Colleagues,
As we gear up to start our fall semester, departments are busy preparing to welcome our students back to campus. With that comes planning for students to resume, start new on-campus jobs or end their employment.
Student Employment Services would like to take a moment to remind our campus hiring managers of a few important reminders.
Hours of Work: During the academic year, students may work no more than 18 hours per week for all jobs combined. The start of the 18-hour work week will begin on Monday, August 25, 2025. We understand that some departments may need to utilize students to prepare for the return to campus. Hours worked more than 18 during the first week of instruction should be done on an exception basis, with full consideration of the student’s class schedule and personal needs.
Note: Students should not be working more than 40 hours per week leading up to the start of the fall semester (or during breaks that allow work beyond 18 hours per week such as winter, spring, or summer periods). Please discuss training and other needs to ensure that students are not engaging in compensable activities that may cause them to work more than 40 hours per week, also being mindful of excessive consecutive days of work (training done on weekends when they’ve worked a normal shift all week, etc.)
Intake/Onboarding: Intake is facilitated on campus via appointment in room KL 122G (lobby of the Kolligian Library). When a hiring manager submits the Student Intake Request, the student automatically receives a notification with instructions related to the intake process and how to schedule an appointment via Handshake.
IMPORTANT: Students may NOT begin performing services (or engaging in mandatory training) until they have successfully completed all necessary hiring documents, and the hiring manager has received the “Clear to Work” notification from Student Employment Services.
UCPath: While hire transactions are processed locally, UC Merced uses the systemwide mandated UCPath system. Due to the seasonal uptick of hires across the system, some new/rehire appointments may take several days to become active in both the UCPath system and TRS.
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 fall, you may leave them active.
- Students who graduated in Spring 2025 may work until the day before Fall 2025 Instruction begins on Wednesday, August 27, 2025.
Active, No Pay 120 Days – Please monitor the UCPath Cognos Report R-120 for employees who have an active payroll record but have not been paid within the past 120 days. If the employee is no longer working for you, please submit the Student Separation form.
Auto termination – Student worker records are set to automatically end on the date listed in UCPath. Auto terminations are considered involuntary and require all pay owed to be issued on the on the individual’s final day of work.
- Please regularly review the UCPath Cognos Report R-103 to manage student records with upcoming end dates.
- If an extension is needed, please use the Student Rate Change and/or Job Extension form and submit it no less than 10 business days before the indicated end date. Once a job has auto terminated, all work must cease.
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.
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. SES Website: Please visit the Student Employment Services website for updated information, tools and instructions related to on-campus student employment.
We look forward to welcoming our students back to campus and thank you in advance for your patience, support, and partnership.
