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Student Employment Services - Important Year End Reminders

April 9, 2025

As we move closer to the end of another academic year at UC Merced, we would like to provide some important reminders regarding student employees.

 

  • 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, but submission of zero-hour timesheets is required to avoid reminder notices to submit.

 

  • Final Pay – Student worker timesheets should be submitted and approved 5 business days prior to their expected end date. It is the supervisor’s responsibility to ensure that all final hours are timely reported. TRS allows the approver to create, edit and submit timesheets on behalf of the employee. If the employee does not submit their final time, please do so on their behalf. Final pay will be issued if the terminating job record ends all employment association with UC Merced.
    • Academic Students (Reader/Remedial Tutor) – These jobs do NOT auto terminate and supervisors MUST submit an Academic Separation form in addition to submitting the student’s final timesheet.

 

  • 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.

 

  • Reinstatement – If a job record has auto terminated and needs to be reinstated, please submit the Student Rate Change and/or Job Extension form, and indicate a reinstatement is needed. Auto terminations will not be reinstated if the student has been inactive for more than 10 business days. Records inactive for 10 business days or more will require a new Student Intake request and the completion of hiring documents, even if the student has continued to work. A break in service will require the completion of rehire documents.

 

  • Graduating Seniors – Graduating seniors must have been active and working in their current positions during Spring semester to be eligible for extension through Summer Intercession. Extensions through Summer must terminate the day before Fall instruction begins (first day of instruction).

 

    • Graduating seniors may not apply for or accept “new” campus student employment positions after graduation.

 

  • Summer Employment – Campus Departments must formally extend the appointment of those students who will continue to work over the summer. To extend employment the Hiring Manager must use the Student Rate Change and/or Job Extension form and submit it no less than 10 business days before the indicated job end date within UCPath. Student employees should be extended only if there is reasonable certainty that the student will return to the same Department and job in the fall.

· Students working in the summer are limited to 40 hours per week. During the summer Student employees may work up to 40 hours up until the last day before the start of Fall instruction begins on Wednesday, August 27, 2025.

 

Student employees who work during the summer will see a change in their paychecks as FICA will be taken out during the months that they are not enrolled in a minimum number of Departments required for FICA exemption (6).

  • 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.

 

  • 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.

 

  • 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.

 

Categories: 
Payroll Services