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<span style="font-family: "Times New Roman", Arial, Helvetica, sans-serif; font-size: 11pt; color: rgb(16, 72, 98);">Hello Campus Colleagues,</span></p>
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<span style="font-family: "Times New Roman", Arial, Helvetica, sans-serif; font-size: 11pt; color: rgb(16, 72, 98);"> </span></p>
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<span style="font-family: "Times New Roman", Arial, Helvetica, sans-serif; font-size: 11pt; color: rgb(16, 72, 98);">As we gear up for the start of the Fall 2026 semester, departments across campus are busy preparing to welcome our students back. This transition
involves planning for students who are resuming roles, starting new on-campus positions, or ending their employment.</span></p>
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<span style="font-family: "Times New Roman", Arial, Helvetica, sans-serif; font-size: 11pt; color: rgb(16, 72, 98);"> </span></p>
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<span style="font-family: "Times New Roman", Arial, Helvetica, sans-serif; font-size: 11pt; color: rgb(16, 72, 98);">Student Employment Services (SES) would like to remind hiring managers of several critical policies, deadlines, and procedures to ensure a smooth
onboarding and payroll process.</span></p>
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<span style="font-family: "Times New Roman", Arial, Helvetica, sans-serif; font-size: 11pt; color: rgb(16, 72, 98);"><b><u>Hours of Work</u></b></span></p>
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<li style="font-family: "Times New Roman", Arial, Helvetica, sans-serif; font-size: 11pt; color: rgb(0, 0, 0);">
<span style="color: rgb(16, 72, 98); text-transform: none;" role="presentation"><b>Academic Year Limit:</b> During the academic year, student employees may work a maximum of 18 hours per week across all on-campus jobs combined. We understand that some departments
may need to utilize students to prepare for the return to campus. Hours worked more than 18 during the first week of instruction should be done on an exception basis, with full consideration of the student’s class schedule and personal needs.</span></li><li style="font-family: "Times New Roman", Arial, Helvetica, sans-serif; font-size: 11pt; color: rgb(0, 0, 0);">
<div role="presentation" style="color: rgb(16, 72, 98);"><span style="text-transform: none;"><b>Important:</b> Be mindful of excessive consecutive days of work (e.g., weekend training sessions following a standard weekly work shift).</span></div>
</li></ul>
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<b><u>Intake and Onboarding</u></b></div>
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<span style="color: rgb(16, 72, 98); text-transform: none;" role="presentation"><b>Location:</b> On-campus intake is conducted by appointment in room KL 122G, located in the lobby of the Kolligian Library.</span></li><li style="font-family: "Times New Roman", Arial, Helvetica, sans-serif; font-size: 11pt; color: rgb(0, 0, 0);">
<span style="color: rgb(16, 72, 98); text-transform: none;" role="presentation"><b>Process:</b> Once a hiring manager submits a
</span><span style="color: rgb(0, 0, 191); text-transform: none;" role="presentation"><a href="https://studentjobs.ucmerced.edu/form/student-assistant-intake-request" title="https://studentjobs.ucmerced.edu/form/student-assistant-intake-request" data-outlook-id="4cc82001-3cc4-47a3-96e3-8c12a8d1c779" style="color: rgb(0, 0, 191);"><u>Student
Intake Request</u></a></span><span style="color: rgb(16, 72, 98); text-transform: none;" role="presentation">, the student automatically receives an email notification with instructions on how to schedule an appointment via Handshake.</span></li><li>
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<span style="font-size: 11pt; text-transform: none;"><b>Mandatory Clearance:</b></span><span style="font-size: 11pt;"> Students are strictly prohibited from performing any services or participating in mandatory training until they complete all required hiring
paperwork and the hiring manager receives an official <b>"Clear to Work</b></span><span style="font-size: 14.666668px;"><b>”</b></span><span style="font-size: 11pt;"><b> notification</b> from SES.</span></div>
</li></ul>
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<b><u>UCPath Operational Timelines</u></b></div>
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<div role="presentation" style="color: rgb(16, 72, 98);"><span style="text-transform: none;"><b>System Activation:</b> Although hire transactions are initiated locally, UC Merced operates within the systemwide mandated UCPath system. Due to high seasonal volume
across the University of California system, new hire and rehire appointments may take several business days to become active in both UCPath and the Time Reporting System (TRS).</span></div>
</li></ul>
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<b><u>Student Separations</u></b></div>
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<span style="color: rgb(16, 72, 98); text-transform: none;" role="presentation"><b>Prompt Updates:</b> When a student worker stops performing services—whether voluntarily or involuntarily—their UCPath record must be updated immediately upon learning of the
relationship change. Department must submit the </span><span style="color: rgb(0, 0, 191); text-transform: none;" role="presentation"><u>Student Separation</u></span><span style="color: rgb(16, 72, 98); text-transform: none;" role="presentation"> form along
with the employee’s final timesheet right away.</span>
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</b></span></div>
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<div role="presentation" style="color: rgb(16, 72, 98);"><span style="text-transform: none;"><b>Fall Return Exception:</b> If a student worker is stepping away for the summer but is confirmed to return to your department in the fall, you may leave their UCPath
record active.</span></div>
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</b></span></div>
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<div role="presentation" style="color: rgb(16, 72, 98);"><span style="text-transform: none;"><b>Spring Graduates:</b> Students who graduated in Spring 2026 are permitted to work up until the day before Fall 2026 instruction begins. Their eligibility expires
at the end of the day on Tuesday, August 25, 2026. </span></div>
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</b></span></div>
</li><li style="font-family: "Times New Roman", Arial, Helvetica, sans-serif; font-size: 11pt; color: rgb(0, 0, 0);">
<div role="presentation"><span style="color: rgb(16, 72, 98); text-transform: none;"><b>Active, No Pay (120 Days):</b> Please monitor the UCPath Cognos Report R-120 regularly. This report flags employees who hold an active payroll record but have not received
pay within the last 120 days. If the individual is no longer working for your department, submit a
</span><span style="color: rgb(0, 0, 191); text-transform: none;"><a href="https://payroll.ucmerced.edu/form/student-separation-non-academic" title="https://payroll.ucmerced.edu/form/student-separation-non-academic" data-outlook-id="ff47fa7f-e021-452e-9ed9-4379dd99df25" style="color: rgb(0, 0, 191);"><u>Student
Separation</u></a></span><span style="color: rgb(16, 72, 98); text-transform: none;"> form immediately. </span></div>
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</b></span></div>
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<div role="presentation" style="color: rgb(16, 72, 98);"><span style="text-transform: none;"><b>Automatic Terminations:</b> Student records are configured to automatically terminate on the end date specified in UCPath. Auto-terminations are legally categorized
as involuntary separations, all owed wages must be issued to the employee on their final day of work.</span></div>
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<span style="color: rgb(16, 72, 98); text-transform: none;" role="presentation">Regularly review UCPath Cognos Report R-103 to identify upcoming job 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="color: rgb(16, 72, 98); text-transform: none;" role="presentation">If an employment extension is required, submit a
</span><span style="color: rgb(0, 0, 191); text-transform: none;" role="presentation"><a href="https://payroll.ucmerced.edu/form/student-rate-change-andor-job-extension" title="https://payroll.ucmerced.edu/form/student-rate-change-andor-job-extension" data-outlook-id="37caa353-683a-4be5-a575-5db24b329343" style="color: rgb(0, 0, 191);"><u>Student
Rate Change and/or Job Extension</u></a></span><span style="color: rgb(16, 72, 98); text-transform: none;" role="presentation"> form at least 10 business days before the scheduled end date.</span></li><li style="font-family: "Times New Roman", Arial, Helvetica, sans-serif; font-size: 11pt; color: rgb(0, 0, 0);">
<div role="presentation" style="color: rgb(16, 72, 98);"><span style="text-transform: none;"><b><u>Once a job auto-terminates, all work must cease immediately.</u></b></span></div>
</li></ul>
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<b><u>Data Accuracy and Deadlines</u></b></div>
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<span style="color: rgb(16, 72, 98); text-transform: none;" role="presentation"><b>Form Verification:</b> To prevent unnecessary processing delays, double-check all form data before submission. Many webforms are being flagged with auto-filled information rather
than the employee’s data. If information is incorrect, submitters will be required to resubmit the form.</span></li><li style="font-family: "Times New Roman", Arial, Helvetica, sans-serif; font-size: 11pt; color: rgb(0, 0, 0);">
<span style="color: rgb(16, 72, 98); text-transform: none;" role="presentation"><b>Data Accuracy:</b> Pay close attention to the employee’s established Employee ID number (do not use their Student ID number), the correct position number (unless a new hire),
and email address.</span></li><li style="font-family: "Times New Roman", Arial, Helvetica, sans-serif; font-size: 11pt; color: rgb(0, 0, 0);">
<div role="presentation"><span style="color: rgb(16, 72, 98); text-transform: none;"><b>Processing Deadlines:</b> Regularly review our
</span><span style="color: rgb(0, 0, 191); text-transform: none;"><a href="https://payroll.ucmerced.edu/resources/deadlines-calendars" title="https://payroll.ucmerced.edu/resources/deadlines-calendars" data-outlook-id="54c3ca74-d0e8-46c2-8c7f-097d0292ee0a" style="color: rgb(0, 0, 191);"><u>Deadlines
& Calendars</u></a></span><span style="color: rgb(16, 72, 98); text-transform: none;"> page and submit requests timely. Submissions received after the established deadlines will result in a direct delay of pay to your student employee.</span></div>
</li></ul>
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<b><u>Resources</u></b></div>
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<span style="font-family: "Times New Roman", Arial, Helvetica, sans-serif; font-size: 11pt; color: rgb(16, 72, 98);">For updated tools, guidelines, and step-by-step instructions regarding campus student employment, please consult
</span><span style="font-family: "Times New Roman", Arial, Helvetica, sans-serif; font-size: 11pt; color: rgb(0, 0, 191);"><a href="mailto:Studentemploymentservices@ucmerced.edu" title="mailto:Studentemploymentservices@ucmerced.edu" data-outlook-id="3f8a354f-0111-4567-a942-45f89303215e" style="color: rgb(0, 0, 191); margin-top: 0px; margin-bottom: 0px;"><u>Studentemploymentservices@ucmerced.edu</u></a></span><span style="font-family: "Times New Roman", Arial, Helvetica, sans-serif; font-size: 11pt; color: rgb(16, 72, 98);"> and/or
the </span><span style="font-family: "Times New Roman", Arial, Helvetica, sans-serif; font-size: 11pt; color: rgb(0, 0, 191);"><a href="https://ucmerced.app.box.com/s/e15lexvifq8cqioeo450jo6vbw6ft5g9" title="https://ucmerced.app.box.com/s/e15lexvifq8cqioeo450jo6vbw6ft5g9" data-outlook-id="5a588acf-8361-48c5-9532-febe306d38a1" style="color: rgb(0, 0, 191); margin-top: 0px; margin-bottom: 0px;"><u>SES
Handbook</u></a></span><span style="font-family: "Times New Roman", Arial, Helvetica, sans-serif; font-size: 11pt; color: rgb(16, 72, 98);">.</span></p>
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<span style="font-family: "Times New Roman", Arial, Helvetica, sans-serif; font-size: 11pt; color: rgb(16, 72, 98);">Thank you for your continued partnership, patience, and support as we work together to support our student workforce this semester.</span></p>
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<div class="MsoNormal" style="font-family: Arial, sans-serif;"><span style="font-size: 9pt; color: rgb(9, 47, 68); text-transform: uppercase;"><b>JULIE MORGAN</b></span><span style="font-size: 9pt;"><br>
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</span><span style="font-size: 7.5pt; color: rgb(9, 47, 68); text-transform: uppercase;">STUDENT EMPLOYMENT SERVICES &</span></div>
<div class="MsoNormal" style="font-family: Arial, sans-serif;"><span style="font-size: 7.5pt; color: rgb(9, 47, 68); text-transform: uppercase;">Workforce onboarding SUPERVISOR </span><span style="font-size: 9pt;"><br>
</span><span style="font-size: 7.5pt; text-transform: uppercase;">UCM PAYROLL SERVICES</span><span style="font-size: 9pt;"><br>
<br>
</span><span style="font-size: 9pt; color: rgb(153, 153, 153);">5200 Lake Road </span>
<span style="font-size: 9pt; color: rgb(218, 172, 0);">|</span><span style="font-size: 9pt; color: rgb(153, 153, 153);"> Merced, California 95343<br>
studentjobs.ucmerced.edu </span><span style="font-size: 9pt; color: rgb(218, 172, 0);">|</span><span style="font-size: 9pt; color: rgb(153, 153, 153);"> 209.743.0572</span></div>
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