UCPath impacts how student employees are paid and when they can start work. Several resources are available to help student employees navigate UCPath.
Student Employee Checklist
Student employees are encouraged to take action to ensure accurate and timely pay. The following checklist will help avoid any delays.
- Complete new-hire paperwork and wait to be cleared before starting work. If you start early, you may experience issues with your first paycheck.
- Check pay statements and notify your supervisor immediately if something is wrong.
- Submit timecards on time.
- Sign up for Direct Deposit to avoid mail delays.
- Make sure your personal information is up-to-date.
- Enroll in Duo multi-factor authentication to access the UCPath portal.
What to do in the case of a pay error
In the event of a pay error, contact your supervisor immediately to discuss options for payment. There are several options to help ensure that any pay errors are addressed in a timely manner.
Supervisors will work with their service channel contacts to initiate one of the following pay processes:
- Off-cycle check request
- The off-cycle check request allows payment of missed or reduced wages to an employee through an off-cycle check or direct deposit prior to the next regular pay cycle. This may take between 3 to 15 days.
Acceptable reasons for off-cycle checks:
> Time not submitted due to department oversight
> Hire transactions not entered in UCPath in time
> Missing significant regular pay
> Financial hardship
> Adherence to legal contract or agreement
- Emergency check process
- An emergency check is a payment option for employees who will experience financial hardship because they did not receive pay on their regular payday and cannot wait for off-cycle check processing. This payment can be disbursed through direct deposit if the employee is signed up for direct deposit in UCPath.
Graduate student employees are eligible for an Emergency Check if the following criteria are met:
> Employee does not consent to the terms of the instant pay card.
The service channel must send a request and 644-D to the appropriate Central Payroll contact by 11 a.m. to ensure that the emergency check or direct deposit will be available in 1–3 days.
Emergency check payment is an estimation of net earnings and is subject to adjustment on the employee's next on-cycle payroll.
- Instant pay card process
- The instant pay card is a payment option for employees who will experience financial hardship because they did not receive pay on their regular payday and cannot wait for off-cycle check processing.
Graduate student employees are eligible if the following criteria are met:
> Employee completes Instant Pay Card Consent form
> Valid social security number and complete position and job in UCPath
> Street address on file (P.O. boxes are not allowed)
To ensure that the card is available by the end of the day, the service channel must send a completed Instant Pay Card Consent form and 644-D, along with the reason for the Instant Pay Card request, to the appropriate Central Payroll contact by 11 a.m. (Scheduled availability may be subject to COVID-related office closure.)
- I've just been hired. Can I start work now?
- If you’ve done your onboarding appointment to complete new-hire paperwork and are cleared by your supervisor to begin, you may start work. However, if there’s a short time between your onboarding appointment and your start date, your job record and employee ID may not be setup in UCPath yet, so there may be delays in your access to the UCPath Online Portal and online timekeeping systems.
- How do I get paid? Is there somewhere on campus I can go to pick up my paycheck?
- There is no paycheck pickup on campus. Now that UCPath is live at UC Davis and UC Davis Health, there are three different options to receive pay: Direct Deposit, UC Pay Card, or Paper Paycheck. We encourage you to enroll in Direct Deposit to avoid any pay delays as paper paychecks are now mailed on payday from a facility in Arizona. Click here to read more about your pay options. If you're already enrolled in Direct Deposit, you can make changes in UCPath online portal.
- I've been paid, but something's not right. Who should I talk to?
- Inform your supervisor as soon as possible. Your supervisor will follow up on the issue and discuss options to correct the payment. Alert your supervisor immediately if you haven’t been paid. Departments are being asked to immediately notify their service channels if students are working and aren’t getting paid so an emergency paycheck can be processed.
- I still haven't received my paper paycheck. What should I do?
- Your paycheck is mailed from a facility in Arizona on payday. If you haven't received it in 4-5 days, talk to your direct supervisor. If you want to put a stop payment on the check and have it reissued, you'll need to log-in to the UCPath online portal and click the "Ask UCPath" link in the top right hand corner. All employees are encouraged to enroll in direct deposit to ensure payment on payday. That can also be done in the UCPath online portal.
- I missed a timesheet deadline. What should I do next?
- Contact your supervisor. Your supervisor will work with your service channel to determine the next possible pay date. The deadlines for employees to submit their time cards have not changed. However, supervisors and time administrators have new deadlines to approve time cards in time for the UCPath Center to process pay. Check timesheet deadlines for TRS. Readers are required to submit timesheets, but most other graduate student positions – such as teaching assistants, associate-ins, and graduate student researchers – do not require timesheets.