Appendix: Required Documents for New Hires

Owned by Courtney Aguila
Last updated: Sept 27, 2023 by Dimple Bhatt
3 min read

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.


 Required Documents

The following is a list of required documents for graduate students.  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
    4. 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
    4. UCRS Form 419 (statement concerning a position not covered by Social Security). Send form to UCOP (see address above).
  3. International Students (F-1/J-1 Visa)
    1. Patent Agreement
    2. I-9 (use I-9 Tracker)
    3. Must have Social Security number or attach a receipt of application.
    4. 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