Student Employees
Hiring and Onboarding Process Summary
This is a high-level summary of the general process steps that are involved in the student employment hiring and onboarding process. Times listed are general estimations and dependent on peak hiring periods, systems, approvals and employee response times.
| Steps | Estimated Timeline |
| Verbal Offer | varies |
| Written Offer, Acceptance* | 1-5 days |
| Completion of Pre-Hire Forms* | 1-5 days |
| Hire Approval Process | 3 days - 2 weeks |
| Creation of Employee Accounts | 1-5 days |
| Welcome Letter | 0-2 days |
| Onboarding, Signing Ceremony* | varies |
| Start Date | varies |
| Training and Systems Access | 0-4 days |
* Time dependent on employee response time
Timekeeping
Student employees must report hours worked on a biweekly schedule. Employees with a Social Security Number may create a Single Sign-On business account and set up timekeeping and direct deposit in MyTime. Employees must submit electronic timesheets for approval by their Supervisor by the end of the pay period.
The current payroll calendar shows biweekly pay period end dates, biweekly and monthly pay dates, and campus holidays. Future and past calendars can also be found here.
Note: Student employees without a Social Security Number must report hours on paper timesheets on the same bi-weekly schedule. The employee’s Timekeeper will email timesheets to students a few days before the end of the pay period. It is the employee’s responsibility to complete, sign, obtain supervisor’s signature and return the timesheet to their timekeeper.
More information in Blink on Timekeeping.
Social Security Number Application Process
A Social Security Number (SSN) is a 9-digit identification number, assigned by the U.S. government that is used for tax reporting purposes. It is NOT employment authorization.
In general, only noncitizens who have permission to work from the Department of Homeland Security (DHS) can apply for a Social Security number (SSN).
A Social Security Number is for employment purposes only and is required for F-1 and J-1 students who will be earning money in the United States
After the student completes their hiring paperwork, the AA Business Office will create an Employment Verification Letter for the student employee. The letter, printed on UC San Diego letterhead, will include job title, employment start date, number of estimated work hours per week, supervisor’s name and the employee’s (EIN) Employer Identification Number.
The student employee must bring the Employment Verification Letter to the ISPO (International Students & Programs Office) here on campus. ISPO will create a Social Security Administration (SSA) Support Letter, a standardized verification document verifying international student's eligibility to apply for a Social Security Number (SSN) with SSA.
Once the student has both letters, the student must make an appointment with the Social Security Office. The student must bring both letters and their documentation to the appointment.
Once the student employee receives their Social Security Card, the student must bring the actual card (copies are not permitted) to the AA Business Office so the number can be entered in the payroll system. The student employee must also bring their Social Security Card to the Registrar’s Office.
Once the Social Security Number is entered in the payroll system, the student employee may create a Single Sign On business account.
Reporting Hours Worked: Student workers without a Social Security Number must report hours on paper timesheets on the same bi-weekly schedule. The student worker’s Timekeeper will email the timesheets to the students a few days before the end of the pay period. It is the student worker’s responsibility to complete, sign, obtain supervisor’s signature and return the timesheet to their timekeeper.
Required Trainings
All student employees must complete the following required trainings, most of which are online course in the UC Learning Center:
- UC Cyber Security Awareness Training
- UC Sexual Violence and Sexual Harassment Prevention Training
- Injury and Illness Prevention Program (sign up for in-person training at UC Learning Center). This training should be completed within 30 days of start date.
- General Compliance Briefing: UC Ethical Values and Conduct training
Note: Individual Departments may require additional trainings.
How to Enroll in Direct Deposit
Use this Knowledge Base Article (KBA) for instructions.