Helpful Hints Who is my HR Representative or Contact? On April 2016, Human Resources Workforce Administration Team was restructured to better position our team to meet the operational needs of UCLA Health. Know your Department Representative:  RRUCLA AND SMH Leave of Absence Team: The team will handle the processes related to leave of absence (e.g. FMLA, pregnancy leave, personal leave, intermittent leave etc.) Workforce Administration Team: The team will handle the processes related to new hires and employee changes (e.g. re-hires, separation, promotion, demotion, transfer, funding change, FTE change etc.) HR Document Management & Special Projects: The team will handle personnel files, subpoena request, file audit, file review, and other special processes such as merit/step increase. Benefits Team: The team will handle disability management, insurance verification, family changes, and all other benefit related issues.

Contact Information for RRUCLA and SMH

When do we need to submit a PAR? Transfers – Outgoing only Change in account number due to budget reorganization Change in appointment percentage Career ladder promotions Demotions – attached Notification letter Separations Leave Extensions Return from a leave Others (certification approval, department specific bonuses) Make sure to delete old information when typing over previously used PAR http://hr.uclahealth.org/body.cfm?id=54

Onboarding Dashboard – Transfers Please do not forget to complete the directory section of your summary.

Payroll Reminder If you have an employee who is separating, the final timesheet must be approved before Hospital Payroll can proceed with processing the final paycheck. If you are releasing an employee during probationary period, Since you do not want the employee to know he/she is being separated, you can forward the hours to your Payroll Representative via an email. Do not approve the timesheet prior to her last day. We will not request direct deposit of the final check. Payroll Services sends an email notification prior to the deposit.  The employee will then be on notice that she is being separated. We can request a paper check. Payroll Services can have the check ready on the employee’s final day IF everything is submitted and processed in EDB by 11 am, at least 2 days before the separation date.

EverCheck Notification Take the necessary action when you receive notifications such as on expired licenses/certifications. Employees with expired licenses/certifications should be placed on administrative leave without pay until we can verify the license to be current and active. We will be running a report to identify all areas who are not in Evercheck Assigned EverCheck Users to monitor reports for cost centers Everyone given access will receive notifications.

Compliance Questions For compliance questions, contact Debby Brown at 310-794-0500 or dbrown@mednet.ucla.edu After entry, scan documents to HRFiles@mednet.ucla.edu In the subject line of the email, list employee name and EID #. HR Staff will scan document to appropriate electronic file

Q & A