Do not begin working until you have completed the necessary paperwork!
You must fill out a student hiring packet with the PASC. This packet should include:
- Request to Hire Form (to be filled out by hiring faculty)
- PASC Personnel Data Form
- PASC Email Policy
- Voluntary Self-Identification of Disability (Form CC-305)
- Voluntary Self-Identification of Race, Ethnicity and Veteran Status (U5605)
- New Hire Cover Sheet
- State Oath of Allegiance/Patent Policy
- I-9 (form expires 03/31/16)
- Direct Deposit Authorization Form
If you would like to expedite your hiring process, it is recommended that you print the Student Hiring Packet in advance and fill in as much as you can before coming in to the PASC office. Your employee ID number will be assigned to you after you have been hired.
Student Hiring Packet Directions
PASC PERSONNEL DATA FORM
Complete all applicable information.
VOLUNTARY SELF-IDENTIFICATION FORMS
Indicate ethnicity & race in Sections 1A & 1B.
If applicable, check the disability status box, and/or any boxes referring to veteran status on the next page.
Note: This data is for statistical purposes only. The form will be destroyed and will not be part of your personnel file.
STATE OATH OF ALLEGIANCE/PATENT POLICY
Print ONLY your name at the top (“Employee's Name”) and at the bottom (“Employee/Guest Name”).
Read, but DO NOT SIGN OR DATE, the form. An Administrative Office employee must witness your signature.
Note: If you are not a US citizen or Permanent Resident, you do not have to sign the Oath of Allegiance (top section). Simply draw a line across the signature area and write “Citizen of ____________“ (name of your country) in this area.
EMPLOYMENT ELIGIBILITY VERIFICATION (I-9 FORM)
Complete Section 1 (Employee Information & Attestation) of the form. Be sure to sign and date it.
Be prepared to provide the proper original identifying documents. See the list of acceptable documents here.
UC W-4 FORM (WITHHOLDING ALLOWANCE CERTIFICATE)
Complete all personal information. Use your permanent address, as this is where your W-2 form will be mailed.
Complete Section I (Federal) & Section II (State) – OR – Section III (Exempt), but NOT BOTH.
If you wish to have additional taxes withheld, complete Section IV.
PAYROLL & NON-PAYROLL DEPOSIT AUTHORIZATION FORM
This is to have your paycheck directly deposited into a checking or savings account.
Be sure to attach a voided check in the designated area. If it is for a Savings Account, or if you do not use paper checks, supply a letter from your bank verifying the account number and transit routing number.
STATEMENT RE YOUR EMPLOYMENT IN A UNIV. POSITION NOT COVERED BY SOCIAL SECURITY
Fill in your name and Social Security Number. Sign and date on the bottom of the page.
Note: This pertains to Limited employment assignments. If it is determined that it does not pertain to your appointment, the form will be destroyed.
If you have been awarded Work-Study, bring your Work-Study Referral along with all of the other completed forms.
Graduate student employees are limited to 50% time during the academic terms. During the summer or inter-quarter term period (breaks), a graduate student employee can work up to 100%. An exception may be granted by the graduate student's home department chair or Graduate Faculty Advisor for a graduate student to exceed the 50% appointment limit up to 75% during the academic terms. Prior to hiring a graduate student you need to request approval from the home department chair or Graduate Faculty Advisor.
Undergraduate students should be hired in the Student I title. This series consists of two Title Codes (4922 for UC Students, and 4927 for non UC), with the distinction between levels based on the relative degree of difficulty inherent in the manual, clerical, advising, public contact, and/or research related duties performed. In this series, you may hire an undergraduate with an hourly rate at or above the California minimum wage, which will be $10.00 an hour as of January 1st, 2016. Titles such as Lab Assistant & Staff Research Associate are restricted to specific hourly rates, require a formal job description, and are represented by union contracts.
*The salary range maximum for students employed in the above mentioned titles will be capped at $35/hour to align our student salary ranges similar to those at other UC locations.
Sharing Employment with Other Departments
Undergraduate students are responsible for notifying the PASC office of additional appointments (jobs) they hold with another University department, or an outside agency paid from University funds. Generally it is recommended that undergraduate student employees work a maximum of 49% in combined appointments. When an undergraduate student employee works in more than one department or unit on campus, all hours worked in all appointments are lumped together and count towards the 49% time limit.