Enter a Rehire Template Transaction
This guide provides step-by-step instructions to rehire a previous UCLA employee.
52 steps
1
Navigate to UCPath [https://ucpath.universityofcalifornia.edu](https://ucpath.universityofcalifornia.edu/home)
2
On the **Workforce Administration** homepage, click the **HR Tasks** tile
3
On the left navigation pane, expand the **Smart HR Templates** folder.
4
Select the **Smart HR Transactions** menu option.
Enter Transaction Details
5
Click the Lookup icon to the right of the **Select Template** field.
6
From the **Select Template** list of values, select the **UC_REHIRE** (Staff Only) or **UC_REHIRE_AC** (Academic Only) option.
In certain rehire scenarios, you must use the Full Hire template and use the applicable Rehire reason code. These scenarios include, but are not limited to: - The employee previously held a Staff appointment and you are hiring them into an Academic position (or vice versa) - The employee's previous appointment was at a different UC location (including ASUCLA). If you attempt to use the Rehire template in these scenarios, the employee will not appear when you enter their Empl ID on the following page.
7
In the **Effective Date** field, type or select from the calendar icon the employee's date of hire.
8
Click the **Create Transaction** button.
9
Enter the employee's UCPath Empl ID.
The **Effective Date** field is populated based on the date specified on the previous page. It cannot be changed on this page. The **Action** field is populated based on the template selected on the previous page. It cannot be changed on this page.
10
From the **Reason Code** list of values, select the appropriate option. In general: - **Rehire, < 120 days break** - Use for rehires from the same location returning to pay status following less than 120 days of break in service. - **Rehire, > or = 120 days break** - Use for rehires from the same location returning to pay status following greater than or equal to 120 days of break in service. Refer to the *Job Aid: Template Transactions - Action Reason Codes and Descriptions* for more details on each of the reason codes.
The 120-day timing impacts the employee's benefits and retirement eligibility, so it is important to choose the appropriate option. If unsure which option to choose, contact the UCLA Central Office that oversees the job title's population. For example, for Campus Staff appointments, contact Campus Human Resources and for Campus Academic appointments, contact the Academic Personnel Office.
In this example, the **Rehire, > or = 120 days break** option was selected.
11
If necessary, select an alternate option from the **Address Format** list of values.
12
Click the **Continue** button.
13
UCPath displays a message indicating the individual already exists in the system. Verify the displayed employee name and ID correspond with the individual you are rehiring, and click the **OK** button.
Validate Personal Data
14
The employee's existing Personal Data automatically populates some data from their existing information. Any new information entered in these sections will override the employee's existing Personal Data information.
15
The **Person Phone Number** and **Person Email Address** fields do not display the employee's existing data. If the employee indicated a change in contact information, enter it in the fields. If no information has changed, you can leave these fields blank. If entering a new phone number, check the **Preferred** check box.
16
Verify the employee's Social Security Number appears in the **National ID** field; if not, enter it before submitting the template.
17
Verify the employee's address is correct. If information has changed, enter it into the template.
18
Enter the employee's **Tracker Profile ID** if: 1. They have an existing Tracker I-9 record; 2. It has been less than 3 years since the original Form I-9 signature date; and 3. The Tracker record shows Purge status Refer to the [Tracker I-9 Training Resources](https://cru.ucla.edu/tracker-training-resources) website for Rehire Onboarding resources.
19
If needed, use the **Comments** field to include information for UCPath Center WFA Production.
20
If needed: - Click the **Save for Later** button to return to the transaction later. This will save your data entry and generate a Transaction ID. - Click the **Cancel** button to cancel the transaction. **NOTE:** The **Save and Submit** button is not available until all required fields are completed on all tabs.
This guide contains the instructions for both Staff and Academic Concurrent Hire templates. Continue on for instructions on Staff appointments. Use the Table of Contents to skip ahead to instructions for Academic appointments, if needed.
Enter Job Data - Staff
21
Click the **Job Data** tab.
22
Enter the employee's position number. **NOTE:** When you click or tab out of the field, several fields automatically populate from the details in Position Data, including Work Location, Job Code, and FLSA Status.
23
From the **Employee Classification** list of values, select the appropriate option.
24
In the **UC Job Data** section, if necessary, update the following fields: - **Probation Code** - Required if: the employee is Professional and Support Staff; and the Employee Class is Career or Partial Year Career. - **Probation End Date** - Required it the Probation Code is any of the options except for Completed or Probation Completed, Other Job. - **Cubicle** - Others, as needed
25
If applicable, enter or select the **Step**. **NOTE:** The Salary Admin Plan and Salary Grade default from Position Data.
26
In the **Comp Rate Code** field, enter or select the appropriate **Comp Rate Code**. **NOTE:** The **Comp Rate Code** and **Compensation Rate** fields default when Step is chosen. For this example, **UCANNL** (Annual Rate) was selected.
27
In the **Compensation Rate** field, enter the employee's pay rate for the selected **Comp Rate Code**. For this example, the compensation rate is $85,000 per year.
28
To add another pay component, click the **add** icon on any row, and then repeat the previous 2 steps. For this example, new pay components were not added.
29
If applicable, enter the **Expected Job End Date**.
For Staff employees, the job record is automatically terminated on this date if action is not taken to extend the appointment. The *Jobs Approaching End Date* Cognos report is available to help you identify impacted employee records and prevent erroneous terminations or overpayments.
30
The **Compensation Frequency** field automatically populates based on the Job Code. Only adjust the frequency if it is necessary.
Enter Job Data - Academic
31
Click the **Job Data** tab.
32
Enter the employee's position number. **NOTE:** When you click or tab out of the field, several fields automatically populate from the details in Position Data, including Work Location, Job Code, and FLSA Status.
33
For Academic hires, the **Employee Classification** field automatically populates based on the job code and cannot be changed.
34
In the **UC Job Data** section, if necessary, update the following fields: - **Academic: Duration of Appt** - Options allow tracking additional information relating to the **Expected Job End Date** field, when entered - **Location Use End Date** and **Location Use Type** - Options allow tracking funding expiration and other location-specific information separate from the **Expected Job End Date** field - **Post Docs Anniversary Date** - Used to help maintain years of experience for Post Docs and is used for merits and equity increases per the collective bargaining agreement (CBA) - All increases are made on the employee’s Anniversary Date. In most cases a new hire will have an Anniversary Date that is 1 year from the date of hire. - **Cubicle**
35
If applicable, enter or select the **Step**. **NOTE:** The Salary Admin Plan and Salary Grade default from Position Data.
36
In the **Comp Rate Code** field, enter or select the appropriate **Comp Rate Code**. For this example, **UCANNL** (Annual Rate) was automatically populated from the Step selection.
37
In the **Compensation Rate** field, enter the employee's pay rate for the selected **Comp Rate Code**. For this example, the compensation rate defaults from the Step selection.
38
To add another pay component, click the **add** icon on any row, and then repeat the previous 2 steps. For this example, new pay components were not added.
39
If applicable, enter the **Expected Job End Date**.
40
If applicable, check the **End Job Automatically** checkbox.
For Academic employees, the **End Job Automatically** checkbox must be checked for the job record to terminate without a Termination Template transaction. If the box is not checked, the employee will continue to receive payment until a Termination Template is processed. The *Jobs Approaching End Date* Cognos report is available to help you identify impacted employee records and prevent erroneous terminations and overpayments.
41
The **Compensation Frequency** field automatically populates based on the Job Code. Only adjust the frequency if it is necessary.
Enter Earnings Distribution
42
Click the **Earns Dist** tab.
43
If job earnings distribution is applicable, select the **Earnings Distribution Type**: - By Amount - By Percent
If the **Compensation Rate Code** entered on the **Job Data** tab has a mapped **Earnings Code**, UCPath automatically updates the **Job Earnings Distribution** section. If necessary, update the **Compensation Rate** or **Percent of Distribution** for any of the default earnings codes.
Enter Employee Experience
44
Click the **Employee Experience** tab.
45
For represented staff, use the fields on this page to enter data related to the employee's prior work experience. Having this information is helpful in determining new compensation rates for the new hire. The information entered in the Employee Experience section is copied to the employee's UC Employee Experience page after the template is fully processed by UCPC WFA Production.
46
If documentation is available, click the **Supporting Documents** link to attach a supporting document.
47
In the **Initiator Comments** field, enter specific details regarding the transaction. **NOTE:** Comments entered here appear only with the request; they do not appear on the employee’s record after the transaction is processed to completion. The Initiator Comments field is available on all tabs within this template.
48
Click the **Save and Submit** button to initiate the UCPath approval process. **NOTE:** The **Save and Submit** button is not available if any required fields are not completed.
49
Review the rehire warning message, which indicates the employee already exists in UCPath. The instance number defaults to the lowest inactive employee record. If needed, select a different record to add the rehire action. In this example, Instance # 0 was the only record option.
50
Click the **Save and Submit** button.
Submit Confirmation Page
51
Click the **OK** button.
52
The template transaction is routed for approval in UCPath and appears in the **Transactions in Progress** section until it is processed.
Selecting a transaction and clicking the **Delete Selected Transactions** button removes the transaction from the approval workflow and the system.
Enter a Rehire Template Transaction
This guide provides step-by-step instructions to rehire a previous UCLA employee.
52 steps
1
Navigate to UCPath [https://ucpath.universityofcalifornia.edu](https://ucpath.universityofcalifornia.edu/home)
2
On the **Workforce Administration** homepage, click the **HR Tasks** tile
3
On the left navigation pane, expand the **Smart HR Templates** folder.
4
Select the **Smart HR Transactions** menu option.
Enter Transaction Details
5
Click the Lookup icon to the right of the **Select Template** field.
6
From the **Select Template** list of values, select the **UC_REHIRE** (Staff Only) or **UC_REHIRE_AC** (Academic Only) option.
In certain rehire scenarios, you must use the Full Hire template and use the applicable Rehire reason code. These scenarios include, but are not limited to: - The employee previously held a Staff appointment and you are hiring them into an Academic position (or vice versa) - The employee's previous appointment was at a different UC location (including ASUCLA). If you attempt to use the Rehire template in these scenarios, the employee will not appear when you enter their Empl ID on the following page.
7
In the **Effective Date** field, type or select from the calendar icon the employee's date of hire.
8
Click the **Create Transaction** button.
9
Enter the employee's UCPath Empl ID.
The **Effective Date** field is populated based on the date specified on the previous page. It cannot be changed on this page. The **Action** field is populated based on the template selected on the previous page. It cannot be changed on this page.
10
From the **Reason Code** list of values, select the appropriate option. In general: - **Rehire, < 120 days break** - Use for rehires from the same location returning to pay status following less than 120 days of break in service. - **Rehire, > or = 120 days break** - Use for rehires from the same location returning to pay status following greater than or equal to 120 days of break in service. Refer to the *Job Aid: Template Transactions - Action Reason Codes and Descriptions* for more details on each of the reason codes.
The 120-day timing impacts the employee's benefits and retirement eligibility, so it is important to choose the appropriate option. If unsure which option to choose, contact the UCLA Central Office that oversees the job title's population. For example, for Campus Staff appointments, contact Campus Human Resources and for Campus Academic appointments, contact the Academic Personnel Office.
In this example, the **Rehire, > or = 120 days break** option was selected.
11
If necessary, select an alternate option from the **Address Format** list of values.
12
Click the **Continue** button.
13
UCPath displays a message indicating the individual already exists in the system. Verify the displayed employee name and ID correspond with the individual you are rehiring, and click the **OK** button.
Validate Personal Data
14
The employee's existing Personal Data automatically populates some data from their existing information. Any new information entered in these sections will override the employee's existing Personal Data information.
15
The **Person Phone Number** and **Person Email Address** fields do not display the employee's existing data. If the employee indicated a change in contact information, enter it in the fields. If no information has changed, you can leave these fields blank. If entering a new phone number, check the **Preferred** check box.
16
Verify the employee's Social Security Number appears in the **National ID** field; if not, enter it before submitting the template.
17
Verify the employee's address is correct. If information has changed, enter it into the template.
18
Enter the employee's **Tracker Profile ID** if: 1. They have an existing Tracker I-9 record; 2. It has been less than 3 years since the original Form I-9 signature date; and 3. The Tracker record shows Purge status Refer to the [Tracker I-9 Training Resources](https://cru.ucla.edu/tracker-training-resources) website for Rehire Onboarding resources.
19
If needed, use the **Comments** field to include information for UCPath Center WFA Production.
20
If needed: - Click the **Save for Later** button to return to the transaction later. This will save your data entry and generate a Transaction ID. - Click the **Cancel** button to cancel the transaction. **NOTE:** The **Save and Submit** button is not available until all required fields are completed on all tabs.
This guide contains the instructions for both Staff and Academic Concurrent Hire templates. Continue on for instructions on Staff appointments. Use the Table of Contents to skip ahead to instructions for Academic appointments, if needed.
Enter Job Data - Staff
21
Click the **Job Data** tab.
22
Enter the employee's position number. **NOTE:** When you click or tab out of the field, several fields automatically populate from the details in Position Data, including Work Location, Job Code, and FLSA Status.
23
From the **Employee Classification** list of values, select the appropriate option.
24
In the **UC Job Data** section, if necessary, update the following fields: - **Probation Code** - Required if: the employee is Professional and Support Staff; and the Employee Class is Career or Partial Year Career. - **Probation End Date** - Required it the Probation Code is any of the options except for Completed or Probation Completed, Other Job. - **Cubicle** - Others, as needed
25
If applicable, enter or select the **Step**. **NOTE:** The Salary Admin Plan and Salary Grade default from Position Data.
26
In the **Comp Rate Code** field, enter or select the appropriate **Comp Rate Code**. **NOTE:** The **Comp Rate Code** and **Compensation Rate** fields default when Step is chosen. For this example, **UCANNL** (Annual Rate) was selected.
27
In the **Compensation Rate** field, enter the employee's pay rate for the selected **Comp Rate Code**. For this example, the compensation rate is $85,000 per year.
28
To add another pay component, click the **add** icon on any row, and then repeat the previous 2 steps. For this example, new pay components were not added.
29
If applicable, enter the **Expected Job End Date**.
For Staff employees, the job record is automatically terminated on this date if action is not taken to extend the appointment. The *Jobs Approaching End Date* Cognos report is available to help you identify impacted employee records and prevent erroneous terminations or overpayments.
30
The **Compensation Frequency** field automatically populates based on the Job Code. Only adjust the frequency if it is necessary.
Enter Job Data - Academic
31
Click the **Job Data** tab.
32
Enter the employee's position number. **NOTE:** When you click or tab out of the field, several fields automatically populate from the details in Position Data, including Work Location, Job Code, and FLSA Status.
33
For Academic hires, the **Employee Classification** field automatically populates based on the job code and cannot be changed.
34
In the **UC Job Data** section, if necessary, update the following fields: - **Academic: Duration of Appt** - Options allow tracking additional information relating to the **Expected Job End Date** field, when entered - **Location Use End Date** and **Location Use Type** - Options allow tracking funding expiration and other location-specific information separate from the **Expected Job End Date** field - **Post Docs Anniversary Date** - Used to help maintain years of experience for Post Docs and is used for merits and equity increases per the collective bargaining agreement (CBA) - All increases are made on the employee’s Anniversary Date. In most cases a new hire will have an Anniversary Date that is 1 year from the date of hire. - **Cubicle**
35
If applicable, enter or select the **Step**. **NOTE:** The Salary Admin Plan and Salary Grade default from Position Data.
36
In the **Comp Rate Code** field, enter or select the appropriate **Comp Rate Code**. For this example, **UCANNL** (Annual Rate) was automatically populated from the Step selection.
37
In the **Compensation Rate** field, enter the employee's pay rate for the selected **Comp Rate Code**. For this example, the compensation rate defaults from the Step selection.
38
To add another pay component, click the **add** icon on any row, and then repeat the previous 2 steps. For this example, new pay components were not added.
39
If applicable, enter the **Expected Job End Date**.
40
If applicable, check the **End Job Automatically** checkbox.
For Academic employees, the **End Job Automatically** checkbox must be checked for the job record to terminate without a Termination Template transaction. If the box is not checked, the employee will continue to receive payment until a Termination Template is processed. The *Jobs Approaching End Date* Cognos report is available to help you identify impacted employee records and prevent erroneous terminations and overpayments.
41
The **Compensation Frequency** field automatically populates based on the Job Code. Only adjust the frequency if it is necessary.
Enter Earnings Distribution
42
Click the **Earns Dist** tab.
43
If job earnings distribution is applicable, select the **Earnings Distribution Type**: - By Amount - By Percent
If the **Compensation Rate Code** entered on the **Job Data** tab has a mapped **Earnings Code**, UCPath automatically updates the **Job Earnings Distribution** section. If necessary, update the **Compensation Rate** or **Percent of Distribution** for any of the default earnings codes.
Enter Employee Experience
44
Click the **Employee Experience** tab.
45
For represented staff, use the fields on this page to enter data related to the employee's prior work experience. Having this information is helpful in determining new compensation rates for the new hire. The information entered in the Employee Experience section is copied to the employee's UC Employee Experience page after the template is fully processed by UCPC WFA Production.
46
If documentation is available, click the **Supporting Documents** link to attach a supporting document.
47
In the **Initiator Comments** field, enter specific details regarding the transaction. **NOTE:** Comments entered here appear only with the request; they do not appear on the employee’s record after the transaction is processed to completion. The Initiator Comments field is available on all tabs within this template.
48
Click the **Save and Submit** button to initiate the UCPath approval process. **NOTE:** The **Save and Submit** button is not available if any required fields are not completed.
49
Review the rehire warning message, which indicates the employee already exists in UCPath. The instance number defaults to the lowest inactive employee record. If needed, select a different record to add the rehire action. In this example, Instance # 0 was the only record option.
50
Click the **Save and Submit** button.
Submit Confirmation Page
51
Click the **OK** button.
52
The template transaction is routed for approval in UCPath and appears in the **Transactions in Progress** section until it is processed.
Selecting a transaction and clicking the **Delete Selected Transactions** button removes the transaction from the approval workflow and the system.
