New Hire Process

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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: Departmental Steps

1. Request a Position Number and Assign Funding

Each job in UCPath is assigned a Position Number, which reflects its organizational attributes (e.g., reporting structure, classification, FTE (full-time equivalent)). This number is essential for workforce planning and accurate payroll processing.

  • Replacing an Existing Position:
    If the position is unchanged, use the existing Position Number.
  • Creating a New Position:
    Submit a request through the Bruin CHR Service Center with the following details:

    • Effective Date
    • Department Code
    • Job Title Code
    • Supervisor
    • Mail Code
    • FTE Percent
    • Grade
    • Department Contact

Note: Submit requests at least two (2) weeks in advance to allow for UCPath approval.

Once approved, the department will receive the Position Number. Funding should then be established in UCPath’s General Ledger module. If not funded, wages will default to a general departmental account, which may require retroactive adjustments.

A job aid for creating and updating for positions can be found here: Funding at UCLA Job Aids Bundle.

2. Conduct Recruitment and Selection

  • Begin recruitment
  • Interview candidates
  • Conduct reference checks
  • Identify final candidate

3. Prepare and Send Employment Offer Letter

Use the Offer Letter Template to prepare the offer. Send it to the final candidate and obtain a signed acceptance.

For promotions, consult with the HRPOC for any pre-employment requirements.

4. Submit Hiring Documents to the HRPOC

Submit the following via the Bruin CHR Service Center:

  • Signed Employment Offer Letter
  • Completed Employment Application

5. Candidate Onboarding Appointment

The HRPOC will contact the candidate with onboarding instructions, including:

Note: DOJ requires valid, unexpired photo ID for fingerprinting.

6. Welcome Letter and Hiring Personnel Authorization Form (PAF)

Once pre-employment requirements are met:

  • Send a Welcome Letter to the candidate using the appropriate template
  • Submit a copy of the Welcome Letter and the Hiring PAF to the HRPOC

7. – 11. Final Steps

  • The HRPOC enters the new hire/rehire in UCPath
  • UCPath Center approves the transaction (typically 3–14 business days)
  • The HRPOC provides the employee’s ID number
  • Employee creates UCLA Logon ID and completes Multi-Factor Authentication (MFA) registration
  • Employee updates personal data and enrolls in benefits (if eligible) via the UCPath portal