and attach an “employment instance” to create their Employee Relationship. You should not |

| |start over with another Hire.). |

|  |Work Location page. |

| | |

| |Check the Effective Date and enter the effective date the employee is hired and will begin working. |

| | |

| |The Action has already defaulted to Hire. |

|  |Select the appropriate qualifying Reason from the drop down list.  |

| |(e.g. a new hire, not coming from another UC, lab or state would be a [pic]) |

|  |Click in the Department field and enter as appropriate.  |

|  |Click in the Location field and enter as appropriate. |

| |For most people it will be CAMPUS (Main-campus -Berkeley). |

|  |We have completed the Work Location page.  |

| |Review the work for accuracy and completeness. |

| | |

| |Click the Job Information tab. [pic] |

|  |The Job Information page appears |

| | |

| |Click the Job Code field and enter as appropriate. Remember to click the TAB button afterwards to make sure the|

| |system receives the data and uses that to fill in other fields. |

|  |Supervisor ID is a required field. |

| | |

| |You will need to enter your Supervisor ID number accordingly. |

| | |

| |It is suggested that you have the SupID # available at the time of data entry, but you can also click on the |

| |magnifying glass to search for Supervisor by name. |

|  |Employment Duration will always default to [pic], so if that is not appropriate, select one of the other |

| |options in the drop-down menu. |

|  |If you have chosen an Employment Duration of “end-date” then enter the end date of the job in the Appointment |

| |End Date field.    |

|  |Click the Appt Type drop down arrow. [pic] |

|  |Select the Appointment Type from the Appt Type drop down |

| |list. (e.g. [pic] ) |

|  |The Empl Rel Code field defaults based on the Job Code.   Accept the default, unless you know it should be |

| |something different. |

|  |The FTE (full time equivalent) field will default to the highest amount that was budgeted in Position |

| |Management. Adjust if needed, to .20 |

|  |The following are the Pay Schedule codes and the Time Codes: |

| | |

| |For Pay Schedule codes, the values are as follows: |

| |BW = BiWeekly (Non-Exempt) |

| |MO = Monthly Current (Exempt employees) |

| | |

| |For Time Code, the values are as follows: |

| |E = Exception -Timesheet Not Required |

| |W = Without Salary |

| |Z  = Positive Roster |

| | |

| |Because this job code has a FLSA status: Non-exempt , it must be set up with a BW pay scheduled. Exempt job |

| |codes must be set up as MO. |

|  |Click in the Pay Schedule field and enter the pay schedule. |

| |(e.g. BW-BiWeekly). |

|  |Click in the Time Code field and enter as appropriate. |

| |(e.g. Z - positive roster) |

|  |Click in the Leave Code field and enter as appropriate. |

| |Remember that even if the person does not accrue leave this needs to be indicated (e.g. N –none). Most depts. |

| |Use F or N for student appointments. |

|  |Salary Plan page |

| |If this is a step-based position you would need to enter the Step on the the Salary Plan page. If this |

| |position is eligible for Merit Review, fill in that field. |

| |Payroll tab page |

| |If your department wishes to use customized Friendly Names or different Caltime Types, enter the information |

| |necessary. For more information on Friendly Names, please see: |

| | |

| |If nothing is changed, the Caltime Type will be A and the default “name” will be Dept-JobCode-HCMRec#. |

| |Example: Accept default value of Type A and default Friendly Name. |

|  |Click the Compensation tab to go to the next page. [pic] |

|  |The Compensation page appears.  |

| | |

| |Based on information you entered on the Job Information and Salary Plan pages, some information may default for|

| |you. |

| | |

| |The Rate Code will default based on how the Job Code is set up.  (e.g. Hourly) |

|  |Click in the Comp Rate field and enter the employee's rate. |

| | |

| |If this person was a step based employee and the step was entered on Salary plan page the Compensation Rate |

| |would default for you. |

| |If the position is consider “open range” you will need to select a salary that is within the salary range for |

| |that job code. |

| |Non-Exempt employees are paid an hourly rate. (e.g. hourly rate of 13.75). |

|  |We have reviewed the Compensation Page and are ready to enter data in the Earnings Distribution page. |

| | |

| |Click on the Earnings Distribution link at the bottom of the page. |

| |[pic] |

|  |Check the Begin Date (the system may try to add a different begin date) and add an End Date if appropriate. |

| |Make sure that this information matches the dates you entered on Work Location and Job Information pages. |

|  |Click in the Distrbution % field and enter as appropriate. (e.g. 20.00 ) |

|  |With some student appointments, the student is paid from a Work Study Program and Work Study Program codes may |

| |be required as in this example. |

| | |

| |If appropriate, select the correct value from the Work Study Program drop-down list. (e.g. select[pic] ) |

|  |Enter the appropriate chartstring(s). The Salary Account field will always fill in for you. |

| |(Note that if this is paid on Workstudy, as soon as you enter a Workstudy code, the Account field will open up |

| |to allow you to enter 51029) |

| | |

| |Click the + button on the right hand side to add another distribution line (chartstring) if needed. |

| |. |

|  |Once you have completed all of the Job Data and Earnings Distribution information for this employee, click |

| |the OK button to SAVE this HIRE transaction. [pic] |

|  |After saving and completing this HIRE transaction, you are re-directed to the Organizational Relationships |

| |screen and this confirms that you have completed the HIRE transaction. |

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