From jmorgan15 at ucmerced.edu Thu Aug 6 14:49:06 2026 From: jmorgan15 at ucmerced.edu (Julie Morgan) Date: Thu, 6 Aug 2026 21:49:06 +0000 Subject: [Studentemployment] 2026 Fall Student Employment Reminders Message-ID: Hello Campus Colleagues, 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. 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. Hours of Work * Academic Year Limit: 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. * Important: Be mindful of excessive consecutive days of work (e.g., weekend training sessions following a standard weekly work shift). Intake and Onboarding * Location: On-campus intake is conducted by appointment in room KL 122G, located in the lobby of the Kolligian Library. * Process: Once a hiring manager submits a Student Intake Request, the student automatically receives an email notification with instructions on how to schedule an appointment via Handshake. * Mandatory Clearance: 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 "Clear to Work? notification from SES. UCPath Operational Timelines * System Activation: 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). Student Separations * Prompt Updates: 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 Student Separation form along with the employee?s final timesheet right away. * Fall Return Exception: 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. * Spring Graduates: 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. * Active, No Pay (120 Days): 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 Student Separation form immediately. * Automatic Terminations: 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. * Regularly review UCPath Cognos Report R-103 to identify upcoming job end dates. * If an employment extension is required, submit a Student Rate Change and/or Job Extension form at least 10 business days before the scheduled end date. * Once a job auto-terminates, all work must cease immediately. Data Accuracy and Deadlines * Form Verification: 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. * Data Accuracy: 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. * Processing Deadlines: Regularly review our Deadlines & Calendars page and submit requests timely. Submissions received after the established deadlines will result in a direct delay of pay to your student employee. Resources For updated tools, guidelines, and step-by-step instructions regarding campus student employment, please consult Studentemploymentservices at ucmerced.edu and/or the SES Handbook. Thank you for your continued partnership, patience, and support as we work together to support our student workforce this semester. [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 -------------- next part -------------- An HTML attachment was scrubbed... URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: image001.png Type: image/png Size: 4616 bytes Desc: image001.png URL: