HRBPs FAQs

HR Business partners strive to provide timely and consistent answers.

Top HR Inquiries

Get the answers to the top inquiries for Human Resources

Timesheet

Talent Acquisition
(Recruitment)

Learning & Development

New Hire & Onboarding

Performance ManagementBenefits

Awards & Recognition

Compensation

Payroll

Solution Finding & Escalation

HR Data & Metrics

Systems & Applications

Timesheet

What is Eco time?
Eco-time is our time keeping system for UC Davis Health Ecotime. You may contact Payroll Services via email at HS-ecotime@ou.ad3.ucdavis.edu
How do I submit my timesheet? And where do I submit my timesheet?
Ecotime is used by UC Davis Health to record employee time. You can login to Ecotime from The Insider. For more information on submitting the timesheet by employee type, visit the training videos here.
How do I code an activity in Ecotime?
Check with your supervisor on how to code an activity in Ecotime. For further assistance, please contact Payroll Services at (916)734-9150 or Payroll UC Davis Health.
Where can I find more information on Ecotime?
You can start with Eco time Training Guide. For further questions please contact your supervisor or contact Payroll Services at (916)734-9150 or Payroll UC Davis Health.
What is the contact information for Eco-time?
For technical assistance or problems using Eco time, please contact the Technology Department at (916)734-4357 (4-HELP), or send your question to: ecotime@ucdmc.ucdavis.edu.

For any other questions related to Payroll and Eco time, please contact Payroll Services at UC Davis Health at (916)734-9150 or send your question to HS-ecotime@ou.ad3.ucdavis.edu
Where can I find more information and guidance related to all leaves of absence (LOA)?
LOA Services can help you navigate leave of absence guidelines, medical certification forms, notice of rights and responsibilities related to Family Leave, Medical Leave, and Pregnancy Disability Leave. Contact the LOA Team via

Phone: 916-734-6682

Virtual FAX: 916-734-7837

Email: HS-loaservices@ucdavis.edu

Talent Acquisition (Recruitment)

What is the Recruitment Process and how can I find my talent acquisition partner?
No matter what your hiring needs are, UC Davis Talent Acquisition team can help you from start to finish. To get more information on creating or canceling a job opening, department responsibilities, work sponsorship, internal recruitment, search partners and other programs, please click on this link.

You can also connect with your Talent Acquisition Partners for any assistance or call them at (916)734-2742.
How to initiate and run a successful candidate search?
UC Davis offers the resources for supervisors and managers to assist them to narrow down the candidate pool for an open position. The selection process tools will help you navigate the process from start to finish so that you can hire the best candidate.

Depending on the type of position, many supervisors and managers start with the interview guidelines and work them around to complete the selection process.

Find your UC Davis Health Talent Acquisition Partner to ask questions on the Talent Acquisition process, or call them at (916)734-2742.
Where can I get more information on the selection process at Health?
You can find information on interview guidelines, background check, application screening, recruitment closeout, verification program, work sample and more information on recruitment selection process here.

Find your UC Davis Health Talent Acquisition Partner to ask questions on Talent Acquisition process or, call them at (916)734-2742.
How can I get information about job descriptions, classifications, and compensation to initiate the hiring process?
Connect with the Compensation team to get information about job descriptions, classification or compensation for a position. You can reach UC Davis Health Compensation team at (916)734-8720 or find your Compensation Partner by department.
What is PeopleAdmin? Where does PeopleAdmin Fit in Recruiting Process? How can I access PeopleAdmin?
PeopleAdmin is UC Davis' software solution for managing position descriptions, classifications and compensation actions. Like:

Initiation and approval workflow for classification decisions
New positions
Re-classes
Stipend and equity actions
One-time payments (Health only / Campus continues using Aggie Service)

Access PeopleAdmin to know how People Admin fits in recruitment process,. For Access, FAQS, Training and Job Aid use this link.

Further question(s) on process?
Contact Compensation. For technical support email pahelp@ucdavis.edu
What is the Executive & Leadership Recruitment Program?
Executive Programs and Recruitment offers full-cycle recruitment for Senior Management Group (SMG) and Senior Academic Leadership positions and serves as the primary resource and business partners to SMG members and Senior Academic Leaders.

Leadership Recruitment and Diversity Services advances the university’s mission of cultivating a diverse, world-class workforce by sourcing and matching talented, diverse candidates with leadership opportunities (Manager 2, 3 and 4 positions) and critical/hard-to-fill positions
What is Temporary Employment Services (TES)?
Temporary Employment Services (TES) places individuals at the UC Davis campus and UC Davis Health that need temporary staff support. The available assignments can be full-time, part-time and short-term or long-term in duration. You can search at the Careers Search page for opportunities.

Further question(s) or more information you can reach Temporary Employment Services (TES) team , or call them at (530)754-3000.
I’m looking at my staffing needs, can you walk me through my options?
Staffing encompasses all the processes involved in building and retaining the workforce of UC Davis Health. We suggest that you initiate the conversation with your supervisor or manager and then connect with your Administrative Officer (AO) on the staffing needs to determine available options.

If you know your Talent Acquisition Partner , then you can start the conversation with your TCP.
How do I get approval to recruit?
Contact your supervisor or manager to discuss the recruitment needs and internal approval process. You can start the initiation and approval workflow on PeopleAdmin.

You may also contact your Administrative Officer.

To know about the process of how People Admin fits in recruitment process, you can contact Compensation team or your Talent Acquisition Partner
Where can I find more information on job requisition and interview process?
The UC Davis Health Requisition & Interview Process site will provide information on important tools, policies and best practices designed to help hiring managers in successful recruitment.

Learning and Development

How to grow our skills and our impact?
Education is at the heart of UC Davis, not only for students, but also for employees. We don’t just want you to work for a higher education and research institution, we want you to experience it too. You can find useful certificate series, tool kits, development programs and various Learning and Development opportunities for yourself. You can contact the Learning and Development department at hr-learning@ucdavis.edu.
How can I get help to develop and coach my leaders?
Organizational Excellence partners with leaders, teams, and organizations by amplifying Leader’s awareness through coaching and expanding leadership mastery. You can contact the OE team at oeconnect@ucdavis.edu
Is the tuition reimbursement program available for employees?
UC Davis Health is proud to be an organization that provides tuition reimbursement to its dedicated employees. You can also find more information about the Staffing Tuition for Education Program (STEP) and eligibility Guidelines by e-mailing hr-learning@ucdavis.edu.
Which training is available for me? And how do I participate in training sessions?
You can find useful certificate series, tool kits, development programs and various Learning and Development opportunities for yourself on Learning and Development’s webpage.

New Hire and Onboarding

Who can submit the request for a new hire ID Badge?
The supervisor or your assigned Administrative Officer (AO) for that department can submit the request or ticket for new hire ID Badge at ServiceNow.
Who do I contact for ID Badge/Card Key issues?
To request a badge for a new hire or a replacement for ID Badge, submit a ticket at ServiceNow.

You can submit the request for New/Rehire, Replacement or any Change to existing Badge/Cardkey access for UCDHS/UCD Employees (including TES and VCF). Submit service request for BadgeID and Cardkey here.
Where can I find resources and helpful information for new employees?
The New Employee Welcome (NEW) is a mandatory training event for all new employees to be taken within 30 days of hire. To gather more information on training, events, and resources please refer to this webpage, or contact U C Davis Health Learning and Development unit or your HR Recruitment Coordinator.

You can also refer to the UC Davis Health New Employee Resource Manual to help your team members ease the process of settling into their new position.
Is there an Onboarding Toolkit for Managers?
As a supervisor, you play an important role in guiding new employees through fulfilling careers at UC Davis. In conjunction with New Employee Orientation, Onboarding Toolkit for Managers will be helpful for managers to prepare for welcoming and engaging the new employees through the onboarding process.

Performance Management

Who uses UCPath ePerformance?
All non-represented staff except SMG (Senior Management Group) are appraised using ePerformance, and some Represented Staff in various collective bargaining units. To know more click here.

Link: https://hr.ucdavis.edu/performance-appraisals/system
Where can I find information on performance evaluation process at UCPath?
You can find information about process and UCPath here. To assist with the annual performance appraisal process, employees are asked to write and submit a Self-Evaluation and more useful tips to write self -evaluation. Additional resources can be found here

UCPath ePerformance for Employees - 10-minute eLearning
Annual Appraisals - Employee Guide - Job Aid
Performance Appraisal Web Pages
Can I get assistance in performance related conversations?
You may contact your assigned Administrative Officer (AO) or, if not available, an Employee Relations Consultant should be able to assist.
As a supervisor, are there resources available for performance improvement?
As the immediate supervisor, you play an important role; your closest interaction with the employee occurs at this level. Here isa useful link to begin the collaborative process of developing performance standards.

You may contact your assigned Administrative Officer (AO) or, if not available, an Employee Relations Consultant should be able to assist.
How do I write my goals?
A self-evaluation is important, and employees are asked to write and submit a Self-Evaluation. You can learn more about writing your goals for self-evaluation with few useful tips to write self-evaluation here.

UCPath ePerformance learning resources, training and job aids are available to help employees and supervisors understand their roles in completing the annual employee performance appraisal and probationary evaluations.
Who may aid with employee performance issues or concerns?
You may contact your assigned Administrative Officer (AO) or, if not available, an Employee Relations Consultant should be able to assist.

Additional resources can be found at https://hr.ucdavis.edu/departments/elr/unit-assignments-health/supervisor-and-manager-support-at-ucdavishealth

Link for supervisors: https://hr.ucdavis.edu/supervisors/performance-mgmt
How do I get help with annual performance goal setting?
A goal is a concrete action, event or outcome that you strive to obtain. Learn more about setting S.M.A.R.T goals and writing resources for goals.

Benefits

I have been injured in the job, who do I contact?
Notify your supervisor within 24 hours about the injury. For more information on who is covered and what steps to follow for work-incurred injury or illness please contact Workers' Compensation at (916) 734-6180 or visit: https://health.ucdavis.edu/workerscomp/
I need to be off work for an extended period of time, who do I contact?
Start the conversation with your supervisor or manager. If absence is for medical reasons, please contact Disability Management Services for additional guidance. For family medical leaves (FML) please contact Leave of Absence Services for guidance and email at LOA Services: hs-loaservices@ucdavis.edu
How do I apply for Family and Medical Leave FML?
Employees can request FML through “Eco-time” or they can email LOA Services at hs-loaservices@ucdavis.edu. Additional resources: Family and Medical Leave Fact Sheet
Who can help me with Baby Bonding information?
Leave of Absence (LOA) Services can help with Baby Bonding information. Please start the conversation with your manager or supervisor. For more information you can refer to this link: https://hr.ucdavis.edu/departments/elr/dms
I am extending my family through adoption, where can I get more information?
You can find more information about adoption assistance plan and policy by reaching Disability Management Services
University offers a flexible spending account for qualified dependent(s)?
Yes, UC Davis Health does provide Spending accounts for qualified dependents. You can find more information Dependent Care Flexible Spending Account and additional resources here
What is a Flexible Spending Account?
A Flexible Spending Account allows you to pay for eligible out-of-pocket expenses for yourself and your eligible family members on a pretax basis. Learn more here: https://hr.ucdavis.edu/employees/benefits/health-welfare/fsa

Awards and Recognition

How to create an environment where employees feel appreciated for their contributions.
Recognition Can Be Simple - One of the most effective ways to express appreciation is often one of the most overlooked: saying thank you. Even if most of the duties one performs are a normal part of the job, hearing “thank you” in a spontaneous and timely way can mean a lot to anyone.

You can share your appreciation through UC Davis Health BEST Rewards and other programs by using this Link
How can I recognize my team member or colleague?
We believe finding the right way to make our employees feel appreciated builds job satisfaction, employee loyalty and longevity. Here are few UC Davis Health Employee Recognition Programs

UC Davis Health Staff Appreciation and Recognition plan (STAR)

Clinical Enterprise Management Recognition Plans (CEMRP)

Additional UC Davis Health-specific Award Programs

2021 Employee Excellence Awards

UC Davis Health BEST Rewards

Retirement Gifts and Celebrations

If you require additional assistance, please contact the HR Business Partner (HRBP) assigned to your department/unit.

Compensation

Who do I contact for a compensation request?
Compensation actions are now processed through PeopleAdmin. Your Administrative Officer (AO) is a great resource for navigating your options directly with someone. For tips/resources and information about your compensation analyst check out the Compensation Website.
Where can I learn more about the annual equity review for non-represented staff?
Please visit HR Compensation’s webpage at: https://hr.ucdavis.edu/departments/compensation/equity-adjustment
How do I request an equity adjustment or review?
Please visit HR Compensation’s webpage at: https://hr.ucdavis.edu/departments/compensation/equity-adjustment/ucdh-request
How can I request a stipend or pay equity increase for an employee?
Please refer to the link for Equity and Stipend. And documentation will be submitted through PeopleAdmin for processing.
Can you assist me with the possible reclassification of an employee?
We recommend engaging your Administrative Officer (AO) in a discussion about the current duties of the employee, and any changes you would like to implement. A review of the employee’s current position description should take place, making any edits to include additional duties you want them to perform.

Helpful resources:
Career Tracks standards (non-represented positions): https://www.hr.ucdavis.edu/departments/compensation/career-tracks/standards
Series Specifications (look up by job title): https://hr.ucdavis.edu/departments/compensation/salary-scales

Payroll

Where can I find more information about Payroll?
Payroll UC Davis Health
Who do I contact for paycheck issues?
You may contact the Payroll Services contact directly (alpha by employee last name), or reach out to them via email at HS-ecotime@ou.ad3.ucdavis.edu
Who do I contact if an employee did not receive a paycheck?
Please contact payroll services: Payroll Services

Solution Finding and Escalation

Who should I contact if I have a concern and am not comfortable speaking with my supervisor/manager?
The Administrative Officer (AO) assigned to your department/unit can be a starting point for your concern and the AO can refer the matter to other HR resources as appropriate.
Where do I find HR Policies or union bargaining contracts?
Medical Center Administrative Policies can be found here: https://ucdavishealth.ellucid.com/manuals/binder/72/false

Personnel Policies for Staff Members can be found here: https://hr.ucdavis.edu/departments/elr/policies/PPSM

Current collective bargaining unit contracts can be found here: https://hr.ucdavis.edu/departments/elr/contracts-policies

Procurement and Contracting Services policies: https://supplychain.ucdavis.edu/procure-contract/policies

HR Data and Metrics

What is HR Metrics?
Human Resource Metrics are derived from HR data and help stakeholders in quantitative assessment commonly used for tracking performance, workforce planning and development. Human Resource Metrics helps make better decisions by providing evidence-based insights. Measuring this kind of information-what’s working well, what needs improvement, and what trends to expect in the future-helps the organization figure out their people strategy. The goal is not only to look at “what” is happening, but “why” it is happening.

Common HR metrics include but are not limited to: time-to-hire, employee turnover, absenteeism or absence rate, demographics, diversity, and more.
How can I get HR Data?
HR data is protected and secure data, and only available on request. Only identified roles are eligible to make this request. So please start with your supervisor or assigned Administrative Officer (AO) to know if you are eligible for this data. Once you have received data, please ensure data security.
Who can help me in analyzing and interpreting the HR data?
Once you have received the required permission to access the data, you can contact your Administrative Officer (AO).

Systems and Applications

What is UCPath?
UCPath is an online tool that brings together human resources, academic personnel, benefits and payroll services for more than 200,000 University of California employees.

https://ucpath.ucdavis.edu/who-call

UCPath Portal Basics
How do I escalate an issue related to UCPath?
UCPath Help can be multifaceted.

UCPath: Log in to UCPath Online.

Virtually “chat” with a UCPath Center associate between 8 a.m. – 6 p.m. about a variety of topics. You can also call the UCPath Center Monday – Friday 8 a.m. – 5 p.m., excluding holidays, at 855-982-7284. Calling is recommended for escalations.
How do I escalate an issue with UCPath?
Log in to UCPath and click “Ask UC Path” and submit an inquiry. Once submitted, you can track and follow up on inquiring in your “My Inquiries” log.
How do I find anything in UCPath (e.g., payroll, benefits)
There are several training resources available to help you navigate in UCPath. Please visit the UCPath website: https://ucpath.ucdavis.edu/training-resources.

Employee Self-Service
>  Ten Things You Can do in UCPath Online!
>  Navigation Guide to Employee Actions
>  Access for Former Employees
>  Traducción Española
We are not getting a response from (UCPath, Benefits, Payroll etc.) can you assist me?
Contact the Administrative Officer (AO) assigned to your department/unit for assistance via email or telephone. Provide case numbers, and any other pertinent information to your Administrative Officer (AO) , and they will attempt to connect you with the appropriate HR office to escalate your issue. The Administrative Officer (AO) is not able to contact UCPath on your behalf.
What is PeopleAdmin? Or how can I get a position description?
PeopleAdmin is UC Davis' software solution for managing position descriptions, classifications and compensation actions. PeopleAdmin is used across UC Davis for compensation actions:

Initiation and approval workflow for classification decisions
New positions
Re-classes
Stipend and equity actions
One-time payments (Health only / Campus continues using Aggie Service)

Your Administrative Officer (AO) also has access to historical position descriptions, so please contact them directly for additional information.
How do I contact Compensation, Payroll, Benefits, ELR or Eco time?