We need your help in making sure our registry process continues to be successful!
In July 2007, we developed a process to centralize all requests for non-nursing temporary/registry outside agency personnel through UCLA Health Talent Acquisition due to a dramatic rise in temporary/registry employee agency costs. From March 2008 onwards, this process was expanded to include requests for all clinical temporary/registry outside agency personnel, with the exception of RNs and CNAs, which are already centralized by one of the nursing offices.
This process is similar to creating a new requisition in the iGreentree Hiring Manager system (see first attachment - instructions for submitting a temp req). Before you can proceed with hiring an individual, you need an approved requisition. With temporary/registry staff, there must be an approved temporary requisition in place. The second attachment contains the guidelines and approval parameters for this process.
Once a temporary requisition has been approved, our Temporary Staffing Designee, Nohemi Rosales, will confirm that you can begin working with our approved agencies to secure a temporary employee and will serve as a liaison between the agency and your department. Once a temporary employee has been identified, that temporary employee may not begin the assignment until a copy of the completed “UCLA Health System Verification Checklist for Temporary Staff” (see the third attachment) has been sent to Nohemi Rosales.
After the temporary employee begins, the Talent Acquisition team, in partnership with Accounts Payable, will be responsible for processing all invoices related to the temporary employee’s service. Your department should not receive any invoices. However, you may work with the agency to review timesheets, and once the timesheet is signed, that means the expense associated with that temporary employee has been approved by the department. The approved agency will send all invoices directly to an electronic inbox established by Accounts Payable with a pre-assigned PO number (generated when the requisition has been approved), and then processed and approved by Accounts Payable and Robin Ludewig (Sr. Director, Talent Acquisition and Workforce Planning).
If you do receive an invoice, please do not process the invoice, but instead, please send directly to Accounts Payable at HealthSystemAP@mednet.ucla.edu. If you receive a Faculty Practice Group invoice, please send it directly to AP@finance.ucla.edu.
Please share with your supervisors that request Registry.
Thank you for your partnership in continuing to make this such a successful process, and for ensuring that we continue to keep costs down for the health system.
All the best,
Robin Epstein Ludewig
Senior Director, Talent Acquisition and Workforce Planning
UCLA Health Sciences
Approval Guidelines for Agency Temporary Staff and Traveler Requests
Temporary Staff Verification Checklist
