[Studentemployment] SES Important Year End Reminders

Thu Apr 9 11:29:20 PDT 2026

Colleagues,

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.

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Summer Employment:
New/Rehires: Student Intake Request<https://studentjobs.ucmerced.edu/form/student-assistant-intake-request> required
Active student employees: 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 Student Rate Change and/or Job Extension<https://bfs.ucmerced.edu/form/student-rate-change> 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.

     *   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 last day before the start of Fall instruction begins on Wednesday, August 26, 2026.
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).

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Graduating Seniors – 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).

     *   Graduating seniors may not apply for or accept “new” campus student employment positions after graduation.
        *   Students graduating in Spring 2026 may work until the day before Fall 2026 Instruction begins on Wednesday, August 26, 2026.
        *   UC Merced Academic Calendars: https://registrar.ucmerced.edu/schedules/calendars

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Separations – 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 Student Separation<https://bfs.ucmerced.edu/form/student-separation-non-academic> form and the employee’s final timesheet as soon as the separation is known. Exception:  If a student will return in fall, you may leave them active, but submission of zero-hour timesheets is required for compliance purposes.

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Final Pay – 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.

     *   Academic Students (Reader/Remedial Tutor) – These jobs do NOT auto terminate, and supervisors MUST submit an Academic Separation<https://bfs.ucmerced.edu/form/academic-separation> form in addition to submitting the student’s final timesheet.

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Auto termination – 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.

     *   If an extension is needed, please use the Student Rate Change and/or Job Extension<https://bfs.ucmerced.edu/form/student-rate-change> form and submit it no less than 10 business days before the indicated end date. Once a job has auto terminated, all work must cease.

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Reinstatement – If a job record has auto terminated and needs to be reinstated, please submit the Student Rate Change and/or Job Extension<https://bfs.ucmerced.edu/form/student-rate-change> form, and indicate a reinstatement is needed. Auto terminations will not 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. A break in service will require the completion of rehire documents.

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TRS Requirements: 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.

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Supervisors can create timesheets for the current pay period and for one pay period in advance.

      For compliance purposes, supervisors are advised not to create timesheets for the whole summer in advance.

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Data Accuracy – 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.

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UCPath Cognos Reports – Manage and monitor student employment records related to job data.

        *   UCPath Cognos Report R-272 - Employees Roster – Monitor student employment records related to job data:
        *   UCPath Cognos Report R-103 - Auto termination. Utilize this report to manage student employment records with upcoming end dates.
        *   UCPath Cognos Report R-120 - Active, No Pay 120 Days.

To request access to UCPath & UCPath Cognos Reporting: User Access Provisioning Request<https://ucmerced.service-now.com/dfa?id=dfa_kb_article&sys_id=5c1df69f971eed90a97974471153afd2&form_id=940c7ffcdbff1010f1b9d8965e96199e>.

Resource: UCPath Cognos Report Job Aid<https://ucmerced.box.com/s/bj58rsqdpmzor1gj3ogcqwt8q85vv15e>

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Deadlines – Please be sure to regularly check our Deadlines & Calendars<https://payroll.ucmerced.edu/resources/deadlines-calendars> <https://payroll.ucmerced.edu/resources/deadlines-calendars> and submit requests timely.  Failure to submit actions by the deadlines indicated may result in a delay of pay to your employee.

SES Website & SES Handbook: Please visit the Student Employment Services website<https://studentjobs.ucmerced.edu/> and/or SES Handbook<https://ucmerced.app.box.com/s/e15lexvifq8cqioeo450jo6vbw6ft5g9> for updated information, tools and instructions related to on-campus student employment.

Thank you,

[cid:image001.png at 01DA3E44.BDE9B800]
JULIE MORGAN

STUDENT EMPLOYMENT SERVICES &
Workforce onboarding SUPERVISOR
UCM PAYROLL SERVICES

5200 Lake Road | Merced, California 95343
studentjobs.ucmerced.edu | 209.743.0572

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