Roles & Responsibilities for Intercampus & Prior Service Transfers
- Does the employee have previous qualifying service?
A. If No: Use the lowest leave code appropriate for the employee’s title.
· The lowest code for Tier 1 employees (with title codes 4000 or greater) is ‘A’.
· The lowest code for Tier 2 employees (with title codes less than 0800) is ‘B’.
B. If Yes: The employee completes the “Verification of Previous Employment” form.1
· If the employee has had previous qualifying service with institutions other than UCM, he/she will use this form to obtain documentation from those institutions.
· After completion, the employee sends all forms and documentation to the Human Resources Office of their former employer. The UCM HR office must receive the signed document directly from the other state agency.
- Is the employee transferring to UC Merced from a sister campus with NO break in service?
A. If NO: See question 1
B. If Yes: To ensure that taxes, benefits and entitlements are transferred to the new campus the following procedure should be followed:
Is the transfer coming from UCLA or UCOP?
a. If No:
- The Department: Should ask the employee to bring a Separation IDOC and Benefits IDOC from the previous location. These forms should be provided to the EDB preparer.
- The EDB Preparer: Will fax or mail, copies of the IDOCs to UCLA Payroll Services, Attention: Intercampus Transfer.
- Using the appropriate Staff or Academic New Hire bundle, enter:
- On the EEID Screen, the action code that best describes the intercampus transfer type.
- On the EPER Screen, the Original Date of Hire as it appears on the Separation IDOC from the other campus. (Attach a note to I-9 explaining intercampus transfer)
- On the EPER Screen, the Date of Hire field should be filled with the employee’s most recent date of hire at the previous campus because the employee does not have a break in service in moving between campuses. Information is found on the Separation IDOC.
v. On the EAPP Screen, the leave code that corresponds with the years of service and leave code found on the Separation IDOC.
vi. In the PAN Comments, the name of the campus from which the employee transferred and the effective date of the transfer. Add Payroll Notification (PPAY) as an additional recipient of the PAN when processing the New Hire bundle.
· Campus Payroll Services: Will verify the employee’s transferable sick leave and vacation balances.
i. Once the Intercampus Coordinator receives this information, an email with all the necessary instructions will be forwarded to the EDB preparer for any additional updates.
ii. Payroll Services will also update any related Employment Service Credit on EPD2. NOTE: The EDB preparers should no longer update any Employment Service Credit fields on EPD2.
b. If Yes:
· The Department: Should ask the new employee to provide the name and contact information for their former department’s Personnel Representative. This information should be provided to the EDB Preparer.
· The EDB Preparer: Should treat the intercampus transfer among these three locations in a manner similar to interdepartmental transfers.
i. Contact the personnel representative from the other campus to end the employee’s current appointment(s) and distribution(s) and grant access to the new department. The employee should not be separated.
ii. Enter the appropriate new appointment and distribution on the EAPP Screen.
Related Resources
Prior Service Verification Form (courtesy of Human Resources)
Vacation Accrural Thresholds and Grace Period Limits
EDB Section Section B9 Intercampus Transfers