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Prepare Your Paperwork

All new hires and rehires are required to sign in with LHR. Be prepared to present required documentation for the I-9 Form along with your social security card, which is required by UCLA Payroll, at the time of sign-in. LHR staff will review your paperwork and documentation and answer any questions you have at your sign-in session.

Review and complete the following paperwork beforehand and bring it to your sign-in appointment. For all paperwork, please remember to:

• Reflect your name as it appears on your social security card
• Use a permanent address (P.O. Box is not acceptable)
• Do not print double-sided or staple paperwork
• Forms cannot be emailed to LHR
• Electronic signatures are NOT allowed on paperwork

We strongly encourage you to watch this short 4 minute video about hiring paperwork and required documents before completing the forms below.

Familiarize Yourself with Policies Governing Workplace Conduct 

Learn about policies that drive processes and procedures that relate to your work.

• Policies Governing Workplace Conduct

• Library Policies for Student Employees

Complete Required Compliance Training

As a UC employee, you must complete compliance training requirements. During your first few weeks of employment, log in to UC Learning Center and along the left hand side menu, click "Quick Links" then "Training Analysis" for a list of required training and deadlines. Employees should complete all required compliance training during normal working hours.

Learn How to Record Time

All student employees are required to use UCLA's web-based UCPath Time Reporting System (TRS) to report time worked and/or non-productive time. You will be granted access to TRS the day after your start date. Your supervisor will let you know when you can start using TRS.

• TRS Campus Resources
• TRS Student Employee Reference Guide
• UCLA Central Resource Unit (UCLA Payroll Partner)

Access UC Path Portal

UCPath Portal is an online, self-service tool that gives employees the ability to view and update personal information, sign up for direct deposit, and update tax withholdings. New employees need their Single Sign-on (SSO) and Multi-Factor Authentication (MFA or DUO) set up in order to log in.

• Enroll in Direct Deposit. Enroll through the UCPath Portal. To learn how to sign up for Direct Deposit, go here. Employees who do not enroll in direct deposit will have their pay checks mailed to their permanent address on file with the University via the U.S. Postal Service.
• Complete the CA State W-4 (DE-4) Tax Information. When you have access to TRS (see Step 4), you'll then need to log in to the UCPath Portal to complete your W-4 online. To learn how to access the W-4, download instructions here.

The following employees are NOT required to complete the CA State W-4 (DE-4):

• Employees with an Employment Authorization Card (EAD card) - exception: DACA students
• Foreign Visitors on F1 or J1 visas
• Pending U.S. Permanent Residents
• Refugee & Asylee Status

Sign Up for Direct Deposit

Direct Deposit electronically transfers your payments to your bank account while keeping your payroll information strictly confidential. Student employees are encouraged to establish a Direct Deposit on the UCPath Portal for quicker access to funds. However, you may continue to use residential addresses for receiving paper paychecks but these will be mailed via U.S. Postal Service on pay day and will take additional time to reach you.

Sign up for Direct Deposit through the UCPath Portal once you have been notified by LHR that your paperwork has been processed and you have access to TRS (see Step 4). To learn how to sign up for Direct Deposit, go here.

Be Informed About Workplace Safety

Visit UCLA Office of Emergency Management to learn what to do in case of an emergency on campus. We strongly recommend that you sign up for the Bruin Alert text message notification.