SUMMARY OF POLICY

• The period of time (duration) and percentage of time of the employment appointment determine the eligibility of the appointment for "limited" or "career" status and also for eligibility for benefits. (Refer to "Recruitment & Hiring" Section for guidelines.) 
• Advisors (as Principal Investigators) are responsible for providing written authorization to charge employees' salary expenses to specific and appropriate fund sources/accounts and to identify the period of time and percentage of time for each staff employee's appointment.

PROCEDURES

• When an employee's appointment or fund source is approaching its ending date, the Regional Office contacts the Advisor/supervisor asking if employment will be continued or if the employee will be separating from UC employment.
• The Advisor provides a response in writing to the Regional Office indicating:
  • Yes, employment will be continued: Provides duration of continued employment, percentage of time, and fund sources/accounts to be charged
  • No, employment will end: Provides date of last day of work. (Refer to the "Separation" Section for procedures.)

NOTE: If a career position is to be ended or reduced in percentage of time, refer to the "Layoff & Reduction in Time" Section for instructions on preparing a layoff plan or reduction in time plan and the requirements for prior written notice. 

• The Regional Office reviews the written response from the Advisor/supervisor and determines:
  • impacts of the changes to the extension of time or percentage of time for both limited or career appointments (eligibility for career status or the need for a formal reduction in time plan for career appointments being reduced in percentage of time);
  • availability of the designated fund sources and that the payroll expenses will be charged during the specified timeframe of the fund sources;
  • appropriate changes in eligibility for benefits.
• If the Regional Office determines that the extension of appointment or change in percentage of time request will result in a change in appointment status from "limited" to "career", the Regional Office contacts the Advisor/supervisor to discuss the requirements for such a change including determination of whether a recruitment was originally conducted for the limited term appointment or if a recruitment is now required prior to the appointment reaching eligibility for career status (e.g., will work more than 1,000 hours). (Refer to "Recruitment & Hiring" Section.)
• The Regional Office initiates the appropriate personnel or benefits actions in the on-line Payroll/Personnel System and provides copies of personnel documents to the supervisor.

TIPS

• Indicate appropriate/valid account numbers to be charged for payroll expenses. Account numbers must reflect an established DaFIS account number (not a grant proposal expected to be funded in the future).
• If an Advisor determines it is appropriate to charge a new DaFIS account or an account not currently on the personnel record, he/she may send (at any time) written authorization to the Regional Office to add the appropriate account(s) to the employee's personnel record. Provide: account number(s), percentage(s) of time, begin AND end date(s).
• If an account number is indicated on the staff timesheet but is NOT recorded on the employee's on-line Payroll/Personnel System record, the Regional Office must pay from one of the other valid accounts on the employee's personnel record. In these cases, the Regional Office, after payroll processing is completed, notifies the Advisor regarding the invalid account number and requests a response specifying:
  • whether a one-time payroll expense transfer to the new account is authorized for this pay period; or
  • whether the new account should be added to the personnel record, and if so, for what percentage of time and for what specified period of time.

RESOURCES

Contact your Regional Office.