User Support / Quick Reference Guide
A New Hire (without TAM Posting)
1. / The TAM system is used to recruit for staff positions, and for all positions hired through that system, you should start with the Manage Hires page.For all other hires not coming via TAM (academics, students, some limited staff), the beginning pages will differe.
Click the Workforce Administration link.
2. / Click thePersonal Information link.
3. / Click the Add a Person link.
4. / Best practice is to always check if a person has a record already in HCM. Click the Search for Matching Persons link and do a check by Social Security Number. Instructions for this search can be found at:
After finishing a search, you will have to click the Add a Person link to return to the correct page.
5. / Now click theAdd the Person link.
6. / The Biographical Details page opens up.
Please remember to check which fields are required for an employee (not all fields are required nor should be filled out, and the astericks are NOT indications of required fields)
The system will let you save a person’s record with some Personal Information missing. However the person will not pass to PPS until all required fields. The person will show up on your Worklist with an error message for any missing or incorrect data until that is resolved.
7. / Click in theEffective Datefield and enter as appropriate. Notice that the system will try to default to today’s date, so remember to change it as appropriate.
Remember that you can NOT future date a person. So if you are putting someone in ahead of time you can allow today’s date to default for the person’s effective date, but remember to use the correct date in BELI fields and in Job Data.
8. / Click in theAdd Namelink
9. / You are now on a subpage. Click the Edit Name page,enter as appropriate.
Note: The upgraded version of HCM will not allow capitalization after punctuation so names may look incorrect. (e.g. O’leary or Smith-jones)
10. / Click theOK button to return to the Biographical Details screen.
Note: The OK button on this page does not save information, it just tells the system you are finished with this page and wish to return to the previous page.
11. / Notice the First & LastName are now displayed (middle name will not show up on this page). You can edit Name by Clicking on theEdit Name link.
12. / On the Biographical Details page, we will complete entering information on this new hire.
Click in theDate of Birthfield and enter as appropriate.
Click on the Release Information link to review release information for the employee. Edit the defaulted values if the employee has chosen other options.
13. / Biographical History section:
Clickin theGenderdrop down arrow and select Gender as appropriate from the drop-down list.
14. / Do not fill in Marital Status.
UC Berkeley does not collect that as part of an HR record.
15. / Highest Education Levelis optional. If you know the information you can choose click to choose the most appropriate choice in the Highest Education Leveldrop down list.
16. / Select the appropriate Student Statusfrom the drop down list.
17. / If you have entered a student status you will need to provide the person’s Student ID Numberin the Student ID#.
18. / Citizenship section:
To look up Country of Citizenship codes (other than USA), click on the magnifying glass to choose from a list ofvalid values.Use the Description field to enter the English name of a country. (e.g. Germany will bring up DEU for Deutschland).
To look up a Citizenship Status click on the magnifying glass to choose from a list of valid values (e.g. "C" for Citizen and "R" for Permanent Resident)
19. / Click in theCountry Of Citizenship/Perm Legal Residencefield and enter as appropriate.
20. / Click in the Citizenship Statusfield and enter as appropriate.
21. / Enter the Social Security Number and then click the tab button to move out of the field.
Then to ensure correct entry, please check the hiring paperwork and reenter the Social Security Number.
For security purposes, Social Security Number is masked as
XXX-XX-XXXX after entry.
Please enter Social Security Numbercarefully as there are many consequences if not correct.
22. / We have finished with the Biographical Details screen.
Click theContact Information tab at the top of the screen in order to move to the next page.
23. / Contact Information page appears.
Click in theHome Departmentfieldand enter your department code.
24. / In the Current Addresses section,
click on the Add Address Detail link to access the Address History subpage.
25. / On Address History subpage, clicktheAddAddress link to add the address.
Note: if you need to enter a foreign address you can change the country code on this sub-page.
26. / Enter theHome address. (Home address is required & the only Type of address that will pass to PPS).
Remember thatAddress 1, City, State and Postal(i.e. Zip code) are required.
County is optional.
27. / Click theOK button to proceed to return to the previous subpage.
Note: Clicking this OK button does not save the transaction.
28. / Review the Address History screen to make sure that you have entered the correct address. For corrections, click on the Update/View Address link.
Click theOK button to return to the ContactInformationpage.
29. / Phone is optional, but useful, so it is advised to enter it if you have the information.
In the Phone Information section,select the appropriatePhone Typefrom the drop down list.
30. / Email Addressis optional, but useful, so it is advised to enter it if you have the information.
Select the Email Typefrom the drop down list and click in theEmail Address field to enter the email address.
31. / Phone Information and Email Addresses
To add multiple Phone and Email Typeinformation click the +plusbutton to add new “types” and enter information as desired.
32. / You have finished the Contact Information Page. Review your work.
Click in the Demographic Detailstab.
33. / The Demographic Details page appears.
In the Ethnicity and Race section check one or more boxes as appropriate. If the person has chosen not to state any ethnicity, leave this section blank.
34. / In theEthnic Groupsection, select one choice from the drop down list.
Select Decline to State if the person does not wish to indicate ethnicity.
35. / If applicable, enter Disability and Military Status. If not relevant leave as is (eff. date will default to the date of entry but if that section is blank it is not important to change).
36. / We have finished with the Demographic Details screen.
Click theEligibility tab.
37. / Eligibility page appears.
BELI CODE: Benefits Eligibility Level Indicator (BELI)
I-9 Verification: Employment Eligibility Verification ( Federal Form I-9)
Patent Date: Patent Policy Acknowledgement
State Oath of Allegiance: State Oath of Allegiance(US Citizens only).
Make sure the necessary hiring forms have been filled out. HR Forms can be found on the HR website:
Please contact Human Resources - Records Management if you have questions about hires/hiring paperwork.
38. / If you need to know more about Primary SQC and Secondary SQC, contact Human Resources - Benefits Unit
39. / Select the relevant BELI Code(Eligibility Level Indicator)from the drop-down list. Remember that even if someone is NOT receiving benefits, that still needs to be recorded (i.e. 5-Not Eligible).
40. / Click in theEffective Datefield and entertheEffective Date that the Benefits (or lack thereof) would take effect.
NOTE: This date may differ from the day the hiring paperwork was signed.
41. / Click in theI9 Verification Datefield and enter the date the I-9 verification date was signed.
42. / Click inthePatent Datefield and enter the date the Patent Form was signed.
43. / Click in the State Oath Datefield and enter the date the State Oath was signed.
44. / We have completed the information needed on theEligibility page.
We now want to designate the relationship this person has with our Organization (i.e. UC Berkeley).
Depending on the size of your screen, you may need to click on this ICON at the top of the page in order to see all the Organizational Relationships tab.
45. / Click the Organizational Relationships tab.
46. / The Organizational Relationship page appears.
Click thebox nextfor the applicableOrganizational Relationship (Employee; Contingent Worker; Person of Interest).
In this example, we are hiring anEmployee, so click to add a check mark in the box next to Employee
47. / Please note: If you save without selecting the(Add the Relationship) button or proceeding to add a job, the system will create a Person of Interest type of”unknown."
It is important that you click this "Add the Relationship button. This will save the information you have entered so far and will take you to the Job Data pages to complete the Hire.
Click theAdd the Relationship button to save the personal information entered so far and to enter theJob Datapages.
48. / If there is any missing personal information that is required for an employee, the system will remind you while saving. If this information is not completed by the end of the day the person will not pass to the Payroll system (PPS) and will display on your Worklist with the ‘errors’ flagged.
After selecting the Add the Relationship button, and acknowledging any warning messages,theWork Location page appears and you are ready to enterJob Data.
Notice that the system has assigned a new Employee ID to the person.
Reminder:If you do not complete and save the Job Data pages, the system will create a Person of Interest type of "unknown".
If the relationship selected is a Person of Interest without a Job, or if the user indicates Employee, but does not complete the Job Data pages at that time, the relationship of Person of Interest type of “Unknown Type” is automatically assigned, and will be replaced if or when a job is entered. (You would later need to find the person and attach an “employment instance” to create their Employee Relationship. You should not start over with another Hire.).
49. / Work Locationpage.
Check the Effective Date and enter the effective date the employee is hired and will begin working.
The Action has already defaulted toHire.
50. / Select the appropriate qualifyingReason from the drop down list.
(e.g. a new hire, not coming from another UC, lab or state would be a )
51. / Click in theDepartmentfield and enter as appropriate.
52. / Click in theLocationfield and enter as appropriate.
For most people it will be CAMPUS (Main-campus -Berkeley).
53. / We have completed the Work Location page.
Review the work for accuracy and completeness.
Click theJob Information tab.
54. / The Job Information page appears
Click theJob Codefield and enter as appropriate. Remember to click the TAB button afterwards to make sure the system receives the data and uses that to fill in other fields.
55. / Supervisor ID is a required field.
You will need to enter your Supervisor ID number accordingly.
It is suggested that you have the SupID # available at the time of data entry, but you can also click on the magnifying glass to search for Supervisor by name.
56. / Employment Durationwill always default to, so if that is not appropriate, select one of the other options in the drop-down menu.
57. / If you have chosen an Employment Duration of “end-date” then enter the end date of the job in theAppointment End Datefield.
58. / Click the Appt Type drop down arrow.
59. / Select the Appointment Type from the Appt Typedrop down
list. (e.g. )
60. / TheEmpl Rel Codefield defaults based on the Job Code.Accept the default, unless you know it should be something different.
61. / TheFTE(full time equivalent)field will default to the highest amount that was budgeted in Position Management. Adjust if needed, to .20
62. / The following are the Pay Schedule codes and the Time Codes:
ForPay Schedule codes, the values are as follows:
BW= BiWeekly(Non-Exempt)
MO = Monthly Current (Exempt employees)
For Time Code, the values are as follows:
E = Exception -Timesheet Not Required
W = Without Salary
Z = Positive Roster
Because this job code has a FLSA status: Non-exempt, it must be set up with a BW pay scheduled. Exempt job codes must be set up as MO.
63. / Click in thePay Schedulefield and enter the pay schedule.
(e.g. BW-BiWeekly).
64. / Click in the Time Code field and enter as appropriate.
(e.g.Z -positive roster)
65. / Click in theLeave Codefield and enter as appropriate.
Remember that even if the person does not accrue leave this needs to be indicated (e.g. N–none). Most depts. Use F or N for student appointments.
66. / Salary Plan page
If this is a step-based position you would need to enter the Step on the the Salary Planpage. If this position is eligible for Merit Review, fill in that field.
67. / Payroll tab page
If your department wishes to use customized Friendly Names or different Caltime Types, enter the information necessary. For more information on Friendly Names, please see:
If nothing is changed, the Caltime Type will be A and the default “name” will be Dept-JobCode-HCMRec#.
Example: Accept default value of Type A and default Friendly Name.
68. / Click theCompensation tab to go to the next page.
69. / TheCompensation page appears.
Based on information you entered on the Job Information and Salary Plan pages, some information may default for you.
TheRate Code will default based on how the Job Codeis set up.(e.g. Hourly)
70. / Click in theComp Ratefield and enter the employee's rate.
If this person was a step based employee and the step was entered on Salary plan page the Compensation Rate would default for you.
If the position is consider “open range” you will need to select a salary that is within the salary range for that job code.
Non-Exempt employees are paid an hourly rate. (e.g. hourly rate of13.75).
71. / We have reviewed the Compensation Pageand are ready to enter data in the Earnings Distribution page.
Click on the Earnings Distribution link at the bottom of the page.
72. / Check the Begin Date (the system may try to add a different begin date) and add an End Date if appropriate. Make sure that this information matches the dates you entered on Work Location and Job Information pages.
73. / Click in theDistrbution %field and enter as appropriate. (e.g. 20.00 )
74. / With some student appointments, the student is paid from a Work Study Program and Work Study Program codes may be required as in this example.
If appropriate, select the correct value from the WorkStudy Programdrop-down list. (e.g. select)
75. / Enter the appropriate chartstring(s). The Salary Account field will always fill in for you.
(Note that if this is paid on Workstudy, as soon as you enter a Workstudy code, the Account field will open up to allow you to enter 51029)
Click the + button on the right hand side to add another distribution line (chartstring) if needed.
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76. / Once you have completed all of the Job Data and Earnings Distribution information for this employee, click theOK button to SAVE this HIRE transaction.
77. / After saving and completing this HIRE transaction, you are re-directed to the Organizational Relationships screen and this confirms that you have completed the HIRE transaction.
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Last updated Jan 2015