New Hire Process

Department Procedures

UCOP HR Payroll sends the newly hired employee all of the relevant forms that need to be completed and processed in UCPath and ancillary systems prior to the employee’s onboarding appointment. The department should work with its HR Business Partner to forward key information to Local Payroll, such as the employee’s 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 prepares for the new hire's onboarding appointment. Check out the Onboarding Packet - Contract or Career (pdf).

UCDC Employees - District of Columbia Nonresident

Employees who are not residents of DC must file a Form D-4A with their employer to establish that they are not subject to DC income tax withholding. The HR center will contact the employee and provide them the out-of-state tax forms.

An employee qualifies as a nonresident if:

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

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