New Hire Process

Department procedures

UCOP HR Payroll sends the newly hired employee all of the relevant forms which need to be completed and processed in UCPath and ancillary systems prior to the employee’s onboarding appointment. The department should work with their HR Business Partner to forward key information to Local Payroll, such as the employee’s legal name, their chosen name, as well as the designated timesheet approver and back-up approver ahead of the employee’s Start Date.

New Hire Onboarding

After receiving the documents and forms that were requested in the Welcome Letter, UCOP HR Payroll can then prepare for the New Hires onboarding appointment.

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. The HR center will contact the employee and provide them the out of state tax forms.

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.