Students
Undergraduate College assists with the transactional aspects of student employment, from hiring and job changes to tuition reduction benefit and I-9 processing. Explore the tabs below for more information on managing student appointments.
As of April 2025, all student recruitment will transition to Workday. We no longer recruit student positions via Handshake.
Complete the Student Recruitment Request to begin this process. UC HR will confirm once the link is posted to Workday.
Hiring students can occur at any point during the semester but certain student appointments follow a specific timeframe within the semester. Specific timelines per job type are listed below, but all student hiring processes follow the same process:
Complete the Student Employment Spreadsheet
Upload it to UC HR using the Student Hiring Request
If workstudy hire, upload the verification(s) as one file with your request. While not required in the survey form, it is mandatory to designate these hires in Workday.
Student Employment Dates
Graduate student academic assignments
Fall: 8/16 – 12/31
Spring: 1/1 – 5/15
Summer: 5/16 – 8/15
Undergraduate, Professional academic assignments and all non-academic assignments*
Fall: 8/1 – 1/15
Spring: 12/1 – 5/31
Summer: 5/1 – 8/31
Work-Study assignments*
Fall: 8/16 – 12/31
Spring: 1/1 – 5/31
Summer: 6/1 – 8/15
Job Profile ID | Default Workday Job Title | Employee Type Information | Pay Rate Type & Minimums | Enrollment Requirements |
Graduate Student Job Profiles | ||||
G0045 | Assistant Instructor |
| Salary | Fall/Spring: 9 hours Summer: 3 hours |
G0063 | Teaching Assistant |
| Salary | Fall/Spring: 9 hours Summer: 3 hours |
G0064 | Tutor (Graduate) |
| Hourly | Fall/Spring: 9 hours Summer: 3 hours |
G0065 | Academic Assistant |
| Hourly | Fall/Spring: 9 hours Summer: 3 hours |
G0071 | Graduate Assistant |
| Hourly | Fall/Spring: 9 hours Summer: 3 hours |
G0074 | Student Assistant | Regular Non- Benefits Eligible (Fixed Term) | Hourly | |
G0075 | Student Associate | Regular Non- Benefits Eligible (Fixed Term) | Hourly | |
G0076 | Senior Student Associate | Regular Non- Benefits Eligible (Fixed Term) | Hourly | |
G0078 | Student Camp Worker | Variable (Fixed Term) | Hourly | |
G0090 | Graduate Research Assistant |
| Salary | Fall/Spring: 9 hours Summer: 3 hours |
Undergraduate Student Job Profiles | ||||
U0066 | Tutor (Undergraduate) | Regular Non- Benefits Eligible (Fixed Term) | Hourly | Fall/Spring: 12 hours Summer: 0 hours if enrolled 12 hours in spring; 3 hours if not enrolled in 12 hours in spring |
U0070 | Undergraduate Assistant | Regular Non- Benefits Eligible (Fixed Term) | Hourly | Fall/Spring: 12 hours Summer: 0 hours if enrolled 12 hours in spring; 3 hours if not enrolled in 12 hours in spring |
U0074 | Student Assistant | Regular Non- Benefits Eligible (Fixed Term) | Hourly | Fall/Spring: 6 hours Summer: 0 hours if enrolled 6 hours in spring; 3 hours if not enrolled in 6 hours in spring |
U0075 | Student Associate | Regular Non- Benefits Eligible (Fixed Term) | Hourly | Fall/Spring: 6 hours Summer: 0 hours if enrolled 6 hours in spring; 3 hours if not enrolled in 6 hours in spring |
U0076 | Senior Student Associate | Regular Non- Benefits Eligible (Fixed Term) | Hourly | Fall/Spring: 6 hours Summer: 0 hours if enrolled 6 hours in spring; 3 hours if not enrolled in 6 hours in spring |
U0078 | Student Camp Worker | Variable (Fixed Term) | Hourly | Fall/Spring: 6 hours Summer: 0 hours if enrolled 6 hours in spring; 3 hours if not enrolled in 6 hours in spring |
U0095 | Undergraduate Research Assistant | Regular Non- Benefits Eligible (Fixed Term) | Hourly | Fall/Spring: 12 hours Summer: 0 hours if enrolled 12 hours in spring; 3 hours if not enrolled in 12 hours in spring |
Work-Study Job Profiles | ||||
W006 | Student Assistant (Admin / General) |
| Hourly | Must be enrolled at least half-time with approved SAP |
W010 | Student Associate (Admin / General) |
| Hourly | Must be enrolled at least half-time with approved SAP |
W014 | Sr. Student Associate (Admin / General) |
| Hourly | Must be enrolled at least half-time with approved SAP |
W022 | Student Mentor |
| Hourly | Must be enrolled at least half-time with approved SAP |
W023 | Tutor (Higher Ed/Other) |
| Hourly | Must be enrolled at least half-time with approved SAP |
W024 | State-Funded Student Mentor |
| Hourly | Must be enrolled at least half-time with approved SAP |
W095 | Undergraduate Research Assistant |
| Hourly | Must be enrolled at least half-time with approved SAP |
Nonemployee Job Profile | ||||
A009 | Other University Affiliate | Nonemployee (Fixed Term) | No Pay | |
A008 | Volunteer | Nonemployee (Fixed Term) | No Pay | |
To initiate a change to a student employee’s assignment, submit an Assignment Change Request.
Change types include:
Job Title
Supervisor
End Date/Termination
Hours/Week
Unpaid Leave
Funding Source
Location
Be sure to include the details of the change(s) needed in the fields available.
Graduate Students TRB Rates for Fall and Spring Semesters
Graduate students employed as TAs, AIs, or GRAs* are eligible for the TRB, the amount of which is determined by the number of hours employed per week during the fall or spring as specified below:
For half-time appointments (20 hours/week) or more, the TRB provides 9 credit hours of resident (in-state) tuition.
For appointments between 10 and 19 hours/week, the TRB provides ½ of the 9- hour resident tuition amount.
For appointments between 1 - 9 hours/week, no TRB is provided.
Students enrolled in the MPA, MBA, Executive MBA, Evening MBA and International MBA programs have fixed TRB amounts set by the Graduate School as follows: 20+ hours: $3,784 and 10-19 hours: $1,892 per semester. Please contact your program’s graduate adviser/coordinator for further information.
Graduate Students TRB Rates for the Summer Semester
Graduate students employed as TAs, AIs, or GRAs* during the summer are eligible for tuition benefits as specified below:
For half-time appointments (20 hours/week) or more, the TRB provides 3 credit hours of resident tuition.
This occurs regardless of the session length or number of sessions.
For appointments between 1 and 19 hours/week, no TRB is provided.
Students enrolled in the MPA, MBA, Executive MBA, Evening MBA and International MBA programs have fixed TRB amounts set by the Graduate School. Please contact your program’s graduate adviser/coordinator for further information.
Application of the TRB
The TRB does not pay out directly to the student, but instead is applied to the student’s tuition bills. If a student has paid their tuition bill prior to the application of the TRB to their tuition bill, a refund will be issued in the amount of the TRB. Refunds are processed approximately 1 to 2 weeks after the 12th class day (fall/spring), and 1 to 2 weeks after the 4th class day (summer).
If you have a Zero balance tuition bill after all exemptions and waivers (and before a TRB has been applied), you will not receive a TRB (i.e., when an outside entity pays a student’s tuition in full).
Tax Considerations
Tax Considerations for Graduate Students
As you prepare to submit your income taxes, make note that Tuition Reduction Benefits are tax-exempt. 100% of the benefit is applied to the tuition bill. No payments are made to students.
Only hourly student positions require timesheet completion. Instructions on that process may be found here.
Please see the calendar below for fiscal year 2024-25 semi-monthly payroll deadlines. Download these dates to your personal calendar: 24/25 Payroll Dates ICS file
Semi-Monthly Pay Group Deadlines & Paydays | |||||
Pay Period | Departmental Deadline | Central Office Deadline | Payday | ||
September 1-15 | Friday, September 13 | 5 PM Business Processes Routed to HR/APS | Tuesday, September 17 | 5 PM HR/APS Final Approved | Friday, September 20, 2024 |
Tuesday, September 17 | 12 PM One-Time Payments Routed to Payroll | Tuesday, September 17 | 5 PM Payroll Final Approved | ||
Tuesday, September 17 | 3 PM Mass Advance of Timesheets to Time Keepers |
| |||
Tuesday, September 17 | 5 PM Time/Leave Final Approved | ||||
September 16-30 | Monday, September 30 | 5 PM Business Processes Routed to HR/APS | Wednesday, October 2 | 5 PM HR/APS Final Approved | Monday, October 7, 2024 |
Wednesday, October 2 | 12 PM One-Time Payments Routed to Payroll | Wednesday, October 2 | 5 PM Payroll Final Approved | ||
Wednesday, October 2 | 3 PM Mass Advance of Timesheets to Time Keepers |
| |||
Wednesday, October 2 | 5 PM Time/Leave Final Approved | ||||
October 1-15 | Tuesday, October 15 | 5 PM Business Processes Routed to HR/APS | Thursday, October 17 | 5 PM HR/APS Final Approved | Tuesday, October 22, 2024 |
Thursday, October 17 | 12 PM One-Time Payments Routed to Payroll | Thursday, October 17 | 5 PM Payroll Final Approved | ||
Thursday, October 17 | 3 PM Mass Advance of Timesheets to Time Keepers |
| |||
Thursday, October 17 | 5 PM Time/Leave Final Approved | ||||
October 16-31 | Thursday, October 31 | 5 PM Business Processes Routed to HR/APS | Monday, November 4 | 5 PM HR/APS Final Approved | Thursday, November 7, 2024 |
Monday, November 4 | 12 PM One-Time Payments Routed to Payroll | Monday, November 4 | 5 PM Payroll Final Approved | ||
Monday, November 4 | 3 PM Mass Advance of Timesheets to Time Keepers |
| |||
Monday, November 4 | 5 PM Time/Leave Final Approved | ||||
November 1-15 | Friday, November 15 | 5 PM Business Processes Routed to HR/APS | Tuesday, November 19 | 5 PM HR/APS Final Approved | Friday, November 22, 2024 |
Tuesday, November 19 | 12 PM One-Time Payments Routed to Payroll | Tuesday, November 19 | 5 PM Payroll Final Approved | ||
Tuesday, November 19 | 3 PM Mass Advance of Timesheets to Time Keepers |
| |||
Tuesday, November 19 | 5 PM Time/Leave Final Approved | ||||
November 16-30 | Friday, November 29 | 5 PM Business Processes Routed to HR/APS | Tuesday, December 3 | 5 PM HR/APS Final Approved | Friday, December 6, 2024 |
Tuesday, December 3 | 12 PM One-Time Payments Routed to Payroll | Tuesday, December 3 | 5 PM Payroll Final Approved | ||
Tuesday, December 3 | 3 PM Mass Advance of Timesheets to Time Keepers |
| |||
Tuesday, December 3 | 5 PM Time/Leave Final Approved | ||||
December 1-15 | Thursday, December 12 | 5 PM Business Processes Routed to HR/APS | Monday, December 16 | 5 PM HR/APS Final Approved | Friday, December 20, 2024 |
Monday, December 16 | 12 PM One-Time Payments Routed to Payroll | Monday, December 16 | 5 PM Payroll Final Approved | ||
Monday, December 16 | 3 PM Mass Advance of Timesheets to Time Keepers |
| |||
Monday, December 16 | 5 PM Time/Leave Final Approved | ||||
December 16-31 | Friday, December 20 | 5 PM Business Processes Routed to HR/APS | Thursday, January 2 | 5 PM HR/APS Final Approved | Tuesday, January 7, 2025 |
Thursday, January 2 | 12 PM One-Time Payments Routed to Payroll | Thursday, January 2 | 5 PM Payroll Final Approved | ||
Thursday, January 2 | 3 PM Mass Advance of Timesheets to Time Keepers |
| |||
Thursday, January 2 | 5 PM Time/Leave Final Approved | ||||
January 1-15 | Wednesday, January 15 | 5 PM Business Processes Routed to HR/APS | Friday, January 17 | 5 PM HR/APS Final Approved | Wednesday, January 22, 2025 |
Friday, January 17 | 12 PM One-Time Payments Routed to Payroll | Friday, January 17 | 5 PM Payroll Final Approved | ||
Friday, January 17 | 3 PM Mass Advance of Timesheets to Time Keepers |
| |||
Friday, January 17 | 5 PM Time/Leave Final Approved | ||||
January 16-31 | Friday, January 31 | 5 PM Business Processes Routed to HR/APS | Tuesday, February 4 | 5 PM HR/APS Final Approved | Friday, February 7, 2025 |
Tuesday, February 4 | 12 PM One-Time Payments Routed to Payroll | Tuesday, February 4 | 5 PM Payroll Final Approved | ||
Tuesday, February 4 | 3 PM Mass Advance of Timesheets to Time Keepers |
| |||
Tuesday, February 4 | 5 PM Time/Leave Final Approved | ||||
February 1-15 | Thursday, February 15 | 5 PM Business Processes Routed to HR/APS | Tuesday, February 18 | 5 PM HR/APS Final Approved | Friday, February 21, 2025 |
Friday, February 14 | 12 PM One-Time Payments Routed to Payroll | Tuesday, February 18 | 5 PM Payroll Final Approved | ||
Tuesday, February 18 | 3 PM Mass Advance of Timesheets to Time Keepers |
| |||
Tuesday, February 18 | 5 PM Time/Leave Final Approved | ||||
February 16-28 | Friday, February 28 | 5 PM Business Processes Routed to HR/APS | Tuesday, March 4 | 5 PM HR/APS Final Approved | Friday, March 7, 2025 |
Tuesday, March 4 | 12 PM One-Time Payments Routed to Payroll | Tuesday, March 4 | 5 PM Payroll Final Approved | ||
Tuesday, March 4 | 3 PM Mass Advance of Timesheets to Time Keepers |
| |||
Tuesday, March 4 | 5 PM Time/Leave Final Approved | ||||
March 1-15 | Friday, March 14 | 5 PM Business Processes Routed to HR/APS | Tuesday, March 18 | 5 PM HR/APS Final Approved | Friday, March 21, 2025 |
Tuesday, March 18 | 12 PM One-Time Payments Routed to Payroll | Tuesday, March 18 | 5 PM Payroll Final Approved | ||
Tuesday, March 18 | 3 PM Mass Advance of Timesheets to Time Keepers |
| |||
Tuesday, March 18 | 5 PM Time/Leave Final Approved | ||||
March 16-31 | Monday, March 31 | 5 PM Business Processes Routed to HR/APS | Wednesday, April 2 | 5 PM HR/APS Final Approved | Monday, April 7, 2025 |
Wednesday, April 2 | 12 PM One-Time Payments Routed to Payroll | Wednesday, April 2 | 5 PM Payroll Final Approved | ||
Wednesday, April 2 | 3 PM Mass Advance of Timesheets to Time Keepers |
| |||
Wednesday, April 2 | 5 PM Time/Leave Final Approved | ||||
April 1-15 | Tuesday, April 15 | 5 PM Business Processes Routed to HR/APS | Thursday, April 17 | 5 PM HR/APS Final Approved | Tuesday, April 22, 2025 |
Thursday, April 17 | 12 PM One-Time Payments Routed to Payroll | Thursday, April 17 | 5 PM Payroll Final Approved | ||
Thursday, April 17 | 3 PM Mass Advance of Timesheets to Time Keepers |
| |||
Thursday, April 17 | 5 PM Time/Leave Final Approved | ||||
April 16-30 | Wednesday, April 30 | 5 PM Business Processes Routed to HR/APS | Friday, May 2 | 5 PM HR/APS Final Approved | Wednesday, May 7, 2025 |
Friday, May 2 | 12 PM One-Time Payments Routed to Payroll | Friday, May 2 | 5 PM Payroll Final Approved | ||
Friday, May 2 | 3 PM Mass Advance of Timesheets to Time Keepers |
| |||
Friday, May 2 | 5 PM Time/Leave Final Approved | ||||
May 1-15 | Thursday, May 15 | 5 PM Business Processes Routed to HR/APS | Monday, May 19 | 5 PM HR/APS Final Approved | Thursday, May 22, 2025 |
Monday, May 19 | 12 PM One-Time Payments Routed to Payroll | Monday, May 19 | 5 PM Payroll Final Approved | ||
Monday, May 19 | 3 PM Mass Advance of Timesheets to Time Keepers |
| |||
Monday, May 19 | 5 PM Time/Leave Final Approved | ||||
May 16-31 | Friday, May 31 | 5 PM Business Processes Routed to HR/APS | Tuesday, June 3 | 5 PM HR/APS Final Approved | Friday, Jun 6, 2025 |
Tuesday, June 3 | 12 PM One-Time Payments Routed to Payroll | Tuesday, June 3 | 5 PM Payroll Final Approved | ||
Tuesday, June 3 | 3 PM Mass Advance of Timesheets to Time Keepers |
| |||
Tuesday, June 3 | 5 PM Time/Leave Final Approved | ||||
June 1-15 | Friday, June 13 | 5 PM Business Processes Routed to HR/APS | Tuesday, June 17 | 5 PM HR/APS Final Approved | Friday, June 20, 2025 |
Tuesday, June 17 | 12 PM One-Time Payments Routed to Payroll | Tuesday, June 17 | 5 PM Payroll Final Approved | ||
Tuesday, June 17 | 3 PM Mass Advance of Timesheets to Time Keepers |
| |||
Tuesday, June 17 | 5 PM Time/Leave Final Approved | ||||
June 16-30 | Monday, June 30 | 5 PM Business Processes Routed to HR/APS | Wednesday, July 2 | 5 PM HR/APS Final Approved | Monday, July 7, 2025 |
Wednesday, July 2 | 12 PM One-Time Payments Routed to Payroll | Wednesday, July 2 | 5 PM Payroll Final Approved | ||
Wednesday, July 2 | 3 PM Mass Advance of Timesheets to Time Keepers |
| |||
Wednesday, July 2 | 5 PM Time/Leave Final Approved | ||||
July 1-15 | Tuesday, July 15 | 5 PM Business Processes Routed to HR/APS | Thursday, July 17 | 5 PM HR/APS Final Approved | Tuesday, July 22, 2024 |
Thursday, July 17 | 12 PM One-Time Payments Routed to Payroll | Thursday, July 17 | 5 PM Payroll Final Approved | ||
Thursday, July 17 | 3 PM Mass Advance of Timesheets to Time Keepers |
| |||
Thursday, July 17 | 5 PM Time/Leave Final Approved | ||||
July 16-31 | Thursday, July 31 | 5 PM Business Processes Routed to HR/APS | Monday, August 4 | 5 PM HR/APS Final Approved | Thursday, August 7, 2025 |
Monday, August 4 | 12 PM One-Time Payments Routed to Payroll | Monday, August 4 | 5 PM Payroll Final Approved | ||
Monday, August 4 | 3 PM Mass Advance of Timesheets to Time Keepers |
| |||
Monday, August 4 | 5 PM Time/Leave Final Approved | ||||
August 1-15 | Friday, August 15 | 5 PM Business Processes Routed to HR/APS | Tuesday, August 19 | 5 PM HR/APS Final Approved | Friday, August 22, 2025 |
Tuesday, August 19 | 12 PM One-Time Payments Routed to Payroll | Tuesday, August 19 | 5 PM Payroll Final Approved | ||
Tuesday, August 19 | 3 PM Mass Advance of Timesheets to Time Keepers |
| |||
Tuesday, August 19 | 5 PM Time/Leave Final Approved | ||||
August 16-31 | Friday, August 29 | 5 PM Business Processes Routed to HR/APS | Wednesday, September 3 | 12 PM HR/APS Final Approved | Friday, September 5, 2025 |
Wednesday, September 3 | 10 AM One-Time Payments Routed to Payroll | Wednesday, September 3 | 12 PM Payroll Final Approved | ||
Wednesday, September 3 | 10 AM Mass Advance of Timesheets to Time Keepers |
| |||
Wednesday, September 3 | 12 PM Time/Leave Final Approved | ||||
I-9 processing is handled by the Undergraduate College Associate Director for Human Resources. To establish an I-9 appointment to provide your documentation, email UC Human Resources. The documentation required for your appointment is listed below. Original documentation is required for processing. Photocopies are not accepted.
Employee Responsibility:
Complete Section 1 of Form I-9 as early as 45 days prior to their start date but no later than their first day of work for pay.
continue to work through the end of the third workday to allow time for the submission of unexpired, original documents which prove the employee’s identity and authorization to work in the United States.
Human Resources Responsibility:
Ensure all sections of the Form I-9 have been completed within the first 3 days of work for which the employee will be paid pay which includes submission to E-Verify.
EXCEPTION: If an employee’s U.S. Citizenship status is denoted as “noncitizen authorized to work” and waiting on their social security number from the Social Security Administration, Form I-9 Section 2 will be completed upon receipt of the employee’s social security number which will exceed the normal Form I-9 submission timeframe.
More information on the I-9 requirements can be found here.
Form I-9 Acceptable Documents
List A Documents
Documents that Establish Both Identity and Employment Authorization
The documents on List A show both identity and employment authorization. Employees presenting an acceptable List A document should not be asked to present any other document. Some List A documents are in fact a combination of 2 or more documents. In these cases, the documents presented together count as one List A document.
U.S. Passport or U.S. Passport Card
Permanent Resident Card or Alien Registration Receipt Card (Form I-551)
Foreign passport that contains a temporary I-551 stamp or temporary I-551 printed notation on a machine-readable immigrant visa
Employment Authorization Document that contains a photograph (Form I-766)
Foreign passport with Form I-94 or Form I-94A with Arrival-Departure Record, and containing an endorsement to work
Passport from the Federated States of Micronesia (FSM) or the Republic of the Marshall Islands (RMI) with Form I-94 or Form I-94A indicating nonimmigrant admission under the Compact of Free Association Between the United States and the FSM or RMI
List B Documents (must be used with a List C document)
Documents that Establish Identity
The documents on List B establish only identity. Employees who choose to present a List B document must also present a document from List C for Section 2. Employees may present one of the following unexpired List B documents:
Driver's license or ID card issued by a State or outlying possession of the United States provided it contains a photograph or information such as name, date of birth, gender, height, eye color, and address
ID card issued by federal, state or local government agencies or entities, provided it contains a photograph or information such as name, date of birth, gender, height, eye color, and address
School ID card with a photograph
Voter's registration card
U.S. Military card or draft record
Military dependent's ID card
U.S. Coast Guard Merchant Mariner Card
Native American tribal document
Driver's license issued by a Canadian government authority
List C Documents (must be used with a List B document)
Documents that Establish Employment Authorization
Employees who choose to present a List C document must also provide a document from List B, evidence of identity, for Section 2.
Employees may present one of the following unexpired List C documents:
U.S. Social Security Card
Certification of report of birth issued by the Department of State (Forms DS-1350, FS-545, FS-240)
Original or certified copy of birth certificate issued by a State, county, municipal authority, or territory of the United States bearing an official seal
Native American tribal document
U.S. Citizen ID Card (Form I-197)
Identification Card for Use of Resident Citizen in the United States (Form I-179)
Employment authorization document issued by the Department of Homeland Security (DHS)