Forms & procedures

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

FormUpdated
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). 

FormUpdated
Staff Recruitment Worksheet 08/24/17
Student Assistant/Tutor Hire Form   (NEW! This replaces the forms previously used for student recruitments and appointments.) 08/21/20
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

Criminal background checks (CBC):

  • All E&I staff: Use the modified IOC for UCPD form instead (updated 7/13/20). 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

FormNotesUpdated
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

Caltime

Resources & References

FormUpdated
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 caltime@berkeley.edu or call the CalTime Help Desk at Campus Shared Services: (510) 664-9000 (press option 5 for CalTime support).

Finance

FormNotesUpdated
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.

09/16/14
(single)

02/25/16
(mass)

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

Procedures

FormUpdated
Event request form for the Vice Chancellor for Equity & Inclusion's calendar 10/17/16
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 Home Dept Org Nodes 08/7/15

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:

09/16/14
 
Research Administration Process: CSS-RA detailed procedure | CSS-RA workflow 03/25/15
CEP Procurement Process 08/11/14
CEP Procurement Process Examples 08/11/14

Campus Hiring and Salary Freeze

Due to the Berkeley campus budget impacts from COVID-19, the campus implemented a hiring freeze on all staff positions on April 1, 2020. Additionally, effective May 18, 2020, Chancellor Christ announced a one-year salary freeze on staff and faculty salaries. Both of these actions are in effect until further notice. 

Hiring freeze: Limited exceptions to the hiring freeze may be requested for positions that fall under one of the following criteria: positions that protect against a significant business disruption and/or a significant health, safety, or compliance risk.

Positions that are fully or partially funded by central and gift funds are subject to the hiring freeze. Extramural-funded positions fully funded by contracts and grants are exempt from the hiring freeze, however these must be reviewed by the E&I Review team (as of 11/24/20). 

Requests for exceptions to the hiring freeze are collected every Tuesday (5:00PM) on google sheet templates and reviewed by an E&I Review team. Those requests approved by VCEI Oscar Dubón are submitted to the campus Finance Committee for their decision. 

Requests can be submitted on your respective L4 Hiring Freeze Request sheet:

BBEQI | BVHDR | BXPPD | UIAPA | UQMSC | UXDSP | ZCEEE

Access to the google sheets are restricted to hiring managers and submissions require sign-off from their cluster FAs and AVC/L4 lead. [pdf] 

For more information please refer to the campus COVID-19 Hiring Freeze FAQ.


Salary Freeze: The salary freeze impacts all base-building salary increase actions (including equity and reclassification) and is irrespective of funding source. 

E&I Instructions for requesting an exception to the salary freeze [pdf]. 


Additional questions? Feel free to reach out to Control Unit Administrator/HR Manager Debbie Fong (dafong@berkeley.edu).