campus shared servicessharedservices.berkeley.edu/pdf/career-limited-followuppacket.pdf · campus...
TRANSCRIPT
Campus Shared Services UC Berkeley 1608 Fourth StreetBerkeley, CA 94710(510) 664-9000 EXT. 3Updated 02/27/2018
Career & Limited Follow-Up InformationCampus Shared Services (CSS) is the administrative unit that partners with your academic department to manage all of your administrative needs.
NEXT STEPS INFORMATION & INSTRUCTIONS FOR NEWEMPLOYEES
Complete your 1. Schedule your Criminal Background Check/Fingerprints UC Police Departmentbackground check appointment with the University of California Police 1 Sproul Hall (Basement)(IF applicable) Department at: https://ucpdfingerprinting.setmore.com/ Berkeley, CA 94720
to schedule (510) 642-67602. Bring the required documents to your appointment: Hours: Monday-Friday 8:00 AM - 5:00 PM- Government issued I.D.- Background check instructions packet, Job Description,IOC (Interdepartmental Order) -Provided to you in your onboarding e-mail, or at the onboarding hiring session.Please contact us at (510) 664-9000 option 3 if yourappointment is approaching and you do not have therequired documents.
Obtain your 1. It takes about 2-3 business days to generate your employee ID number. You will receive an employee ID e-mail from [email protected] with your employee ID number or activation status. You can number also contact us at (510) 664-9000 option 3 if you DO NOT receive it after 2-3 business days.
2. Your employee ID number is necessary before obtaining your Cal ID card, or accessing your employee accounts.3. Please note, your employee ID number will NOT be active until the first day of yourappointment.
Obtain your 1. Visit the Cal 1 Card Office. Cal 1 Card OfficeCal ID Card 2. Present a government issued ID. (i.e., Driver's 180 Cesar Chavez Center (Lower Sproul Plaza)All Faculty, Staff, License or Passport). Berkeley, CA 94720and Students are 3. For more information on the Cal 1 Card, please refer to: (510) 643-6839required to get a https://cal1card.berkeley.edu/ Monday-Friday 9:00 AM - 4:30 PMCal ID Card E-mail: [email protected]
Create your 1. If you are a new hire visit: CalNet ID and https://bpr.calnet.berkeley.edu/account-manager/claimAccount/start?identifierType=hrmsEmployeepassphrase Enter your employee or affiliate ID in the box and click on the Set Up My Account button.
You will receive an email with instructions on how to proceed. Please have your second step CalNet 2-Step verification device (typically your mobile phone or your work phone) ready. For more information Verification about 2-Step devices, go here. If you do not have a phone, contact the 2-Step Help Desk
([email protected]) for assistance. For general information about 2-Step;
visit https://calnetweb.berkeley.edu/calnet-2-step2. If you are a re-hire and have forgotten your Calnet ID and/or passphrase, please go to the following link to reset them: https://mycalnet.berkeley.edu/After you reset your CalNet ID and/or passphrase, go back and log into https://mycalnet.berkeley.edu to set up your 2-Step verification. Please have your second step verification device (typically yourmobile phone or your work phone) ready. For more information about 2-Step devices, go here. If you do not have a phone, contact the 2-Step Help Desk ([email protected]) forassistance. For general information about 2-Step, visit https://calnetweb.berkeley.edu/calnet-2-step.
Set up your UC 1. Go to https://bconnected.berkeley.edu/ and click on the Create accounts and lists link.Berkeley e-mail 2. To synchronize your CalNet passphrase, go to calnet.berkeley.edu and click on Manage my account.(bmail) and On the bottom of the page under Other Account Management Tools, calendar (bCal) you can choose to Synchronize your passphrase. Enter your CalNet ID and passphrase, and thenaccount click Authenticate.
3. For questions related to setting up email accounts, signing into computers, etc., contact Campus Shared Services IT at (510) 664-9000 option 1, the webform athttp://sharedservices.berkeley.edu/it/, or e-mail at [email protected]
Update the CalNet 1. Visit Calnet Directory website: https://calnet.berkeley.edu/directory/update/Directory 2. Click on Authenticate, then login using your CalNet ID and passphrase.
3. Edit your campus address information.Note: Do not use hyphens (-) anywhere in your profile.**Ensure that ALL fields are completed.
Establish your “At Your Service” is a comprehensive employee portal that offers many services,"At Your Service" e.g. viewing earnings statement, changing tax withholdings and updating personal information.Employee 1. Go to https://atyourserviceonline.ucop.edu/ayso/Account 2. Click on New to UC and have a temporary password? and create your account.
3. Your username is your Social Security Number (with no dashes or slashes) and your temporarypassword is your birth date in the following format: MMDDYYYY with no dashes or slashes.(i.e. July 20, 2010 would be 07202010).4. If you have problems logging in, please contact the At Your Service Help Desk at 1 (800) 888-8267.
Updating your If you do not change your withholding elections, the system defaults to “Single” and “0”, which isW-4 tax the highest tax rate. withholding 1. Log into https://atyourserviceonline.ucop.edu/ayso/elections 2. If you are having technical difficulties online, you can also fill out the manual W-4 sheet and
send it in three different ways:http://www.ucop.edu/financial-accounting/_files/ucw4-de4.pdf -You can turn it into 457 Evans Hall University Drive Berkeley, CA 94720-You can go to 1608 Fourth Street Berkeley, CA 94710 ATTN: Wesam Harara
Benefits 1. Log into https://atyourserviceonline.ucop.edu/ayso/Enrollment 2. Select Benefits Enrollment on the main menu to begin enrollment. You don't need to (Benefits are complete it all at once; you have 31 days (including weekends and holidays) from the start determined by the of employment to view your enrollment choices, however you can only submit your benefits eligibility of once.your 3. Please note that employees eligible for benefits must take a positive action for enrollment/appointment.) declination of benefits during this 31-day period of eligibility. Failure to do so would prevent you
from enrolling yourself and/or your eligible family members until the next Open Enrollmentperiod, which could result in penalties under the ACA regulations.4. For most plans, you're covered on your first day at work, but it can take 30 to 60 days after you enroll for the insurance companies to have a record of your enrollment. If you need immediate services, check with your insurance carrier first to see if they have a record of yourenrollment. Within 72 hours of your enrollment, it will be available to all UC insurance carriersvia a secure website, the UC Carrier Eligibility Website.5. See following links for plan tools:
-Medical Plan Chooser - uc.chooser.pbgh.org/For more information on your benefits, please visit: ucnet.universityofcalifornia.eduIf you are enrolling, changing, cancelling, or opting out of health and welfare plans, please fill out the form. You can Submit a Ticket on http://sharedservices.berkeley.edu/ and attach the UPAY850 Form. The form can be found on http://ucnet.universityofcalifornia.edu/forms/pdf/upay-850.pdfYou can also turn it into 457 Evans Hall. *Benefits orientations are held on Monday's (excluding holidays) at 457 Evans Hall.
Retirement Currently, unrepresented employees and members of the following unions* (KB, LX, IX, DX, KM K9Choice Plan K5, K2, K8) are eligible to participate in the UC Retirement Plan. You are required to choose between twoelection retirement plan options, either the Pension Choice or the Savings Choice. You will have an election
period of 90 days that starts your hire or benefit eligibility date. If you do not make an election, youwill be defaulted to the Pension Choice plan which is a permanent election. You will also not startaccruing service credits for retirement until your election choice is made. For more information onthe retirement choice plans, please visit: http://ucnet.universityofcalifornia.edu/compensation-and-benefits/retirement-benefits/index.html 1. Go to myUCretirement.com/choose2. Authenticate3. Choose plan4. Name a beneficiary5. Change investments6. Optional: Enroll in Retirement Savings Program
Scholar Information You are required to attend a meeting presented by the Berkeley International OfficeMeeting at the Berkeley International Office (BIO House) to report your 2299 Piedmont AvenueBerkeley arrival in the U.S. and validate your stay and visa. Berkeley, CA 94720-2321International Refer to the schedule for meeting dates and times at: (510) 642-2818Office (BIO House) http://internationaloffice.berkeley.edu/profs_researchers
/scholar_information_meetingsNext orientation date is on:____________________________
**For appointments, please contact: [email protected]
Taxes-Glacier Glacier is a secure online tax compliance software UC Berkeley: Central Payroll OfficeRecord system that collects tax-relative information from 2195 Hearst Ave., Suite 120(Foreign Nationals foreign individuals receiving funds from the Berkeley, CA 94720Only) University of California, Berkeley. All foreign E-mail: [email protected]
individuals receiving funds from the University must have a Glacier record. Glacier determines residency status and tax treaty eligibility for the foreign individual. Pleasemake sure to look for an e-mail from Glacier as a recordshould automatically generated for you. In order to establish a Glacier record, please contact your HR Partner
or UC Berkeley: Central Payroll Office.
W-4/NR Tax Form Please note that the completion of this form is required UC Berkeley: Central Payroll Office(Foreign Nationals and is used only for nonresident alien employees working 2195 Hearst Ave., Suite 120Only) in return for pay/other compensation in the United States. Berkeley, CA 94720
This form can only be completed and processed with a E-mail: [email protected] Security Number of the person completing the form.This form will need to be completed for tax purposes. UC campus departments can contact Central PayrollOffice if they have questions about the UC W-4 NR/DE 4.The University of California Employee's Federal-State Withholding Allowance Certificate form can be found on:http://www.ucop.edu/financial-accounting/_files/taxation/w4nr.pdfYou can send it in three different ways:-You can turn it into 457 Evans Hall University Drive Berkeley, CA 94720-You can go to 1608 Fourth Street Berkeley, CA 94710 ATTN: Central Payroll-You can mail to internally to Campus Shared Services ATTN: Central Payroll
Sign up Your money will be electronically deposited into the bank account of your preference on payday. for Direct It can take up to 31 days for direct deposit to go into effect. Deposit 1. Log into the UC Berkeley employee Blu portal at https://blu.is.berkeley.edu
2. Sign in with your CalNet ID and passphrase.3. In the Self Service section on the left side, click on Direct Deposit.4. Enter your information.The manual form can be found on: http://controller.berkeley.edu/sites/default/files/upay544b-2.pdfFor more information, please visit: http://controller.berkeley.edu/payrollNote: If you have not received direct deposit within 31 days or more, you MUST re-enroll indirect deposit.
Sign up to The Aline Card is a reloadable, declining balance Visa® debit card. Your pay is automatically loadedreceive your onto your card each payday. You do not need a bank account or go through credit approval to getpaycheck on an the Aline Card. Aline Card by ADP 1. Visit http://controller.berkeley.edu/payroll/paycheck-and-pay-dates/aline-card-adp
2. Complete the Aline enrollment form (PDF) updated 11/12/2015, or manually on:http://controller.berkeley.edu/sites/default/files/adp_aline_enrollment_form.pdf3. Fax the completed form to (510) 643-9339
Update your 1. It is best to update your address in both HR Portals:address - https://atyourserviceonline.ucop.edu/ayso
- https://blu.is.berkeley.edu2. If you have two addresses on file, you will need to submit a service request on:http://sharedservices.berkeley.edu/ This is because Blu will not change your check address.3. Under Request Service, click Submit a Ticket. 4. Enter your CalNet ID and passphrase.5. Fill out necessary fields. If you need additional help or information, please call (510) 664-9000 option 3.
Sign up for WarnMe is Berkeley's emergency notification system. It is activated to send messages to you whenWarnMe there is an immediate threat to the health and safety of the campus community. Faculty, staff, and
Emergency Alert students are automatically enrolled via their berkeley.edu email address. To receive WarnMeService emergency warnings via any other method, such as by text or phone, you must tell us how to
contact you. Text messages are the fastest way to get notified and should be your first alert priority.How to enroll via WarnMe Website
1. Visit the warnme.berkeley.edu website.2. On the right side, click Faculty, Staff and Other Affiliates.3. Enter your CalNet ID and passphrase.4. Add your phone number to the Text Message/SMS line and select 1 as your priority.5. Click Submit Information.
How to enroll via Blu Portal1. Log into the UC Berkeley employee Blu portal at https://blu.is.berkeley.edu2. Sign in with your CalNet ID and passphrase.3. On the right side, click Faculty, Staff and Other Affiliates.4. Add your phone number to the Text Message/SMS line and select 1 as your priority.5. Click Submit Information.
Sign up for the Visit the New Employee Orientation website:new employee - http://hr.berkeley.edu/development/learning/new-employee-orientationorientation
Parking & If you are commuting by bike, car, or just walking to Berkeley Parking & TransportationTransportation campus, this site provides the necessary information you 1995 University Ave, Suite 110
need. Please visit UC Berkeley Parking and Transportation Berkeley, CA 94720-5740website to review your options and plan your future (510) 643-7701 parking and transportation needs: http://pt.berkeley.edu/ Hours: Monday - Friday 7:30 AM - 4:00 PM
Wage Works 1. You may be eligible for WageWorks, a Pre-tax Commuter Benefit Services Program. If eligible,Commuter you will receive an email from [email protected] with instructions on how to enroll. ForBenefits eligibility questions please go to: http://pt.berkeley.edu/directions-registering-wageworksProgram 2. Benefits Include: Pre-Tax Annual Parking Permits and Annual Clipper Card (Translink) amongst
other non-UC parking and vanpool fares benefits. For more information, you can visitwww.wageworks.com or you can call 1 (877) 924-3967 (Monday - Friday 5:00 AM – 5:00 PM)
Safety training Please see your local facilities manager and supervisor for building access and safety training.& building access
Important If you are start working immediately, please note that it can take 2-3 business days after yourpayroll hiring paperwork has been completed to obtain access.information 1. CalTime training for Employees and Supervisors/Delegates will be offered on Campus on aCalTime (For non- recurring schedule every other week. Please visit the following link for upcoming training dates:academic http://caltime.berkeley.edu/trainingappointments) 2. Talk to your supervisor about your department's timekeeping system, how to record your time
and deadlines for submitting your timesheet in CalTime.3. Your Timekeeper will reach out to you via e-mail to provide you instructions on how toaccess CalTime and record your time.4. As your direct deposit is being set up, your first paycheck may be a paper check that will bemailed to your address on file.5. Until you receive CalTime access to track your time, you need to complete manual time sheets timesheets which can be found at:
- CSS Manual Biweekly Timesheet Non-Exempt:- http://caltime.berkeley.edu/help/caltime-paper-timecard
6. You can turn in your timesheet with Supervisor signature to: Scan/E-mail: [email protected] (please indicate Dept/Research Unit in Subject Line)Fax (510) 664-9300 7. If you have problems logging into CalTime or recording your time, you can [email protected], call (510) 664-9000, or visit Caltime.berkley.edu for more information.
Important Please contact Central Payroll when you have questions Central Payroll Office payroll regarding the following: 2195 Hearst Ave #120information - Tax deductions Berkeley, CA 94720-1104
- Benefits deductions Phone: (510) 642-1336- Wagework/Parking & Transportation Fax: (510) 643-9339 deductions E-mail: [email protected] Union deductions Customer Service Window Hours:- Wage garnishments Monday - Friday 12:30 PM - 2:30 PM- Glacier Tax Compliance System:
University of Safe HarborCalifornia 1. Safe Harbor Participants are eligible academic appointees, part-time, seasonal and temporary UCRetirement employees who are not eligible to participate in UCRP and whose wages are not subject to SocialSavings Security taxes. Also included in this category are non-exempt UC student employees who do notProgram satisfy certain course load requirements and resident aliens with F-1 status.
2. You will make mandatory contributions on a pre-tax basis of 7.5% of your wages. Your contributionsare automatically invested in the UC Savings Fund, and monitored by the UC Office the Treasurer.Additionally, you will pay into Medicare, State, and Federal taxes as appropriate.3. If you leave your UC employment, please contact Fidelity Retirement Services after 30 days to learnabout your options to manage your contributions: https://www.fidelity.com/ or you can reach themat 1 (866) 682-7787.4. For more information on the Safe Harbor Retirement Plan, refer to:http://ucnet.universityofcalifornia.edu/forms/pdf/retirement-savings-program-information-for-safe-harbor-participants.pdf
Defined Contribution PlanFor more information on Defined Contribution Plan and other Savings plans, please refer to:http://ucnet.universityofcalifornia.edu/forms/pdf/defined-contribution-plan-summary-description.pdf
UC Retirement ChoiceFor more information about UC Retirement Choice go to: http://ucnet.universityofcalifornia.edu/compensation-and-benefits/retirement-benefits/2016-retirement-choice/index.html
Additional UC Retirement Savings ProgramOther plans are offered through Fidelity. For more information on additional UC Retirement Savings plans, please refer to:Savings plans, please refer to:http://ucnet.universityofcalifornia.edu/compensation-and-benefits/retirement-benefits/ucrs/index.htmlHowever, you must submit a service request on http://sharedservices.berkeley.edu/On the left page, click on Submit a Ticket to create a service request for your enrollment.
For additional questions and information, you can contact the Retirement Administration ServiceCenter at 1 (800) 888-8267 x 4 or (510) 987-0900.
2/26/2018 Home | CalTime
https://caltime.berkeley.edu/home 1/2
CalTime (/)
CalTime is Berkeley's timekeeping system (/caltime-berkeley)Whether you are an employee, supervisor, or timekeeper, explore our site to learn more about timekeeping with CalTime. Everyone is responsible for accuratetimekeeping:
Employees report work and leave time on their timecardsSupervisors review and approve their employees’ timecardsTimekeepers sign o� on their units’ timecards
Are you an employee?
non-exempt employee (record time on a Biweekly basis) (https://caltime.berkeley.edu/training/nonexempt)exempt employee (record time on a Monthly basis) (https://caltime.berkeley.edu/training/training-and-learning-exempt-employees)
Are you a supervisor?
of a non-exempt employee (https://caltime.berkeley.edu/training/supervisors)of a exempt employee (https://caltime.berkeley.edu/supervisors-exempt-employees)
Thank you for using CalTime!
The Video tutorials below are designed based on employee role to help the user navigate in the new version of CalTime beginning April 1.
CalTime Spring Upgrade 2017 (https://youtu.be/o4bqcsKtWb0) (1:39)Exempt vs. Non-Exempt Employees at UC Berkeley (https://youtu.be/QpZqnLGUpWk) (1:52)CalTime for Non-Exempt (Anytime) Employees (https://youtu.be/FgUmp2y-PDY) (5:59) and How to Approve your Timecard in CalTime(https://youtu.be/7PUwT0XOtR0) (2:29)CalTime for Non-Exempt (Realtime) Employees (https://youtu.be/VQ_tayQ1xQM) (5:19)CalTime for Exempt Employees-How to record leave and approve your timecard (https://youtu.be/JaoUT-eHQRA) (3:56)CalTime for Supervisors- How to review and approve employee timecards in CalTime (https://youtu.be/MiWtjQwz8PI) (6:21)CalTime for Supervisors - How to setup schedules (3:03) (https://youtu.be/sMFmFwWwLkw)
(https://caltimeprod.berkeley.edu/)
Recommend Google Chrome: For additional browser requirement information, read FAQ (https://caltime.berkeley.edu/caltime-kronos-versions-8-adobe-�ash-player-requirements).
News & EventsNovember 3, 2017
Daylight Saving Time Sunday ends Nov. 5th (/news/daylight-saving-time-sunday-ends-nov-5th)
August 31, 2017
Leave Accruals for Non-Academic EXEMPT employees (/news/leave-accruals-non-academic-exempt-employees)
March 8, 2017
Daylight Saving Time Sunday, 03/12; CalTime instructions (/news/daylight-saving-time-sunday-0312-caltime-instructions)
News Archive (/news-archive?�eld_openberkeley_news_type_tid_op=or&)
2/26/2018 Home | CalTime
https://caltime.berkeley.edu/home 2/2
Quick LinksApproval Deadlines (https://caltime.berkeley.edu/non-exempt-timecard-deadlines-2015)Biweekly Pay (http://controller.berkeley.edu/payroll/biweekly-pay-and-factor-leave-accruals)Factor Accruals (http://controller.berkeley.edu/payroll/factor-leave-accruals)Frequently Asked Questions (https://caltime.berkeley.edu/faq-page)Non-Exempt Employee Information (https://caltime.berkeley.edu/training/nonexempt)Exempt Employee Information (https://caltime.berkeley.edu/training/training-and-learning-exempt-employees)
(http://www.berkeley.edu)
Copyright © 2018 UC Regents; all rights reservedPowered by Open Berkeley (https://open.berkeley.edu)
Privacy Statement (https://open.berkeley.edu/privacy-statement)
Back to Top
BIWEEKLY PAY DAYS HOLIDAYS
PAY PERIOD END BENEFITS DEDUCTION HOLIDAYS (JAN. 10, JUL. 11)
184 23 160 20 176 22
S M T W Th F S S M T W Th F S S M T W Th F S 1 2 3 4 5 6 0 1 2 1 2 3 0 0 0 1 2 3
7 8 9 10 11 12 13 4 5 6 7 8 9 10 4 5 6 7 8 9 1014 15 16 17 18 19 20 11 12 13 14 15 16 17 11 12 13 14 15 16 1721 22 23 24 25 26 27 18 19 20 21 22 23 24 18 19 20 21 22 23 2428 29 30 31 32 33 34 25 26 27 28 25 26 27 28 29 30 31
168 21 23 184 168 21
S M T W Th F S S M T W Th F S S M T W Th F S1 2 3 4 5 6 7 0 1 2 3 4 5 1 2 3 0 1 28 9 10 11 12 13 14 6 7 8 9 10 11 12 3 4 5 6 7 8 9
15 16 17 18 19 20 21 13 14 15 16 17 18 19 10 11 12 13 14 15 1622 23 24 25 26 27 28 20 21 22 23 24 25 26 17 18 19 20 21 22 2329 30 27 28 29 30 31 24 25 26 27 28 29 30
176 22 184 23 160 20
S M T W Th F S S M T W Th F S S M T W Th F S1 2 3 4 5 6 7 1 0 1 2 3 4 1 2 0 0 0 18 9 10 11 12 13 14 5 6 7 8 9 10 11 2 3 4 5 6 7 8
15 16 17 18 19 20 21 12 13 14 15 16 17 18 9 10 11 12 13 14 1522 23 24 25 26 27 28 19 20 21 22 23 24 25 16 17 18 19 20 21 2229 30 31 26 27 28 29 30 31 23 24 25 26 27 28 29
30
184 23 176 22 168 21
S M T W Th F S S M T W Th F S S M T W Th F S 1 2 3 4 5 6 1 2 0 1 2 3 1 2 3 4 0 1
7 8 9 10 11 12 13 4 5 6 7 8 9 10 2 3 4 5 6 7 814 15 16 17 18 19 20 11 12 13 14 15 16 17 9 10 11 12 13 14 1521 22 23 24 25 26 27 18 19 20 21 22 23 24 16 17 18 19 20 21 2228 29 30 31 32 33 34 25 26 27 28 29 30 23 24 25 26 27 28 2935 36 30 31
2018 BIWEEKLY PAYROLL CALENDAR
JANUARY FEBRUARY MARCHMonthly working hours: Days Monthly working hours: Days Monthly working hours: Days
APRIL MAY JUNEMonthly working hours: Days
Days
OCTOBER NOVEMBER DECEMBERMonthly working hours: Days
AUGUST SEPTEMBER
UC BERKELEY
Monthly working hours: Days Monthly working hours: Days
JULYMonthly working hours: Days Monthly working hours: Days Monthly working hours:
Monthly working hours: Days Monthly working hours: Days
