Hiring
Your department 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 is NOT included in the forms sent to new hires in that system. You will need to send 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.
Other Resources
- Departments hiring Academic Student Employees should review the UAW/ASE contract and procedures at: http://grad.ucsd.edu/financial/employment/ases/index.html
- Departments should use the Glacier system when hiring an International Student: http://blink.ucsd.edu/finance/payroll/foreign/
- For instructions on how to update Visa information in UCPath for international students and permanent residents, please see: http://blink.ucsd.edu/finance/payroll/foreign/ealn.html
- Checklist for Departments with New Employees (Blink page): https://blink.ucsd.edu/HR/supervising/hiring/checklist-d.html#First-day