Multi-Location Appointments for Staff: Procedures

Definition

A multi-location appointment (MLA) occurs when an employee is employed by two or more UC campus locations simultaneously.¹  For additional guidance, see the UC Accounting Manual.

The campus where the employee holds his/her primary employment is the HOME location.

The campus that employs the employee on an additional basis is the HOST location.  

Procedures

If UC Berkeley (UCB) is the HOST location

  1. The UCB HOST department should first discuss the MLA with their department HR Consultant  to obtain local approval to create a position, follow hiring guidelines, and get the position classified. HOST positions are usually, but not always, limited positions.
  2. The UCB HOST department notifies the HOME location  that it wants to appoint the employee for additional work, and that it will process an MLA. The UCB HOST department should also verify the employee’s HOME location appointment information with the home department. (Note--the HOME location may need to ask the employee to provide a letter voluntarily reducing his/her appointment in order to take the second HOST appointment; all staff appointments should total no more than 100%).
  3. The UCB HOST department prepares one of the following:
  4. UCB HOST department then routes the completed form  to the UCB HR MLA Staff Coordinator (Employee Relations Unit) for review/approval. The UCB Central HR MLA Staff Coordinator forwards the form to the appropriate HOME LOCATION Personnel office to obtain local approval.
  5. The HOME LOCATION Personnel office signs off on the form and routes it to the HOME LOCATION Accounting office and forwards a copy of the signed form to the UCB Central HR MLA Staff Coordinator. 
  6. The HOME LOCATION Accounting office then sets up an additional  intercampus appointment on their employee database.
  7. The UCB HOST department submits timesheets to the HOME LOCATION Accounting office and HOME LOCATION department so that the Accounting office generates payroll, and the HOME LOCATION department tracks leave accruals and usage by the employee. 

If UC Berkeley is the HOME location

  1. The HOST location department should notify the UCB HOME location department that it wants to appoint the employee for additional work, and that it will process an MLA.  The UCB HOME location department should contact their department HR Consultant for assistance when requested to  provide information about the employee’s HOME appointment.  NOTE: The UCB HOME location department may need to ask the employee to provide a letter voluntarily reducing his/her appointment in order to take the additional appointment;  all staff appointments should total no more than 100%.
  2. The HOST location department prepares one of the following:
  3. The appropriate HOST LOCATION Personnel office routes the completed form to the UCB HOME location Central HR MLA Staff Coordinator (Employee Relations) for review/approval.   
  4. The UCB Central HR MLA Staff coordinator sends the form to the UCB payroll office, and forwards a copy to the HOST location. 
  5. The UCB payroll office sets up an intercampus appointment in HCM. 
  6. The HOST location department submits timesheets to the UCB Payroll office and the UCB home department so that the UCB Payroll office generates payroll, and the HOME LOCATION department can track leave accruals and usage by the employee. 

If LBNL is one of the locations, contact your department HR Consultant for assistance.

For questions regarding MLA materials on this website, please contact askeru@berkeley.edu.

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¹ For MLA’s involving academic appointments, contact the Academic Personnel Office.