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Human Resources

Human Resources

Frequently Asked Questions

The following questions are frequently received from UC Davis Health System employees and department administrators.

Questions from employees:

Questions from department administrators:

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Q.   How are my vacation accruals calculated?

A.   Several factors are considered in calculating vacation accruals: your percent of appointment, your salary grade, your years of qualifying service, and whether or not you are in the PTO program (currently available to non-represented hospital employees).  To find out your accrual rate, click on Leave Code and Associated Accruals and select the appropriate table that matches your current status.

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Q.   When will my vacation accruals increase?

A.   For all non-management staff hired after July 1, 1996, vacation/PTO leave accruals increase at 10, 15, and 20 years, at which time employees have reached their maximum accrual rate.

For management and senior professionals (MSP), vacation/PTO leave accruals increase at 5 and 10 years, at which time they have reached their maximum accrual rate.

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Q.   Why don’t I accrue as much as the leave code table says I should?

A.   There are two possible answers to this question:

  1. You are a biweekly paid employee

Most leave code tables have been designed to show the monthly accrual rate, which is calculated after the last day of  every month. If you are a full-time (100 percent), monthly paid employee, the table works very well.  However, biweekly employees will notice that their accruals rarely match the monthly table.  Biweekly paid employees accrue at the end of every second pay period (B2) or quadriweekly cycle of 160 hours; thus, there are 13 quadriweekly cycles in the same 12-month period.  By the end of a year, both monthly and biweekly paid employees have accrued the same annual accrual; it just takes one more quadriweekly cycle for biweekly employees to “catch up.”

       2.   You work less than 40 hours per week

The leave code tables are based on the accrual rate for a 100% full-time employee.  If you work less than 100% but more than 50%, you will accrue vacation for every hour you work.  If your working hours fall below 50% in a given quadriweekly cycle, you will not accrue vacation for that period.  To calculate the leave rate you accrue for each hour worked, click Comparison of Monthly and Quadriweekly Leave Accrual Calculations and find the column marked “Accrual Rate Per Hour on Pay Status.”

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Q.   How do I transfer my sick leave balance from my former state employer?

A.   Your previous state employer must complete the Employee Transfer Data Form and you or your state employer must submit the completed form to your department Records Analyst for processing.

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Q.   I am transferring to the State of California, how do I transfer my qualifying employment service credit, sick and vacation balance?

A.   Vacation leave cannot be transferred to the state. Vacation leave will be paid out upon separation.  Sick leave can be transferred with appropriate documentation. Records of earnings will need to be requested from Payroll and sent to the state for service credit verification. Contact your Payroll Representative or your department Records Analyst for assistance.

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Q.    I am transferring without a break in service to another UC Campus.  How do I transfer my qualifying employment service credit, sick and vacation balance?

A.    A ”Separation IDOC” is a summary of your employment record at the time of your separation from the Health System. This is the document you will need to provide the other UC Campus in order to transfer your employment service credit, sick and vacation balances. This document can be obtained from your department’s HR Records Analyst.

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Q.   What is the policy on reinstatement of sick leave?

A.   An employee who is re-employed after a separation from employment status of less than 15 calendar days shall have all accrued sick leave from prior service reinstated. If the separation from employment status is 15 or more calendar days but less than 6 months, not more than 80 hours of accrued sick leave shall be reinstated. If separation is for 6 months (180 days) or more, accrued sick leave shall not be reinstated. For purposes of this section only, State of California service shall be treated the same as University service.

A Professional or Support Staff (PSS) member who is reemployed during the period of recall and preferential rehire status shall have all sick leave reinstated. (PPSM 42.F)

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Q.   Where can I get a copy of my job description?

A.   All Clinical Nurses and Physicians job descriptions can be obtained from the Records Unit in Human Resources by contacting your department Records Analyst or by calling (916) 734-2705. For all other job descriptions, a copy can be obtained by contacting the Compensation Unit in Human Resources or by calling (916) 734-8720.

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Q.   Where can I get a verification of employment?

A.   Employment verifications can be obtained from Payroll by faxing a request to (916) 734-9167. Current UC Davis Health System employees can obtain a printable copy of their employment verification through our self-service secured website, “At Your Service Online” under the section Income and Taxes. For employment verification questions, contact Payroll at (916) 734-9150.

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Q.   Who do I contact to view or receive a copy of my personnel file?

A.   Contact Human Resources Records Unit at (916) 734-2705 to make an appointment to view or obtain a copy of your personnel file. Charges may apply for additional copies of your personnel file.

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Q.   I am due for a service pin. Where is my pin?

A.  Service Awards are sent to hospital directors and school deans three (3) months in advance to distribute to their respective department managers. If you have not received your expected service pin, contact Human Resources Records Unit at (916) 734-2705.

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Q.   What are Service Awards?

A.   Service Awards are given to employees for achieving 5 years of qualifying UC and state service, and for every additional 5 years of UC employment service thereafter. At the end of the month in which an employee qualifies, the service award is sent to the hospital director or school dean to distribute to the employee’s department manager.

Service Award Milestones and Associated Recognition Gift:    

• 05 years:  University pin embossed
• 10 years:  University pin embossed
• 15 years:  University pin with 1 sapphire
• 20 years:  University pin with 2 sapphires
• 25 years:  University pin with 3 sapphires
• 30 years:  University pin with 4 sapphires
• 35 years:  University pin with 5 sapphires
• 40 years:  University pin with 1 diamond
• 45 years:  University pin with 2 diamonds

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Q.   How do I cancel a previous request for paper Direct Deposit Earnings Statement and view my statement online through “At Your Service Online” website (AYSO)?

A.   To cancel a previous request for paper Direct Deposit Earnings Statement and view statement online, complete the Online Earnings Statement Exception Form and mail the completed form to the address on the form.

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Q.   How do I change my address, phone number or emergency contact information?

A.   Your address or phone number can be updated through our self-service secured website, “At Your Service Online” to update your address, phone and emergency contact, complete the Personal Data Form and submit completed form to Human Resources Records Unit or fax to (916) 734-1754 for processing. Complete the Payroll Address Change Form if you receive paper direct deposit statements or paychecks by mail.

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Q.   How do I change my name in the system?

A.   Complete the Personal Data Form with your new name as it appears on your social security card for federal tax purposes and provide acceptable documentation to Human Resources Records Unit. A list of acceptable documentation can be found at http://www.uscis.gov/files/form/i-9.pdf.  Contact Records at (916) 734-2705 for questions.

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Q.   How do I change my tax withholding status?

A.   You can update your federal and state tax withholdings through our self-service secured website, “At Your Service Online” or you may complete a Withholding Allowance Certificate (W-4)  and send it to Human Resources Records Unit or fax to (916) 734-1754 for processing. If you have been issued a notice of maximum number of withholding allowances permitted from IRS, you will not be able to make changes on your federal tax withholding through “At Your Service Online” website. Your department’s Records Analyst also will not be able to make any changes. Contact IRS for approval and questions.

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Q.   How do I receive paper Direct Deposit Earnings statement?

A.   To receive paper Direct Deposit Earnings statement, complete the Online Earnings Statement Exception Form and mail the completed form to the address on the form.

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Q.   I am no longer an employee of UC Davis Health System and have moved.  How can I obtain a copy of my W-2 form?

A.   Complete the W-2 request form and submit the form to Payroll Services following the instructions on the form. Notify your Human Resources Records Unit or your department personnel representative before the end of the year of any address change to avoid delays in receiving your W-2.

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Q.   What does OASDI mean on my paycheck?

A.   OASDI (Old Age, Survivors, and Disability Insurance) is Social Security tax. The current rate is 6.2% and the wage base for 2010 is $106,800. This is a mandatory federal tax withholding.

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Q.   Where can I request copies of my records of earnings?

A.   Records of Earnings can be obtained from Payroll by calling (916) 734-9150 or by contacting your department Records Analyst.

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Q.   Who is my payroll representative?

A.   Click on the link to find your Payroll Representative. Find your payroll representative by your last name.

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Q. How do I get access in eHR in addition to Employee Self Service?

A.   Navigate to your Lotus Notes workspace.

  1. Click on the “Online Access Request” icon.  
  2. Click on “New Access Request”
  3. Complete all required fields in yellow
  4. On the “Grant by system”  section, add “eHR”
  5. Specify the department security role to request in the “Comments” section. Descriptions of eHR dept security roles are available on http://intranet.ucdmc.ucdavis.edu/hr/ehr/ehr_dept_security_roles.shtml
  6. Submit access request to department manager for approval

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Q.   How do I process a cost center, location, funding or FTE change?

A.   Send request to Human Resources Records Unit for review and implementation via email, interoffice or fax to (916) 734-1754.  For questions on required information and documents, contact your department  Records Analyst.

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Q.   How do I request eHR reports on UC Davis Health System employees?

A.   Reports can be requested by completing the Query Request Form and email the completed form to hr.records.dist@ucdmc.ucdavis.edu. For Academic reports, email request to Terri Madderra at terri.madderra@ucdmc.ucdavis.edu.

The Health System Staff employee demographic data is available for download on the HR intranet site.

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