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FWS Employer Notification

On behalf of the University of California Merced we are pleased to coordinate with your site to provide UC Merced students off-site Federal Work Study (FWS) opportunities to engage with our community.

To access UC Merced systems for validation and approval of work hours at your site, you will need to complete the following form and return them to our office (via reply to this email) as soon as possible.

  • UC Merced Personal Data Form-Contingent Worker
    • This will be used to create an affiliate record for off-site hiring managers in the UC payroll system (UCPath), which is necessary for accessing UC Merced’s Time Reporting System (TRS).

Next Steps:

Important:  You MUST have a UCMNet ID to access our forms and systems.  Please follow the steps below carefully to avoid delays in your recruitment and hiring processes.

System Access:

  • Claiming your UCMNet ID:

    • Once your UC Merced affiliate record is established you will receive an email notification from UC Merced’s Identity Management office with instructions to claim your UCMNet ID, which will finalize your systems access. Check your junk or clutter folders if not received within 3 business days of returning the UC Merced Personal Data Form-Contingent Worker form.
      • If you are unable to locate your UCMNet ID email, please visit UC Merced’s IDM website and follow the instructions to claim your ID (Your “account type” should be Staff/Faculty/Affiliate). 
  • Single sign-on/DUO:
    • UC Merced utilizes single sign on to access most of its campus programs. The single sign on process is supported by a 2-factor authentication utilizing a service provider, DUO.
    • Establish your DUO account by following the instructions here.  Once you’ve signed up for DUO you can input your UCMNet ID and password to log in and access the application of your choice.

 

Job Posting:

  • Download the Student Job Description form.

    • Complete the form based on the information specific to your program.
  • Complete the Job Posting Request form.
    • Attach the appropriate Job Description to the Job Posting Request
      • For guidance on this process, please go here.

 

Job Candidate Review:

  • UC Merced utilizes Handshake for its on-campus/FWS job postings. This is where Student Employment Services will post your available jobs.

  • Applicant Packages will be delivered to you either as new applicants apply or as a summary after the posting closes. 
    • You will indicate your delivery preference on the Job Posting Request form.
    • Information on the “Applicant Reviewer” role can be found here.
  • Review applicants, contact the student(s) directly to schedule an interview and select your final candidate(s).
    • Confirm your candidate’s FWS eligibility by ensuring that the student has attached their award notification to their application package.
      • Contact Jodie Lingenfelter in the UC Merced Financial Aid office to receive a FWS contract.

Hire:

  • Complete the Student Intake Request form.

    • Indicate 000 in each space referencing a request for “Funding”, enter Student Employment as the Fund Approver and studentemployment@ucmerced.edu as the fund approver email.
    • Update the JD to include the student’s name and start date.
    • Review the Job Description with the student. 
    • Attach the signed JD (both student and employer must sign) to the Student Intake Request.
    • Attach the signed Federal Work Study Contract

 

Important:  Students may NOT begin performing services until they have completed all necessary onboarding documents and you have received a “clear to work” email notification from Student Employment Services.

Timesheets:

Student employees are FLSA non-exempt and report hours of work in our UC Merced Time Reporting System (TRS) on a bi-weekly basis. 

  • TRS is UC Merced's secured web-based time reporting system that allows employees to electronically record their time worked.
    • Use your UCMNet ID and password to access TRS
  • Timesheets must be reviewed and approved in accordance with UC Merced’s Transactional and Time & Attendance Deadlines.
    • It is recommended that you bookmark the deadline calendar page and review it often as changes may occur throughout the year due to operational needs (especially at year end).
    • Instructions for use of TRS by supervisors is housed in UC Merced's LMS (Learning Management System) can be found here. As a TRS timesheet approver (primary or back up); you may elect to receive notification(s) when your employee's timesheet has been submitted rather than having to check the website periodically. We strongly encourage you to "opt in" to these notifications to avoid missing approval deadlines.

Important:  Payroll cycles are set based on a specific deadline calendar which needs to be followed to ensure timely delivery of pay in accordance with applicable labor laws.  Delayed delivery of pay due to late approval of timesheets may result in penalties.  The “Employer” is responsible for any claims and/or penalties awarded to an employee for failure to meet labor laws.

If you have any questions during the process, please reach out to UC Merced’s Student Employment Services by email at studentemployment@ucmerced.edu or by phone at (209)631-8012. Thank you for your commitment to providing off-site FWS jobs to UC Merced students.