Hello SHARE Department,
As we approach the end of Fall semester, we would like to send you some reminders about how to best prepare for any Spring HR actions. Please share this information with the rest of your staff (GSAOs and Academic Analysts) and Faculty as is pertinent.
Continued Employment for Graduate Students Post Graduation:
As a reminder, per policy, registered and enrolled students who are degree candidates may hold a GSI, AI-GS or GSR appointment through the end of the last month of the semester in which they receive their terminal degree. Thus, recipients of a spring terminal degree may work through May 31, and recipients of a fall terminal degree may work through December 31.
We encourage you to reach out to your HR Representative as soon as possible to initiate a hire request if you wish to continue their employment post graduation into a different position.
If you cannot secure an appointment into a different title for your graduate student post graduation, the student should not continue to work. Continued employment may violate the employee’s work authorization, if they are international and could potentially create late wage claims.
Paid Leaves for Spring 2025 Semester That Wish to Discontinue Benefits Coverage:
If you have an employee that plans on going on paid leave beginning January 2025 and does not wish to continue their benefits coverage, please submit their leave information to BRS by November 8, 2024. BRS needs to process the leave in UCPath before the employee submits their Benefit Billing Election form as UCPath will not process their election form unless the leave is processed in UCPath first. Since benefit premiums are deducted from paychecks at the beginning of the month for that month’s usage, getting leaves turned in timely will avoid unnecessary January premium deductions. For instructions on how to process the Benefit Election Form, please see here. You will need to have access to the benefit summary page in UCPath to be able to print this for your employees. The employee can then follow the instructions on the form and submit it directly to UCPath, preferably by the end of November to avoid January benefit premium deductions.
Important Reminders about Visiting Academic titles:
Visiting Academic appointments, including visiting professorial appointments are not awarded an academic grace period (see APM 220-19 d) because they are fiscal year appointments and not academic year appointments. This means that an employee hired into a visiting academic position MUST be in the U.S. and must be able to start employment by their start date listed on their appointment letter. Please refrain from any January 1st start dates as many employees will not be arriving until after January 1st. This is important for the following reason:
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APO does not allow any academic appointment to perform work outside of the U.S. that does not have an academic grace period without their approval. This includes any non-senate academic titles.
Thank you,
Karla Sanchez