Question: I would like to hire a student; what do I
do?
Answer: The Principal Investigator or Supervisor will need to fill out
the top portion of an Employment
Information Form and submit it to Monica before the first day of
employment. Blank fields may
delay the processing of the request.
Please note: A person is prohibited from working on campus
without some type of appointment (including without salary employees); this is
to ensure Worker's Compensation coverage.
In addition, any persons not currently employed on the
Question: I would like to hire an undergraduate
student; what title should I use?
Answer: The Student Assistant series is ideal for this type of
employment. Simply provide a paragraph or greater describing their duties.
Question: I would like to hire an undergraduate
student; how much should I pay them?
Answer: In the Student Assistant Series you may hire an undergraduate at
any hourly rate above minimum wage, which is currently $8.00 an hour. Titles
such as Lab Assistant, Admin Assistant, etc. are restricted to specific hourly
rates, require a formal job description, and are usually represented by Union
contracts. Please contact Monica directly for specifics. You may view the current salary scales at: http://hr.ucsb.edu/ss/
Question: I would like to hire an undergraduate
student; how many hours can they work?
Answer: An undergraduate may work up to, but not exceed, 100% at regular
pay. This means they cannot work greater than 40 hours during any Monday thru
Sunday period, or the maximum work hours in any given month (174 average),
without paying them overtime at a premium rate. Please contact Monica for any
employment greater than 49% in order to verify eligibility for holiday pay,
vacation accrual, and/or sick leave accrual.
Question: I would like to hire a graduate student;
what title should I use?
Answer: The most common title for graduate students engaged in research
is the Graduate Student Researcher (GSR). It is the policy of the University to pay fees
and health insurance (G-Ship) for GSRs as a condition of their employment, if they
meet the following criteria:
1. Have a minimum 25 percent
appointment in one or a combination of eligible titles (or equivalent hours,
100 or greater) for the quarter the fees are paid, averaged over the 10 weeks
of the quarter.
2. Have an appointment
effective within the first three weeks of the quarter.
3. Be in the first year of
study to obtain remission of nonresident tuition, if the student is a
4. Be ineligible for tuition
or fee remission under any other program.
5. Be within the normative
time to degree period.
Question: What is the maximum a graduate student may
work?
Answer: During the academic quarter, graduate students may work a
maximum of 50% combined employment. With the approval from their home department,
they may work a maximum of 75%. This
approval is granted on a quarterly basis and must be granted before the student
begins employment.
Most
non-citizen students are ineligible to work greater than 50% during the
academic quarter.
For employment during the inter-quarter and summer periods please see section
IV-2 at the following site: http://ap.ucsb.edu/policies.and.procedures/red.binder/red.binder.pdf
Question: I would like to hire a graduate student in
the Graduate Student Researcher series; how much should I pay them?
Answer: The criteria for appointment to each of the six steps listed
below are provided as guidelines for departments. Departments may make
appointments at higher or lower steps as
long as all GSRs in the department are treated consistently.
In the absence
of departmental step criteria, ISBER uses the following guidelines for appointments:
|
Step
I: |
Pre-Masters
degree, with no previous GSR experience. |
|
Step
II: |
One
year of graduate work completed. |
|
Step
III: |
Post-Masters
degree, or completion of at least two academic years of full-time graduate
degree work at UCSB. |
|
Step
IV: |
Post-Masters
degree plus completion of at least one year GSR. |
|
Step
V: |
Advancement
to doctoral candidacy. |
|
Step
VI: |
Advancement
to doctoral candidacy plus at least two years GSR experience. |
Note:
The above rates were effective 10/1/07
Question: I would like to have my check directly
deposited into my checking or savings account.
Answer: Contact Monica for a
"Payroll & Non Payroll Deposit Authorization Form," or go to the
Payroll section of http://accounting.ucsb.edu/Forms/
to download the form; be sure to complete all of the blank fields and attach a
voided check. Once completed, Monica will submit it to Accounting. (Note: it takes approximately one pay cycle to
activate.)
Question: Taxes...
Answer: Most questions related to taxes, tax documents, and tax filing
need to be directed to Accounting, the Internal Revenue Service, or your own
Tax Preparer. Employees who are not US citizens or permanent residents should
contact the Office of International Students and Scholars for assistance. If you would like to change your deductions,
please contact Monica to complete a new W-4 "Withholding Allowance
Certificate.” Or, you can make the change yourself
("Change Payroll Information”) at http://atyourservice.ucop.edu/.
Question: The Principal Investigator on the project
is not available to sign my timesheet; what do I do?
Answer: It is the responsibility
of the employee to obtain the authorized signature. If the supervisor will be
unavailable during a portion of the time period, the employee should obtain the
supervisor's signature prior to the departure. If the supervisor will be
unavailable for a period greater than one month, it is the responsibility of
the supervisor to designate signature authority during this period. If you were
unaware that the supervisor was leaving town, please contact Monica by clicking here before the timesheet
deadline to arrange approval of payment for the time you have worked on a
project.
Question: When do I get paid?
Answer: In most circumstances,
and provided you turned your attendance record in on time, you will be paid on
the first of each month. If the first
falls on a weekend, you will be paid on the preceding Friday (except for
December, which is always paid out on the first working day in January).
Note: There is no guarantee of payment on the first if attendance records are
turned in after the deadline.
Question: Where do I pick up my check or pay-stub?
Answer: Checks and pay-stubs are ready for pick-up after 10 am on
payday. If your only employer on campus is ISBER, go to room 2209 North Hall.
If you have additional employment in another department, or have previously
worked in another department, contact Monica to determine your “home
department.”
2/08