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Hiring

Your department may elect should plan to use the ONBOARDING tool to hire graduate students, as this is the preferred and recommended method per the Payroll office.  Please note, the Membership Election Form will be sent via the IA system.  The UCRS Form 419 ARE is NOT included in the forms sent to new hires in that system.  You will need to send these forms that form to your new hires outside of the ONBOARDING system.  New hire paperwork not collected in the ONBOARDING tool can be sent to Payroll via a ticket to Services and Support.

Oath Signature Date

  • Complete the oath information for citizens, leaving the field blank for Permanent residents and International students.  The oath must be signed on or before the first day of service.  Contact the Division of Graduate Education and Postdoctoral Affairs for damage payment procedures (PPM 395-2, Damage Payments for Services Performed Before Loyalty Oath is Signed).
  • For Graduate Student Researchers, Readers, Tutors and Associates (in lieu of TA), this date will be the same as the appointment/distribution begin date.
  • For Teaching Assistants and Associates (teaching a course) the oath must be signed on or before the service period date, which is the quarter begin date.
  • The oath is valid for 365 days.  If an employee separates and is re-hired less than 365 days from their previous hire date, the employee is not required to complete a new form.



Expand
titleRequired Documents

The following is a list of required documents for graduate students. 

These forms can be found on the Payroll website at: http://blink.ucsd.edu/sponsor/BFS/divisions/payroll/forms.html.

All documents listed below except the UCRS Form 419 should be forwarded to the Payroll Office if not using the Onboarding tool, but the Onboarding tool should be used whenever possible. UCRS Form 419 should be sent directly to UCOP: UC HR/Benefits, Records Management, P.O. Box 24570, Oakland, CA 94623-1570.

Students have three options for how to receive their paycheck: Direct Deposit, PayCard, or paper check. They should indicate which option they will choose at the time of hire.

  1. US Citizens
    1. Oath & Patent Agreement (Students with a patent question should contact the Technology Office at 534-5815)
    2. I-9 (use I-9 Tracker)
    3. W-4
Wage Disposition or ADP Aline Paycard, or the student may enroll in direct deposit via At Your Service: https://atyourserviceonline.ucop.edu/ayso/
    2. UCRS Form 419 (statement concerning a position not covered by Social Security). Send form to UCOP (see address above).
  2. Permanent Residents
    1. Patent Agreement
    2. I-9 (use I-9 Tracker)
    3. W-4
Wage Disposition or ADP Aline Paycard, or the student may enroll in direct deposit via At Your Service: https://atyourserviceonline.ucop.edu/ayso/
    2. UCRS Form 419 (statement concerning a position not covered by Social Security). Send form to UCOP (see address above).
  2. International Students (F-1/J-1 Visa)
    1. Patent Agreement
    2. I-9 (use I-9 Tracker)
  • Wage Disposition or ADP Aline Paycard, or the student may enroll in direct deposit via At Your Service: https://atyourserviceonline.ucop.edu/ayso/
      1. Must have Social Security number or attach a receipt of application.
      2. UCRS Form 419 (statement concerning a position not covered by Social Security). Send form to UCOP (see address above)

    Other forms the student may need to complete if applicable include:

    In addition, you will need to provide your new hires with the following:


    Other Resources 




    Graduate Student Employment Policy & Procedures