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
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:
- 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.
- 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
- Begin your recruitment, interview, and identify the final candidate. Do reference checks.
- 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.
- 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
- 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.
- 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.
- HRPCN enters the new hire/rehire in the UCPath System.
- UCPath Center approves the hire/rehire (This can take 3 to 14 business days).
- HRPCN informs hiring manager of the employee’s ID number.
- Employee creates a UCLA logon ID and MFA Registration.
- 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:
