Timekeeping

It is the employee’s responsibility to obtain their manager or supervisor’s approval on their timecard in Timekeeping.  If your manager or supervisor is unavailable or out of town, send them an email listing the pay period, the number of hours being submitted and the dates they were recorded on (if possible, attach a copy of your timecard from Timekeeping).  Please be sure to cc students@isber.ucsb.edu so that we have a record of the request for manager approval and the subsequent response.

If you have more than one active appointment on campus, you are required to allocate the hours you record on your timecard to the appropriate appointment, otherwise the wrong department may be charged for the hours you have recorded.  Please see this guide - on page 2 there are instructions on how to “transfer” your hours between different appointments on your timecard.

Academic or Staff Exempt employees are defined as monthly paid (salaried) employees who are not eligible for overtime or shift/duty pay.  These employees only report sick and vacation leave in full days.

Staff Non-Exempt employees are defined as hourly paid employees who are eligible for overtime and shift/duty pay.  These employees report all time worked on a timecard, rounded to the nearest quarter hour (e.g. 0.25, 0.520).

Our campus has two pay cycles depending on your type of employment - Biweekly or Monthly.

Biweekly

If you are a Non-Exempt Staff employee, a Limited employee, an Undergraduate Student Assistant, or a Graduate Student Assistant who does not have a concurrent Academic appointment (TAship, GSR, etc.), you are paid on the Biweekly Pay Cycle.

These types of employees are paid for the actual hours that they have worked, so reporting your time correctly is imperative. 

Please see the current year’s Biweekly Timekeeping and Paycheck Schedule here.
 

Monthly

If you are an Exempt Staff employee, an Academic employee, or a Graduate Student Researcher with no concurrent hourly appointments, you are paid on the Monthly Pay Cycle.  

Your pay period runs from the 1st of a month through the last day of that month, and you will be paid on the first of each month. 

If the first of the month falls on a weekend, you will be paid on the preceding Friday.  The exception for this is December, which is always paid on the first working day in January.
 

If you are a Graduate student who has concurrent Academic and Hourly appointments (eg. a TAship or GSR appointment as well as a Student Assistant position), you are paid on the Monthly Pay Cycle. 

Your pay period runs from the 11th of a month through the 10th of the following month, and you will be paid on the first of the month.

For example, if your pay period is October 11th through November 10th, you will be paid on December 1st.

If the first of the month falls on a weekend, you will be paid on the preceding Friday.  The exception for this is December, which is always paid on the first working day in January.
 

Please see the current year’s Monthly Timekeeping and Paycheck Schedule here.

Safety and  Workers’ Compensation

There is an Emergency Plan / Injury and Illness Prevention Program in each office in North Hall.  Please familiarize yourself with the safety procedures and the meeting area in the event of an evacuation.  If you are located outside of North Hall, please familiarize yourself with the emergency plan of the department providing the space you are in.  

All employees are required to complete the UCSB Injury and Illness Prevention Program (IIPP) training module on the UCSB Learning Center website.

Information regarding Workers’ Compensation can be found on the UCSB Environmental Health & Safety website here.

Note: Contact Claudia Diaz (claudia.diaz@ucsb.edu) as soon as an injury occurs or is discovered.  All injuries must be reported within 24 hours of the occurrence, and paperwork needs to be completed by the individual and their supervisor.

Required Trainings for All Employees

All employees of UCSB are required to complete certain trainings found on the UCSB Learning Center website.  

Log into the Learning Center and navigate to “Training Analysis” to see the list of training modules required for you specifically.  To ensure your training modules are up-to-date, review the list and make sure that the “Last Completed Date” is earlier than the “Expiration Date”.

Please note that some of the training modules require you to complete them once per year for as long as you are employed at UCSB.

Links and Forms for Current Employees