Forms & Procedures

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ServiceNow Job Aids

Resources & References

ServiceNow Enhancements

Online forms in ServiceNow are available for the following STAFF actions:

  • Staff Recruitment
  • Staff Extension
  • Staff Mass Hiring
  • Staff Waiver of Recruitment
  • Classification and Reclassification requests 

To Submit a Service Request:

  • Open a ServiceNow ticket and answer a few basic questions
  • If applicable, move through the approval process (no approvals for classification or reclassification)
  • Limited appointment hires (under 900 hours without recruitment) are requested using Staff Waiver of Recruitment
  • We have created checklists for Staff Recruitment and Limited Appointments Waiver of Recruitment to assist you in completing the online forms
  • Consult with Sr. HR Partner Ambiliy Rajappan on details and documents to fulfill your request

Which category should I use in ServiceNow? 11/24/15
Which E&I forms should I use in ServiceNow? 11/24/15

A tip for approvals: for HR actions you may get original signatures on the forms OR you may handle the approval process through email (except for IOCs). Just be sure to save the email with all the appropriate approvals as a pdf and attach it to your ServiceNow request.

Also, when submitting service requests to ServiceNow​ please use the following "naming convention" for your ​subject lines: Service request needed, Employee Last Name, First Name, Department Name or Home Org Code. 

Recruitment and Hiring

Resources & References

ServiceNow and UCPATH changes

  • Please note: To hire a limited appointment without a recruitment process, open a ticket in ServiceNow under the Waiver of Recruitment/Limited Waiver.
  • If you simply need to create a new position number in UCPath—and you don't need to submit a full position authorization request (e.g., for students)—please use this E&I Position Number Request form (updated 9/10/19). 

Staff Recruitment Worksheet 08/24/17
Student Assistant Hiring 02/21/24
Appointment Form for Staff 10/12/16
Limited Appointment Waiver/Appointment worksheet 08/24/17
Mass Hires (10 or more individuals completing paperwork at same time) 06/08/15
List of I9 acceptable documents 06/08/15
Position Management Form 09/09/16
IOC Form (see below for a version to use for UCPD) 08/26/14
STAR Award Program: Spot Awards 11/06/23

Criminal background checks (CBC):

  • All E&I staff: Use the modified IOC for UCPD form instead (new rate of $116, effective 7/01/21). Fill in the highlighted fields. Important: a wet signature is required on IOC forms. 
  • CEP staff only: Effective 08/28/14, you must follow the CBC Instructions for CEP

HR Actions

Appointment Change Form chartstring distribution changes, student appointment extensions, etc. 11/30/16
Volunteer Form This E&I form is no longer in use. Please use the BRS Affiliate Form (availalbe in ServiceNow) instead. 7/14/20
Leaves of Absence
Separation all separations should now be completed by using the ServiceNow web platform 6/30/16
Supervisor Change 11/23/15


Resources & References

E&I Friendly Names 07/20/18
CalTime terminal locations in E&I (map) 10/31/14
Paper Timecards (CSS instructions and form)

Small delegation requests are now submitted via a Google Form: Non-Exempt | Exempt

Once you have completed and submitted the form, it will be escalated to the CalTime Admins for processing. The turnaround on processing these requests is typically two to three business days. After the request has been processed, another 24-48 hours are usually required before the delegation is active in CalTime.

CSS is the Timekeeper for all E&I programs. For CalTime technical support, email or call the CalTime Help Desk at Campus Shared Services: (510) 664-9000 (press option 5 for CalTime support).


What Forms Should I Use?
A BearBuy job aid that lists transaction types and the appropriate form to use for each. 11/05/14
Deposit Request For use by programs that forward cash and checks to Tonia Williams. (non-CEP only) 03/11/13
Payroll Expense Transfer Request For a larger request with multiple entries please use the Mass PET Request form instead.



BFS Accounts and Description A list of commonly-used BFS account codes. Tip: use the Find feature in Acrobat to search for keywords (e.g., computer, printing, meals, travel, etc.) to help locate appropriate codes. An Excel version is also available. 09/18/14
Systems and Training handout A one-page handout with a list of frequently-used campus systems and where to find online training and/or help for those systems. 10/21/14


Event request form for the Vice Chancellor for Equity & Inclusion's calendar 09/28/23
E&I Approvers spreadsheet (this list determines who has the authority to approve different transaction types in your programs and is used as a reference by our CSS partners) 02/01/16

E&I Procedures Job Aid
Note: Many of the business and HR procedures have undergone significant changes since the production of this guide. And there have been staffing changes among the approvers for many programs. However, it is still a useful job aid that covers interfacing with BRS in the areas of B&FS, HR, and IT. (Tip: print double-sided on 11x17" paper.) 

Generic versions:

Research Administration Process: CSS-RA detailed procedure | CSS-RA workflow 03/25/15

Campus Hiring

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Employment Resources

  • Applicant Resources: Find instructions and tips on applying for a job at Berkeley, as well as disability and compliance information.
  • Hiring Resources: For hiring managers or supervisors, this section provides details about planning a recruitment, posting job requisitions in TAM, screening applicants, interviewing candidates, or documenting recruitments.
  • Employment Staff Assignments: Find the appropriate contact for any of the applicant, employee or manager and supervisor services.