NEWS/UPDATES (October 17, 2022):
Implementation of UC Berkeley's Business Air Travel Carbon Mitigation Program:
• The Business Air Travel Mitigation Program assigns a fee to UC Berkeley business
air travel trips ($10 per domestic round trip and $25 per international round trip).
The fee will help to mitigate the environmental impacts associated with our business
air travel by supporting campus projects that reduce our carbon footprint.
• See: https://sustainability.
• The assessment will begin in October 2022 when the travel report is submitted.
• The fee is only assessed to business-related trips funded by UC-managed dollars.
• The fee is assessed to the chartstring that the air travel was booked with.
• A trip may represent a number of legs/stops, but the fee is only assessed once for a trip.
NEWS/UPDATES (September 20, 2022):
Enforcement of policies for reimbursement of cell phone and/or home internet usage:
• Effective IMMEDIATELY, any new requests for reimbursement of cell phone and/or
home internet usage will be rejected without 1) a clear business reason and 2) the
appropriate supporting documentation (i.e. invoices/receipts).
• See: https://policy.ucop.edu/doc/3420357/BFB-G-46.
• Reimbursement of home internet and/or cell phone monthly expenses is a violation of existing
policies.
• An employee may request reimbursement for the business use of a cellular phone or
similar device purchased with the employee’s own funds ONLY if the individual incurs
additional charges on a calling plan for business calls over the plan limit. In such cases,
the University will reimburse those charges at the excess minute rate, upon receipt of
supporting documentation. No reimbursement shall be made for business calls or a
percentage of total business calls made within the package minutes covered under the
employee’s calling plan contract.
• The university will NOT reimburse the procurement of cellular equipment purchased with
personal funds.
• Visit IT's Cellular (Wireless) Phones webpage for information on how to obtain a
university provided cellular phone.
NEWS/UPDATES (September 7, 2022):
Delay in processing time for new vendors:
• New vendors are taking over a month to be processed and approved by campus Vendoring.
• Vendoring's response to questions and inquiries (including rush requests) is similarly
delayed and very inconsistent. Oftentimes there is NO response from Vendoring.
• All individuals/companies MUST be vendored in order to receive a payment from the university.
• This includes payment for services rendered, honoraria and reimbursements (i.e. travel).
• Vendors are processed through a self-serve web application.
• Requests are reviewed by Vendoring on a first in, first out basis.
• To set up a new vendor, please email holly@berkeley.edu the vendor's name and email address.
• The vendor will receive an invitation to register as a vendor.
• The vendor must then complete the online registration. Note: incomplete registrations,
including no uploaded voided check for direct deposit set up, will result in additional delays.
• Email holly@berkeley.edu if you would like to know if an individual/company is already vendored.
• Vendoring updates (including change in address, direct deposit, etc.) are now made online
through a docuform on Vendoring's website.
Enforcement of policies for purchase and reimbursement of software and services:
• Purchases of software and all professional services (editing, transcription, etc.) should
always be made in advance through a purchase order request.
• Employees should NOT purchase software or professional services for UC Berkeley-related
business purposes using a personal credit card. This is a violation of UC policy.
• Any reimbursements for software or professional services over $150 will require a new form.
• Software or Services Reimbursement Request Form.
• Note: reimbursement requests will be routed for additional review and, in some cases, may
not be approved.
• Purchases of Cloud Services and Software as a Service (SaaS) are special considerations.
• The purchase of any software that stores or shares restricted or sensitive data may require
additional information, supporting documents, and/or longer lead times for Supply Chain
Management to review.
• See Purchasing Software and/or Cloud Services.
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Previous Sociology Business Office News/Updates can be found here.
**********************************************************************************************************************************************
CONTENTS
Purchasing and Reimbursement
Click on link to get to forms and additional information.
|
Type of Request |
Description |
|
Request payment to a caterer/restaurant for meals or light refreshments. |
|
|
Request reimbursement for purchase of meals or light refreshments. |
|
|
Request payment of an honorarium to an invited guest. |
|
|
Request purchase order to be issued to a vendor for services such as copy editing, transcription, etc. |
|
|
Request reimbursement for purchase of goods such as books, supplies, software, etc. NOT for reimbursement for professional services of any kind. |
|
|
Request purchase order to be issued to a vendor for supplies. |
|
|
Request code to charge airfare directly to campus chartstring. |
|
|
Request reimbursement for domestic business travel. |
|
|
Request reimbursement for international business travel. |
STUDENT EMPLOYMENT AND AWARDS
Click on link to get to forms and additional information.
|
Type of Request |
Description |
|
Matrix comparing different ways to compensate/pay a student. |
|
|
Request to hire/rehire/extend a Graduate Student Researcher (GSR). |
|
|
Request to hire/rehire/extend a Student Assistant. |
|
|
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.
New rates effective July 1, 2022.
▪ Breakfast: $31
▪ Lunch: $54
▪ Dinner: $94
▪ Light Refreshment: $22
• 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 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.
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
• Entertainment reimbursement requests must be submitted no later than 45 days after the date of
the event.
▪ Requests submitted after the 45 day submission deadline will be treated as taxable income,
which will result in the employee being subject to withholding on those reimbursements.
• 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.
New rates effective July 1, 2022.
▪ Breakfast: $31
▪ Lunch: $54
▪ Dinner: $94
▪ Light Refreshment: $22
• 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
and entertainment for an event over one-year ago, 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:
• Submit signed form, guest list and receipt/proof of payment to Holly Le, holly@berkeley.edu.
• When the request is entered, you will receive a system-generated email link to complete the
certification process in reimburse.berkeley.edu.
• Click through and review the pages of the request; then approve/certify on the last page.
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.
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.
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 certain services, the vendor can have insurance waived.
• Only campus Risk Services has the authority to reduce or waive insurance requirements.
• Waiver approval is NOT guaranteed.
• The waiver must be granted by Risk Services before any services can be performed.
• Risk Services can take up to 4 weeks to approve a waiver request.
• For low value (under $4,999) copy editing, assistance to a disabled individual, or
translating presentations in real time, insurance requirements MAY be waived if
certain conditions are met.
• If Risk Services approves the waiver, the supplier will need to sign an
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).
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.
• Submit signed form and receipt/proof of payment to Holly Le, holly@berkeley.edu.
• When the request is entered, you will receive a system-generated email link to complete the
certification process in reimburse.berkeley.edu.
• Click through and review the pages of the request; then approve/certify on the last page.
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.
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.
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 |
UC Travel Center |
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 reimbursement requests must be submitted no later than 45 days after the date of the event.
▪ Requests submitted after the 45 day submission deadline will be treated as taxable income,
which will result in the employee being subject to withholding on those reimbursements.
• 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 $79/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.
• Submit signed form and receipt(s)/proof of payment to Holly Le, holly@berkeley.edu.
• When the request is entered, you will receive a system-generated email link to complete the
certification process in reimburse.berkeley.edu.
• Click through and review the pages of the request; then approve/certify on the last page.
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.
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 reimbursement requests must be submitted no later than 45 days after the date of the event.
▪ Requests submitted after the 45 day submission deadline will be treated as taxable income,
which will result in the employee being subject to withholding on those reimbursements.
• 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.
• Submit signed form and receipt(s)/proof of payment to Holly Le, holly@berkeley.edu.
• When the request is entered, you will receive a system-generated email link to complete the
certification process in reimburse.berkeley.edu.
• Click through and review the pages of the request; then approve/certify on the last page.
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.
STUDENT EMPLOYMENT AND AWARDS
STUDENT EMPLOYMENT AND AWARD MATRIX
|
|
Hire a Graduate |
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 |
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).
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 to Holly Le, holly@berkeley.edu.
• Include the following information:
• Student name
• Student email address
• Salary step
• Percent of time or number of hours per week
• Begin date
• End date
• Funding source
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).
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 to Holly Le, holly@berkeley.edu.
• Include the following information:
• Student name
• Student email address
• Hourly rate
• Percent of time or number of hours per week
• Begin date
• End date
• Funding source
PROCESS A STUDENT AWARD
Request to issue a student award to pay for tuition/fees OR a stipend.
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 to Holly Le, holly@berkeley.edu.
• Include the following information:
• Student name
• Student email address
• Type (stipend or tuition/fees)
• Semester or approximate issue date
• Amount
• Funding source