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<span style="font-family: "Times New Roman", Arial, Helvetica, sans-serif; font-size: 11pt; color: rgb(0, 0, 0);">Colleagues, </span></p>
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<span style="font-family: "Times New Roman", Arial, Helvetica, sans-serif; font-size: 11pt; color: rgb(0, 0, 0);"> </span></p>
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<span style="font-family: "Times New Roman", Arial, Helvetica, sans-serif; font-size: 11pt; color: rgb(0, 0, 0);">As we move closer to the end of another academic year at UC Merced, we would like to provide some important reminders regarding student employees. </span></p>
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<div role="presentation"><span style="text-transform: none;"><b>Summer Employment</b>:</span></div>
</li></ul>
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<span style="font-family: "Times New Roman", Arial, Helvetica, sans-serif; font-size: 11pt; color: rgb(0, 0, 0);"><b>New/Rehires</b>:
<u><a href="https://studentjobs.ucmerced.edu/form/student-assistant-intake-request" title="https://studentjobs.ucmerced.edu/form/student-assistant-intake-request" data-outlook-id="ec37da4c-04ad-4d9d-9e1e-14720590d1e0" style="color: rgb(0, 0, 0); margin-top: 0px; margin-bottom: 0px;">Student
Intake Request</a></u> required</span></p>
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<span style="font-family: "Times New Roman", Arial, Helvetica, sans-serif; font-size: 11pt; color: rgb(0, 0, 0);"><b>Active student employees:</b> Departments must formally extend the appointment of those students who will continue to work over the summer.
To extend employment the Hiring Manager must submit the <b><u><a href="https://bfs.ucmerced.edu/form/student-rate-change" title="https://bfs.ucmerced.edu/form/student-rate-change" data-outlook-id="ddcf1165-79e0-46c6-908d-14a8faa97e7f" style="color: rgb(0, 0, 0); margin-top: 0px; margin-bottom: 0px;">Student
Rate Change and/or Job Extension</a> </u></b>form no less than 10 business days before the indicated job end date within UCPath. Student employees should be extended only if there is reasonable certainty that the student will return to the same Department
and job in the fall.</span></p>
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<span style="text-transform: none;" role="presentation">Students working in the summer are limited to 40 hours per week. During the summer Student employees may work up to 40 hours up until the
<b><i>last day</i></b> before the start of Fall instruction begins on Wednesday, August 26, 2026. </span></li></ul>
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<span style="font-family: "Times New Roman", Arial, Helvetica, sans-serif; font-size: 11pt; color: rgb(0, 0, 0);">Student employees who work during the summer will see a change in their paychecks as FICA will be taken out during the months that they are not
enrolled in a minimum number of Departments required for FICA exemption (6). </span></p>
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<div role="presentation"><span style="text-transform: none;"><b>Graduating Seniors</b> – Graduating seniors must have been active and working in their current position(s) during Spring semester to be eligible for extension through Summer Intercession. Extensions
through Summer must terminate the day before Fall instruction begins (first day of instruction).</span></div>
</li></ul>
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<span style="font-family: "Times New Roman", Arial, Helvetica, sans-serif; font-size: 11pt; color: rgb(0, 0, 0);"> </span></p>
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<span style="text-transform: none;" role="presentation">Graduating seniors may not apply for or accept “new” campus student employment positions after graduation.</span></li><ul style="margin-top: 0in; margin-bottom: 0in;">
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<span style="text-transform: none;" role="presentation">Students graduating in Spring 2026 may work until the
<b><i>day before</i></b> Fall 2026 Instruction begins on Wednesday, August 26, 2026.</span></li><li style="font-family: "Times New Roman", Arial, Helvetica, sans-serif; font-size: 11pt; color: rgb(0, 0, 0); line-height: normal; margin: 0in 0in 9pt;">
<span style="text-transform: none;" role="presentation">UC Merced Academic Calendars:
<b><u><a href="https://registrar.ucmerced.edu/schedules/calendars" title="https://registrar.ucmerced.edu/schedules/calendars" data-outlook-id="ebea40d8-442d-44d4-83ac-503b77c40751" style="color: rgb(0, 0, 0);">https://registrar.ucmerced.edu/schedules/calendars</a></u></b></span></li></ul>
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<div role="presentation"><span style="text-transform: none;"><b>Separations</b> – A student worker who is no longer performing services (voluntarily or involuntarily) must have their UCPath record updated as soon as the employment relationship change is known. Departments
must submit the <b><u><a href="https://bfs.ucmerced.edu/form/student-separation-non-academic" title="https://bfs.ucmerced.edu/form/student-separation-non-academic" data-outlook-id="ca002fa9-147e-47b8-8d6a-93ba1d79c660" style="color: rgb(0, 0, 0);">Student
Separation</a></u></b> form and the employee’s final timesheet as soon as the separation is known.
<i>Exception: If a student will return in fall, you may leave them active, but submission of zero-hour timesheets is required for compliance purposes.</i></span></div>
</li></ul>
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<div role="presentation"><span style="text-transform: none;"><b>Final Pay</b> – Student worker timesheets should be submitted and approved 5 business days prior to their expected end date. It is the supervisor’s responsibility to ensure that all final hours
are timely reported. TRS allows the approver to create, edit and submit timesheets on behalf of the employee. If the employee does not submit their final time, please do so on their behalf. Final pay will be issued if the terminating job record ends all
employment association with UC Merced. </span></div>
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<span style="text-transform: none;" role="presentation">Academic Students (Reader/Remedial Tutor) – These jobs do NOT auto terminate, and supervisors MUST submit an
<b><u><a href="https://bfs.ucmerced.edu/form/academic-separation" title="https://bfs.ucmerced.edu/form/academic-separation" data-outlook-id="187150e8-3423-45ad-9979-38fbdc307f80" style="color: rgb(0, 0, 0);">Academic Separation</a></u> </b>form in addition
to submitting the student’s final timesheet. </span></li></ul>
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<div role="presentation"><span style="text-transform: none;"><b>Auto termination</b> – Student worker records are set to automatically end on the date listed in UCPath. Please regularly review the UCPath Cognos Report R-103 to manage student records with upcoming end dates. </span></div>
</li></ul>
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<span style="font-family: "Times New Roman", Arial, Helvetica, sans-serif; font-size: 11pt; color: rgb(0, 0, 0);"> </span></p>
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<span style="text-transform: none;" role="presentation">If an extension is needed, please use the
<b><u><a href="https://bfs.ucmerced.edu/form/student-rate-change" title="https://bfs.ucmerced.edu/form/student-rate-change" data-outlook-id="a5cdd376-d6fd-46f3-ba3b-11b86e083189" style="color: rgb(0, 0, 0);">Student Rate Change and/or Job Extension</a></u></b> form
and submit it no less than 10 business days before the indicated end date. <b><u>Once a job has auto terminated, all work must cease.
</u> </b></span></li></ul>
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<span style="font-family: "Times New Roman", Arial, Helvetica, sans-serif; font-size: 11pt; color: rgb(0, 0, 0);"> </span></p>
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<div role="presentation"><span style="text-transform: none;"><b>Reinstatement</b> – If a job record has auto terminated and needs to be reinstated, please submit the
<b><u><a href="https://bfs.ucmerced.edu/form/student-rate-change" title="https://bfs.ucmerced.edu/form/student-rate-change" data-outlook-id="e8c0140f-5d95-4739-b2f6-b48dab5bc4a4" style="color: rgb(0, 0, 0);">Student Rate Change and/or Job Extension</a></u> </b>form,
and indicate a reinstatement is needed. Auto terminations <b>will not</b> be reinstated if the student has been inactive for more than 10 business days. Records inactive for 10 business days or more will require a new Student Intake request and the completion of hiring
documents, even if the student has continued to work. <b>A break in service will require the completion of rehire documents.</b> </span></div>
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<div role="presentation" style="direction: ltr;"><span style="text-transform: none;"><b>TRS Requirements:</b> Zero-hour timesheets must be submitted within TRS for each employee for each pay period that they are not working during the winter, spring, and summer
breaks.</span></div>
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</span></div>
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<li style="font-family: "Times New Roman", Arial, Helvetica, sans-serif; font-size: 11pt; color: rgb(0, 0, 0);">
<div role="presentation" style="direction: ltr;"><span style="text-transform: none;">Supervisors can create timesheets for the current pay period and for one pay period in advance.</span></div>
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</span></div>
</li></ul>
</ul>
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<span style="text-transform: none;"> For compliance purposes, supervisors are advised not to create timesheets for the whole summer in advance.</span></div>
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<span style="font-family: "Times New Roman", Arial, Helvetica, sans-serif; font-size: 11pt; color: rgb(0, 0, 0);"> </span></p>
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<div role="presentation"><span style="text-transform: none;"><b>Data Accuracy</b> – Please ensure that the information being submitted on webform requests accurately reflect the employee’s information. We are seeing many forms that appear to contain auto filled
information that may be the requestor’s information and not the employees. To avoid unnecessary delays, please double check the form data before submitting. If information is inaccurate, the submitter will be asked to complete the form again. Please be
particularly mindful of the employee’s previously established Employee ID number (NOT student ID number), position number (unless a new hire) and email address. </span></div>
</li></ul>
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<span style="font-family: "Times New Roman", Arial, Helvetica, sans-serif; font-size: 11pt; color: rgb(0, 0, 0);"> </span></p>
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<div role="presentation"><span style="text-transform: none;"><b>UCPath Cognos Reports</b> – Manage and monitor student employment records related to job data. </span></div>
</li></ul>
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<span style="text-transform: none;" role="presentation"><b>UCPath Cognos Report R-272 - Employees Roster –
</b>Monitor student employment records related to job data:</span></li><li style="font-family: "Times New Roman", Arial, Helvetica, sans-serif; font-size: 11pt; color: rgb(0, 0, 0);">
<span style="text-transform: none;" role="presentation"><b>UCPath Cognos Report R-103 - Auto termination</b>. Utilize this report to manage student employment records with upcoming end dates. </span></li><li style="font-family: "Times New Roman", Arial, Helvetica, sans-serif; font-size: 11pt; color: rgb(0, 0, 0);">
<span style="text-transform: none;" role="presentation"><b>UCPath Cognos Report R-120 - Active, No Pay 120 Days</b>.</span></li></ul>
</ul>
</ul>
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<span style="font-family: "Times New Roman", Arial, Helvetica, sans-serif; font-size: 11pt; color: rgb(0, 0, 0);"><b> </b></span></p>
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<span style="font-family: "Times New Roman", Arial, Helvetica, sans-serif; font-size: 11pt; color: rgb(0, 0, 0);"><b>To request access to UCPath & UCPath Cognos Reporting:</b> <b><u><a href="https://ucmerced.service-now.com/dfa?id=dfa_kb_article&sys_id=5c1df69f971eed90a97974471153afd2&form_id=940c7ffcdbff1010f1b9d8965e96199e" title="https://ucmerced.service-now.com/dfa?id=dfa_kb_article&sys_id=5c1df69f971eed90a97974471153afd2&form_id=940c7ffcdbff1010f1b9d8965e96199e" data-outlook-id="ec7f9089-b710-41d9-98fd-d8b6dbd4c65c" style="color: rgb(0, 0, 0); margin-top: 0px; margin-bottom: 0px;">User
Access Provisioning Request</a></u>. </b></span></p>
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<span style="font-family: "Times New Roman", Arial, Helvetica, sans-serif; font-size: 11pt; color: rgb(0, 0, 0);"><b>Resource:
<u><a href="https://ucmerced.box.com/s/bj58rsqdpmzor1gj3ogcqwt8q85vv15e" title="https://ucmerced.box.com/s/bj58rsqdpmzor1gj3ogcqwt8q85vv15e" data-outlook-id="0fdcfa6c-d67f-4980-a1ae-07d0eb132a93" style="color: rgb(0, 0, 0); margin-top: 0px; margin-bottom: 0px;">UCPath
Cognos Report Job Aid</a></u></b></span></p>
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<span style="font-family: "Times New Roman", Arial, Helvetica, sans-serif; font-size: 11pt; color: rgb(0, 0, 0);"> </span></p>
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<div role="presentation"><span style="text-transform: none;"><b>Deadlines</b> – Please be sure to regularly check our
<b><a href="https://payroll.ucmerced.edu/resources/deadlines-calendars" data-outlook-id="b3c0e959-78c9-499a-acbb-e7a1f09affd9">Deadlines & Calendars</a></b></span><b><a href="https://payroll.ucmerced.edu/resources/deadlines-calendars" data-outlook-id="bbbf6e82-e99b-4605-a930-2dcfee6d6f32" style="text-decoration: none;">
</a></b><span style="text-transform: none;">and submit requests timely. Failure to submit actions by the deadlines indicated may result in a delay of pay to your employee. </span></div>
</li></ul>
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<span style="font-family: "Times New Roman", Arial, Helvetica, sans-serif; font-size: 11pt; color: rgb(0, 0, 0);"> </span></p>
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<span style="font-family: "Times New Roman", Arial, Helvetica, sans-serif; font-size: 11pt; color: rgb(0, 0, 0);"><b>SES Website & SES Handbook:</b> Please visit the
<b><u><a href="https://studentjobs.ucmerced.edu/" title="https://studentjobs.ucmerced.edu/" data-outlook-id="1b64a5f8-1c15-421f-aea0-213b76a8a374" style="color: rgb(0, 0, 0); margin-top: 0px; margin-bottom: 0px;">Student Employment Services website</a></u></b> and/or
<b><u><a href="https://ucmerced.app.box.com/s/e15lexvifq8cqioeo450jo6vbw6ft5g9" title="https://ucmerced.app.box.com/s/e15lexvifq8cqioeo450jo6vbw6ft5g9" data-outlook-id="bababbcf-7a74-410d-9401-b43da9d79548" style="color: rgb(0, 0, 0); margin-top: 0px; margin-bottom: 0px;">SES
Handbook</a></u></b> for updated information, tools and instructions related to on-campus student employment.</span></p>
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<span style="font-family: "Times New Roman", Arial, Helvetica, sans-serif; font-size: 11pt; color: rgb(0, 0, 0);">Thank you,</span></p>
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<p class="MsoNormal"><span style="font-family: Arial, sans-serif; font-size: 9pt; color: rgb(9, 47, 68); text-transform: uppercase;"><b>JULIE MORGAN</b></span><span style="font-family: Arial, sans-serif; font-size: 9pt;"><br>
<br>
<br>
</span><span style="font-family: Arial, sans-serif; font-size: 7.5pt; color: rgb(9, 47, 68); text-transform: uppercase;">STUDENT EMPLOYMENT SERVICES &</span></p>
<p class="MsoNormal"><span style="font-family: Arial, sans-serif; font-size: 7.5pt; color: rgb(9, 47, 68); text-transform: uppercase;">Workforce onboarding SUPERVISOR </span><span style="font-family: Arial, sans-serif; font-size: 9pt;"><br>
</span><span style="font-family: Arial, sans-serif; font-size: 7.5pt; text-transform: uppercase;">UCM PAYROLL SERVICES</span><span style="font-family: Arial, sans-serif; font-size: 9pt;"><br>
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</span><span style="font-family: Arial, sans-serif; font-size: 9pt; color: rgb(153, 153, 153);">5200 Lake Road
</span><span style="font-family: Arial, sans-serif; font-size: 9pt; color: rgb(218, 172, 0);">|</span><span style="font-family: Arial, sans-serif; font-size: 9pt; color: rgb(153, 153, 153);"> Merced, California 95343<br>
studentjobs.ucmerced.edu </span><span style="font-family: Arial, sans-serif; font-size: 9pt; color: rgb(218, 172, 0);">|</span><span style="font-family: Arial, sans-serif; font-size: 9pt; color: rgb(153, 153, 153);"> 209.743.0572</span></p>
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