Payroll FAQs

 BSOE PAYROLL FAQs

 

 

 

 

 

 

 

 

 

 

 

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ANSWERS

My address has changed. How do I update my mailing address? 

Login to your At Your Service Online account to update your address.  

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I have questions regarding my payroll benefits.  Who do I contact?

Visit the UCSC Benefits web page for information on benefits.  

Visit the Garnett-Powers Postdoctoral Scholars Benefits website for information on Postdoctoral benefits.

The At Your Service Online account also provides benefits information, forms, publications, and online services. Login to your At Your Service Online account to view personal benefits information.

Login to Fidelity's NetBenefits® to view UC Retirement Savings Program information and for online services.

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The BSOE Payroll Analyst said that I don't qualify for benefits during my payroll on-boarding, but I am a graduate student.  Why is this?

UC Student Health Insurance (UC SHIP)/Graduate Student Health Insurance (GSHIP) are separate from payroll benefits coverage.  Even though your appointment does not qualify for payroll benefits coverage, you will still receive/are still eligible for your student related health insurance benefits.

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How do I print something while on campus?

Pharos is the preferred printing system. All BSOE staff, faculty and graduate employees (TAs, GSRs or student workers) have pre-loaded Pharos accounts that they can use for official BSOE business. Undergraduates can charge print jobs to their student account. For further instructions, please see the BSOE Computing Support web page.

 Under no circumstances should you be printing to the Department Service Center in Engineering 2 - 298. The only exception to this rule is the Pharos copier in copy room E2 298F.

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What is a CruzID for and how do I get one?  How do I get an @ucsc email?

Your CruzID gives you access to campus services and systems and is also your @ucsc email (e.g., if bananaslug is the CruzID; bananaslug@ucsc.edu is the email).  Your BSOE Payroll Analyst sends in the CruzID Account Request form after your payroll on-board appointment.  

The Cruz ID generates after:

        1. Your appointment is entered into the payroll system.
        2. After the payroll start date of your appointment.  

You will receive an email with instructions on how to claim and activate your CruzID and set up your Blue and Gold passwords.

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What is CruzPay? How do I know if I am required to complete a time sheet? Why am I getting reminders to submit a time sheet?

CruzPay is UCSC’s online time reporting system.  Information about your CruzPay account will be sent to your @ucsc.edu email if you are required to submit a time sheet.

Please go to the BSOE Payroll CruzPay - Online Time Reporting web page for further details such as what to report on your time sheet when to submit your time sheet, automated reminders, CruzPay Quick Start Guides, and more.

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How do I sign up for payroll direct deposit?

    1. Log in to your At Your Service Online account.
    2. Select Direct Deposit under the Income and Taxes header.
    3.  Follow the instructions to set up automatic deposit of your paycheck into a bank account. A U.S. bank account and routing number are required.
    4. You will continue to receive a paper check until the direct deposit activates.

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I've tried setting up my At Your Service Online account but receive error messages.  What is going on?

You will be eligible to set up your At Your Service Online account after ALL of the following actions have occurred:

        1. Your appointment is entered into the payroll system (typically 2-5 business days after you complete payroll paperwork).
        2. (for employees pending a social security number) You bring your social security card to the BSOE Payroll Analyst; the social security number is entered into the payroll system; at least one day since the entry has passed.
        3. Your appointment payroll start date has also passed.  

If you experience difficulties logging on after the above actions have occurred, call UCOP Customer Service: 1-800-888-8267

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How do I get my employee ID number and my employee ID card? What is my employee ID number or card for?

Your BSOE Payroll Analyst sends the request for your new employee photo ID card (non-student employees only) after you complete your employment paperwork. Your employee ID number and instructions on how to get your employee photo ID card are sent to you shortly thereafter.

The employee photo ID card will have your employee ID number on it.  Use the ID card for identification and electronic key card access as appropriate.  The employee ID number is used to access the campus copier/printer/scanner machines.

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I am a new lecturer/instructor/faculty member.  How do I copy materials for my course? How do I schedule a classroom or lab?  Where do I get office supplies? Can I get a projector for my class?  How do I manage waitlists?  What is DRC? Do I have a webpage for my course?

Please visit the Faculty Resources web pages for comprehensive information on all the above questions and much more!

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How do I get keys to my office?

To request office keys use the online key request system (CruzID required). 

BSOE Facilities provides many services.  Please visit the BSOE Facilities web pages for further information.

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How do I get my paycheck?  When do I get paid?

Please visit the BSOE Payroll Paycheck Information web page for details. 

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I am supposed to complete payroll paperwork for my new appointment.  How is this done?  

For academic student employees, group payroll sign-ups are held regularly just before and during the first couple weeks of the quarter.  Sign-up for an appointment via BSOE Payroll Group Sign Ups.

For other non-student academic appointment types, please contact your BSOE Payroll Analyst to arrange a time to complete your payroll paperwork.

IMPORTANT: There are strict deadlines to complete new payroll paperwork.  Please make an appointment to complete your payroll paperwork as soon as possible.

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I was given a New Employee Information sheet during my payroll on-board that I've misplaced.  Where can I get another one?

Please go to the PDF link at the bottom of the BSOE Payroll Unit web page to download the New Academic Employee Information sheet or the New Academic Student Employee Information sheet.

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What will my tax withholding be on my paycheck?  How do I update my tax withholdings?  

The tax withholding allowance for ALL new hires defaults to "Single, 0", which represents unmarried with no dependents.  U.S. Citizen and Permanent Resident employees may update their tax withholding allowances on their At Your Service Online account. 

Non-U.S. Citizens will use GLACIER, a web-based Non-Resident Alien tax compliance system, which helps determine the correct tax rate. Your GLACIER account will be created and sent to you by your BSOE Payroll Analyst upon the entry of your appointment into the payroll system.

I need to file a tax return. How do I file a tax return?   Where can I get my W-2?

The office of Globel Engagement International Student and Scholar Services is an excellent resource for tax return information.  Please visit their Filing Taxes web page for help.  

Elect for electronic delivery of your W-2 as well as view and print your year-end W-2 on your At Your Service Online account.

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What is Glacier?

GLACIER is a secure, web-based Non-Resident Alien tax compliance system, which helps determine the correct tax rate. Your GLACIER account will be created and sent to you by your BSOE Payroll Analyst upon the entry of your appointment into the payroll system.

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How do I get a parking permit or bus pass?  Are there any vanpools or carpools available?

Please visit the Transportation and Parking Services (TAPS) web pages for all available transportation options.

For parking permits and bus passes, your appointment letter is your confirmation and proof of employment. 

To contact TAPS: tapssales@ucsc.edu 831-459-2190, located in H Barn (map of location)

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How do I hire an academic student employee such as a TA, Reader, Tutor, or GSR?

Please visit the BSOE Payroll Student Hiring Information for Faculty web page for comprehensive information on student hiring.

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I am a Foreign Scholar/Foreign Student who has recently arrived at UCSC or is new to the payroll system.  My BSOE Payroll Analyst told me I need to get a social security number.  How do I get a social security number?

Please visit the International Education Office web pages for details on when and how to apply for your social security number. http://isss.ucsc.edu/resources/ssnitin.html

Additionally:

Academic appointees (non-students):

Your employment offer on UCSC letterhead is sufficient to take to the Social Security Administration Office as proof of employment.

TAs:

Your TA appointment offer on UCSC letterhead is sufficient to take to the Social Security Administration Office as proof of employment.

GSRs:

Submit a request for your social security support letter through online through Graduate Affairs https://grad.soe.ucsc.edu/letterrequest

Readers and Tutors:

Your employment offer on UCSC letterhead is sufficient to take to the Social Security Administration Office as proof of employment.

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How do I get campus library access? 

Effective Sept 18, 2017, you can connect to library resources using your CruzID and Gold password. 

Please contact the ITS Support Center if you need assistance or have questions. 

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