HR SERVICE REQUEST SYSTEM

Quick Reference Guide and Checklist of information to include with HR SRS Actions

The following is a checklist for the various types of HR actions and the associated information needed in order to move an action

forward through the HR Service Request System.

1) Recruitments:

Job Description

For replacements, indicate on job description which employee this position is replacing and if there are significant

changes to the position.

If the position is to be posted on external sites (i.e. Craigslist, Indeed, LinkedIn, etc.) note this in the comments field.

2) New Hires:

Phase 1:

Completed Post Interview Data Collection Form (for open recruitments only)

Resume and Resume Supplement/Conviction History form

Note: In order to move on to Phase 2 and make the offer to the candidate, Talent Acquisition must approve the hire

Phase 2:

Signed offer letter (your HR Generalist will draft the offer letter and provide a salary analysis)

Funding information, HBS timesheet group, and HBS timesheet approver

Allow five (5) business days’ notice when requesting a new employee orientation date

3) Stipends:

Provide the justification for the stipend and include source of additional work, additional responsibilities that have been

assumed, whether there is a reassignment of current duties and a comparable job position.

Provide a proposed stipend amount that will be reviewed by HR

4) Retiree Rehires:

See Process Quick Guide for completing Retired Employee Approval form using the DocuSign Form and Approval process

Required information includes candidate contact, HBS timesheet group, HBS timesheet approver, and work location

info. If this information is pending, please note in the comments field

Completed (approved) Retiree Rehire DocuSign packet to ticket.

Allow Five (5) business days’ notice when requesting new employee orientation date

5) Have the candidate sign BOTH the offer letter and job description (job description can be done upon hire) and upload to

the ticket. Both will be required for the onboarding process to proceed

6) Appointment Reductions in Time

For voluntary reductions in time, a note from the employee requesting the reduction

Contact Labor & Employee Relations for involuntary reductions in time

7) Reclassifications (upward or downward)

Current Position Description

Proposed Position Description

Include summary of significant duty changes in the rational for the request

8) Separations

Resignation letter

Involuntary separations should not be processed through SRS – work with your LER Specialist

GENERAL REMINDERS:

For all appointment percent effort reductions, remember to remove any pre-population actions within the

HBS timesheet. Failure to do so could result in overpayment.

Please make your tickets are as complete as possible; it speeds up both approval and processing time.

When in doubt, use the comments field so that Human Resources can fully understand what you need and

when you need it.

GLOSSARY OF TERMS:

Hire or Transfer In

o Inter-Campus Transfer In- A person transferring from another UC campus to the UCSF campus.

o Intra-Campus Transfer In- A person transferring from one UCSF department/division to another UCSF

department/division.

o New Hire- A person who has never been hired by any UC campus.

o Recruitment Request- Request to fill an open position through the recruitment process.

o Rehire- Hiring of someone who had previously been employed by UCSF.

Separate or Transfer Out

o Inter-Campus Transfer Out- A person leaving UCSF employment to work for another UC campus.

o Intra-Campus Transfer Out- A person leaving a UCSF department/division to work for another UCSF

department/division.

o Separation-Someone leaving the UC system.

Appointment/Pay Change

o Additional Pay- Stipends, One time payments, one time group payments, Certification pay, etc.

o Campus Locator- Changes in campus location.

o Equity Review- Request for Equity review.

o Fund Distribution Change- Change in funding source or distribution percentage amount among

funding sources.

o Promotion/Merit- Someone being promoted to a higher level position or issued additional base

building pay in the form of a merit.

o Reclassification- Review process to see if incumbents position levels into a higher or lower

classification based upon the duties assigned within the job family.

o Update Appt End Date- Change the end date of an appointment. (Note this will not automatically

separate an employee.)

Other Changes

o Badge/Affiliate Request- Request to issue a badge or create an affiliation with the University.

o Door Access-Requests to give access to employees to specific buildings and rooms.

o HBS/Timekeeping- Requests to update timesheets, process late timesheets, set up timesheet groups,

add people to timesheet groups, delegate authority, etc.

Types of Appointments

o Career Appointment- an appointment established at a fixed or variable percentage of time at 50

percent or more of full-time, which is expected to continue for one year or longer.

o Casual/Restricted Appointment- an appointment which is reserved for a regular student of the

University of California. Such an appointment retains the designation casual/restricted regardless of

the percent of full time or the duration of the appointment.

o Contract Appointment- an appointment established at a fixed or variable percentage of time for a

definite period. Terms and conditions of employment are specified in a written employment contract.

o Floater Appointment-an appointment reserved for use in temporary employment pools and may be

established at any percent of full time for up to two years duration.

o Limited Appointment-an appointment established at any percentage of time, fixed or variable,

during which the appointee is expected to be on pay status for less than 1,000 hours in a 12-month

period.

o Per Diem Appointment- an appointment that adds to or substitutes for career and limited

appointments on a pre-scheduled basis or as needed on a day-today basis as determined by the

University.

See UC Policy on Types of Appointments for additional information and procedures

regarding the above referenced appointment types.

FAQ’s

Tell us what you want to do!

I want to hire someone as soon as possible, but I don’t have funding for a career employee. What are my options?

Contact your HR Generalist! Your generalist is available to provide consultative service to help you!

o Things to share with your Generalist:

What is the purpose of the position?

Describe the immediate need

Describe any limitations on funding

Is it replacing someone on leave or who has vacated the position? If you have a

classified job description, the generalist will need it!

What is the ideal duration of the appointment?

Do you have someone identified?

I need to reduce the appointment of one of my staff?

Contact your HR Generalist!

o Things to share with your Generalist:

Why are you reducing the appointment percentage?

Did the employee request this reduction?

Are there documented performance issues?

Is there a lack of continued funding, and if yes, be prepared to describe.

o Your HR Generalist will refer your request with the initial information you’ve provided to the LER

Specialty Group who are experts in guiding you through this process. There are policies, and

contractual obligations that must be investigated before any involuntary reduction in time can be

implemented.

I want to hire someone temporarily who is also employed at another UC campus location. What are my options?

Contact your HR Generalist! Your generalist is available to provide consultative service to help you!

o Things to share with your Generalist:

What is the purpose of the position?

Describe the immediate need

Describe any limitations

What is the ideal duration of the appointment?

Do you have someone identified?