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Frequently Asked Questions

Paycheck

When do I receive my paycheck?

Graduate students with a Graduate Student Researcher (GSR) or Academic Student Employee (ASE) position will be paid out in UCPath for their work by the first day of the following month. For example, your January work will be paid out on February 1. If you signed up for direct deposit in UCPath, you will receive your pay immediately on the scheduled date. If you have not signed up for direct deposit in UCPath or have elected to receive a paper check, your paper check will be mailed out on the scheduled date and can take 3-5 business days to receive at your designated home address on file.

Graduate students that receive training grant/fellowship pay will be paid out in TritonPay on the last day of the working month unless otherwise stated. Direct deposit will disburse immediately on the scheduled date, while paper check may experience a one to two day delay.

Below are the links to the payment schedules:

How do I sign up for Direct Deposit?

Stipend payments issued to U.S. citizens, permanent residents, or resident aliens are processed through the Student Financial Solutions (SFS).  They are automatically issued as paper checks and mailed to your address listed in your Tritonlink account unless you sign up for direct deposit. You may sign up for direct deposit through SFS online at https://www-act.ucsd.edu/studentEBill/StudentBilling.

Salary payments (TA, GSR paychecks) are administered through UCPath (https://ucpath.universityofcalifornia.edu/home). They are automatically issued as paper checks and mailed to your home address listed in UCPath, unless you sign up for direct deposit.

  • To update your mailing address in UCPath, go to Employee Actions > Personal Information > Personal Information Summary. 
  • To sign up for Direct Deposit in UCPath, go to Employee Actions > Income and Taxes > Direct Deposit 

Note that it may take up to 60 days before direct deposit is activated.

I am missing my paycheck. Who should I contact?

Why are my paychecks less in the summer than during the academic year?

Graduate student employees who are U.S. citizens, permanents residents, or resident aliens are subject to FICA deductions of 8.95% (7.5% for DCP and 1.45% for Medicare) from their salaried paychecks during the months of July and August when they are not registered students. However, graduate student employees are exempt from FICA deductions during the academic year if they are registered at least half-time.

You can find more FICA and DCP information on the Graduate Division Student Financial Support website: http://grad.ucsd.edu/financial/employment/benefits/student-fica.html 

Additionally, you may obtain information and access to your Defined Contribution Plan (DCP) account at http://www.netbenefits.fidelity.com/ or call 1-866-682-7787.

I see incorrect DCP deductions in my paychecks. How do I resolve these errors and who do I contact?

  • If you received DCP deductions on your paycheck and have confirmed that you are exempt during the time worked for the paycheck in question, please submit a ticket to UCPath to correct the error. 
    • To submit an inquiry: Log in to UCPath > Click on the yellow "Ask UCPath" button in the top right corner > Select UC San Diego as the provider (if necessary) > Click on the "Submit an Inquiry" tab on the top menu > Insert your Employee ID > Select the position that you were paid under that contains deductions in question and fill out your inquiry
  • Please visit the DCP Deductions page for more information.

Documentation

How can I obtain verification of my employment at UCSD?

You can obtain employment verification through the UCPath website. See below for instructions on how to do so:

  • Log in to UCPath
  • Using the menu at the left, navigate to Employee Actions > Income and Taxes > Verification of Employment.
  • Scroll to the bottom of the page and select "Generate Summary Report"
  • Your summary will be published on UC letterhead, which will include your current employment information and payroll earnings.

Verifiers may also directly contact UCPath via:

More information on employment verification is available here: https://ucnet.universityofcalifornia.edu/news/2020/08/need-to-verify-your-employment-heres-how.html 

How can I obtain verification of my employment at UCSD?

You can obtain employment verification through the UCPath website. See below for instructions on how to do so:

  • Log in to UCPath
  • Using the menu at the left, navigate to Employee Actions > Income and Taxes > Verification of Employment.
  • Scroll to the bottom of the page and select "Generate Summary Report"
  • Your summary will be published on UC letterhead, which will include your current employment information and payroll earnings.

Verifiers may also directly contact UCPath via:

More information on employment verification is available here: https://ucnet.universityofcalifornia.edu/news/2020/08/need-to-verify-your-employment-heres-how.html 

How do I establish California Residency?

In order to be sure you'll meet the eligibility criteria, you should begin the process of becoming a California resident at least one year before the quarter you are seeking a reclassification. Instructions on how to change your nonresident status to resident can be found at http://students.ucsd.edu/finances/fees/residence/status-change.html. If you have any questions about the process, please contact our residency deputy at residencedeputy@ucsd.edu.

Taxes

Are my stipend/salary and tuition/fee payments taxable?

All stipend payments (fellowship, traineeship, scholarship) are considered taxable income except any amount used on course related expenses. However, income tax is not withheld from these payments. A Graduate Appointment Letter is issued by the Graduate Division as proof of stipend payments for tax withholding purposes. You will also receive a 1098-T form that reflects your total stipend and tuition/fees received. Though you will not receive a W-2 for your stipend income, you are responsible for paying taxes on this amount. You should be aware of this and plan accordingly.

The entire amount of your salary is considered taxable if you are a graduate student on an academic title (GSR, TA, Reader, etc.).  The amount of federal and state income tax withheld from each paycheck depends on the allowances you claimed on your “UC W-4” form. You will receive a W-2 Wage and Tax Statement that reflects your total taxable salary income received and the total amount of taxes withheld.

Tuition and fee payments made on your behalf are not taxable and are not reported by you on your tax return.

 

Below are several other resources to which you may refer regarding tax questions:

How do I adjust my withholdings to cover tax liability for stipend payments?

If you receive two paychecks (stipend and salary), you always have the option to increase the amount withheld from your salary paycheck to cover any tax liability. These changes can be made on your UC W-4 form via UCPath . If you do choose this option, you should remember to adjust your withholdings when you stop receiving stipend payments to prevent being over-taxed.

  • To change your tax withholdings:
    • UCPath. Navigate to Employee Actions > Income and Taxes > Federal Withholding (W-4)

If you receive only stipend payments, you have the option to submit federal and state quarterly estimated tax payments by using the Federal Form 1040-ES and California State Form 540-ES. Forms are available here: 1040-ES and 540-ES.

How can I obtain my W-2?

Payments dated on or after June 1, 2020 and going forward: You can obtain your W-2 through the UCPath website: https://ucpath.universityofcalifornia.edu/home.

  1. Log in to UCPath
  2. Choose employee actions along the left side
  3. Income and Taxes > View Online W-2. 

For more details visit the How to Get Your UCSD Form(s) W-2 on Blink.

As an international student, where can I find resources on taxes?

GSR Offer Letters

When can I expect to receive a GSR Offer letter? What happens if I don’t receive one or accept one by the date listed?

GSR Offer Letters are issued within 30 days prior to the start of each quarter.  Please contact Divina Aleonar (dialeonar@ucsd.edu) for questions. 

Where do I access a copy of my GSR Offer letter?

You should be able to see the historical GSR appointments from FA23 to present, for offers that were issued via the IA System.   For offers during SP23 & SU23, you should reference the email with the offer letter that were originally received at that time.

I am funded via a Training Grant / Fellowship. Where is my GSR offer letter?

If you have a position in UCPath, you can access your offer letters via the IA System. Otherwise, you may reference the email with the offer letter that you originally received at the start of your position. For further questions regarding Training Grant/Fellowship Pay, please contact chem-gradadvising@ucsd.edu 

Paid Time Off (PTO)

How do I request time off?

You will need to request time off using the Ecotime Campus Payroll timekeeping system at ecotimecampus.ucsd.edu. Once you log in using your UC San Diego Active Directory (AD) account, navigate to the top menu and select Employee Tasks > TimeOff Request. Select the date you would like to request off, and the proper pay code for time off.
  • Please note that Personal Time Off (PTO) is calculated in whole days - 1 hour requested on one day and 2 hours requested on the next day will count towards 2 full days of PTO.

How much PTO am I given?

Personal Time Off or PTO is dependent on which contract your employment falls under.
ASE (Teaching Assistant, Reader, Tutor): ASEs do not receive PTO, but are eligible to request leave (short or long term) if qualified. 
For more information regarding ASE Leaves: see: Article 18
GSR (Graduate Student Researcher): those with an appointment of 25% or more are eligible for 1 day of PTO per month worked, up to 12 days in 12 month appointment. 1 day is the normal GSR work day.
  • At the start of the GSR appt the PTO amount shall be calculated & communicated to the GSR in the written notice of appointment.
  • The full PTO amount is available to the GSR at the start of their appointment.
  • The PTO amount does not carry over into subsequent appointments, nor is it paid out.
  • PTO is recorded in one-day increments.
  • Approved absences for less than a day do not require use of PTO.
  • GSRs shall submit requests of PTO to their supervisor as soon as the need for time off becomes known.  The request must include the information needed by the supervisor to assess the operational impact.
  • Campus Closure: if campus closure results in the closure of a lab, the GSR in the lab shall have the option to use PTO in order to be paid for those closure dates
For more information regarding GSR PTO, see: Article 12, Section A.2.

How much PTO can I use at one time?

  • Employees are free to use the maximum amount of PTO allotted in their contract at any time during the duration of their contract.

What happens if I request more PTO than my allotted amount?

  • If you request more PTO days than allotted in your contract, your request will be denied. For any PTO days requested in excess of your allotted amount, you will need to request the days as time off without pay.

How do federal holidays affect my timekeeping in accordance with my contract?

  • All represented employees with PTO, will have the Campus holiday closure days handled in accordance with the existing contract provisions or collective bargaining agreements where applicable. For GSRs, you can refer to  Article 23 - Section C of the BR contract. 
    • If you have exhausted all leave options allotted in your contract, you must report the holiday as time off without pay on your EcoTime timesheet.

Ecotime

What is Ecotime?

Ecotime is the system the university utilizes to track time and leave reporting. All employees must report time and leave correctly each and every active pay period of employment. Ecotime is integrated with the UCPath Payroll & Human Resources system.

Why am I being asked to submit a timecard?

As part of your offer of employment as a GSR or ASE, your appointment letter contained the following language:

Reporting in Time and Attendance System
You are responsible for honestly and accurately reporting the use of any leaves of absences on the appropriate leave-reporting form and/or through your campus time and attendance system each month, in accordance with established local procedures. Failure to report an absence from work in any circumstance may result in an overpayment of public funds requiring your repayment. Submitting erroneous information in the time and attendance system will be subject to your submission being overridden and pay withheld for the time not worked. Failing to accurately report leave in any way and receiving an overpayment of funds is a serious violation of university policy that may result in disciplinary action, up to and including dismissal. If you have no absences or leave to report, you must still submit a report acknowledging no absences or leave to report in your local time and attendance system by the submission deadline as set by your campus. Please refer to the Ecotime Campus Timekeeping page for more details.

How do I submit my timecard?

All employees must complete a timecard during any active pay period. Please ensure you submit prior to all timekeeping deadlines (See: Monthly Timekeeping Deadline Schedules) Employees can submit via: EcotimeCampus.ucsd.edu

For more information, see: Ecotime Quick Guide for Students 

I tried to submit my timecard in Ecotime and I get an error message that says "ERROR: Employee status is not active", what should I do?

At the start of each academic quarter, your employment position may change (i.e. change from a TA in the Fall, to a GSR in the Winter). During this transition, our employment system (UC Path) will need some time to update in our timekeeping system (Ecotime) and you may not have access to complete your timecard.

We encourage you to check back in to Ecotime in the days leading up to that pay period Monthly Timekeeping Deadline Schedule, your position should be updated by this time and allow you to complete your timecard.

During the following months, please be advised your Ecotime access may be later than usual if your position may be changing from the previous quarter.

Fall: October

Winter: January

Spring: April

Summer: July

Note: During the summer term, you can likely expect your position to be updated administravely. This is because over the summer, students are not academically enrolled in coursework. On the backend, our team will update positions, as they do not generate tuition and fee remission like they normally do over the regular academic year. While this action does not require any steps from you, if you notice discrepancies in pay or have questions, do not hesitate to reach out to us at chem-grdadvising@ucsd.edu