DFA Human Resources Overview
Position Requests
Regular backfills, reclassified backfills, new positions, contract extensions, retiree rehires, etc.
- Submit the Staff Position Request Form to DFA-HR@uci.edu.
- Indicate if the position is funded as core, non-core, or split-funded.
- Include fund account data and confirmation on how it aligns with the department’s budget reduction plan.
- Explain how the position represents a change from last year’s staffing in the last box under "Justification" (e.g., net zero, + 1 FTE, etc.). Include explicit detail on how the position will be funded, such as:
- Downgrading position #12345 from Analyst 4 to Analyst 3 saving $xxxxx.
- Funding through elimination of position #23456 Mgr. 1 with net savings of $xxxx.
- Funding 1 year contract position by pausing on replacement of position #34567 Director of xxxx.
- Cancelling 2 year contract with xxx vendor for $xxxxx to fund 1 year contract FTE @ approximately $xxxx.
- For backfill of a recent vacancy not being eliminated: this straight backfill remains in budget and is not part of department’s budget reduction plan.
- Note: it is not sufficient to state “funded by vacancies” as the explanation must include the specific vacancy and consider that vacancies are a temporary saving.
- Once submitted and verified with DFAHR, it will be added to the weekly meeting with DFA's CFO/VC and the VC of Support Services. DFAHR will email applicable department with the outcome following the weekly meeting.
- Please note that some requests require further review and approval by PMRC including all core-funded positions. DFAHR will notify department of final outcome.
- For recruitment requests, the above action assumes confirmation of approved job descriptions for posting.
- Select “resubmitting” box if DFAHR notifies that PMRC is requesting additional information following the original request.
Salary Actions
Job offer salary expectations, reclassification increases, equity or retention adjustments.
- Submit the Salary Action Form to DFA-HR@uci.edu.
- Complete the left-hand column for existing staff only. Only complete the right-hand column for anything changes (e.g., if department, title, or supervisor are not changing, leave blank, but include new salary or any other changes).
- Include fund account data and confirmation that it aligns with the department’s budget reduction plan.
- Include explicit detail on how this salary action will be permanently funded in the "Department Justification" section. Examples of possible explanation:
- Funding by downgrade of position #12345 from Analyst 4 to Analyst 3 for ongoing savings of $xxx/year.
- Funding through elimination of position #23456 Mgr. 1 with net savings of $xxxx (this must cover the permanent salary action, and not just a one-time cost).
- Note: it is not sufficient to state “funded by vacancies” as vacancies are temporary savings.
- Once submitted and verified with DFAHR, it will be added to a weekly meeting with DFA's CFO/VC and the VC of Support Services. DFAHR will email applicable department with the outcome following the weekly meeting.
- Please note these requests also require further review and approval by Central HR Compensation and DFA HR will notify department of final outcome.
Stipend Requests
One-time stipend requests or extensions
- Submit the Stipend Request Form to DFA-HR@uci.edu.
- Select “Stipend Exception” in the “Request For” drop down menu if the stipend is greater than 12 months or if requested extension increases the total time to more than 12 months.
- Complete the left-hand column. Only complete the right-hand column for anything changing (e.g., if department, title, or supervisor are not changing, leave blank, but include stipend %).
- Include fund account data and confirmation that it aligns with the department’s budget reduction plan.
- Include explicit detail on how this stipend will be funded in the "Department Justification" section, such as:
- Funding by downgrade of position #12345 from Analyst 4 to Analyst 3 for ongoing savings of $xxx/year.
- Funding through elimination of position #23456 Mgr. 1 with net savings of $xxxx.
- Note: if using current vacancies for this temporary funding, include the specific vacancy(s).
- Once submitted and verified with DFAHR, it will be added to the weekly meeting with DFA CFO/VC and VC of Support Services. DFAHR will email applicable department(s) with the outcome following the weekly meeting.
- Please note these requests require further review and approval by Central HR Compensation and DFAHR will notify department(s) of final outcome.
STAR Award Requests
The Staff Achievement and Recognition Award (STAR) are for non-represented and CX-represented positions and are to reward exceptional contributions.
- Submit the attached Star Award Nomination Form to DFA-HR@uci.edu.
- Include fund data and explicit detail on how this one-time award will be funded in the body of the email, such as:
- Funding through vacant position #12345.
- Funding by 3-month pause on recruitment for xxxx position.
- Once submitted and verified with DFAHR, it will be added to the weekly meeting with DFA's CFO/VC and VC of Support Services. DFAHR will email department with the outcome following that weekly meeting and, if approved, will process the approved award amount and send the respective award letter to the supervisor to present to the employee.
- Please refer to the purpose and guidelines on Staff Appreciation and Recognition Award (STAR) guide to ensure understanding of the purpose, eligibility, and procedures for compliance.