New Appointments

All new appointment requests should be sent to Cindy Slaughter .  Please direct any questions concerning the following procedures to Cindy Slaughter .

1. The Program Coordinator will turn in a Slot Designation Form by November 4th.
   • Sample Slot Designation Form - [8,434 kb]
   • Please fill out all applicable worksheets (tabs) - "ACGME New-Cont," "ACGME Terms," "ACGME Summary," "Non-ACGME New-Cont," "Non-ACGME Terms," "Non-ACGME Summary."
   • Please note that on the form "DISBURSE?" means, is this person getting paid through disbursements rather than Payroll?
   • Please note that "INS INDEX#" is the index number that insurance benefits will be charged to.
2. Each new appointment request will contain:
   1. Appointee's name, address, and e-mail address (typed as a list)
   2. One copy of the application form  - [118.47 kb] and C.V.
   3. One copy of the medical school diploma
   4. One copy of the Dean's Report/Letter  - [518]
      
   5. One copy of the Report of Performance  - [522] for prior postgraduate training
   6. One copy of supporting letters
   7. If the appointee is not paid to scale, indicate total dollars to be paid for the academic year from all sources of funding for the appointee.
3. The Program Coordinator will process ALL applicable employment forms with the new appointees before the new trainee's appointment start date*:
   1. State Oath of Allegiance and Patent Agreement, UPAY585 (R11/97) - [34 kb]
   2. Acknowledgement of Child Abuse Reporting & Elder/Dependent Adult Abuse Report form - [75 kb]
   3. W-4 - [792 kb]
   4. W-4 - Nonresident Alien - [532 kb]
   5. Payroll Wage Distribution Request - [54 kb]
   6. Statement Concerning Your Employment in a University Position Not Covered by Social Security - [32 kb]
   7. Employment Eligibility Verification form I-9 - [448 kb]
   8. Certificate of Foreign Status for Federal Tax Withholding - [6506 kb]

    

   * If all forms are not completed before the new trainee's appointment start date, the department contact will be required to change the start date in PPS to the date the appointee signed the documents, and OGME will need to issue a revised appointment letter.

4. The appointee completes the above forms and returns them to their department contact.
5. The department contact completes data entry into the online Payroll Personnel System (PPS) by May 31^st but no more than 60 days prior to the effective date of the action.*  Each document entered into PPS should contain:
   • Department contact's name
   • Department contact's phone number
   • Date

   * If it is not entered into PPS by May 31^st, UCSD email addresses and passwords will not be set up in time for the scheduled computer training sessions.

    

6. It is no longer necessary to submit electronic PANs to OGME.  However, please send the employee ID number to Dion Brown or Robyn Meehan so that a New Innovations profile may be created.
7. The department contact forwards the following forms to Payroll, MC 0952.
   1. Oath/Patent Policy & Acknowledgment
   2. Child/Adult Abuse Reporting Requirements
   3. W-4
   4. Payroll Wage Distribution Request
   5. I-9 Employment Eligibility Verification
   6. For non-citizens of U.S., Certificate of Foreign Status for Federal Tax Withholding (UC-W8BEN)
8. A copy of the Statement Concerning Your Employment in a University Position Not Covered by Social Security is to be given to the trainee and the original sent to UC HR/Benefits Records Management, P.O. Box 24570, Oakland, CA 94623.1570.
9. For programs that participate in the VA integrated residency, please be aware of the following policies and procedures:
• After your residency program is reviewed and approved by GME, you will then be required to prepare a Trainee Qualifications Credentials Verification Letter (TQCVL) for the VA by May 18th.  Be sure to include all trainees coming to your program on your TQCVL.  This includes rotators from other hospitals and trainees doing elective rotations in your program.
• E-mail your TQCVL letter and roster to Sandra Bee and Cindy Slaughter .  Please send what you have as of May 18th.  You may send updates to the roster as you add additional trainees to your program.
• Prepare an original copy of the TQCVL on your letterhead and obtain your Department Chair's signature on the document.  Please send that original chair-signed paper copy to Sandra Bee by mail at VA Education Service, mail code 9142 by May 18th.  Faxed documents will not be accepted.  If you are still adding to the initial roster that you had sent on May 18th, you may delay sending the final original signed paper copy to Sandie until July 1st at the latest.