Employee Frequently Asked Questions

Employee Frequently Asked Questions

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General - International Students - Benefits/Leaves - Paycheck - TRS - UC Path

General:

  • When will I get my employee ID number and when can I sign up for a UC Davis IT account?
  • You will be assigned an employee ID number once you have been hired into UC Path. It will be included in the after hire email sent to you by the onboarding specialist. When you log into UC Path, your ID number will be on the top left hand side.

    In the same after hire email will be information on how to sign up for a UC Davis IT account. You must first be in Active status. Active status means that you have received the after hire email from the onboarding specialist and it is after your hire date. Please wait 24 hours from when you receive the email before you attempt to sign up for a UC Davis IT account. If you attempt to create an account before the 24 hour waiting period, you will most likely be unable to create one.
  • How can I change my overtime election?

  • When an employee is hired, transferred, reclassified or promoted, the department must obtain the employee’s signature on a new CTO form. To download your Compensatory Time Off agreement by visiting: https://hr.ucdavis.edu/forms 

    The CTO forms are designated by the bargaining unit.

  • I am living and working out of state. Is there anything additional I need to complete in UC Path?
  • Out of State Income Tax Withholding (PDF)
    If you are living and working within the United States outside of California, please be sure the to complete the attached Out Of State Income Tax Withholding Form. The Out of State Income Tax Withholding form assists Payroll Services in determining the tax withholding for an individual who works and lives in a state other than California. You can find the instructions for this form by viewing the attached PDF. If at anytime you move to California, you will also need to go back on UC Path to cancel the Out-of-State income tax withholding.
  • I am living and working out of the country. Is there anything additional I need to complete in UC Path?
  • Foreign Source Income Statement (PDF)
    Out of State Income Tax Withholding (PDF)
    When you first get access to UC Path, you will need complete the Out-of-State income tax withholding and Foreign Source Income statement. Above are two PDFs with step by step directions for you to follow.

    As soon as you arrive in the United States, you must immediately stop working until you come into our office for an in person appointment.  Once you complete the in person appointment, you may resume working. You will also need to go back on UC Path to cancel the Out-of-State income tax withholding (if in California) and Foreign Source Income form. If you do not cancel the Foreign Source Income form you will not receive a W2. The FAQ question below has a PDF with step by step directions for you to follow.
  • I have arrived in the United States after living and working in another country. What do I need to do now?
  • Change Tax Status from International to U.S. (PDF)
    As soon as you arrive in the United States, you must immediately stop working until you come into our office for an in person appointment.  When you have booked travel back to the United States, please reach out to the onboarding specialist you have been in contact with to arrange the in person appointment. If you do not know who to contact, please check our Contact page and reach out to the individual responsible for your department. Once you complete the in person appointment, you may resume working. You will also need to go back on UC Path to cancel the Out-of-State income tax withholding (if in California) and Foreign Source Income form. If you do not cancel the Foreign Source Income form you will not receive a W2. Above is step by step directions for you to follow.

International Students:

  • I am not a US citizen. Is there anything else I need to do?
  • Depending on your US Immigrant status you will need to register for GLACIER, a system UC Davis uses to assist foreign visitors with US taxes.  You should receive an e-mail from support@online-tax.net with your GLACIER login information. To help assure proper tax withholding, you will need to complete your GLACIER record within 10 days of receiving the e-mail from the GLACIER system.

    To see if you should be enrolled in GLACIER please go here.
  • I don't have a social security number. How can I get one?
  • Enter SSN into UCPath (PDF)
    There is a lot of information on the Services for International Students and Scholars (SISS) website. When you apply for a Social Security number, read about which kind of identification they need for your situation and bring your offer letter from your department. Here is the link for the SISS website: https://siss.ucdavis.edu/resources/intl_student_resources/social-security-students.html. Here is the link for the Social Security Administration in case you would rather start there: https://www.ssa.gov/ssnumber/.

    Once you get your Social Security number, please call the processor for your department so they can add it to the payroll system. We are open from 8am-5pm Monday-Friday. Or you can follow the PDF above on how to update it within UCPath yourself.
  • I received my visa extension/I am now on a new visa. Do I need to do anything with AUSS-C?
  • Yes, you need to reach out to the individual that processes for your department. If you do not know who to contact, please check our Contact page and reach out to the individual responsible for your department. Our online I-9 system does not link with UC Davis' Services for International Students and Scholars (SISS), iGlobal or GLACIER systems. You will need to make an appointment with the processor to come in with your updated document(s) to complete section 3 of the I-9.

Benefits/Leave:

  • Where should I go for questions regarding my benefits?
  • We recommend contacting the Benefits Office for specific questions. You may reach them at benefits@ucdavis.edu.
  • Who should I contact to request medical leave?
  • Please contact your department. Your department will know what steps to take in order to request your leave. After you have done so, you will then be contacted by a member of the leaves team within AUSS-C.

Paycheck:

  • When are the paydays?
  • Monthly employees are paid on the 1st of every month unless the 1st falls on a weekend, then payday will be the Friday before. Hourly employees are paid every other Wednesday. For exact pay dates, please refer to the current calendar on https://financeandbusiness.ucdavis.edu/finance/payroll-services/ee-resources/calendars
  • How do I receive my paycheck?
  • You will receive your paycheck as a paper check which is mailed to your home address listed within UC Path on payday via the U.S. Postal Service from a processing center in Arizona on pay day. Employees are strongly encouraged to sign-up for direct deposit. If you successfully sign up for direct deposit, your paycheck will be direct deposited into your account(s) on pay day.
  • How can I check if a paycheck was issued to me?
  • UC Path Review Online Pay Stub (PDF)
    UC Path Update My Address (PDF)
    To check if a paycheck was issued to you, please follow the instructions on the linked PDF. If a paycheck has been issued for the pay period in question, an online pay stub will appear under View Paycheck on pay day. At the bottom of the earnings statement, there is a section titled Net Pay Distribution. This will indicate how your pay will be received. If the paycheck will be sent to you via direct deposit, you will see a line item starting with "Advice", followed by a bank account type, account number, and deposit amount. If the paycheck will be sent to you via a mailed paper paycheck you will see a line item starting with "Check" and the account type as "Issue Chk". For mailed paychecks, please make sure your home address is up to date within UC Path.
  • I submitted my timesheet in TRS but did not get paid. Why was I not paid and when will I receive my paycheck?
  • UC Path Review Online Pay Stub (PDF)
    UC Path Update My Address (PDF)
    First, please check on UC Path to see if a paycheck was issued to you by following the PDF above. If there is no paycheck for the pay period in question, please contact AUSS-C at aussc@ucdavis.edu.

    If a paycheck has been issued for the pay period in question, an online pay stub will appear under View Paycheck on pay day. At the bottom of the earnings statement, there is a section titled Net Pay Distribution. This will indicate how your pay will be received. If the paycheck will be sent to you via direct deposit, you will see a line item starting with "Advice", followed by a bank account type, account number, and deposit amount. If the paycheck will be sent to you via a mailed paper paycheck you will see a line item starting with "Check" and the account type as "Issue Chk". For mailed paychecks, please make sure your home address is up to date within UC Path.
  • I never received my paycheck. How can I get my paycheck reissued?
  • Declaration of Lost Check (PDF)
    To get your check(s) reissued, you will need to fill out the above form. You should be able to get all the information you need from UC Path by viewing the paystubs online. Once you have filled out the form, you will need to submit the form to the UC Path Center. To do this, you need to log onto UC Path to get to your dashboard. Click on the yellow “Ask UCPath Center” button in the top right hand corner. Select the topic Payroll and Category Paycheck. Be sure to include all of the necessary information about your not recieved pay check and that you want the UC Path Center to process the form to cancel the old check(s) and to reissue you new check(s). Make sure to attach the completed form to the case. Then submit it to the UC Path Center. They will be in communication with you about the case.
  • I am a student on a fellowship already getting paid via direct deposit. Do I still need to sign up for direct deposit in UC Path?
  • Yes, if you would like your earning to be paid to you via direct deposit. Fellowships are paid out of the BANNER online system which is different from our payroll system, UC Path. UC Path does not share or receive any information from any other UC Davis system. If you would like your earning to paid to you via direct deposit, you will need to enroll within UC Path.
  • How do I sign up for direct deposit?
  • Add Direct Deposit (PDF)

    To sign up for direct deposit, follow the steps on the PDF above or follow the navigation steps below:

    UCPath Dashboard > Employee Actions > Income and Taxes > Direct Deposit

  • I do not have a U.S. bank account yet. What are my direct deposit options?
  • You currently have two options:

    Transferwise (https://transferwise.com/us)

    The international employee sets up an account with TransferWise, which then serves as an American bank account. Once the employee’s earnings are direct deposited into their TransferWise account, they can then process an additional transfer to move their earnings to their personal international account.

    Stoneex (https://www.stonex.com/Main-Channels/Global-Payments/)

    Another direct deposit option for international employees, Stoneex may work for those employees unable to use Transferwise. This resource was provided as an option by Central Payroll.

  • Is my direct deposit active?
  • You will need to call the UCPath Center directly at 855-982-7284 (Monday–Friday, 8 a.m.–5 p.m. PST) or request a call back. They will be able to tell you if your direct deposit is active or if there was an issue.
  • Who can I contact about deductions on my paycheck?
  • Our office cannot advise employee's on their deductions, only on their gross earnings. For deductions, you will need to contact UC Davis Central Payroll. You can contact UC Davis Central payroll by emailing payroll@ucdavis.edu or by phone at 530-757-8550.
  • I have a question about gross earnings on my paycheck. Who can I talk to?
  • Please contact AUSS-C at aussc@ucdavis.edu with your paycheck question.
  • I have not received my W-2 form. Where can I get it?
  • Reissue W-2 (PDF)
    Enroll to Receive Online W-2 (PDF)
    Review Online W-2 (PDF)
    You can request for your W-2 form to be reissued by following the Reissue W-2 PDF. Also attached above are PDFs on how to enroll in receiving an electronic W-2 form and how to view your online W-2 form.

TRS:

  • I don't have access to TRS. What do I do?
  • Please contact AUSS-C at aussc@ucdavis.edu. Please be sure to include in the email to us what error you are receiving from TRS.
  • I am trying to submit my TRS timesheet but I keep receiving the error that my primary supervisor is not set up. How do I fix this?
  • Please contact AUSS-C at aussc@ucdavis.edu. Please be sure to include in the email to that you are receiving the error from TRS that your primary supervisor is not set up.
  • I did not get access to TRS until after the payroll deadline. When will I get my paycheck?
  • Your paycheck will be paid out to you on the following payday. If this is too long to wait and puts a financial hardship or burden on you, please reach out to your departmental processor. Their information can be found here. Please let them know that you did not get access to TRS until after the payroll deadline so you were unable to submit your timesheet in time. You would like your paycheck as an off cycle paycheck. This means that we can process your paycheck outside of the normal payroll dates.

    Note about Off Cycle Checks: Pay dates for the off cycle checks are not exact and we cannot provide an exact date that you will receive the off cycle pay check.
  • How can I create a past due timesheet?
  • TRS Guide: Biweekly Employee (link)
    Click on the link above, scroll down and select Submitting a Late Timesheet under the Additional Timesheet Actions header. Follow the instructions on this page to submit a late timesheet.
  • I still have more questions about TRS. Where can I go for more resources?
  • If you still have more questions about TRS, you can visit to the TRS FAQ webpage.

UC Path:

  • How can I request a call back from the UCPath Center?
  • Request a Call Back (Link)
    To request a call back from the UCPath Center, please click the link above and follow the instructions listed.
  • I am trying to access UCPath. It is asking for my social security number but I don't have one yet. What do I do?
  • You may skip this step. Leave the box empty and press continue at the bottom of your screen.
  • How do I change my address and other personal information?
  • Update Personal Information (Link PDF)
    UCPath online gives employees greater access to view and update their own personal information, such as home and mailing address, direct deposit, and benefits enrollment. Type ucpath.universityofcalifornia.edu in your browser’s address bar to access UCPath online.
    • Employees can update their own personal information at UCPath Dashboard Navigation or Menu Navigation. Click on the Update Personal Information that is above for full instructions.
    • Dashboard Navigation: Personal Information > Personal Information Summary OR Menu Navigation: Employee Actions > Personal Information > Personal Information Summary