Staff Employment

Hiring Instructions

DO NOT BEGIN WORKING UNTIL YOU HAVE COMPLETED THIS PROCESS!
Make an appointment with Amy (amy.jacobs@ucsb.edu) & bring the completed forms and your original ID to 2202 North Hall.

NOTE:  Your Employee ID Number will be assigned to you after you have been hired.

PERSONNEL DATA FORM (see form below)
  • Complete all applicable information legibly.  Complete both pages.  Sign on the bottom of the second page.
DEMOGRAPHIC DATA TRANSMITTAL (see form below)
  • Indicate ethnicity & race in Sections 1A & 1B. 
  • If applicable, check the disability status box, and/or any boxes referring to veteran status on the next page.
  • Note: This data is for statistical purposes only.  The form will be destroyed and will not be part of your personnel file.
STATE OATH OF ALLEGIANCE, PATENT POLICY, AND PATENT ACKNOWLEDGMENT (see form below)
  • Print ONLY your name at the top (“Employee's Name”) and at the bottom (“Employee/Guest Name”). 
  • Read, but DO NOT SIGN OR DATE, the form. An Administrative Office employee must witness your signature.
  • Note: If you are not a US citizen or Permanent Resident, you do not have to sign the Oath of Allegiance (top section).  Simply draw a line across the signature area and write “Citizen of ____________“ (name of your country) in this area.
EMPLOYMENT ELIGIBILITY VERIFICATION (I-9 FORM) (see form below)
  • Note: It is only necessary to print out pages 7 & 8 of the form.  The instructions (pp 1-6) are for your reference, and are not to be submitted with the packet of forms.  Please only print them if you need them for your records.
  • Complete Section 1 (Employee Information & Attestation) of the form.  Be sure to sign and date it.
  • Be prepared to provide the proper original identifying documents.  See the list of acceptable documents on page 9.
  • Note: You must have one item from List A – OR - one item from List B AND one item from List C.
UC W-4 FORM (WITHHOLDING ALLOWANCE CERTIFICATE) (see form below)
  • Complete all personal information.  Use your permanent address, as this is where your W-2 form will be mailed.
  • Complete Section I (Federal) & Section II (State) – OR – Section III (Exempt), but NOT BOTH.
  • If you wish to have additional taxes withheld, complete Section IV.
  • If you have questions, you will need to seek assistance on your own.  We are not authorized to instruct employees on the completion of this form.  Be sure to have it completed, signed and dated before returning.
  • Note: It is only necessary to print out the first page of this form.  The remaining worksheets are for your reference, and are not to be submitted with the packet of forms.  Please only print them if you need them for your records.
PAYROLL & NON-PAYROLL DEPOSIT AUTHORIZATION FORM (see form below)
  • This is to have your paycheck directly deposited into a checking or savings account.
  • Be sure to attach a voided check in the designated area.  If it is for a Savings Account, or if you do not use paper checks, supply a letter from your bank verifying the account number and transit routing number.
STATEMENT REGARDING YOUR EMPLOYMENT IN A UNIV. POSITION NOT COVERED BY SOCIAL SECURITY (see form below)
  • Fill in your name and Social Security Number.  Sign and date on the bottom of the page.  Note: This pertains to Limited employment assignments.  If it is determined that it does not pertain to your appointment, the form will be destroyed.

Off-Campus Hiring Instructions

**All forms must be completed prior to working.  Be sure to sign all of them.**

NOTE:  Your Employee ID Number will be assigned to you after you have been hired.

  • Complete all applicable information.  Complete both pages.  Sign on the bottom of the second page.
  • Indicate ethnicity & race in Sections 1A & 1B.  If applicable, check the disability and veteran status boxes.
  • Note: This data is for statistical purposes only.  The form will be destroyed and will not be part of your personnel file.
  • Sign at the top (“Officer or Employee”) and sign & date at the bottom (“Employee/Guest”) in the presence of a Notary Public.  The Notary must sign the top & bottom, as the witness.
  • Note: If you are not a US citizen or Permanent Resident, you do not have to sign the Oath of Allegiance (top section).  Simply draw a line across the signature area and write “Citizen of ____________“ (name of your country).
  • All dates must match and must be prior to (or the same as) the first day of work.
  • Note: It is only necessary to print out pages 7 & 8 of the form.  The instructions (pp 1-6) are for your reference, and are not to be submitted with the packet of forms.  Please only print them if you need them for your records.
  • Complete Section 1 (Employee Information & Attestation) of the form.  Be sure to sign and date it.
  • Be prepared to provide the proper original identifying documents.  See the list of acceptable documents on the next page.
    Note: You must have one item from List A – OR - one item from List B AND one item from List C.
  • You will need to provide the Notary (same person witnessing the Oath/Patent Policy) with original identifying documents, which (s)he will xerox; copies to be included with the packet.   The Notary must complete the 2nd page of the form (Section 2).
  • Complete all personal information.  Use your permanent address, as this is where your W-2 form will be mailed.
  • Complete Section I (Federal) & Section II (State) – OR – Section III (Exempt), but NOT BOTH.
    If you wish to have additional taxes withheld, complete Section IV.
  • If you have questions, you will need to seek assistance on your own.  We are not authorized to instruct employees on the completion of this form.  Be sure to have it completed, signed and dated before returning it.
  • Note: It is only necessary to print out the first page of this form.  The remaining worksheets are for your reference, and are not to be submitted with the packet of forms.  Please only print them if you need them for your records.
  • If you are working out of state, you may need to complete an Out-of-State withholding form (UPAY 830).
  • This is to have your paycheck directly deposited into a checking or savings account.
  • Be sure to attach a voided check in the designated area.  If it is for a Savings Account, or if you do not use paper checks, supply a letter from your bank verifying the account number and transit routing number.
  • Fill in your name and Social Security Number.  Sign and date on the bottom of the page. Note: This pertains to Limited employment assignments.  If it is determined that it does not pertain to your appointment, the form will be destroyed.

Career Employment

Career Staff positions require open recruitments coordinated with UCSB Human Resources (HR). 

As soon as you have staffing plans or concerns, be sure to discuss them with Amy or Jana.  They can be your liaison with the various units of HR (Employment, Classification/Compensation, Benefits, Labor Relations).  Also, open recruitments take several months, so planning ahead is imperative.

Limited (aka "Casual") Employment

It is possible to fill some of your short-term staffing needs with Limited Staff appointments - provided your budget and granting agency allow for this type of employment.  These are also "governed" by HR policies & procedures with certain restrictions.  Titles such as Lab Assistant & Staff Research Associate are restricted to specific hourly rates, require a formal job description and are represented by union contracts.  There also may be benefit eligibility issues, so be sure to consult with ISBER Personnel.