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Supervisor Information

Resources for supervisors within GSE&IS
  • Hiring A New Employee

    A Employment Action Form (EAF) is completed and submitted along with a resume, UCLA application and interview & hire record (if career position) to  electronically as an email attachment at least 5 business days before the new employee begins work. The School is required to submit the hire documents (statement of oath, I-9 employment eligibility, and W4 tax form) within 5 days of the hire date to Campus Payroll. Failure to do so may result in a fine up to $5000 to the unit in which the new employee is being hired. The new employee completes the top portion with personal information. The bottom section pertains to appointment information to be completed by the hiring supervisor. All hire forms should be submitted by the Unit administrator to the business office via an e-mail attachment. If a hard copy is submitted, it requires the manager or supervisor’s signature.

    New and/or re-hired employees are required to provide original documents showing they are eligible to be employed with UC. ALL career, contract, and limited appointment salary offers must be approved by Olivia Diaz Ramirez prior to offering the salary to an applicant.

    A List of Acceptable Documents can be found on page 4 of the I-9Note, you may need to right click and save the I-9 form to your computer to open the document. 

  • Types of Appointments
    A.) Career – indefinite appointment with medical, dental, vision, and participation in the UC Retirement System.
    B.) Contract -- specified length of appointment, percentage of time, salary, and work days. Incumbent may or may not have career benefits, depending on percentage of appointment and duration.
    C.) Limited – temporary appointment to complete a project before reaching 1,000 hours. Appointments may be any percentage of time, fixed or variable, during which the appointee is expected to be on pay status for less than 1,000 from the original date of hire. The unit administrator is notified when an employee reaches 700 hours so a job posting can be prepared and submitted to the Personnel Office, if the employee is going to become a career employee. Managers/supervisors are discouraged from using limited appointments to avoid benefit expense.
    D.) Casual Restricted -- for students only.
    E.) Work-Study -- for students in the federal work-study program.
  • Posting a Position in the Campus Job Bulletin

    Job announcements to be posted are sent to the School’s Human Resources office by the unit manager through PeopleAdmin. Job descriptions need to be submitted through PeopleAdmin first to be approved by Campus Compensation, where they will assign it a JD number. Titles of Administrative Specialist and below are submitted to Michael Hall. Administrative Analyst and above go to Sheila Davis. Once the job description has been approved, you may submit the requisition through PeopleAdmin to Michael Hall for posting. There are four appointment types to choose from when submitting a job: Limited Appointment, Career, Contract,or Limited Appointment recruited as career. The last category means the employee is hired as a limited appointment employee and may be converted later to career without re-posting the job again.

    Positions may also be posted on the School’s website and for a small fee, advertise the job through Jobtrack, a firm which announces job openings to various colleges and Universities in California. When submitting the job requisition, please advise the personnel analyst which option(s) you want.

  • Job Descriptions

    Positions are established and assigned to salary structures based on the level and scope of duties and/or responsibilities assigned. Creating a job description identifies primary job functions, the degree of supervision required and the skills, knowledge and abilities needed to perform the job. Campus Compensation department reviews all newly created job descriptions to assign it the appropriate title and salary structure. Up to date job descriptions are an invaluable aid for performance appraisals and merits.

    Job descriptions must be submitted through PeopleAdmin. Employees responsible for submitting the job descriptions through PeopleAdmin must first complete a training session provided by campus compensation before access to PeopleAdmin is granted.

  • Performance Evaluations & Merits

    Performance appraisal is intended as a means of measuring and enhancing individual and, in turn, institutional performance, fostering professional development and career growth, determining merit increases, and meeting the internal and external demands for documentation of individual performance.

    Salary advancement within a salary range is based primarily on merit. An employee in a career position is eligible for a merit review in accordance with local guidelines. The increase awarded to an eligible employee is based on performance as it relates to current pay and assigned responsibilities, the employee's current position within the salary range, relative performance, and availability of funds. When applicable, the merit increase also includes an adjustment to bring an individual salary to the minimum of the salary range.

    Merit increases normally are awarded annually (October), in accordance with University-wide funding guidelines. A performance appraisal shall be completed within the twelve months preceding the department head's approval of any merit increase.

  • Payroll Transfers

    Departments use the Payroll Expenditure Transfers to transfer expenses in cases where the original expense was charged to the wrong FAU (Full Accounting Unit) and the department must report the correct FAU to which the expense should be transferred. Transfers of payroll expense normally occur when the EDB has been updated too late to make payment on the newly-designated account/fund.

    It is important to provide appropriate explanations on the ASAP comments when processing expense transfers. The explanation should answer four questions:

     

  • 1. Why is the expense transfer being prepared?
  • 2. Why was the original account/fund charged?
  • 3. How was it determined that the new fund should be charged?
  • 4. What was the reason for the delay?
  • For a payroll expense transfer, the original gross earnings and benefits charges are specified along with the amount of the gross to be transferred. The system computes the amount of each benefit to be transferred based upon the actual amount of the gross being transferred. Vacation credits also need to be transferred for the period of salary being transferred.

    All payroll expense transfer requests from units or faculty should first be reviewed by the respective fund manager. If a payroll expense transfer is within 60 days from the close of the pay period then the fund managers will review the justification. If a payroll transfer is beyond 60 days from the close of the pay period then the Chief Financial Officer will need to review the justification.

    Please contact the Business Office Staff for a copy of the payroll expense transfer memo.

  • Full Accounting Unit (FAU) Changes

    FAU changes are made by submitting revised hire forms or email requests to the Business Office payroll/personnel staff. Information to include in the request is:

    A.) Full accounting unit, including project code (if any) and sub
    B.) Percentage of time
    C.) FAU begin and end date(s).

    The request must include the present FAU and what the new designation is. Please refer to the EDB due dates document (file missing from original site) for fund change deadlines.