Academic & Staff Hiring

Please contact ENST staff before you begin work. We will advise you of the documentation requirements.

A person is prohibited from working without some type of appointment (including without salary employees); this is mainly to ensure Workers' Compensation coverage. In addition, any persons not currently employed on campus will need to complete employment documents before their first day of employment. Please have prospective student employees contact the Financial Team or Erinn Magann to set up a hiring appointment, which should take approximately 20 minutes. 

 

Staff Process 

Employment Request Form 

PI must fill out pay rate, begin date, end date, max hours and description of duties. Employee must fill out top portion. 

The Financial Team will take care of the rest and contact PI and employee for original signatures once completed. 

Work-Study

  • If you have been awarded Work-Study, bring your Work-Study Referral with you when you come in to fill out hiring paperwork. 

 

New Employee Check-list

  1. Fill out new hire paperwork - ES Office 
    1. Contract (Academic Hire) or Employee Request Form (Staff)
    2. Oath 
    3. UC Student-Workers Union Membership form (Academic Only)
  2. Fill out section 1 of I-9 Tracker - sent to you via Email 
    • Employee must click the link in their email and complete section 1 no later than their first day of work. They must also have it completed prior to coming to complete section 2 of the I-9 verification site. 
  3. Section 2 of I-9 Tracker: Go to the Business & Financial Services Office located on the 3rd floor of the Student Affairs and Administrative Services Building (SAASB), Section 2 must be completed prior to 3pm on their 3rd day of work. 
    • Drop in hours are from 8:30am-11:00am, 1:30pm-3:30pm, Mon-Fri.
    • Bring a form of identification that verifies your identity: school ID, State ID card, driver's license, Passport; in essence a government issued photo identification
    • A form of identification that establishes your right to work in the United States: Social security card, birth certificate, Passport, etc.
  4. Sign into UCPath 
    1. Complete Direct Deposit 
    2. State & Federal W-4
    3. Patent Agreement form 
    4. Self-Identification of Ethic Group, Disability status 
log in using your UCSBNet ID 
 
You will do three things here:
1. set up Direct Deposit
2. fill out your W-4 
3. sign the Patent Agreement form
 
On the main page, scroll down a bit and expand the "Income and Taxes" section. You will then see the Direct Deposit and CA State & Federal W-4 links. 
UCPAth
 
 
To get to the Patent Agreement form, you'll begin at "Employee Actions" >> Personal Information >> Patent Acknowledgment.
 You can expand your side menu by pressing the button (yellow arrow). 
ucpath2
 

 

To submit your hours worked you will go to timekeeping.ucsb.edu 
 
You will sign in with your UCSBnetID. This will take you to Kronos, our online timecard system. 
 
You are a Bi-Weekly employee and will submit a timecard every other week. Please see the payroll calendar attached for pay period dates. On this form, the blue circles indicate the end of a pay period. You will submit time on the Friday before a blue circle Saturday. 
 
In the Pay Code Column you will select Hours Worked (yellow), indicate how many and then Save (green circle). The "Approve Timecard" (green square) will lock your timecard when you want to finalize it but you can Un-approve to make changes and then approve again. 
The red blocks by Thursday indicate that those hours are saved.
Timekeeping