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Payroll New Hire Forms

                        

 

Demographic Data Form                           

                            

The University collects race and ethnicity data from employees using the “Demographic Data Transmittal Form (U5605) which individuals voluntarily self‐identify their race and ethnicity, disabled status, as well as veteran   status.  Also, see Integrated Post Secondary Education Data System (IPEDS) for further information.

             

 

Voluntary Self-Identification of Disability                 

 

The University of California is required to invite new hires to self-identify as individuals with disabilities and protected veteran. In order to comply with these requirements, the University must use the Department of Labor's Office of Federal Contract Compliance Programs (OFCCP) approved "Voluntary Self-Identification of Disability Form (Form CC 305-OMB Control Number 1250-0005).                  

 

Direct Deposit Authorization Form

                           

You can now Log on to At Your Service Online (AYSO) and sign up for Direct Deposit? (See Instructions)   

​​For AYSO login assistance contact centralpayroll@ucmerced.edu or see the "How Do I" tab.


I-9 Employment Eligibility Verification Form

                           

The University requires departmental personnel to complete an I-9 form for all newly hired and rehired employees. Use this form only for Faculty and Students.

 

Oath & Patent Form

                       

This form is part of the new hire paperwork completed by all employees. (Note: Only US Citizens must sign the Oath, but all employees must sign the Patent portion of the form.)

 

Personal Data Form - Generic

                           

Both forms provide employee's personal information and should be filled out and signed by all new hires prior to online entry. (Note: The name on the Personal Data Form will be entered in EDB and should be identical to the name on the Social Security Card.)                       

 

Personal Data Form - Union


Remote Hire Form

                                   
This form would be used by an authorized agent, such as a notary, to review and sign the Form I-9 and the Oath and Patent forms on behalf of the University.  

Please Note: The I-9 and the Oath & Patent are required forms the Federal Government and/or University of California; therefore, all costs for notarization must be paid by the hiring department.                    


W-4/DE 4 Employee Federal/State Withholding Allowance Certificate

                           
Existing employees can log into At Your Service Online (AYSO) and make changes to existing withholding information. Under “Income and Taxes” click “Tax Withholdings”.                        

 

W-2 Online Election Form

                       

Employee Election form to receive Online W-2 from the University of California, Merced.  You can also elect online At Your Service Online (AYSO).   

​For AYSO login assistance contact centralpayroll@ucmerced.edu or see the "How Do I" tab.                   

Supplemental Payroll Forms


Employee Reduced Fee Enrollment Application

                           
Reduced fees are available to UC career employees and certain UC retirees who are eligible for admission to the university. Once admitted, the employee-student must file a petition (application) for the reduction in fees before each semester of enrollment.


GLACIER Form (Non-Resident Alien)

                           
Employees who are not citizens of the United States may need to provide their immigrant and tax data to UC Merced via the internet using GLACIER©.  GLACIER© is a secure web-based Nonresident Alien (NRA) tax compliance system.                        

 


Out-of-State Income Tax Withholding - UPAY 830

                           
Complete this form only if you are subject to state income tax withholding for a state other than California, or wish to cancel state income tax withholding deductions for a state other than California.

                   


Postdoctoral Scholar UAW Deduction Authorization Form

                           
The Postdoctoral Scholar will complete this form if he/she wants to become a member of UAW and authorize the University to deduct dues/fees from his/her paycheck. For further information on the process, please contact Academic Personnel.


UCRS 419 Position Not Covered by Social Security Form

                           
Use this form to comply with the Social Security Protection Act of 2004, Section 419© of Public Law 108-203, which requires employers to provide a written notice to any individual being employed in a position that is not covered by Social Security on or after January 1, 2005.


W-4/DE 4 Non-Resident Alien Federal/State Withholding Allowance Certificate

                           
This form is intended for use by nonresident alien individuals who are employed in the U.S.  Refer to IRS Publication 515, Withholding of Tax on Nonresident Aliens and Foreign Corporations, for more information.

Other Forms

 

Payroll Expense Transfer Form (Excel)

Payroll Expense Transfer Form (PDF)

                       

Use this Excel form to request a payroll expense transfer. If you are unfamiliar with the process, please be sure to review the Web Based Expense Transfer guide.

                   

Damage Payment (PDF)

                           
It is the policy of the University of California to make a Damage Payment to an employee, who, without knowledge of the State Oath of Allegiance requirement, would perform services for the University prior to signing the State Oath of Allegiance. A Damage Payment constitutes a settlement of a claim by an employee based upon services rendered. If you are a Supervisor, you can designate another individual to perform as a “Proxy” for you in our time and attendance system PTR by completing this form.      

 


Proxy Designation Authorization Form (IntelForm)

                           
If you are a Supervisor, you can designate another individual to perform as a “Proxy” for you in our time and attendance system PTR by completing this form. A “Proxy” can perform “Supervisory” functions on your subordinate employees through the use of the “Proxy” tab. If you are unfamiliar with the process, please be sure to review the Proxy Guidelines for PTR.

 

 

 

[TRS] Primary/Back Up Supervisor Change Form (PDF)


In the Time Reporting System (TRS), each employee is designated with a Primary and Back Up Supervisor. If you are an employee’s Supervisor (or Departmental MSO), you can submit a request to change the Primary and/or Back Up Supervisor.                        

 

[PTR] Reassign/Add an Additional Supervisor (IntelForm)

                           
Supervisor information is currently housed in our time and attendance system (PTR).  If you are an employee’s Supervisor, you can designate another individual to be an “additional” Supervisor or you can re-assign the “Supervisor” role from yourself to another for your subordinate employee.

 

Unemployment Insurance Termination Report Form

                   

                           

To be completed by the department(s) for all separating employees.

 

Unclaimed Stale Dated Checks Log  

(Excel Format)                     

                           

Open the excel template to log any and all unclaimed check in your department.  Save the excel file to your department ShareDrive and email the template to centralpayroll@ucmerced.edu.  Send the hardcopy checks along with a copy of this log to Central Payroll Services, located at the Mondo Building.

                   

Systems Access Request Form


 

Payroll Time Reporting (PTR) Access Form


 

 This form is used to request additional roles and/or to update existing roles for our time and attendance system PTR. These roles are Administrator (Central Payroll Only), HR (Central HR Only), MSO and Processor.

 

  • Forms must be signed and all field complete 
  • Completed form can be email to centralpayroll@ucmerced.edu                        

 

Personnel/Payroll System Inquiry Access Request Form

                   

 

This form is also known as the DACSS request form and allows departments to request access to certain payroll DACSS functions. Payroll Inquiry Access is only granted after completion of the PPS Inquiry/Overview class. Please visit our training website for a list of current classes.

 

 

 

AIS Logon ID Form [UCLA Financial Systems]

                   

 

This form is used to request a log on id for UC financial system. In addition to an OASIS log on id, QDB access can also be requested. This only provides the employee with an ID. Employees must complete payroll training and submit a Payroll/Personnel System Access Form to be able to access data in OASIS or through QDB.

 

  • Forward completed form ATTN:  DSA to dsa@ucmerced.edu or fax to (209) 228-4623
  • Logon ID requests are submitted to UCLA AIS. It may take one to two weeks to establish a Logon ID 
Notice: OASIS Logon ID Security Training required

UCLA now requires a 16 minute online security training session prior to the submission of a new OASIS Logon ID Request/System Access Request Form:

  • Click HERE to take the OASIS Logon ID Security Training
  • Print, sign and email the Security Agreement Form to dsa@ucmerced.edu​.
                      

 

                   
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