Sociology Business Office

NEWS/UPDATES (January 23, 2024):

 





ELECTRONIC EQUIPMENT PURCHASES:



•  Reminder: Electronic equipment purchased using University funds (including purchases made

    out of pocket and then reimbursed) are considered University property. Reimbursements for

    electronic equipment must be accompanied by a signed "Electronics Use Agreement Form."

    By signing the form, you agree to the following:

          •  the equipment is to be used primarily for official University business,

          •  you are taking responsibility for safeguarding the equipment and any data on the equipment,

               and

          •  if there is no longer a business need for the equipment or you separate from University

              employment, you will promptly return the equipment.



•  Update: In 2024, employee computers and laptops must be inventoried and imaged to match UC

     Berkeley data security standards. Computers should not be paid for out of pocket and reimbursed.

     Please contact Aaron DuBois, aarond@berkeley.edu, for computer equipment purchases.



•  Update: UC Berkeley does not reimburse for cell phones unless they are being used as part of a

     scientific experiment. No reimbursement will be made for the personal purchase or use of a cell

     phone when it's being used for any other reason, including making calls of any kind. This has

     been the policy since fall 2022 and is now being strictly enforced. You can view UC Berkeley IT's

     Cellular (Wireless) Phones webpage for information on how to obtain a university provided

     cell phone.



FACULTY CLUB MEALS:



•  Update: Due to a significant and persistent past-due owed to the Faculty Club by the University, 

     beginning in 2024, the Faculty Club will no longer bill departments for dining charges at the

     Faculty Club.

          •  For dining/meals, hosts will now need to pay out of pocket at the time of service and

               request reimbursement.

          •  Faculty Club group accounts (like Sociology G8080) will no longer exist.

                    •  Discounts associated with group accounts are discontinued.

          •  Individual memberships (with associated discounts) will continue to exist.

                    •  Current rates: Faculty monthly, $29.00. Faculty annual: $348.00.

          •  You do not need to have a membership to arrange for banquets and hotel stays.

                    •  For banquets and hotel stays ONLY, the Faculty Club is able to collect credit card

                        information in advance, so these can be arranged on the Sociology department

                        credit card.

          •  At this time, the Women's Faculty Club has no plans to change their process. Group

              accounts still exist and the WFC will bill departments for payment.



TRAVEL  AND ENTERTAINMENT REIMBURSEMENTS:



•  Reminder: Travel and entertainment reimbursements must be submitted to the campus Travel

    and Entertainment desk no later than 45 days after your return home or your event date. Please

    submit your requests to Tamar Young, t.young@berkeley.edu  and Holly Le, holly@berkeley.edu

    within 30 days in order to allow sufficient time for processing.



•  Update: Exceptions for T&E reimbursements past 60 days will need to include a justification

    prior to submission. The Accounts Payable department will review the justification to determine

    if the reimbursement will be imputed income.



   

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Previous Sociology Business Office News/Updates can be found here.

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CONTENTS

 

PURCHASING AND REIMBURSEMENTS

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 Reimbursement: Airfare Direct Bill

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 REIMBURSEMENTS

 

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.

Return to Purchasing Menu

 

 







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.

Return to Purchasing Menu

 

 

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.

Return to Purchasing Menu

 

 

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).

Return to Purchasing Menu

 

 

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, laptops, etc.) must be submitted with a signed

     Electronic Use Agreement Form.

          •  FORM:  Electronic Use Agreement Form

          •  No reimbursement will be made for the personal purchase or use of a cell phone.

•  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.

Return to Purchasing Menu

 

 

 

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.

 

Return to Purchasing Menu

 

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

 

Return to Purchasing Menu

 









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.

Return to Purchasing Menu

 

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.

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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 research activities.

Compensation for clerical/

administrative activities.

Financial assistance for 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?

Yes

(to report leave only)

Yes

N/A

Eligible for Fee Remission?

Yes

No

N/A

 

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HIRE/REHIRE/EXTEND A GRADUATE STUDENT RESEARCHER

Compensation for research activities.

GSRs are represented employees and are covered under the UAW contract.

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

•  UAW Contract (December 23, 2022 - May 31, 2025):

     https://ucnet.universityofcalifornia.edu/labor/bargaining-units/br/contract.html

•  Graduate Student Academic Appointments Handbook:

     https://grad.berkeley.edu/financial/appointments/handbook/



•  General Information

     •  Academic (fall/spring) GSR appointments should be established at 25% or 50% time.

          •  This does NOT apply to summer GSR appointments.

          •  25% for a full semester is the MINIMUM.

                    •  GSR appointments at less than 25% time do not meet the threshold for 

                       tuition/fee/health insurance remission, paid time off, service credit for 

                       experience-based increases and other benefits outlined in the contract.

          •  GSR appointments that are not 25% or 50% must have a justifiable business

              reason and require approval by the department manager and chair.

                    •  Contact Holly Le, holly@berkeley.edu, to discuss approval process.

          •  Appointment percent of time should be based solely on work expectation--NOT

             on available funding.

          •  Mandatory training, meetings, and travel are all considered paid time and should

              be calculated as part of the appointment.

     •  When practicable, GSR appointments shall be year-long appointments.

          •  Once issued and accepted by the student, the Written Notice of Appointment 

                   establishes appointment security.                         

                    •  If the position offered and accepted is no longer available, you must place

                       the student in an alternate position with similar compensation.

•  Eligibility

     •  Registered and enrolled in a minimum of 12 units (except summer and winter breaks).

     •  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.

     •  A GSR's step/rate of pay is carried with them across campus.

          •  A GSR's step/rate of pay from a previous semester should be honored in the next,

                  even if they are working with a different department/PI.

     •  Pay is FIXED, based on the appointment percent of time regardless of the actual hours

        worked.

     •  Timesheets are submitted but only to report leave taken (not to report hours worked).

     •  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 regular semesters.

•  Fee Remission

     •  Fee remission is a benefit of eligible employment for graduate student academic

        appointments.

        https://grad.berkeley.edu/financial/fee-remissions/

     •  GSRs appointed at least 25% ear tuition/fee remission.

     •  When a student has multiple GSI, GSR, Reader or Tutor appointments totaling 25%

         or more, then a fee remission will be generated and all 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.

     •  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

            • Hourly rate

            • Percent of time or number of hours per week

            • Begin date

            • End date

            • Funding source

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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).

Policy at a glance

•  Student Assistant Series FAQ:

     https://hr.berkeley.edu...student-assistant

 

•  General Information

     •  Student Assistant titles should be used for clerical/administrative assistance ONLY. 

          •  A graduate student being hired to provide research assistance should be hired in a

             Graduate Student Researcher (GSR) position.

•  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

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PROCESS A STUDENT AWARD

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

Policy at a glance

•  Financial Aid & Scholarships: Department Awards

     https://financialaid.berkeley.edu/department-awards

•  Student awards (stipends) should NOT be used to pay for labor.

•  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

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