Template Email Supervisor Sends to New Student Assistant Hires

Template email – Supervisor sends to new student assistant hires

Dear [Employee name], Welcome to the [department name/unit] in the CTSA and I am looking forward to working with you. All of the forms that you need to complete prior to your first day are available here: https://portal.uci.edu/uPortal/f/u212l1s1007/p/webproxy-cms-file- view.n5/max/render.uP?pP_cmsUri=public%2FHumanResources%2FEmployment %2FInfoPageHiringFormsNewEmployees.xml. Please complete them in advance and bring them to me on your first day. The specific forms needed are:  Personnel Form Acknowledgement  State Oath of Allegiance, Patent Policy, and Patent Acknowledgment (UPAY 585). The State Oath of Allegiance (top half of form) is for U.S. citizen only; leave blank if you’re not a U.S. citizen. The Patent Policy and Acknowledgement (bottom half of form) is to be completed by all employees.  Electronic Form I-9 (see further explanation below)  BELI  Voluntary Self-Identification of Race, Ethnicity, and Veteran Status  Voluntary Self-Identification of Disability  W4 – Withholding Allowance Certificate. (Print just the first page; the rest of the pages are worksheets for your use only.)  UCRS 419 Additional forms to complete if applicable to your position’s job duties - please read each form carefully to determine if needed:  Elder Abuse Notification Form  Child Abuse Notification Form ELECTRONIC FORM I-9 One important piece of the onboarding paperwork we need you to complete is the Form I-9 (Employment Eligibility Verification Form).

At UCI the Form I-9 is completed electronically using our online system called Guardian.

You will be receiving two emails from Guardian ([email protected]). The first will provide a unique URL for you to get to the Guardian site and the second will provide you with the password to log into the system.

If you do not receive the emails from Guardian within the next 24 hours, please check your junk/spam folder. Contact me directly if you do not find them. It is very important that you complete your portion of the Form I-9 prior to arriving at our offices on your hire date.

Please let me know once you’ve completed Section 1 by sending an email to me. Once you’ve completed Section 1, Guardian will provide you with the List of Acceptable Documents on the next screen. You must select which documentation from the list you’d like to bring in to present as proof of identity and authorization to work. You are required to present this documentation to us within 3 days of your first day of work.

Please let me know if you have any problems accessing Guardian and or have questions about completing the Form I-9.

10/16/14 cs Template email – Supervisor sends to new student assistant hires

Other items to bring in on your first day of employment:  Copy of Work-study Award Letter (if applicable) If your position’s duties involve handling money and/or interactions with minors (under the age of 18 years old), please schedule an appointment for a background check with UCI Police Department (949) 824-1885. You’ll complete with me and be provided the necessary forms to take with you to your appointment. Items to be completed after hiring process is complete: • Direct Deposit https://portal.uci.edu/uPortal/f/u212l1s1007/p/webproxy-cms-file- view.n5/max/render.uP?pP_cmsUri=public%2FAccounting%2FPayroll %2FHowToDirectDepositPayCheckDEFT.xml. I encourage everyone to set up a direct deposit. Otherwise you will need to arrange to pick up your pay checks from their supervisor. • At Your Service - Change of address if you need to change your address on record, then you may do so by visiting http://atyourservice.ucop.edu/online. This change and other self-service applications are available directly to employees. • Payroll Calendar https://portal.uci.edu/uPortal/f/u212l1s1007/p/webproxy-cms-file- view.n5/max/render.uP?pP_cmsUri=public%2FAccounting%2FPayroll %2FinfoPagePayrollCalendar.xml for bi-weekly and monthly employees (you all will be paid bi-monthly). • UC Learning Center (UCLC) All employees (faculty, staff and students) must take the Safety Self Assessment and required training in the UCLC http://www.uclc.uci.edu/. Please make sure your assessment and training is up to date. If you want to go through the assessment with me, please stop by and I can help you through the process. • Time Reporting System (TRS) After your hiring paperwork is processed you will be set-up to use an online time sheet that you will access using your UCI net ID and password. The link to the time sheet is https://timesheet.uci.edu/. You will need to log your hours worked and submit the time sheet to me electronically. Please remember to submit your TRS time sheets by noon every other Tuesday. See Payroll/TRS Deadlines - UC Irvine for TRS deadlines: https://portal.uci.edu/uPortal/f/u212l1s1007/p/webproxy-cms-file- view.n5/max/render.uP?pP_cmsUri=public%2FAccounting%2FPayroll %2FInfoPageTimeReportingSystem.xml. Employee time sheet deadlines are listed at the same link. We can meet again to go over this if necessary. Please let me know if you have any questions. [supervisor name]

10/16/14 cs