The Engineering Research Support Organization functions as a central lhub, providing research administration support to all research centers,

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2 About us What is ERSO? The Engineering Research Support Organization functions as a central lhub, providing research administration support to all research centers, departments, andaffiliated affiliated ORUsinthe UC Berkeley College of Engineering.

3 What does ERSO do? Research proposals Fund management Payroll Human Resources Travel & Entertainment Reimbursement Service Purchasing

4 What does this mean? RSO: Research Support Officer assigned to faculty to manage research funding HR: Human Resources coordinates ALL hiring for employees who will be paid on funds managed by ERSO. PI: Principal Investigator: Faculty who is awarded research funding. Faculty who you are working for this is the Faculty whose research project you will be paid from. Faculty Adviser Faculty Advisers are official deputies of the Dean of the Graduate Division i i in matters affecting graduate students t in their departments. Fee Remission: A benefit of your GSR appointment that depending on your percentage of time and other employment pays your tuition and fees (none, partial, full and/or non resident supplemental tuition) Chart string: This number identifies the project from which you are paid GLACIER: A secure on line tax compliance software system that collects tax related information from foreign individuals receiving funds from the University of California at Berkeley. All foreign individuals id receiving ii funds (Wages, Si Stipends, Scholarships, Shl hi Fellowships, etc) from the University must have a GLACIER record. GLACIER determines residency status and tax treaty eligibility for the foreign individual. E verify: Federal contractors and subcontractors are required to use E Verify asof September 8, E Verify compares information from your Form I 9 to data from U.S Department of Homeland Security and Social Security Administration records to confirm employment eligibility. Of employees whose employment eligibility is checked through E Verify, 96.9 percent are confirmed automatically as eligible to work in the United States. The University of California participates in E Verify Verify. Stipend: A stipend is financial support that does not require work to be performed. A stipend is usually deposited directly into your CARS account.

5 Graduate Student Researchers GSR APPOINTMENTS Your Y role in the GSR online appointment system Appointment Guidelines Rules & Restrictions Fee Remission Hierarchy Salary Scales by Academic Department Corrections

6 Online GSR Appointment Process GSR requests appointment using the online appointment request system PI Reviews request and Approves or Denies Onceapproved approved, RSO receives with appt details (appointment period, %, chart string, etc) Once PI Approves, HR Ops receives request in queue & hires the GSR in the HCM system Once the GSR has been entered into the HCM system, all parties are noticed

7 GSR Appointment Process Flow

8 Request your appointment!

9 First CalNet Authenticate, then let s get started

10 GSR Requests Appointment Online Graduate Student Researcher Appointment Request About Me About My Appointment Review/Submit Welcome GSR Name! Please complete the information below to begin your GSR appointment request. Information about YOU Last Name First Name Middle Initial Student ID Address Phone Numbers: Cell Work: Home: (format should be XXX-XXX-XXXX) Residency Are you a California resident? Are you a US Citizen Insurance Will you have outside health insurance and Student Health Insurance Plan (SHIP) waiver? Registration & Eligibility During the appointment period a student must have a GPA of at least 3.1, have no more than 2 incompletes in upper division or graduate level course, be registered and enrolled in a minimum of 12 units, certify that the effort expended on the project matches the percentage that you are appointed and plan and report absences in accordance with ERSO policy. I will notify my Faculty/Principal Investigator and ERSO HR Operations in writing if I accept any additional appointments during this period. I understand that accepting additional employment may require exceptional approval. Checking this box confirms that I have read/ or have been informed about the policies governing this academic appointment. To the best of my knowledge, I meet the above criteria for this appointment. NEXT

11 Complete ALL Information Graduate Student Researcher Appointment Request Contact us About Me About My Appointment Review/Submit GSR Name Please complete the information below to continue your GSR appointment request. Eligibility Please select your Academic Department Are you registered? Which Faculty will you be working for? Are you a first time GSR in the College of Engineering? Are you enrolled in 12 units? Are you on filing fee this semester? ) What is your terminal degree? Do you have more than 2 incompletes? What is your highest earned degree? Is your GPA at least 3.1? Will you receive a fellowship? Name: Amount $: Will you receive a traineeship? ( Name: Amount $: Will you receive any other type of award that will offer financial assistance? If yes, provide name: and amount $: Have you passed the preliminary exam? Have you advanced to candidacy? Have you passed the qualifying exam? Have you served as a GSI in MSE? Do you have any other current appointments? If Yes, Type: % Location Will this appointment or combination of appointments result in you working over 50% time? ( I certify that all of the information I ve entered is correct. BACK NEXT

12 Review your Request, Agree & Submit Graduate Student Researcher Appointment Request About Me About My Appointment Review/Submit GSR Name Please review the information below to submit your GSR appointment request. About Me Data will display from the prior screens. Last Name First Name Middle Initial Student ID Address Phone Numbers: Cell Work: Home: About My Appointment Residency Are you a California resident? Country of Citizenship Insurance Will you have outside health insurance and Student Health Insurance Plan (SHIP) waiver? Eligibility Please select your Academic Department Are you registered? Which Faculty will you be working for? Are you a first time GSR in the College of Engineering? Are you enrolled in 12 units? What is your terminal degree? What is your highest earned degree? Are you on filing fee this semester? Do you have more than 2 incompletes? Is your GPA at least 3.1? Will you receive a fellowship? Name: Amount $: Will you receive a traineeship? Name: Amount $: Will you receive any other type of award that will offer financial assistance? If yes, provide name: and amount $: Have you passed the preliminary exam? Have you passed the qualifying exam? Have you advanced to candidacy? Have you served as a GSI in MSE? Do you have any other current appointments? If Yes, Type: % Location Will this appointment or combination of appointments result in you working over 50% time? Registration & Eligibility During the appointment period a student must have a GPA of at least 3.1, have no more than 2 incompletes in upper division or graduate level course, be registered and enrolled in a minimum of 12 units, certify that the effort expended on the project matches the percentage that you are appointed and plan and report absences in accordance with ERSO policy. I will notify my Faculty/Principal Investigator and ERSO HR Operations in writing if I accept any additional appointments during this period. I understand that accepting additional employment may require exceptional approval. Checking this box confirms that I have read/ or have been informed about the policies governing this academic appointment. To the best of my knowledge, I meet the above criteria for this appointment. I certify that all of the information I ve entered is correct. BACK SUBMIT

13 Your Confirmation Page & Important Messages Graduate Student Researcher Appointment Request About Me About My Appointment Review/Submit GSR Name PRINT Thank you for submitting your GSR appointment request. The Faculty you identified in your request will review the information provided. You will be contacted for any follow-up actions necessary. Based on the information provided you need to do the following: 1. Contact ERSO HR Operations Review the exception form located at: 3. Provide a copy of your award letter to ERSO HR Operations (different values will display based on rules set on specific fields) If there are no display messages triggered, then this screen will not show this information circled above.

14 After submitting, you will receive an that your request has been routed to your Faculty for review & approval. Dear John Smith Your GSR appointment request has been submitted to Professor Jan Rabaey for review. Once your appointment has been approved by your professor, you will receive an notification. If you don't receive an notification within one week, please follow up with the professor. After approval, you will be contacted by HR Operations if additional information or paperwork is required to complete the hiring process. Your Request Number for this appointment is "1709". Please refer to this number in any correspondence regarding this request. Thank you, ERSO HR Operations

15 PI Reviews and Approves or Denies your Request (Faculty Screen View) Welcome Faculty Member Name Home People Finance Services Contact Us GSR Appt. Request Log Off Please review the information below to complete and approve the GSR appointment request. GSR Information Last Name First Name Middle Initial Student ID Address Phone Numbers: Cell Work: Home: GSR Academic Department Will GSR receive a fellowship? Name: Amount $: Will GSR receive a traineeship? Name: Amount $: Will GSR receive another award that will offer financial assistance? If yes, please describe: Does GSR have any other current appointments? If Yes, Type: % Location Will this appointment or combination of appointments result in the GSR working over 50% time? Appointment Confirmation Appointment % Select the Appointment Period: Fall Only Spring Only Fall and Spring OTHER Appointment Job Code Step (info. may default) Select chart string/project to fund this GSR appointment If fund not listed, please specify CALCULATE $ LINK TO FEE REMISSION DATA Message display depending on the appointment period selected. APPROVE Please provide reason for denial. Not my student Lack of funds Other DENY Based on the information provided by the GSR, the following may impact this appointment:

16 Your faculty approved your request. You ll receive this . Subject: Approved GSR APPT: Last Name, First Name Req Dear John Smith Professor Pisano has approved your appointment request for Fall You will be receiving a confirmation from HR Operations shortly. Please wait for that which will provide you with further instructions regarding your appointment. If you don t receive an within two weeks please contact HR Operations by sending an to ersogsrhelp@erso.berkeley.edu and be sure to reference your request number. Please review and if necessary update your address in the CalNet Directory as this is the address ERSO uses for employment and payroll communications. Thank you, ERSO HR Operations

17 Or this if you need to meet with HR Operations to complete hiring i paperwork Dear John Smith, Welcome to the Engineering Research Support Organization. We are the processing unit for your Graduate Student Researcher appointment with Professor Dornfeld. Title Code 3284 Full Fee Remission and Non Resident Supplemental Tuition Percentage 48% Rate of Pay $2912 Chartstring Appointment Period: Fall 2011 To complete the hiring process, additional pp paperwork must be completed. Please REQUEST AN APPOINTMENT by ing ersogsrhelp@erso.berkeley.edu Please enter your GSR Request ID# and Full Name in the subject line. Please bring the following documents with you: Proof of identity : Link to Acceptable Documents & I 9 information If you are a foreign student, please bring all immigration documents (passport, visa, I 20, I 94) Please notify us if any of the information provided in your request changes. (ie Advance to Candidacy, accept other appointments, stop working, etc) Delays in completing your hire paperwork, will result in delays in fee remission payment. Please review and if necessary update your address in the CalNet Directory as this is the address ERSO uses for employment and payroll communications. We look forward to seeing you soon. ERSO HR Operations

18 Your PI approved your request, you met with ERSO HR to complete your hiring paperwork and now you re hired! Here s all of the important information about your appointment. Review this information and let us know if you think there s an error! Dear John Smith, Your appointment as a GSR with Professor Tarek Zohdi has been successfully processed. Your Faculty Research Adviser: Tarek Zohdi Your Employee ID: Appointment Begin Date: Title code: 3284 GSR - Full Tuition, Fee Remission & NRT Annual Salary: $ Step: 3 Appointment Percent: 49.50% Chartstring: EKZOH ARMY Appointment Period: Fall11 Please contact t ERSO HR Operations at ersogsrhelp@erso.berkeley.edu, or 199MCory Hall if you believe this information is incorrect, or if you have made any changes to your status since initiating this appointment. Thank you, ERSO HR Operations

19 After PI Approves, your request is added d to the HR Queue for processing Welcome CINDY KENNON Home People Finance Services Contact Us GSR Appt.Request Log Off GSR Requests Click on the Request ID number to view detail. Click on column headings to re-sort the table. Request ID GSR Name Faculty Name RSO Name Processed By HR Flags Date Opened KEUTZER, Rebusi-L Date Approved Date Hired Comments DUST NETW GLASER- S FISHER SC Mansell- D BECKMAN C Mansell- D KEUTZER, Rebusi-L Not liste Unger-F KEUTZER, Rebusi-L KEUTZER, Rebusi-L

20 CORRECTIONS/REVISIONS Corrections/Revisions can be made to GSR appointment requests. If you made an entry error in your request and need a correction/revision, and you havenot received an with your appointment information that says you have been Hired, you should contact ERSO HRat: ersogsrhelp@erso.berkeley.edu If you have received a Hired notice and you bli believe there is an error, please contact ERSO HR Operations immediately.

21 Congratulations! You have been awarded dda Fellowship Some Fellowships restrict employment during a tenure year. ERSO HR Operations will request a copy of your award letter prior to completing your hire. It s your responsibility to review the Terms & Conditions of thefellowship with regard to employment prior to accepting a GSR appointment.

22 Important!!! Update your address in the CalNet Directory!! This is the address ERSO uses for all employment and payroll communications. We may need to contact you with questions.

23 Link to CalNet edu/directory/index pl

24 For International Students only: Complete your GLACIER record! GLACIER is a secure, web based nonresident alien tax compliance system GLACIER is available 24 hours a day from any computer that has internet access GLACIER helps determine your Tax residency Withholding rates Income tax treaty eligibility

25 Complete this preliminary GLACIER form today and return to ERSO HR Operations

26 Additional form required for International Students! W 4NR

27 Fee Remission GSR appointments must begin on the first day of the semester and must be in effect for the ENTIRE semester for fee remission to be paid.

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29 Fee Remission Cost Sheet Fall 2011-Spring 2012 No Fee Remission Residents Non Residents 3266 Appt 24% Student Services Fee None None Tuition None None Campus Fee None None Class Pass -Transit None None Health Insurance None None Non Resident Tuition (NRT) None None Total Partial Fee Remission Tuition & Fees 3276 Appt 25% (25-44%) Student Services Fee Tuition Health Insurance Total Full Fee Remission 3282 Appt 45% Student Services Fee Tuition Health Insurance Berkeley Campus Fee Class Pass (AC Transit) Fee Total Full Fee Remission & Non Resident Supplemental Tuition 3284 Appt 45% Student Services Fee Tuition Health lthinsurance Berkeley Campus Fee Class Pass -Transit Non Resident Supplemental Tuition n/a Total Professional Degree Supplemental Tuition* *Information to follow, Combined appointments: Eligible gbegsr appointments tscan combine etoceateapata, create a partial, full or full with nonresident esde ttuto tuition fee remission. sso When a student holds a combination of remission eligible appointments during a semester, the campus system will automatically prorate the remissions and charge them across all funding sources. GSR-GSR = Full Fee Remission and if eligible NRST GSR-GSI = Partial Fee Remission only - Never Full Fees and Never NRST Fellowships: If a student receives a fellowship to pay tuition and fees and then is hired into a fee remission eligible appointment, the system may reimburse the fellowship (it will be unapplied) and assess the entire fee remission (and NRT) to the GSR appointment. There is no way for ERSO to override the campus system. Fee remission is a "benefit of employment" and cannot be separated from the GSR appointment.

30 Fee Remission Hierarchy Outside Agency Awards LBNL Remissions from GSRA Appointments Fee & Tuition remissions from UCB Appointments Department awards made through Department Student Award System (DSAS) Fellowship Awards Student Loans Student Payments

31 GSR Pay Rate by Academic Department Each Academic Department within the COE determines the GSR salary of their students Step & Percentage determined by Academic department Based on progression in degree program (ie Passed Qualifying Exam, Advanced to Candidacy) Some departments restrict percentage you maywork including summer (eg Physics % remains same including summer)

32 GSR Pay Scales GRADUATE STUDENT RESEARCHER FISCAL YEAR Salary Scale 10/1/09 Rank Step Annual Monthly Hourly Graduate Student I 32,424 2, Researcher II 34,944 2, III 38,748 3, IV 41,856 3, V 44,640 3, VI 46,716 3, VII 50,460 4, VIII 54, , IX 58,860 4, X 63,552 5,

33 When will I get paid? How do I get paid? Do I need to submit a timesheet each month? You are paid on the 1 st of each month for the month preceding. You do not submit a timesheet or timecard reporting hours worked. Your appointment percentage is established at the beginning i of the semester and remains unchanged for the full semester. Your first paycheck is usually a paper check and is available in 193M Cory Hll Hall Photo ID Required for pickup! Once your Direct Deposit or TotalPay account is set up, your payroll will be automatically deposited to the designated account on the 1 st of each month.

34 ADP TotalPay Card The TotalPay Card is a reloadable, declining balance Visa debit card. Your pay is automatically loaded onto your card each payday you have access to your money more quickly than by paper check, you avoid the possibility of lost or stolen checks, and you no longer need to stand in bank or check cashing lines or pay check cashing fees.

35 You have 2 ways to enroll! Paper form or online via blu.berkeley.edu

36 Direct Deposit Calnet Authentication Required Login to blu.berkeley.edu Left side banner Direct Deposit You will need the following to enroll: Bank Routing # Account t# Type of Account: Checking or Savings Your bank will verify the information you provided. This is called a pre note. If there are no errors or rejections, you can expect your first direct deposit to begin approximately 30 days after your enrollment. If there are rejections or errors, you will receive a paper check that must be picked up in 193M Cory Hall.

37 How can I view my online earnings statement? Your online earnings statement may be viewed ed by logging into the At Your Service Online (AYSO) web site NOTE: This Web site does not use UC Berkeley CalNet authentication. New Users: Click the 'New User' link and follow the instructions on the website. Returning Users: Enter your AYSO login ID and password. If you have forgotten your ID and/or password, there are instructions to have them reset. The Main Menu page will display after you have finished logging g on to At Your Service. Click the Earnings Statement link in the Income & Taxes section, located in the upper right of the page. Choose a pay date and to the right, click View Statement. The most recent pay period will display at the top of the column. Note: Clicking the Pay Date will display a Payment Summary. You must click on View Statement to view the UC Berkeley earnings statement. To print the statement, click File at the top left of the page, then click Print. To close the statement, click the red X in the upper right of the statement page. Log out tof AYSO by clicking Log Off in the upper right of the AYSO web page.

38 Apply for a Social Security Card! What is a Social Security Card? A Social Security card is required for everyone who works in the U.S., even non immigrants. On the card will be your unique Social Security Number (SSN) that you will keep for life. You will need the number for many purposes in the U.S. including employment and paying taxes. A Social Security card is not a work permit.

39 What you need to do You must be in the United dstates t for 10 days and classes have started. (both must be true) ersohrops@erso.berkeley.edu p@ and request an employment verification letter. Put your Full Name and Verification Letter in the subject line. We will notify you when your letter is ready. (usually within two days) You may pick it up in 199M Cory Hall. Important!! You MUST take the letter to the Berkeley International loffice for an official stamp. You will NOT be able to obtain a Social Security number without this stamp. You will receive your social security card in approximately two weeks. BRING THE CARD TO ERSO HR OPERATIONS AS SOON AS YOU RECEIVE IT!

40 Important! Fee Remission is deadline driven! Request your online appointment ASAP! If you have been awarded a fellowship, review the terms & conditions of the award PRIOR to accepting employment! Complete hiring paperwork at ERSO HR Operations (199M Cory Hall) Apply for a social security card! Keep your CalNet Directory information current Complete GLACIER record AND send forms to 171 University Hall Notify ERSO HR Operations immediately if you accept other appointments (additional GSR or GSI) Notify ERSO HR Operations when you pass your qualifying exam and/or advance to candidacy You may refer to this presentation at: Human Resources Reference GSR ORIENTATION PRESENTATION

41 CONTACT INFORMATION Fax: M Cory Hall, Mail Code 1774 Hours: 9:00 am 3:30 pm (M F) HR Operations Staff Delia Umel Kim Taverrite Sa Lei Gina Miller Cindy Kennon

42 ERSO Intranet A web based system serving as business portal for ERSO Faculty/Students/Staff Submit and track Purchase and Reimbursement requests for approval & processing Access Automatic after appointment is complete through HR If prior access needed, log in with your Calnet ID > brings up online form to submit; administrators provide access Where? ERSO website home page > Intranet link

43 Intranet Access, continued erso.berkeley.edu

44 ERSO Intranet Home Page See user guides HERE

45 QUESTIONS??