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Payroll and Personnel Forms

Employee Timesheets

Important Updates:


Beginning with the November 2014 pay period, exempt employees (those staff that is not eligible for overtime), begin reporting their leave usage in CalTime.

See CalTime web site for more information:

Non-exempt employees, those eligible to earn overtime or comp time, will be moving to a bi-weekly pay schedule on August 31, 2014, and will begin reporting their hours in CalTime at that time. For more information about the bi-weekly transition, please see CalTime FAQs:

Until these transitions are completed, timesheets for variable employees are due in the business office by the middle of the month, usually, the 15th, to ensure timely payments. Please refer to the following worksheet for a list of due dates through December of the current year. For fixed employees that accrue vacation and sick leave, timesheets are due in the Business Office by the 7th of the following month, or prior business day, for the pay period for which they are reporting.

NOTE: GSR and other academic variable employees (non-leave accruing), are out of scope for CalTime and should continue to submit time sheets to the Business Service office, by our internal deadlines.

Related Forms:

Graduate Student Appointment Information

Important Updates:

The Student Academic Appointment Application form and CV are required for Fall 2018 graduate student appointment. Please go to the link: to upload and submit the form and CV no later than Wednesday, November 7th, 2018. If you have technical issues using the web portal, please contact Junko Kiross.

Winter Break 2018 Appointment date:

GSRs: 12/15/2018 – 1/14/2019

Spring 2019 Appointment dates:

GSIs: 1/1/2019 – 5/31/2019
GSRs, Readers and Tutors: 1/15/2019 - 5/17/2019

Additional Resources:

For qualifying appointment dates and percentages for fee remission purposes, please see:

In-depth tutorial on fee remissions and how they are generated, please see:

GSR salary rates:

GSI, Reader and Tutor rates:

Related Forms:

Information for New and Rehired Employees

  • Employment Eligibility Verification 1-9 Form: PDF iconi-9_0.pdf

Non-Resident Tax Forms

These tax forms are required for non-resident alien employees. They must be completed every calendar year through the campus GLACIER online system. More information about GLACIER may be found at campus payroll website: GLACIER Tax Reporting Info.

Some employees may qualify for the benefits of a tax treaty depending on their country of residence/citizenship. For more information on Tax Treaties, please see UCOP website:

For non-resident payroll withholding, see form w4nr-de at :