Staff Onboarding Resources - Staff Human Resources | UC Davis School of Medicine

The UC Davis Health Compensation Unit reviews and maintains consistency for position descriptions and salary levels across our institution. They are the first step when initiating new recruitments and paying monthly stipends or issuing a one-time payment for an existing staff employee.

• The main system used to submit actions to Compensation is PeopleAdmin.
• Each department has a Compensation Analyst assigned who will review actions submitted through the PeopleAdmin portal.

Actions managed by Compensation:

• Via PeopleAdmin:
  • Reclassifications
  • Stipend program
  • Classification services
• Via direct communication:
  • Equity program
  • Labor market analysis
  • Salary determination

UC Davis Payroll Services falls under the Finance and Business Services organization. Payroll Services ensures that pay is accurately delivered and that the university’s legal reporting mandates are met. 

The UC Davis Health Insider Payroll Resources site includes the contacts list for UC Davis Health staff payroll questions. Note, if accessing remotely, you must login to the UC Davis Health VPN first. 

Unlike the main UC Davis campus, UC Davis Health utilizes Ecotime to manage time and attendance reporting — if accessing remotely, you must login to the UC Davis Health VPN first. Ecotime training information is located on the Insider Payroll Resources site via the Ecotime link.

Ecotime actions include:

• Time reporting
• Vacation and sick leave accrual and usage
• Leave of absence requests

UC Path is the UC-systemwide payroll personnel system.  Employment data is funneled to UC Path via centralized service channels. For School of Medicine staff employees, the service channel is the Shared Services Organization. UC Path has enabled many payroll self-service actions for employees, including changes to tax withholding, direct deposit, etc. UC Path receives the time and attendance data from Ecotime to generate payroll and record leave usage. UC Path training materials are available online, see the Finance and Budget section for further information.

Regarding Academic Employee Payroll and Time Reporting: It is important to note that academic payroll is administered by the UC Davis Health Academic Personnel Office. Please contact your Academic Generalist with questions.

Where to Start:

• Ensure you have access to Ecotime in a supervisor or approver role
• Log in to UC Path to review your employment record
• Review the Ecotime training materials
• Review the UC Davis Health Insider Payroll Resources site materials to identify your payroll contact

Employee and Labor Relations (ELR) provides direction and guidance on unions, policies, agreements. The ELR staff work closely with managers and supervisors in Davis and Sacramento to ensure the consistent and appropriate application of policies, procedures, laws and collective bargaining agreement requirements. While a great deal of information is online, it is best to contact ELR when encountering any of the issues listed below.

Employee Relations

The Employee Relations unit provides employees and supervisors with the resolutions of work-related issues. They also provide consultation and advice to managers, supervisors and employees regarding a wide range of Staff HR issues. Employee Relations staff are contacted for guidance on the following topics:

• Performance Management
• Conflict Management
• Corrective Actions
• Counseling
• Skelly Review Process
• Investigations
• Family and Medical Leave (FMLA)
• Layoff
• Leave Management
• Unsatisfactory EPARs
• Policies and Procedures, Contract Interpretation
• Training

Labor Relations

UC Davis Labor Relations is dedicated to creating and sustaining a positive work environment. The LR staff work to effectively communicate with the campus community on issues regarding collective bargaining, grievance processes, changes in labor law and more. We enhance understanding and create rapid solutions to other issues such like arbitrations, unfair labor practice charges and complaints to state agencies. Our Labor Relations staff handle the following areas:

• Grievance and Complaint Administration
• Conflict Management
• Arbitrations, Unfair Labor Practice (ULP) Hearings; Miscellaneous Agency Complaints
• Policies and Procedures, Contract Interpretation
• Settlement Agreements
• Union Relations: Notices; Labor Management Meetings; Information Requests (IR); Collective Bargaining; Organizing and Demonstrations
• Training

Where to Start:

• Review the ELR assignments list on the website linked above; contact the analyst assigned to your unit to introduce yourself.
• Meet with your unit analyst to review any outstanding actions in process.
• Familiarize yourself with the key aspects of the collective bargaining agreements applicable to your unit.

The staff recruitment workflow at UC Davis Health engages both the Compensation Unit and the Talent Acquisition Department.

Where to Start:

• Review the recruitment workflow process below and familiarize yourself with the procedural norms for your department.
• Review the contacts list for Compensation and Talent Acquisition to determine the staff assigned to your unit.
• Log in to PeopleAdmin to ensure access; review the PeopleAdmin training documentation located on Microsoft Teams.

General Staff Recruitment Workflow:

1. To initiate a recruitment, department staff create or update the position description using the position data collection document, then enter the data into the PeopleAdmin system.  [UPLOAD PDF]
2. The position request routes in PeopleAdmin to the department approver, then to the Compensation unit for review and classification.
3. Once approved by Compensation, the position request routes to Talent Acquisition. Your department’s assigned recruiter will contact the position supervisor to confirm the posting language. Once finalized, the recruiter posts the position and places advertisements.
4. Once the position application period closes, the recruiter will compile the applications and forward the file to the hiring supervisor for review by the recruitment committee.
5. The recruitment committee determines the top candidates and conducts interviews. Upon completion of the interview process, a final candidate is selected. If a final candidate is not selected, the hiring supervisor notifies their recruiter to forward any additional applications received or to repost the position.
6. The hiring supervisor and the recruiter discuss the offer to the final candidate including salary options. The hiring supervisor contacts the final candidate to unofficially offer the position and to discuss salary. If the candidate informally accepts, the hiring supervisor notifies the recruiter, who will generate the offer letter and make the formal offer.
7. Upon acceptance, the recruiter forwards the hiring information to the Shared Services Organization, who will schedule the candidate for:
   • Employee Health Screening
   • Background Check
   • Employment paperwork completion
   • Benefits Orientation

The UC Davis Health Records Unit primarily receives and implements changes to existing employee records, including:

• Review and processing AggieService requests
  • Employee termination
  • Intercampus transfers
  • Changes to reporting
  • Department transfers
• Manual employment verification requests (not submitted via UC Path)
• Policy and procedure guidance

Where to Start:

• Ensure you can access AggieService
• Review the FAQs list at UC Davis Health Records