As we quickly move towards curtailment and the new year, Student Employment Services would like to share some important updates and reminders.
EARLY TIMESHEET SUBMISSION FOR BIWEEKLY EMPLOYEES
Early Deadlines for December Payroll: Due to UC Merced's winter break, timesheets for biweekly compensated employees must be submitted earlier. Biweekly timesheets for the pay period that ends Saturday, Dec. 21 are due by 11:59 p.m. Saturday, Dec. 14. Please project work hours through the pay period ending Dec. 21. Any necessary adjustments will be processed in the following pay cycle.
Note to supervisors of biweekly paid employees: Timesheets must be approved by 10 a.m. Monday, Dec. 16. If an employee is unable to submit a timesheet, supervisors are responsible for creating a timesheet on the employee’s behalf.
Please note, if biweekly paid employees do not create and submit a timesheet by the deadline, the UCPath payroll system will not generate a paycheck in time for the Jan. 2, 2025 (Thursday) pay date.
WINTER BREAK HOURS
Students may work up to 40 hours per week starting December 21st, 2024, and must return to the maximum 18-hour work week on January 20th, 2025.
GRADUATING STUDENTS
Students graduating in Fall 2024 may work until the day before Spring 2025 Instruction begins (Tuesday, January 21, 2025).
MINIMUM WAGE
The amount of California’s minimum wage increase is dependent upon the outcome of Proposition 32. Once the results of Proposition 32 are finalized, Human Resources will move forward to ensure rates are increased for all impacted employees. An updated 2025 Student Assistant Pay Schedule will become available after the minimum wage determination has been reached. Thank you for your patience and understanding. Updates will be shared as more information becomes available.
Any adjustments above the new approved minimum rate will require the submission of a Student Rate Change request.
JOB EXTENSION
Extension requests for jobs ending during the curtailment period must be received no later than December 6th, 2024, to avoid auto termination during the break. Please work with your department representative to determine student job end dates.
Note: Job extension and rate change may be submitted as a single request via the Student Rate Change and/or Job Extension form.
STUDENT SEPARATIONS
A student worker who is no longer performing services (voluntarily or involuntarily) must have their UCPath record updated as soon as the employment relationship change is known. Please submit the Student Separation form and the employee’s final timesheet as soon as the separation is known. Exception: If a student will return in spring, you may leave them active.
CLEAR TO WORK NOTICE
Students may not begin working until they have received a “Clear to Work Notice” from Student Employment Services. This notice is verification that the student has completed all necessary employment documents required by federal and state law(s). The student’s direct supervisor is copied on the notice. Failure to complete all applicable hiring documents before stating service may result in delay of pay to the employee and risk of fines and/or penalties to the employing department.
DATA ACCURACY
Please ensure that the information being submitted on webform requests accurately reflect the employee’s information. We are seeing many forms that appear to contain auto filled information that may be the requestor’s information and not the employees. To avoid unnecessary delays, please double check the form data before submitting. If information is inaccurate, the submitter will be asked to complete the form again. Please be particularly mindful of the employee’s previously established Employee ID number (NOT student ID number), position number (unless a new hire) and email address.
PAYROLL DEADLINES
Please be sure to regularly check our Deadlines & Calendars page and submit requests timely. Failure to submit actions by the deadlines indicated may result in a delay of pay to your employee.
