Use this bundle to process a change in an employee's appointment type
status from a limited (casual) appointment to career without a break in
service. A department can hire a limited (casual) employee in a career position
only after completing the steps in the Employment Process outlined in
Section
D2.1.
When an employee is changed from limited (casual) status to career status without a break in service, the terms and conditions of the appointment change which will provide additional benefits and entitlements. Listed below are things to consider when an employee's status changes from limited (casual) to career:
Use this bundle to process a voluntary change in an employee's appointment type status from career to limited (casual) without a break in service. A department can hire a career employee in a limited (casual) position without prior approval from Campus or Healthcare Human Resources. Employees who transfer out of their career appointment and accept a limited (casual) appointment without a break in service should be advised of the impact this change has on their employment status. Ongoing eligibility for health and welfare plans will be determined by the appointment type status, appointment percentage of time, and average time on pay status. Refer to Benefits Benefits Section E4.0.
All fields that should be considered for data entry are listed. Many fields were fully defined in the New Hire bundle. Comments pertaining specifically to Limited (Casual) to Career and Career to Limited (Casual) are included below. Always review existing appointment(s) and distribution(s) and update the data as appropriate. Add new appointments and distributions as necessary to complete the transaction.
| EAPP - Appointments/Distributions | |
| Field | Data Information |
| EXISTING Appointment and Distribution(s) | |
| Appt End | Before a new appointment can be added to reflect the personnel action associated with this bundle, the existing appointment(s) must be ended on a date prior to the proposed begin date of the personnel action. If the existing appointment(s) begin date is later than the proposed appointment end date, the existing appointment (s) should be deleted by using the DELETE command. |
| Dur | Enter an asterisk (*) to delete the "I" code when an end date is entered in the Appt End field. |
| Dist Pay End | Before a new distribution(s) is added, the existing distribution(s) must be ended on a date prior to the proposed begin date of the new distribution. If the existing distribution(s) begin date is later than the proposed distribution end date, the existing distribution(s) should be deleted by using the DELETE command. |
| ADD or COPY a new appointment | |
| Actions | For limited to career, enter action code 52.
Enter the code that represents whether the change resulted in a promotion, lateral
transfer or a demotion when the change from the limited position to the career position is
in a different department. When the change is from a limited position to a career position
in the same department, enter the code that represents whether the change resulted in a
promotion, lateral transfer, demotion, upward reclassification, downward reclassification,
or lateral reclassification. For career to limited in a different department, enter the code that represents whether the position the employee accepted is a promotion, lateral transfer, or demotion. If in the same department, enter the code that represents whether the change resulted in a promotion, lateral transfer, demotion, upward reclassification, lateral reclassification, or downward reclassification. Refer to the Personnel Action Code chart. |
| Typ | Enter 2 for limited to career
and 3 for career to limited. Refer to the Data Information for Type in the New Hire bundle, Section D2.2 for the definitions. |
| Bas | Refer to the Data Information for Basis in the New Hire bundle Section D2.2. |
| Appt Begin | Enter the date on which the limited to career
or career to limited action is effective. The appointment begin and end dates and appointment percent of time must be consistent with the appointment type. Refer to the Data Information on Type in the New Hire bundle, Section D2.2 for definitions of career and limited appointments. |
| Appt End | Enter 999999 for appointments that are
considered to be indefinite with no predetermined end date. Otherwise, enter the date on which the appointment is expected to end. The appointment begin and end dates and appointment percent of time must be consistent with the appointment type. Refer to the Data Information on Type in the New Hire bundle, Section D2.2 for the definition of career and limited appointments. |
| Dur | Enter an I for appointments that are
considered to be indefinite with no predetermined end date. Leave blank for appointments
with predetermined end dates. The appointment begin and end dates and appointment percent of time must be consistent with the appointment type. Refer to the Data Information on Type in the New Hire bundle, Section D2.2 for definition of career and limited appointments. |
| Title | Enter the title code resulting from the change from limited to career or career to limited. |
| Grade | Enter the grade if appropriate. Otherwise, leave blank. |
| % Full | Enter the percentage of time resulting from
the change from limited to career or from career to limited. The appointment begin and end dates and appointment percent of time must be consistent with the appointment type. Refer to the Data Information for Type in the New Hire bundle, Section D2.2 for the definitions of career and limited appointments. |
| F/V | Enter the code representing whether the amount of time to be worked in an appointment is fixed or variable for each pay period. If the code entered in the "S" (Sub) field is "1", the F/V field must be F. If the title is Exempt from the Fair Labor Standards Act (FLSA) according to the Title & Pay Plan, the F/V field must be F. |
| Rt | Enter the rate code that represents whether the rate of pay for the distribution is monthly, hourly or by-agreement. |
| Sch | Enter a pay schedule code that will be consistent with all appointments as an employee can only have one (1) pay schedule. |
| Time | Enter a time reporting code that represents the method of reporting time for the appointment. The time code must be consistent with the S (Sub) code on the associated distribution. For example, for Sub 1, the time code is R and the pay schedule is MO. |
| Lv | Enter the leave accrual code that represents the rate at which vacation and sick leave will accrue for the appointment. Refer to Section D13.0 for the chart on how to assign the leave accrual code. |
| ADD or COPY a new distribution | |
| Actions | If the salary increase granted on the change
from limited to career or career to limited included an exceptional, equity, or exception to
pay policy increase, enter code 42. If other actions are being processed at the distribution level that are not derived action codes, enter the action codes as applicable. Refer to the Personnel Action Code chart. |
| L/Acct/CC/Fund/Proj/S | Enter the full accounting unit resulting from the change from limited to career or career to limited. Note that the sub code must be consistent with the code entered in the Time field. For example, Sub 1 must have an R Time Code and Subs 2, 5, and 7 must have a Z Time Code. |
| Dist % | Enter the anticipated time which is chargeable to the distribution accounting unit resulting from the change from limited to career or career to limited. |
| Pay Begin | Enter the date on which the salary begins resulting from the personnel action. |
| Pay End | For indefinite distributions enter 999999. Otherwise, enter the date on which pay is expected to end . |
| Step | Enter the new step resulting from the personnel action if appropriate. If you copied from an existing distribution and no step is needed for the new distribution, enter an asterisk (*) to delete any existing step. |
| O/A | Refer to the Data Information on O/A in the New Hire bundle section. If this field contains a code of "R" or "T" and the condition no longer applies enter an asterisk (*) to delete the code. |
| Rate/Amount | Enter the monthly or hourly rate reflecting the salary for the personnel action specific to this bundle. |
| DOS | Enter REG for an active distribution and RES for a distribution that is temporarily in suspense. Refer to the DOS code table for additional DOS codes appropriate for the type of pay for the distribution. |
| PRQ | Refer to the Data Information in the New Hire bundle section. |
| WSP | Refer to the Data Information in the New Hire bundle section. |
| Press Enter and then "F11" to advance to the next screen. | |
| EPER - Personnel-Miscellaneous | |
| Field | Data Information |
| Assigned BELI | Enter the BELI code for which the employee
qualifies as a result of the change in appointment conditions. Refer to Benefits Section E4.0. Provide the employee with the appropriate forms to complete for enrollment in or cancellation from health and welfare plans applicable to the change in appointment conditions. If the change in appointment conditions resulted in the employee being eligible to enroll in benefits, the employee must enroll within the Period of Initial Eligibility (see Benefits Section E4.0). When the employee selects their choice of benefits, use the Benefits bundle (BENE) to update the EDB within the Period of Initial Eligibility. If the change in appointment conditions resulted in the employee losing benefits, (see Benefits Section E4.0) the employee must be provided with a COBRA packet and the benefits canceled. |
| BELI Effective Date | Enter the date on which the BELI code is effective. |
| BELI Status Qualifiers Primary Date Secondary Date |
Refer to the Data Information in the New Hire bundle, Section D2.2 and Benefits Section E4.0. |
| Employee Relations Code | Enter the Employee Relations code resulting from the change in status. Refer to the chart in Section D14.0 for the definition and use of the employee relations codes. The code is also listed on the employee's job description and the Staff Employee Requisition. |
| Probationary Period End Date | If the employee is changing from limited to
career without a break in service enter the projected date on which the
employee is to complete their probationary period based on the guidelines to
Section D15.0. If the employee is changing from career to limited without a break in service, an existing probationary period end date should be present. Do not change or delete. Refer to Probationary Period End Date guidelines in Section D15.0. |
| Next Salary Review Date | Enter the Next Salary Review Date resulting
from the change from limited to career. If the employee is not eligible for a next salary
review and a date is present, enter an asterisk (*). Refer to Section D16.0 for salary review date guidelines. |
| Next Salary Review Type | Enter the code that represents the type of salary increase for which the employee is next eligible resulting from the change in status. If the employee is not eligible for a next salary review, enter a code of 5. Refer to Section D16.0 for salary setting policies and salary review date guidelines. |
| Press Enter and then "F11" to advance to the next screen. | |
| EADD - Employee Address Data | |
| Field | Data Information |
| Campus Address- Line 1, Line 2, City, State, Zip Campus Phone Mail Code |
If the change in status resulted in a transfer to a different department, enter the new on- or off-campus address information, including Campus Phone and Mail Code. This is the address to which, among other mailings, the employee's Direct Deposit Advice statements will be sent. |
| Press Enter and then "F11" to advance to the next screen. | |
| EPD1 - Employee Personal Data - 1 | |
| Field | Data Information |
| Student Status | Enter the code that represents the employee's current student status with the University of California. University Extension does not apply. |
| No. of Reg. Units | If employee is a registered student, enter the number of units for which the student is registered with the University of California. |
| Press Enter and then "F11" to advance to the next screen. | |
| ERET - Retirement Information | |
| Field | Data Information |
| DCP Plan Code | Enter the DCP Plan Code that represents the plan to which the employee wants his/her contributions directed. |
| Retirement System Code FICA/Medicare Code
|
Data should not be entered into these fields.
The system will derive the retirement and FICA codes based on the:
|
| Retirement FICA Derive | Indicate whether retirement system code and FICA eligibility code should automatically be derived by the system. Enter "Y" for yes or "N" for no. |
| Refer to Benefits
Section E2.0 for detailed information regarding coding of the fields listed above. |
|
| Press Enter and then "F9" to update | |
FORMS THAT MAY NEED TO BE COMPLETED AND FORWARDED TO THE OFFICE OF RECORD WHEN AN EMPLOYEE CHANGES FROM LIMITED TO CAREER OR CAREER TO LIMITED
| FORM NAME | FORM NUMBER | OFFICE OF RECORD |
| UCLA Staff Employment Offer Verification Notice, Copy of Employee's Resume, Employment Application or Staff Transfer Application | HR-Employment | |
| UCLA Interview and Hire Record - Career Staff Employees (for limited to career only) | Form A | Department |
| Benefits Enrollment/Opt Out Form | UPAY 850 | HR-Benefits |
| Life and AD&D-Designation of Beneficiary | UPAY 718 | HR-Benefits |
| UCRP-Designation of Beneficiary | UBEN 114 | Oakland, CA |
Many of these required forms are available (or can be ordered) on the web from one of
the following sources:
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