PA Quick Links

The quick tips below should answer your most common questions and concerns in the Position Management and Recruitment System.  They provide step-by step instruction for completing specific actions.  We hope you find them useful and if you would like to suggest a topic – please email pahelp@ucdavis.edu.  You may also reference the Position Management and Recruitment User Guides for detailed information.

VACATE POSITION - Steps To Vacate A Position In The Library

Use the Vacate Position action when an incumbent is leaving the position and you intend to refill the position.  Completing the Vacate Position action removes the current incumbent’s name and employee Id number from the position record, and flags the record as an “Open Position”.  You should vacate the position before beginning another action i.e., modifying the position for recruitment or generating a requisition.  You may begin recruitment prior to an employee’s actual departure date, even if the departure date overlaps the start date of their replacement.  Processing this action in PeopleAdmin will not impact the current employee’s payroll (PPS). Note: Vacate actions are permissible by Approver 1 or 2 roles only.

VIEWING DECISION DETAILS THROUGH THE HISTORICAL LINK

Users are notified of status changes (i.e., Saved to the Library, Cancel Action, Pending Union Review, etc.) via automated email. Approver 1 and 2 roles have access to view all historical actions. Department Initiators have access to view only historical actions in which they were originally designated access.

PA COPY FEATURE

Using the copy feature in PeopleAdmin (PA) can save you time, in addition to ensuring a quicker turnaround time in Human Resources.   Note:  If you need to make significant revisions to a position, do not use the copy feature.  A copied action may be returned, if the changes are significant.  Use the copy feature:

-To fill multiple hire requisitions, create/copy a separate position/action for each hire in the Position Management module.

-When creating a position that is an exact duplicate of a position already saved/existing in the PA library.

-You may also use the copy feature to copy a major portion of a position in the PA library.  However, be sure to describe any changes in the Justification for Request field. 

JUSTIFICATION FOR REQUEST

This field explains to Compensation what you are requesting and it also assists in prioritizing work received.  Providing sufficient information ensures a quicker turnaround.  Include in your justification (as applicable):

Review - Recruitment:

    • % of appointment
    • New vacancy or Replacement Vacancy – who left?
    • Short Term Employment – if a direct hire, their name.  Duration of appointment?
    • Waiver of Recruitment – for whom?  Why is a waiver necessary?
    • PSS or MSP Contract – for whom?  Duration for appointment?

Review - Reclass:  Why?  Briefly describe the changes and when the changes occurred.  

Review - Update:   Briefly describe the changes being made, if any.

Stipend:  Why?  Monthly amount, plus begin and end dates.

Equity:  Rationale for the request?  Indicate date received.  Note: retroactive effective dates must be approved by Compensation Services. For PSS or represented positions, indicate who approved the equity. For MSP requests, indicate the VC or Dean’s support.  The AVC HR must approve MSP requests.

JOB SUMMARY

Provide a brief (10-15 lines of text) encapsulation in this field of the overall job (use action verbs).  This summary will be viewable by applicants on the Requisition.  Note:Begin with the type of supervision received. 

Examples:

    • Under the direction of the Lab Manager, perform experiments and analyze results…
    • Under the direct supervision of the Principal Investigator, install and maintain research equipment…
    • Under the general supervision of the Office Manager, process payroll and personnel actions for staff….

POSITIONS SUPERVISED

A supervisor is an individual who has the direct responsibility for or effectively recommends on the hiring and evaluation of staff including responsibility involving grievances; determines, distributes, and supervises the work performed and approves leaves and overtime.  Supervisors have the authority to transfer, suspend, lay-off/recall, promote, and reward staff.

List the positions which this position directly and/or indirectly supervises.  Direct Supervision refers to employees who report directly to this position.  Indirect Supervision refers to employees who report to a subordinate supervisor who reports to the position.  Then list the total number of employees who are both directly and indirectly supervised by this position.  (If the position functions as a “lead”, or if the position is responsible for directing the work of postdocs or graduate students, enter N/A.)

Example:

      • Direct Supervision: Administrative Specialist II-Supervisor. – 1.0 FTE

Sr. Building Maintenance Worker – 2.5 FTE

      • Indirect Supervision:___Assistant II – 3.0 FTE

TOTAL: 6.5 FTE

ATTACHMENTS

The Attach documents tab allows department to attach documents.  For example, please include:

    • An organization chart for ALL reclassification requests.
    • Current position description, if the position has not been populated in PA.
    • Approval memo for stipends or equities.

ADD, UPDATE, OR INACTIVATE DEPARTMENT USERS

To Add a Department User:

    • Go to the PeopleAdmin log-in page www.employment.ucdavis.edu/hr
    • Select ‘CREATE/AUTHORIZE’ and complete ALL information fields.
    • Click [CONTINUE] and [CONFIRM].

Note: The request will route and be approved by the PeopleAdmin Administrator within 48 hours.

To Update or Inactivate a Department User

    • Email pahelp@ucdavis.edu; include your name, phone number, department and your change request.

Note:  Your request will route to the PA Help Desk and processed within 48 hours.

COPY FEATURE

Use the copy feature to fill multiple hire requisitions, create/copy a separate position/action for each hire in the Position Management module and when creating a position that is an exact duplicate of a position already saved/existing in the PA library. Note:  If significant revisions to a position are necessary, do not use the copy feature.  A copied action may be returned, if the changes are significant.  Note:  If significant revisions to a position are necessary, do not use the copy feature.  A copied action may be returned, if the changes are significant.

RE-USE STE OR CONTRACT POSITION #

Effective immediately, you may re-use a previously filled STE or Contract position # to repeat the same type of hire (i.e., another STE or Contract hire) with the same responsibilities vs. creating a new position #.  Most common examples are Coaches (Student Affairs), Writers (Law School) and Program Assistants (University Extension); however, it happens occasionally in other areas as well. 

Creating a new position is MANDATORY when the department wants a Career hire that was once STE or Contract.