New Hire Process

Back to Top

New Hire Process FlowChart

For your convenience, please see the New Hire Process FlowChart for all steps in the new hire process.

From Recruitment To Onboarding

REQUEST A POSITION NUMBER AND ASSIGN FUNDING

As the data for active employees transitioned from EDB to UCPath, a new element was created for each one of our records. That element is called POSITION NUMBER. The Position Number is a number assigned to each job in the organization, with specific attributes assigned to the job. For instance, the Position Control established for each job indicates the name of the organization where the job resides, who the job report to, subordinates, classification, etc. Think of the Position Number as a chair that is occupied by each employee in your organization, and eventually each of those chairs has a place in your departmental Org Chart. This position number was created automatically for all Active employees that were transitioned to UCPath in September 2018, so if the incumbent leaves the job and you intent to replace the job with no changes, you will need to provide that Position Number to our office so that once the employee hired to replace that position will FILL the correct vacancy in your organization. However, as you HIRE employees to fill new positions in your department, your will have to request a NEW Position Number for the NEW position as the second step after you obtain approval from your AVC/VC for you to add a new position in your organization. The position creation request should be sent in advance of hiring an employee because there is an approval process that must occur in UCPath, so workforce planning is essential. For this reason, we strongly recommend that the request for a new position is made at least 2 weeks before it is need.

To request the creation of a new Position, please follow these steps:

  1. Submit a ticket via the new Ticketing System online or by emailing askhrpoc@chr.ucla.edu with a request containing the following information:
    • Effective Date
    • Department Code
    • Job Title Code
    • Supervisor
    • Mail Code
    • FTE Percent
    • Grade
    • Department Contact

NOTE: There is NO need to create a position if you are replacing a job with NO changes.

  1. After the position has been approved, an HRPCN representative will notify the department contact of the Position Number.It is at this time that the FUNDING for the position can be established at the departmental level. This is done using the General Ledger module of UCPath. Please note that if the position is not funded, the wages for the employee once hired will go to a departmental DEFAULT ACCOUNT, which may or may not be the correct account for the employee’s wages, and you may also have to do a retroactive transfer of funds to ensure the wages are allocated to the correct account. Doing this in advance ensures that everything related to the Accounting component of the position is set up in prior to the individual being hired into the UC Path system. A job aid to Create and Update Funding for Positions at UCLA can be found here: Funding at UCLA Job Aids Bundle
  2. Begin your recruitment, interview, and identify the final candidate. Do reference checks.
  3. The hiring department prepares an Employment Offer letter using the Offer Letter Template and sends the Employment Offer Letter to the final candidate and obtains the acceptance signature. As per the instructions in the Employment Offer Letter, the candidate returns the signed letter back to the hiring manager. NOTE: For promotions, please submit a ticket to askhrpoc@chr.ucla.edu for a review of any pre-employment requirements.
  4. The hiring department contacts the HRPCN via email at askhrpoc@chr.ucla.edu and submits the following documents:
    • Signed Employment Offer Letter
    • Completed employment application
    • Candidate’s personal e-mail address
    • Department contact information
  5. After a full review of the submission, HRPCN contacts the candidate via e-mail with instructions on how to schedule an on-boarding appointment. The HRPCN emails the candidate to request completion of section 1 of the form I-9. The candidate must bring identification documents used to complete section 1 to the onboarding appointment. If valid documentation is not provided, the candidate will have 3 days from their hire date to do so.
    • A “List of Acceptable Documents” will be provided to the applicant to bring the necessary IDs to process the new hire forms.
    • Please note that the Department of Justice (DOJ) requires certified fingerprint rollers to accept only current, valid, and unexpired picture identification documents as a primary valid identification.
  6. Once the candidate passes their fingerprinting and background check (and any other pre-employment requirements), the hiring department prepares a Welcome Letter to send to the candidate using the appropriate Welcome Letter template. Original welcome letter goes to the employee, and a copy along with the hiring PAF is sent to HRPOC.
  7. HRPCN enters the new hire/rehire in the UCPath System.
  8. UCPath Center approves the hire/rehire (This can take 3 to 14 business days).
  9. HRPCN informs hiring manager of the employee’s ID number.
  10. Employee creates a UCLA logon ID and MFA Registration.
  11. Employee Updates his/her personal data at the UCPath Portal and may enroll in Benefits, if eligible.

New Hire Process Reference Guide

HRPC — North has provided the following PowerPoint training presentation along with accompanying video presentation for hiring managers covering the new hire process and UCPath:

UCPath – New Hire Process Training (Video Download)

Non-Student Employees: What to Expect During Your New Hire Appointment

During your new hire appointment, the following will occur:

  • New hire paperwork will be completed and reviewed
  • You will be fingerprinted
  • Your I-9 will be completed (or a follow up appointment will be scheduled)

Student Employees: What to Expect During Your New Hire Appointment

During your new hire appointment, the following will occur:

  • New hire paperwork will be completed and reviewed
  • You will be fingerprinted
  • Your I-9 will be completed (or a follow up appointment will be scheduled)

Rehire Retiree or Rehire Retiree Extension Process

Please use the following procedures when requesting to process a Rehire Retiree or Rehire Retiree extension:

  1. Department submits completed and signed UBEN 138 and UBEN 1039 forms to the HRPCN via email to askhrpoc@chr.ucla.edu.
    • Forms must be submitted 30 days in advance of the desired hire date or extension
    • For extensions that exceed 2 years, the department must provide a justification in the “Exception to Policy” section
  2. HRPCN will review the forms and then will submit to CHR for approval
  3. Once approved, CHR will inform the HRPCN that the department can proceed with the retiree re-hire or extension
  4. HRPCN will inform the department that the retiree re-hire/extension was approved or denied
    • If the request was approved, department will submit a PAF
    • If the request was denied because of missing information, department will either correct the form/justification (back to step 1) and initiate the process
    • If the request was denied because no exception can be granted, this is the end of the process
  5. HRPCN will enter the action in the system

 

To obtain forms or additional information, please go to: https://www.chr.ucla.edu/benefits/uc-rehired-retirees

Obtaining University ID (UID) Number

In order to access most UCLA systems, employees will first be required to have a 9-digit University ID number (or UID). UIDs are your unique identifying number used by UCLA to create your UCLA Logon ID, enroll in Multi-Factor Authentication (MFA), and access UCPath Online. UIDs will be generated either when a person enrolls as a student at UCLA or when a person becomes hired as an employee for UCLA. Hiring managers should provide all new employees with the UID number upon completion of the hiring process.

 

Create a UCLA Logon ID and Enroll in Multi-Factor Authentication (MFA)

Introduction

In addition to using a UID number, UCLA systems will also require a UCLA Logon ID (also known as a Bruin OnLine/BOL ID). UCLA Logon IDs will link UIDs with UCLA’s system access software. To provide additional logon security, all employees and students will be required to enroll in Multi-Factor Authentication (MFA), which will require two forms of identification when logging into UCLA systems.

 

What is a UCLA Logon ID?

The UCLA Logon ID is your campus online identifier. It is used for authentication to most online services on campus and is the first step in the campus’ attempt to migrate all systems to a “Single Sign-On” (SSO). It also provides eligible users with access to BOL services such as an @ucla.edu e-mail account, campus wireless, VPN, proxy server, web hosting service, free software, etc. Previously, the UCLA Logon ID was called a Bruin OnLine ID, BOLid, BOL username, BOL account, etc.

Please remember that your UCLA Logon ID is a permanent campus identifier and cannot be changed. It will also double as your @ucla.edu e-mail address if you are eligible for that service. Select your username carefully. You can create/lookup your UCLA Logon ID and/or reset a forgotten password at: https://accounts.iam.ucla.edu

 

Enrolling in UCLA Logon ID

  1. Obtain your UCLA Employee ID from your supervisor
  2. Visit https://www.it.ucla.edu/iamucla/iam‐overview
  3. Click CREATE A UCLA LOGON ID > Agree to Terms of Service
  4. Enter UCLA ID Number (UID)
  5. Verify Identity > CONTINUE
  6. Enter desired UCLA Logon ID, password, etc. > click CREATE UCLA LOGON ID
    • Note: Once created, your UCLA Logon ID becomes permanent & cannot be changed. Choose your UCLA Logon ID carefully.
  7. UCLA Logon ID creation complete
    • You will be prompted to sign up for Multi-Factor Authentication (MFA) next.

 

What is Multi-Factor Authentication (MFA)?

(From: BOL Knowledge Base Article: KB0012949)

Multi-Factor Authentication (MFA) is an additional layer of security for accessing systems. It relies on users having two or more way of identifying themselves. One often used principle is the idea of people possessing “something you have with something you know”.

A common example of MFA is a debit card: the card itself is the physical item you carry around (“something you have”) that identifies your bank account, and the personal identification number (PIN) is the data that goes with it (“something you know”). Separating those two elements makes it more difficult for someone to access the user’s bank account because they would have to have the physical item in their possession and also know the PIN.

UCLA has done the same with the UCLA Logons, partnering with a company called Duo. After you enroll in MFA, when you login using your UCLA Logon ID, UCLA’s Single Sign-On system will prompt you to enter your UCLA Logon ID (e.g., ‘jbruin’) and your password (something you know) as usual. You will then use your smartphone or another device you’ve configured for MFA (something you have) to authorize your multi-factor authentication.

Please visit this article to learn more.

 

Enrolling in Multi-Factor Authentication (MFA)

For detailed, step-by-step instructions for enrolling in MFA, please visit BOL Knowledgebase Article: KB0012931.

To begin the process of enrolling in MFA, do the following:

  1. Using a web browser, visit https://accounts.iam.ucla.edu/mfa.
  2. Log into the application using your UCLA Logon ID and password.
  3. At the “About MFA in UCLA Logon” window, click on the [CONTINUE] button.
  4. Select the preferred device/method of authentication:
    • Smartphone
    • Tablet
    • Cellular Phone
    • Landline
  5. Follow the onscreen prompts on setting up your preferred method of authentication.
  6. At the end of the prompts, your primary preferred device/method of authentication should be complete.
  7. (OPTIONAL) It is recommended that a secondary device/method is also enrolled in MFA in case the primary device/method becomes unavailable. Repeat the above steps again to enroll a secondary device/method.

 

Troubleshooting

Download the Tech Station Reference Guide for detailed help on creating a UCLA Logon ID, MFA, and troubleshooting common issues.

Daily Commute to Campus

Parking can be limited on campus, and it is recommended that you utilize the following alternative modes of transportation to commute to campus:

  • Biking
  • Public Transit
  • Carpooling
  • Vanpooling

All of these alternative modes make you eligible for the benefits of the Bruin Commuter Club! For more information, please visit the Bruin Commuter Club website.