New hire process

Department procedures

Before referring the new hire to the BRC Payroll Team for the interview, the department needs to forward to the Team the signed offer letter.

The department also needs to complete and forward the payroll action form (xlsx) providing contact name.

New hire interview

After receiving the requisite documents and forms from the Local HR Office or department personnel manager, the BRC conducts an interview providing the following services to the new employee:

  • Provision of a packet of information containing an overview of UC benefits and enrollment instructions, including the deadlines for enrollment
  • Provision of a schedule of new employee orientation sessions
  • Administration of the State Oath and Patent Acknowledgment
  • E-Verification of eligibility to work in the U.S. (if employee is to be paid on federal fund sources)
  • UC Trust certification (UC-system identity/access management program)
  • Provision of a personalized timesheet file (within one week of the UCOP start date)
  • At Your Service access information
  • Referral to benefits - (510) 987-0900.

The BRC Payroll Team enters the new hire employment and payroll data into the UCLA system. The department’s non-mandatory PPP reviewer will automatically receive a PAN (Post-Audit Notification) of the transaction. 

Special instructions for the hiring of employees at remote locations into departments supported by BRC Payroll

At or near a location with other UC employees

A personnel officer within the department can assist in completing the I-9 and Oath or, if there is no personnel contact, any other University employee at the location or a nearby one can assist.

Prior to finalizing the forms, the completed, unsigned forms should be emailed to BRC Payroll or faxed to the Team at (510) 287-3840. The Payroll Team will review the documents and give instructions for the finalization.

Originals should then be mailed to:

BRC Payroll
1111 Franklin, 9th Floor
Oakland, CA 94607

UC Trust certification is only available through the BRC Payroll Team and cannot be completed at remote locations.

At a remote location where the new hire will be the sole employee

UCLA Payroll provides instructions and forms to be used in the unusual situation where an employee works alone at a location remote from any University facilities.

UCDC employees - District of Columbia nonresident

If you are not a resident of DC you must file a Form D-4A with your employer to establish that you are not subject to DC income tax withholding.

You qualify as a nonresident if:

• Your permanent residence is outside DC during all of the tax year and you do not reside in DC for 183 days or more in the tax year.
• You are a service member’s spouse.

Employees who are residents of DC should file a Form D-4, Employee Withholding Allowance Certificate.