Sociology Business Office

NEWS/UPDATES:

Entertainment update:
•  Entertainment/events are NOT currently permitted under the Bay Area shelter-in place orders.
     •  Virtual meetings and virtual entertainment events are NOT reimbursable/payable.
     •  https://www.cityofberkeley.info/covid19-health-orders/ 
     •  Latest campus communication: https://coronavirus.berkeley.edu/events/

Travel update:
•  Non-essential university-related travel is strongly discouraged during current public health crisis.
     •  Educational conferences or delegation visits are NOT considered essential travel.
     •  Campus guidelines: https://coronavirus.berkeley.edu/travel/
•  Non-essential university-related INTERNATIONAL travel should be avoided until further notice.
     
•  Essential university-related international travel must follow the campus International Travel
          Protocol to request approval PRIOR to travel.
     •  https://globalengagement.berkeley.edu/global-travel/international-travel-protocol-essential-travel

Reimbursement update:
•  Guidelines issued for reimbursable expenses for remote work during shelter-in-place. (pdf)
•  All reimbursement requests must now include a signed reimbursement form.
     •  Fillable pdf forms will not save the filled in data or signature from "preview." Forms must
          be downloaded.
     •  Electronic and digital signatures must be certified. You cannot just type in your name.
     •  When in a pdf form, click on the signature icon  SignatureIcon  to electronically sign the form.
     •  You can also print the form, sign (wet signature), and scan or take picture of the signed form.

Purchasing update:
•  Professional services must be requested on a purchase order BEFORE any services are provided.

     •  Professional services include academic editing, transcription, and repair services.
     •  Invoices will NOT be paid if a purchase order was not created before the work was performed.
     •  Reimbursements for professional services will NOT be paid.
     •  Vendor contracts CANNOT be signed off by departments. They must be reviewed and signed by
          Supply Chain Management.

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CONTENTS

 

 

 

PURCHASING AND REIMBURSEMENT
Click on link to get to forms and additional information.

Type of Request

Description

Entertainment Invoice Payment

Request payment to a caterer/restaurant for meals or light refreshments.

Entertainment Reimbursement

Request reimbursement for purchase of meals or light refreshments.

Honorarium Payment Request

Request payment of an honorarium to an invited guest.

Professional Services Purchase Order Request

Request purchase order to be issued to a vendor for services such as copy editing, transcription, etc.

Reimbursement Request

Request reimbursement for purchase of goods such as books, supplies, software, etc.  NOT for reimbursement for professional services of any kind.

Supply Purchase Order Request

Request purchase order to be issued to a vendor for supplies.

Travel: Airfare Direct Bill ID Request

Request code to charge airfare directly to campus chartstring.

Travel Reimbursement: Domestic

Request reimbursement for domestic business travel.

Travel Reimbursement: International

Request reimbursement for international business travel.

 

 

 

STUDENT EMPLOYMENT AND AWARDS
Click on link to get to forms and additional information.

Type of Request

Description

Student Employment and Award Matrix

Matrix comparing different ways to compensate/pay a student.

Hire a Graduate Student Researcher

Request to hire/rehire/extend a Graduate Student Researcher (GSR).

Hire a Student Assistant

Request to hire/rehire/extend a Student Assistant.

Process a Student Award (Stipend)

Request to issue a student award to pay for tuition/fees OR a student stipend.

 

 

 

PURCHASING AND REIMBURSEMENT

 

 

ENTERTAINMENT INVOICE PAYMENT
Request payment to a caterer/restaurant for meals or light refreshments.

FORM:  Entertainment Purchase Order Authorization and Documentation Form

Policy at a glance
•  Campus Entertainment website:
     https://controller.berkeley.edu/financial-operations/entertainment

•  The meeting or event must have a clearly articulated business purpose.
•  An official host is a University employee or representative and MUST be present at the event.
•  The invoice should be itemized, clearly showing items purchased.
•  Alcohol costs cannot be charged to federal and state funding sources.
•  There is a maximum amount per-person that can be paid for allowable entertainment.
          ▪  Breakfast:  $27
          ▪  Lunch:  $47
          ▪  Dinner:  $81
          ▪  Light Refreshment:  $19
•  Cost per-person includes food and beverage, sales tax, labor, delivery, service charge and gratuity.
     Room rental, equipment rental and set-up fees are NOT included in the per person calculation.
•  Exceptional entertainment, including entertainment which exceeds the per person maximum, requires
     approval by the Sociology Chair and the Dean of Social Sciences in the College of Letters & Sciences.
          •  Request for exceptional approval must include a statement of justification and should be
               submitted to Michael Schneider, mschneider@berkeley.edu.
          •  Exceptional approval is NOT guaranteed.

Process
•  Complete and submit signed form (wet or electronic/digital signature) with the guest list and vendor
     invoice to Holly Le, holly@berkeley.edu.
•  Typically, Entertainment POs are paid after the event has occurred. If the vendor requires payment or
     a purchase order number BEFORE the event occurs, please contact Tamar Young, 
     t.young@berkeley.edu for guidance.

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ENTERTAINMENT REIMBURSEMENT
Request reimbursement for purchase of meals or light refreshments.

FORM:  Entertainment Reimbursement Claim Form

Policy at a glance
•  Campus Entertainment website:
     https://controller.berkeley.edu/financial-operations/entertainment

•  Requests should be submitted within 45 days of the expenditure or end of the event.
          ▪  Reimbursement for any receipts over one-year-old requires exceptional approval.
          ▪  Exceptional approval is NOT guaranteed.
•  The meeting or event must have a clearly articulated business purpose.
•  An official host is a University employee or representative and MUST be present at the event.
•  Receipt should be itemized, clearly showing items purchased.
•  Proof of payment such as a credit card receipt must also be provided. 
•  Alcohol costs cannot be charged to federal and state funding sources.
•  There is a maximum amount per-person that can be reimbursed for allowable entertainment.
          ▪  Breakfast:  $27
          ▪  Lunch:  $47
          ▪  Dinner:  $81
          ▪  Light Refreshment:  $19
•  Cost per-person includes food and beverage, sales tax, labor, delivery, service charge and gratuity.
     Room rental, equipment rental and set-up fees are NOT included in the per person calculation.
•  Exceptional entertainment, including entertainment which exceeds the per person maximum, requires
     approval by the Sociology Chair and the Dean of Social Sciences in the College of Letters & Sciences.
          •  Request for exceptional approval must include a statement of justification and should be
               submitted to Michael Schneider, mschneider@berkeley.edu.
          •  Exceptional approval is NOT guaranteed.

Process
•  Preferred method. Complete and submit signed form (wet or electronic/digital signature) with the
     guest list and receipts to holly@berkeley.edu.

OR

•  Faculty and Staff may “Direct Enter” the entertainment reimbursement request through the campus’
     Entertainment Reimbursement system. Please contact Tamar Young, t.young@berkeley.edu or
     Holly Le, holly@berkeley.edu for guidance.

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HONORARIUM PAYMENT REQUEST
Request payment of an honorarium to an invited guest.

FORM:  Honorarium Payment Request Form

Policy at a glance
•  Campus Honoraria Guidelines
     https://controller.berkeley.edu/financial-operations/accounts-payable/honoraria-guidelines

•  An honorarium is a one-time payment granted in recognition of a special service such as a lecture,
     participation in a workshop, or similar activity.
•  Maximums apply for an honorarium to non-University personnel and faculty at other UC campuses.
•  Non-academic UC staff are not eligible to receive honoraria.
•  Honoraria paid to foreign individuals are subject to the same guidelines as citizens and US residents.
          •  A Glacier tax record is required for all foreign individuals, and federal and state income tax may
               be withheld.

Process
•  Complete and submit signed form (wet or digital signature) with the flyer or announcement of talk to
     Holly Le, holly@berkeley.edu.

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PROFESSIONAL SERVICES PURCHASE ORDER REQUEST
Request low-value purchase order from outside entity (not a university student or employee) for services, including academic editing, transcription, and repair services.

Policy at a glance
•  Campus Procurement Guidelines:
     https://supplychain.berkeley.edu/procurement/starting-your-purchase

•  Common reimbursable services include academic editing, transcription, and repair services.
•  The purchase order must be issued by Berkeley Regional Services BEFORE any services are provided.
•  Purchase orders can be issued for single job/transaction or as a blanket purchase order for multiple
     transactions for the same project/job.
•  Vendor contracts CANNOT be signed off by departments. They must be reviewed and signed by
     Supply Chain Management
•  Any services provided without a purchase order is considered an unauthorized purchase and is a
     violation of University procurement policy. Getting the vendor paid requires exceptional approval by
     the Sociology Chair and the Dean of Social Sciences in the College of Letters & Sciences.
          •  Request for exceptional approval must include a statement of justification (why a purchase
               order was not obtained in advance of the work being performed) and should be submitted 
               to Michael Schneider, mschneider@berkeley.edu.
          •  Exceptional approval is NOT guaranteed.

Process
•  You must complete and submit the following:
     FORM:  Service Order Request Form/Statement of Work

AND

•  The vendor must complete and provide the following:
     •  Vendor Quote
     •  FORM:  Conflict of Interest Certification Form
     •  Certificate of Insurance
          •  https://riskservices.berkeley.edu/traditional-insurance-risk-services/campus-insurance-programs
          •  For some individuals providing a service (academic editing, for example), the vendor can have
               insurance waived.
               •  Only campus Risk Services has the authority to reduce or waive insurance requirements.
               •  To request a waiver of insurance, the vendor needs to sign the indemnification statement that
                   can be submitted in lieu of a certificate of insurance.
               •  FORM:  Insurance Waiver/Indemnification Statement.

The Sociology Business Office will submit these forms to Berkeley Regional Services (BRS) as a purchase requisition. You will be notified as soon as a purchase order has been created.

Once the PO has been created, the work can be performed, and the vendor can submit invoices against the PO to you. Please forward the invoices to holly@berkeley.edu with your approval for payment (approval can be in an email).
     •  To ensure accurate payment, the vendor should include the purchase order (BB) number on
          the invoice(s).

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REIMBURSEMENT REQUEST
Reimbursement for purchase of non-entertainment/non-travel expenses.
Reimbursement for professional services or honorarium are NOT allowed.

FORM:  Reimbursement Claim Form

Policy at a glance
•  UCOP Policy BUS-43: Purchases of Goods and Services; Supply Chain Management
     https://policy.ucop.edu/doc/3220485/BFB-BUS-43

•  Common reimbursable expenses include books, supplies, computer equipment and software,
     memberships and subscriptions.
•  Reimbursement of any electronics (computers, cell phones, etc.) must be submitted with a signed
     Electronic Use Agreement Form.
          •  FORM:  Electronic Use Agreement Form
•  Receipt(s) must clearly show items purchased and proof of payment (typically showing the last four
     digits of your credit card number and the amount charged).
•  Reimbursement for any receipts over one-year-old requires exceptional approval by the Sociology
     Chair and the Dean of Social Sciences in the College of Letters & Sciences.
          •  Request for exceptional approval must include statement of justification and should be
               submitted to Michael Schneider, mschneider@berkeley.edu.
          •  Exceptional approval is NOT guaranteed.

Process
•  Preferred method. Complete and submit signed form (wet or electronic/digital signature) along with
     receipts to Holly Le, holly@berkeley.edu.

OR

•  Faculty and Staff may “Direct Enter” the reimbursement request through the campus’ Expense
     Reimbursement system. Please contact Tamar Young, t.young@berkeley.edu or Holly Le, 
     holly@berkeley.edu for guidance.

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SUPPLY PURCHASE ORDER REQUEST
Request low-value purchase order from outside vendor for common goods.
NOT for the purchase of professional services (editing, transcription, etc.).

Policy at a glance
•  Campus Procurement Guidelines:
     https://supplychain.berkeley.edu/procurement/starting-your-purchase

•  Common goods are goods, materials, and supplies that are readily obtainable through conventional
     commercial retail channels. Examples include: office supplies and consumer electronics.
•  The campus has preferred suppliers for many goods. The most common are:
          •  Office supplies: Office Depot and Blaisdell's Business Products.
          •  Computer Hardware: Dell and Apple.

Process
•  For computer equipment and supply orders, please contact Aaron DuBois, aarond@berkeley.edu.
     Aaron will use your specifications to create a cart in BearBuy with your equipment/supplies. You
     will review the order and send your approval and funding/chartstring to Holly Le, 
     holly@berkeley.edu for processing.

•  For non-computer orders, please contact Tamar Young, t.young@berkeley.edu.

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TRAVEL: AIRFARE DIRECT BILL ID REQUEST
Request airfare Direct Bill ID (DBID) in order to charge airfare directly to University funds.

FORM:  Airfare Direct Bill ID Request Form

Policy at a glance
•  Campus Travel Policy:
     https://travel.berkeley.edu/understand-policy/travel-policy-nutshell
•  Campus”Book a Flight” website:
     https://travel.berkeley.edu/node/25/

•  Only economy/coach class (including economy-premium/plus/elite) is allowed.
•  Airfare purchased with a Direct Bill ID must be business-related ONLY.
          •  No personal days are allowed if using a DBID for payment.
•  A Direct Bill ID can only be used for a single airline reservation. You will need to create a new DBID for
     each new airfare purchase.
•  Agency service fees will be charged against the same chartstring used for the airfare.
          •  Current fees are on the Connexxus website (you must be logged into Connexxus
               to view): https://travel.ucop.edu/connexxus/agency-service-fees

Process
•  Complete form and submit to Holly Le, holly@berkeley.edu.
•  Holly will email you with the DBID.

THEN...

•  Book your airfare online using Connexxus.
     https://travel.berkeley.edu/node/25/ (click on “Book Now”).
•  When you get to the payment section, you will enter your DBID to automatically charge your airfare
     directly to your chartstring.                    
          •  Note: agency service fees will be charged to the same chartstring. 
•  Only faculty and staff can access Connexxus.
•  If you do not have access to Connexxus or would prefer to book through a travel agent, you can
     phone or email a participating travel agency. Give the agent your DBID at the time of booking.
     Note: agency service fees are higher for bookings processed through a travel agent.

BCD Travel Agency
BCD4UC@bcdtravel.com
(877) 885-8632

UC Travel Center
travel@finance.ucla.edu
(800) 235-8252

 

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TRAVEL REIMBURSEMENT: DOMESTIC

FORM:  Domestic Travel Reimbursement Claim Form

Policy at a glance
•  Campus Travel Policy:
     https://travel.berkeley.edu/understand-policy/travel-policy-nutshell

•  Travel should be submitted within 45 days of travel dates.
•  Receipts are REQUIRED for airfare, car rental, conference registration, and domestic lodging,
     regardless of the amount.
•  Receipts for all other expenses are not required if under $75
•  Bundled travel packages are not reimbursable unless every aspect of the package is clearly itemized.
•  Per diem does NOT exist for domestic travel; reimbursement is for actual costs only.
•  Reimbursement for any travel over one-year ago requires exceptional approval by the Sociology
     Chair and the Dean of Social Sciences in the College of Letters & Sciences.
          •  Request for exceptional approval must include statement of justification and should be
               submitted to Michael Schneider, mschneider@berkeley.edu.
          •  Exceptional approval is NOT guaranteed.

•  Airfare:
          •  Only economy/coach class (including economy-premium/plus/elite) is reimbursable without
               exceptional approval.
          •  If taking an indirect route or adding personal days, please obtain a comparison airfare quote at
               the time of booking (at least 14 days in advance of the trip) for the dates of a strictly business
               trip in economy class. The lesser of the actual costs and comparison flight will be reimbursed. 
          •  Travel days can include one day prior and/or one day after the conference if it is unreasonable to
               schedule travel on the same day.
          •  Please make sure to provide explanation of additional days (personal or business) on the Travel
               Reimbursement form under “Special Circumstances.”
          •  Airfare receipt must include itinerary and proof of payment (typically showing the last four digits
               of your credit card number and the amount charged).

  Lodging:
          •  Domestic daily lodging limit is $275/night room rate, excluding taxes and fees.
          •  If you are unable to secure lodging at the $275/night rate, then you must provide acceptable
               justification that supports the higher lodging rate. 
                    •  If conference hotel rates exceed daily lodging limit, this is an acceptable justification. Note
                         under "Special Circumstances" and provide documentation.
          •  Receipt for lodging must show balance paid in full ("zero balance"). Taxes must be itemized
               separately from the base lodging rate.

•  Meals & Incidentals:
          •  Meals and incidentals for domestic travel cannot exceed $62/day.
          •  This is NOT a per diem; only actual expenses can be reimbursed.
          •  Itemized receipts and proof of payment are required for all expenses of $75 or more.
          •  Any entertainment meals during travel should be included with the travel reimbursement. All
               entertainment must comply with UC Entertainment policy (including limits and guest list). Be
               careful not to duplicate your portion of the entertainment with personal meals claimed.

Process
•  Preferred method. Complete and submit signed form (wet or electronic/digital signature) with the 
     guest list and receipts to Holly Le, holly@berkeley.edu.

OR

•  Faculty and Staff may “Direct Enter” the travel reimbursement request through the campus’ Travel
     Reimbursement system. Please contact Tamar Young, t.young@berkeley.edu or Holly Le,
     holly@berkeley.edu for guidance.

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TRAVEL REIMBURSEMENT: INTERNATIONAL

FORM:  International Travel Reimbursement Claim Form

Policy at a glance
•  Campus Travel Policy:
     https://travel.berkeley.edu/understand-policy/travel-policy-nutshell

•  Travel should be submitted within 45 days of travel dates.
•  Receipts are REQUIRED for airfare, car rental, and conference registration,
     regardless of the amount.
•  Receipts for all other expenses are not required if under $75.
•  Bundled travel packages are not reimbursable unless every aspect of the package is clearly itemized.
•  For expenses paid in foreign currency, please convert to US dollars. You can refer to your credit card
     statement or provide rates effective on the purchase date at: https://oanda.com/currency/converter.
•  Reimbursement for any travel over one-year ago requires exceptional approval by the Sociology
     Chair and the Dean of Social Sciences in the College of Letters & Sciences.
          •  Request for exceptional approval must include statement of justification and should be
               submitted to Michael Schneider, mschneider@berkeley.edu.
          •  Exceptional approval is NOT guaranteed.

•  Airfare:
          •  Only economy/coach class (including economy-premium/plus/elite) is reimbursable without
               exceptional approval.
          •  If taking an indirect route or adding personal days, please obtain a comparison airfare quote at
               the time of booking (at least 14 days in advance of the trip) for the dates of a strictly business
               trip in economy class. The lesser of the actual costs and comparison flight will be reimbursed. 
          •  Travel days can include one day prior and/or one day after the conference if it is unreasonable to
               schedule travel on the same day.
          •  Please make sure to provide explanation of additional days (personal or business) on the Travel
               Reimbursement form under “Special Circumstances.”
          •  Airfare receipt must include itinerary and proof of payment (typically showing the last four digits
               of your credit card number and the amount charged).

•  Lodging and Meals & Incidentals:
     •  For international travel, you may claim lodging and meals/incidentals as itemized expenses
         OR as per diem.
     •  Itemized
          •  Lodging
               •  Lodging cannot exceed the maximum daily limits based on the location:
                    https://aoprals.state.gov/Web920/per_diem.asp
               •  If you are unable to secure lodging at or below the maximum daily rate, then acceptable
                    justification that supports higher lodging rate must be provided.
                         •  If conference hotel rates exceed daily lodging limit, this is an acceptable justification.
                              Note under "Special Circumstances" and provide documentation.
               •  Receipt for lodging must show balance paid in full ("zero balance"). Taxes must be itemized
                    separately from the base lodging rate.
          •  Meals & Incidentals
               •  Meals and incidentals cannot exceed the maximum daily limits based on the location.
                    https://aoprals.state.gov/Web920/per_diem.asp
               •  Since this is an itemized reimbursement, only actual expenses can be reimbursed.
               •  Itemized receipts and proof of payment are required for all expenses of $75 or more.
               •  Any entertainment meals during travel should be included with the travel reimbursement. All
                    entertainment must comply with UC Entertainment policy (including limits and guest list). Be
                    careful not to duplicate your portion of the entertainment with personal meals claimed.
     •  Per Diem
          •  Maximum daily limits for lodging and meals/incidentals vary by location.
               https://aoprals.state.gov/Web920/per_diem.asp
          •  Receipts for lodging and meals/incidentals are NOT required if you are claiming per diem as long
               as you are not claiming more than the maximum daily limit.
          •  Any entertainment meals during travel should be included with the travel reimbursement. All
               entertainment must comply with UC Entertainment policy (including limits and guest list). Be
               careful not to duplicate your portion of the entertainment with personal meals claimed.

Process
•  Preferred method. Complete and submit signed form (wet or electronic digital signature) with the
     guest list and receipts to Holly Le, holly@berkeley.edu.

OR

•  Faculty and Staff may “Direct Enter” the travel reimbursement request through the campus’ Travel
     Reimbursement system. Please contact Tamar Young, t.young@berkeley.edu or Holly Le, 
     holly@berkeley.edu for guidance.

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STUDENT EMPLOYMENT AND AWARDS

 

 

STUDENT EMPLOYMENT AND AWARD MATRIX       

 

Hire a Graduate
Student Researcher

Hire a Student Assistant

Issue Student Award

Description

Compensation for educational and/or research activities

Compensation for educational and/or administrative activities.

Compensation for a limited contribution to a one-time activity; financial assistance to defray travel/research activities; prize or award.

System

Human Resources

Human Resources

Financial Aid

Type of Student

Graduate

Graduate or Undergrad

Graduate or Undergrad

Pay Schedule

Monthly

Bi-weekly

N/A

Pay Rate

Monthly step-based

Hourly range-based

N/A

Fixed/Variable?

Fixed

Variable

N/A

Timesheets?

No

Yes

N/A

Eligible for Fee Remission?

Yes

No

N/A

 

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HIRE/REHIRE/EXTEND A GRADUATE STUDENT RESEARCHER (GSR)
Compensation for educational and/or research activities.

IMPORTANT: Students are NOT allowed to work until they have completed onboarding and/or received clearance from Berkeley Regional Services (BRS).

FORM:  Student Hiring Request Google Form

Policy at a glance
•  Graduate Student Academic Appointments Handbook:
     https://grad.berkeley.edu/financial/appointments/handbook/

•  Eligibility
          •  Registered and enrolled in a minimum of 12 units (except summer and winter breaks) unless
               already advanced to doctoral candidacy.
          •  Minimum GPA of 3.0.
          •  No more than 2 incomplete grades in upper division or graduate level courses.

•  Pay
          •  GSRs are paid MONTHLY.
          •  Salary is monthly, step-based.
              https://grad.berkeley.edu/financial/appointments/handbook/#salariegsar
          •  Step/rate of pay should be commensurate with experience.
               •  General guidelines:
                    ▪  1st and 2nd years: Steps 1-2
                    ▪  3rd years: Steps 3-4
                    ▪  4th years and above: Step 5
                    ▪  Any appointment at Step 6 and above requires the approval of the department manager.
          •  Pay is FIXED, based on the appointment percent of time regardless of the actual hours worked.
          •  No timesheets are submitted.
          •  Graduate students may work up to 50% during the regular semesters (fall and spring).
                    •  An appointment (or combination of appointments) from 51% to 75% requires approval by
                         the student’s head graduate advisor.
                    •  An appointment (or combination of appointments) over 75% is not allowed.
                    •  During summer and winter breaks, graduate students may work up to 100% without
                         exceptional approval.
                    •  Graduate students on F-1 and J-1 visas are limited by federal regulation to working no
                        more than 50% time during the semester.

•  Fee Remission
          •  Fee remission is a benefit of eligible employment for graduate student academic appointments.
               https://grad.berkeley.edu/financial/fee-remissions/
          •  Partial fee remission for GSRs working 25-44%.
          •  Full fee remission for GSRs working at least 45%.
          •  When a student has multiple GSI, GSR, Reader or Tutor appointments totaling 25% or more,
              then a fee remission will be generated and all of the chartstrings will be charged for the cost of
              fee remission divided proportionately according to the appointment percentages.
          •  Student Health Insurance Plan (SHIP) premiums are automatically remitted as part of the fee
              remission program unless the student has a waiver of health insurance coverage on record at
              the University Health Services.
          •  In some cases, GSRs can have fee remission charged to a separate fund from those funds used
             to pay salary. Departments MUST provide a student aid award equivalent to the fee remission.
             (For example, if a student is receiving fee remission as a GSI or reader, then the student can be
              hired as a GSR with decoupled fee remission.)
          •  Summer GSR appointments do not require enrollment and do not pay fee remissions.

Process
•  Submit hire/rehire/extension request via the google form.
     Note: in order to access the form, you must be logged in with your berkeley.edu account.
 

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HIRE/REHIRE/EXTEND A STUDENT ASSISTANT
Compensation for educational and/or administrative activities.

IMPORTANT: Students are NOT allowed to work until they have completed onboarding and/or received clearance from Berkeley Regional Services (BRS).

FORM:  Student Hiring Request Google Form

Policy at a glance
•  Student Assistant Series FAQ:
     https://hr.berkeley.edu...student-assistant

•  Eligibility
•  UC Berkeley students (graduate or undergraduate) who are registered for the current academic
     semester or are in the grace period.
•  Grace period is defined as a semester or summer, whichever is immediately before or after the period
     of enrollment.

•  Classification
     •  Students should be placed in an appropriate Student Assistant level (2, 3 or 4) based on the
          nature of the work, level of assignment, and complexity of the work performed.
     •  General guidelines:
               ▪  Undergraduate students: Student Assistant 2
               ▪  Graduate students: Student Assistant 3
               ▪  Student Assistant 4 requires review by department manager and HR to evaluate job
                    description to ensure proper classification level.

•  Pay
     •  Students are paid BI-WEEKLY.
     •  Salary is HOURLY range-based.
         https://hr.berkeley.edu/compensation-benefits/compensation/salary-and-pay/non-represented
     •  Rate of pay should be commensurate with experience.
     •  Any salary above the midpoint of the range requires the approval of the department manager.
     •  Pay is VARIABLE. Hours can vary throughout the appointment.
     •  Pay is based on the number of hours submitted on timesheets through CalTime.
     •  Generally, Student Assistant appointments should be 50% or less.
               •  Undergraduates are allowed to work over 50%, but departments should remember take
                   into consideration the student’s academic workload.
               •  Graduate students may work up to 50% during the regular semesters (fall and spring).
                         •  An appointment (or combination of appointments) from 51% to 75% requires approval
                              by the student’s head graduate advisor.
                         •  An appointment (or combination of appointments) over 75% is not allowed.
                         •  During summer and winter breaks, graduate students may work up to 100% without
                              exceptional approval.
                         •  Graduate students on F-1 and J-1 visas are limited by federal regulation to working no
                              more than 50% time during the semester.
    •  Student Assistant appointments are NOT eligible for fee remission.

Process
•  Submit hire/rehire/extension request via the google form.
     Note: in order to access the form, you must be logged in with your berkeley.edu account.

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PROCESS A STUDENT AWARD
Request to issue a student award to pay for tuition/fees OR a stipend.

FORM:  Student Award Request Form

Policy at a glance
•  Financial Aid & Scholarships: Department Awards
     https://financialaid.berkeley.edu/department-awards

•  Any awards issued on department funds will be included in the student’s financial aid award package
     in CalCentral and will be paid to the student’s account.
•  There is no guarantee that a stipend will be received by the student as cash in hand.
•  Department-issued student awards can create an over-award that can negatively impact a student’s
     financial aid package.
•  It is best practice to check with the student before requesting an award.
          ▪  The student should contact their advisor or the Financial Aid Office for more information on their
               financial aid.

Process
•  Submit student award request via the google form.
     Note: in order to access the form, you must be logged in with your berkeley.edu account.

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