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EMPLOYEE RESOURCES

In accordance with UC campus, federal and state rules/regulations, the Earth Research Institute Payroll Team is responsible for managing personnel processes including but not limited to: hires, separations, payroll/funding adjustments, job description facilitation, vacation/sick accruals and budget projections; electronic time reporting via Kronos; benefits (initial guidance only - Human Resources has main authority); recruitments, appointments, and advancement (merit and promotion) for academic employees; coordination of visa applications, extensions, and transfers; and ensuring e-verify federal regulations are met.

Hiring Paperwork

I-9 Work Authorization

  • The I-9 form is required to confirm the identity of a new employee and eligibility for employment in the United States according to the USCIS (United States Citizen and Immigration Services). Documents that are acceptable are listed HERE: Each employee will receive an email from Tracker instructing them to fill out Section 1 of the I-9. This section needs to be completed on or before the employee’s first day of work.
  • The employee will have three days after their first day of work to complete Section 2 of the I-9. The employee will have to identify a remote I-9 verifier for Section 2. The person must be 18 years of age or older and is NOT related to the employee by blood or marriage. The person must understand what documents are acceptable for I-9 verification (Documents must be the original, unexpired document. No copies, scans or faxes allowed). The person must have a valid email address. The person must have secure internet access and be able to take a photo of the documents to upload into the Tracker profile. The employee will present their original documents to the remote verifier, who will enter the appropriate information in Tracker. Please Note: THIS IS IN-PERSON verification, No Virtual I-9 will be accepted. Documents must be the original, unexpired document. No copies, scans or faxes will be accepted. Should the verifier need assistance, accounting has created a ‘how to’ video that is posted on their website HERE (look for “I-9: Completing a Remote Section 2”).
  • State Oath of Allegiance
    • The State Oath of Allegiance form is to be signed by all US citizens and is a confirmation of the employee's support to defend the Constitution of the United States and the Constitution of the State of California against all enemies. Must be signed in the presence of a witness (payroll analyst).  It can be found HERE.
Benefits

Benefit eligibility can be found HERE. Reference the “Benefits Initial Eligibility Chart for Staff/Academic appointees (except Postdocs)” at the bottom of the linked HR website for eligibility information.

UCPath
  • W-4
    • Complete your W-4 tax forms in UCPath as soon as possible. To access your tax forms log into UCPath with your UCSB NetID and password: Employee Actions > Income and Taxes > CA State W-4 AND Federal Withholding W-4
  • Patent Acknowledgement
    • Complete your patent acknowledgement through UC Path as soon as possible. To sign the Patent Acknowledgement log into UCPath with your UCSB NetID and password: Employee Action> Personal Information> Patent Acknowledgement
  • Direct Deposit
    • To set up Direct Deposit, log into UCPath with your UCSB NetID and password. On the bottom right corner under “Income and Taxes” there will be a link that says “Direct deposit.”
Kronos

The Kronos Timekeeping system can be found HERE. 

You must enter any hours worked or time off and approve your timecard in Kronos (login using your UCSB Net ID) by the end of each pay period. When you login to Kronos, you will see a column of dates. Next, follow these quick and easy steps to enter your time:

  1. Click in the field just to the right of the date for which you want to record hours worked or time off (in the Pay Code column).  A drop-down menu will appear. If you are recording hours worked, click “Hours Worked.” If you are recording time off, select the appropriate Pay Code (Sick, Vacation, PTO, Comp Time etc.). 
  2. Click on the next field to the right (in the Amount column), and enter the number of hours for that date. Hours should be recorded to the nearest quarter hour. 
  3. Once you have recorded all of your hours next to the appropriate dates, please confirm the timecard total matches what you intended to record.
  4. Approve your timecard by clicking on the Approve Timecard icon which is just above the column of dates, and choose Approve Timecard from the drop-down menu.
  5. You are finished! 
  6. Once you approve your timecard, you will notice that your timecard turns a yellow shade which prevents further edits. If you want to make a change after approving your timecard, all you have to do is click the Approve Timecard icon again, and choose Remove Timecard Approval from the drop-down menu.  This will open up your timecard so that you can make corrections. When you are finished, be sure to approve your timecard again.
Visiting Scholars

International visitors are selected to participate in the Institute’s research projects through open recruitment activities or through collaboration with affiliated international organizations. The visitor and ERI work together with guidance from the Office of International Students & Scholars (OISS) to comply with Federal rules and regulations of DS-2019 issuance. Once the visitor receives a DS-2019, they may apply for a U.S. J-1 Visa and enter the U.S.

ERI sponsors J-1 visas in the following categories:

  • Short-Term Scholar
    • 6-month maximum
    • Bachelor’s Degree required
    • Most common category for brief visits for collaborative research
  • Research Scholar
    • 5-year maximum
    • Bachelor’s Degree required
    • Most common category for Postdoctoral Researchers and other long-term appointments requiring Academic Personnel approval
    • Upon completion of program, visitor must wait 24 months before returning to start another program (24-month bar)
  • Documents required when applying for a DS-2019 / J-1 Visa:
    • Passport
    • C.V.
    • Invitation or Appointment Letter (IEE processes & provides)
    • Department Approval Form
    • Proof of Degree (Diploma, conferral letter, etc.)
    • Proof of Finances (bank statement, letter of financial support from home institution, etc.)
    • Proof of Insurance

*All documents submitted in a language other than English must be translated

Separating

If an employee is no longer working on the ERI-administered project, written notification must be provided as soon as possible to ensure no overpayment occurs. When an employee separates from the UC system, UCPath triggers an invitation to the separating employee to create an account in the Former Employee Portal, where they will have access to a Personal Information Summary, History of earnings statements and W-2 history. Former employees have access to this information for three years following separation. If a former employee is having trouble logging into the Former Employee Portal, they must call the UCPath center at 855-982-7284 and provide a personal email address over the phone. For more information on separating from the UC system, please go HERE.

Merits/Promotions

The Merit and Promotion process begins in September/October with the ERI Payroll Team reaching out to the Researchers that are eligible for a merit or promotion review. Review materials are usually due to the ERI Payroll Team in December. Information about what materials are required for reviews can be found HERE. Any title/rank/salary changes that are approved by Academic Personnel during these reviews go into effect July 1st of the following year.

Retirement

For information on retiring from the UC, please go HERE.

 

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