How Do I ... Process a New Hire?

When your department hires a new employee who has not been employed at UC Davis previously, or was rehired after a break in service greater than 13 months, you must process the employee as a new hire.
Note: Special conditions exist for non-residents. Check with HR if you have questions.
Note: UCDHS processes and codes may differ from those presented here.

Personnel Policies for Staff Members:

• Section 3 - Types of Appointments
• Section 22 - Probationary Period

• Obtain the required approvals for the action.
• Review the Benefits Checklist for the action.
• Obtain the following completed forms from the employee:
  • Demographic Data Transmittal Form
  • Employment Eligibility Verification form (I-9), signed and witnessed
  • Federal and State Withholding Allowance Certificates (W-4)
  • Oath of Allegiance/Patent Agreement form (UPAY 585), signed and witnessed
  • Pay Disposition form (UPAY 702-3)
  • Personal Data Form (recommended)
  • Statement Concerning Your Employment in a University Position Not Covered by Social Security (if applicable)
• Forward the signed position description and the Elder Abuse/Child Abuse forms (if applicable) to Human Resources.
• For Non-resident aliens, forward the following to Payroll:
  • Form 8233 (if applicable)
  • Tax Treaty form for their country (if applicable)
  • Statement of Citizen Status
  Keep a copy of the Statement of Citizenship Status for department records.

What to do ...
1	Navigate to the Hire bundle	Details »
2	Create a record for the new employee in the EEID screen	Details »
3	Enter general information about the position in the EPER screen	Details »
4	Enter the employee's personal and citizenship data in the EPD1 screen	Details »
5	Enter the employee's home and campus address information in the EADD screen	Details »
6	Enter the Oath and I-9 date in the EPD2 screen	Details »
7	Enter the W-4 information in the ETAX screen	Details »
8	Create a new appointment and enter the appointment information in the EAPP screen	Details »
9	Create a new distribution for the appointment and enter the distribution information	Details »
10	Enter the appropriate UCRP information in the ERET screen	Details »
11	Print the Employee Document	Details »
12	Secure signatures and distribute copies	Details »

You can also view all details on one page.