New Hire Timeline
What do I need to do to get paid?
CalTime - Online Timesheets
Use CalTime to enter and approve your hours, vacation, sick and other leaves. CalTime is the campus online timekeeping system used by most job titles (Readers/Tutors may use a different system noted on the right). You must enter and approve your hours by each payroll deadline.
Reader/Tutor Timesheets
Are you a Reader/Tutor who is paid monthly? You need to enter and submit your timesheet by each payroll deadline using time.berkeley.edu.
Typically, this is the case for monthly paid Lecturers who also hold a Reader/Tutor position. They would use the App as well as other titles with unique circumstances on a case-by-case basis. Contact your SHARE Regional HR Partner or Generalist for help.
Manual Timesheets
If you cannot access CalTime or another appropriate online timekeeping system, please print and submit a manual timesheet to your supervisor:
ONLINE TIMESHEETS
Use CalTime to enter and approve your hours, vacation, sick and other leaves. CalTime is the campus online timekeeping system used by most job titles (Readers/Tutors may use a different system noted on the right). You must enter and approve your hours by each payroll deadline.
Access the CalTime website
Reader/Tutor Timesheets
Are you a Reader/Tutor who is paid monthly? You need to enter and submit your timesheet by each payroll deadline using time.berkeley.edu.
Typically, this is the case for monthly paid Lecturers who also hold a Reader/Tutor position. They would use the App as well as other titles with unique circumstances on a case-by-case basis. Contact your SHARE Regional HR Partner or Generalist for help.
Manual Timesheets
If you cannot access CalTime or another appropriate online timekeeping system, please print and submit a manual timesheet to your supervisor:
USCIS Form I-9 - Helpful Links
Not sure how to submit your time?
If you are unsure what system to use for timekeeping, please ask your Supervisor, SHARE Regional HR Partner or HR Generalist.
How to Apply for a Social Security Number
If you are on an F-1 visa, the Employment Letter can be found in your completed onboarding DocuSign from Berkeley Regional Services.
SHARE Onboarding Steps Overview
| Contact Party Responsible | Service/Action |
|---|---|
| Department | Determines start date and salary |
| HR Generalist / HR Business Partners | Verifies appointment details and determines hiring action |
| SHARE Onboarding Team | Sends out DocuSign |
| New Hire | Completes DocuSign, watches applicable onboarding videos, and completes Onboarding Intake Form (if required) |
| SHARE Onboarding Team | Sends I-9 after reviewing DocuSign and Onboarding Intake Form ( if applicable) |
| New Hire | Completes Form I-9 by First Date of Hire |
| SHARE HRIM | Completes template first and submits to UCPath for approval |
General Information about SHARE Onboarding
Beginning January 2020, SHARE provides onboarding services directly to Staff and Academic Non-Senate Titles hired into the units served by our region. Please see this news article for more information. We will evaluate the service for continuation and expansion after the first few months, with these goals:
- Improved Logistics - Employees may schedule their onboarding session on a weekday (Monday through Friday) between 10am - 3:30pm. Sessions will take place at a central campus location (2407 Dwinelle Hall).
- Decreased Handoffs - The onboarding process will be performed and managed by SHARE region staff: hiring paperwork, compliance documents such as I-9 and the oath and patent.
- Increase Employee and Staff Satisfaction - We aim to provide a streamlined process that will be continuously improved to ensure new employee, hiring department and SHARE staff satisfaction.
- Reduce Risk and Lost Productivity - We are working to increase compliance with federal, state and University policies, ensure timely pay and reduce the setup time for new employee access to campus systems.