Regional Onboarding for New Employees - Part 2

Image of Wheeler Hall

Your first days - After attending your onboarding/work authorization appointment

It's important to know that you will need your new Berkeley Employee ID number (EID) or Affiliate ID (as applicable) for many of the actions below. You may receive your EID at your onboarding/work authorization appointment. If it is unavailable at your time of hire, it will be emailed to you shortly thereafter. 

Actions to take right after you attend onboarding (and some of these applies to Affiliates too):

Understand and comply with Berkeley's required COVID protocols

As a condition of employment, you will be required to comply with the University of California SARS-CoV-2 (COVID-19) Vaccination Program Policy. All Covered Individuals under the policy must provide proof of Full Vaccination or, if applicable, submit a request for Exception (based on Medical Exemption, Disability, and/or Religious Objection) or Deferral (based on pregnancy) no later than the applicable deadline. New University of California employees must (a) provide proof of receiving at least one dose of a COVID-19 Vaccine no later than 14 calendar days after their first date of employment and provide proof of Full Vaccination no later than eight weeks after their first date of employment,

Additionally, once they become eligible for a Booster Vaccine, as defined/prescribed/recommended by the CDC, new employees have thirty (30) calendar days to provide proof of Booster Vaccination; or (b) if applicable, submit a request for Exception or Deferral no later than 14 calendar days after their first date of employment.  (Capitalized terms in this paragraph are defined in the policy.) Federal, state, or local public health directives may impose additional requirements. See UHS Booster Guidelines for more information on vaccines and boosters.

Those working on/coming to campus for any reason, at a minimum, the conditions of employment shown below apply. These actions will require that new employees have their Employee ID (EID) or Affiliate ID and have setup their CalNet ID and Berkeley email (see next steps below). 

FOR ADDITIONAL ASSISTANCE

For full details of all these protocols, go to the Return to Campus website and review the Working on Campus checklist. When you have questions, look to your new supervisor or manager for how this works for you.

Create your CalNet ID

You should create your CalNet ID as soon as you have your Employee ID (EID).

  • If you are a new employee, visit: https://calnet.berkeley.edu/activate/employee.
  • Enter your EID or affilitate ID and click on the "Set Up My Account" button.
  • An email will be sent to the email address you provided at your onboarding session with instructions on how to proceed.
  • If you are a re-hire and have forgotten your CalNet ID and/or passphrase, please go to the following link to reset them: https://mycalnet.berkeley.edu. After you reset your CalNet ID and/or passphrase, be sure to setup your 2-Step Verification (see below).

CalNet 2-Step Verification - helps ensure you are the only person that can access your CalNet account.

  • All employees, affilicates, and students are required to use 2-Step Verification as a second step to reconfirm your identify. If you do not have a phone/tablet, contact the 2-Step Help Desk URL for assistance. For general information about 2-Step and how to use it, visit: https://calnetweb.berkeley.edu/calnet-2-step for instructions on how to enroll and use this security feature. Note: Only CalNet Guests/Alumni using an alumni login are exempt from this. 

FOR ADDITIONAL ASSISTANCE

2-Step Help Desk email: calnet2-stephelp@berkeley.edu

CalNet Support email: calnet@berkeley.edu

Setup your email/calendar/voicemail

After you create your CalNet ID, your campus email (bMail) will be setup for you using your CalNet ID as the handle of your Berkeley email. To check your email do these steps:

FOR ADDITIONAL ASSISTANCE

For questions related to setting up email accounts, signing into computers, etc., contact IT Client Services by phone (510-664-9000, option 1), by email (itcsshelp@berkeley.edu) or by opening an online service ticket (https://berkeley.service-now.com/ess/create_incident)

Update the online Campus Directory

  • Visit the (CalNet) Campus Directory website at: https://calnet.berkeley.edu/directory and choose "Update your listing" (it's the blue box on the right).
  • Click on "Authenticate" to enter your CalNet ID/Passphrase.
  • You can then edit your Person Information or your Address Information.

At a minimum, this should include your full name and title, your phone number and email, and your home department. Note: do not use hyphens anywhere in your profile.

Get access to bCourses (applicable only to new Berkeley instructors)

If you are a new Berkeley instructor and will be teaching remotely during COVID, your department will need to add you as the "Instructor of Record" on Campus Solutions. You will also need your established CalNet ID to get access. Your department can provide more details on using this platform.

Obtain your Cal 1 ID Card

The Cal 1 Card is the official campus ID for all employees with Faculty, Staff, Postdoc, or Academic appointments. All current students, employees and eligible affiliates are required to obtain a Card which allows access to various standard and optional campus services and benefits. Always remember to carry your Cal 1 Card.

Berkeley's Cal 1 Office hours are currently Monday - Friday from 9AM to 4:30PM for all registered students and new active employees/affiliates. Flex appointments are available or individuals can join the virtual kiosk line for same-day / walk-up services. When visiting the Cal 1 Office to obtain a new card, a government-issued photo ID (e.g., Drivers License or Passport) is required.

Use your CalNet ID and passphrase to:

For full details, check out the Get a Cal 1 Card webpage and this short video on how to use Cal 1 Cards at card-reader machines that may be required to enter some campus buildings. 

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For new student employees:

  • If you are a new student employee and currently enrolled at Berkeley and have a valid Cal 1 Card, you do not have to request another card.
  • Only student employees not enrolled at Berkeley should follow the steps below to request a Cal 1 Card.

FOR ADDITIONAL ASSISTANCE

Cal 1 Card Office: 212 Sproul Hall, Berkeley CA 94720 

Monday-Friday 9AM - 4:30PM // Email/phone: cal1card@berkeley.edu -- (510) 643-6839.

Access and update your personal information in your UCPath Employee Portal Account

UCPath is an HR, Payroll, Benefits, and Academic Personnel solution for all University of California employees. Access the online portal at: http://ucpath.universityofcalifornia.edu/. At a minimum, you need to view and/or update the types of information below:

  • View your Employee ID (located in the upper left corner of the home page).
  • Update your home address and/or phone number.
    • Navigate to: Employee Actions > Personal Information > Personal Information Summary
  • Setup your Emergency Contact details.
    • Navigate to: Employee Actions > Personal Information > Personal Information Summary
  • View your Earnings Statement(s).
    • Navigate to: Employee Actions > Income and Taxes > View Paycheck
  • Update your W-4 tax withholding elections (if you don't change your elections, the system will default you to "single" and "0").
    • Navigate to: Employee Actions > Income and Taxes > Federal Withholding (W-4)
  • Enroll to receive your W-2 online.
    • Navigate to: Employee Actions > Income and Taxes > Enroll to Receive Online W-2

FOR ADDITIONAL ASSISTANCE

UCPath Center - Monday-Friday - 8AM-6PM (PT) - 855) 982-7284

To learn more about what you can do in the UCPath Online Portal, go to Berkeley's UCPath website at: Employee Resources - UCPath. Whether you are an employee or a supervisor, there are also tutorials available on how to navigate UCPath Self Service options. 

Setup your payroll Direct Deposit

Signing up for Direct Deposit (up to 3 accounts total) means you will get your pay quicker via electronic deposit, versus having a check mailed to your home address (it can take up to 31 days to activate). Your first paycheck is likely to be a paper paycheck.

Note: If you are a returning employee and have not received direct deposit within the last 31 days, you MUST re-enroll in the service.

Did you know? 

Image and logo for Bank of the West

Bank of the West, the official bank of UC Berkeley, has 10 ATMs and a campus branch located on the first level of the MLK Jr. Building, giving employees an easy and convenient way to do their banking without having to leave campus. In addition, the Bank at Work program for UC Berkeley employees gives you access to customized financial guidance, special offers and great perks on a variety of products and services. Learn more by visitingwww.bankofthewest.com/ucberkeley

Review CalTime and pay processes

CalTime is UC Berkeley's electronic timekeeping system and can be accessed at: https://caltime.berkeley.edu/home. After you attend onboarding and complete your new hire paperwork, it takes approximately 7-10 business days to obtain CalTime access.

  • CalTime Training Tutorials for employees and supervisors/delegates are available online at: https://caltime.berkeley.edu/training
  • Talk to your supervisor about your department's timekeeping practices, how to record your time, and the critical deadlines for submitting your timesheet in CalTime.
  • Until you receive CalTime access to track your time, you will need to complete a manual (paper) timesheet. Timesheets (exempt or non-exempt) can be found at: https://regionalservices.berkeley.edu/regional-services/hracademic-personnel-support-hraps/timekeepingcaltime.
  • You can submit that first paper timesheet (with your supervisor's required signature) by emailing a scanned copy of the timesheet to: csstimesheets@berkeley.edu. Be sure to indicate Department/Research Unit in the subject line.  Please note - if you attended an in-person SHARE Onboarding session, email a scanned copy of the timesheet to: share_payroll@berkeley.edu instead.
  • If you are a faculty member or someone else who will be supervising other staff (Reader/Tutors, PostDocs, Academic Student Employees, Graduate Student Researchers, etc.), it's important that you learn more about your supervisory role with CalTime. It's important that time be reported and approved by the established deadlies to ensure timely pay - each pay period for your supervised employees.  

If you will be working outside the State of California or outside the U.S. for an extended period of time:

  • Please take some time to review some of the relevant information as it applies to your pay, taxes, and Benefits. 
  • Then, complete the necessary actions.

FOR ADDITIONAL ASSISTANCE

CalTime website: https://caltime.berkeley.edu/home

If you have problems logging in to CalTime or recording your time, you can contact the CalTime Team by email (caltime@berkeley.edu) or by phone (510-664-9000, option 5).

Check out the Controller's website for additional payroll information and schedules for biweekly and monthly pay:

https://controller.berkeley.edu/payroll/paycheck-and-pay-dates

Getting IT help and/or connecting to campus Wi-Fi networks

Getting help from Berkeley IT:

IT Client Services, which is a department within the Berkeley Information Technology (bIT) division, provides support to faculty, staff and student employees when they need help with University-owned computers and devices. The easiest way to get help is to Report a Problem by opening an online service ticket, or calling them directly at: (510) 664-9000, option 1. The Device Services, Support, and Troubleshooting webpages contain more details about the support they provide and troubleshooting options. 

Connecting to Wi-Fi:

Wi-Fi connectivity is generally available throughout most buildings on campus as well as in UC Berkeley-affiliated buildings located off-campus. For the best connection, eduroam is the primary Wi-Fi service for access to the campus network. It provides access to all students, faculty, and staff. To get connected, go to the Wi-Fi Account Management page.

 Image of the Wi-Fi Account Management webpage

  • Create a new Wi-Fi account using your CalNet Passphrase to login.
  • Select "create new Wi-Fi account".
  • Enter your User ID into the "Your User ID field" - it must match the ID listed above it.
  • Leave Account Activation option set to "Now" and choose "Create".
  • The next screen will show you an automatically generated password for use with eduroam.
  • Configure your device/computer by choosing "eduroam" from the Wi-Fi network options on your device, enter your username (Your CalNetID@berkeley.edu) and your eduroam/Wi-Fi password
  • Once you've done this the first time, your device should automatically use eduroam whenever you are within an area where it is provide.

Note: should this not happen automatically and you need to reconnect to eduroam manually, be sure to use your special eduroam/Wi-Fi password along with your CalNetID@berkeley.edu username. 

FOR ADDITIONAL ASSISTANCE

Contact IT Client Services by phone (510-664-9000, option 1), by email (itcsshelp@berkeley.edu) or by opening an online service ticket (https://berkeley.service-now.com/ess/create_incident).

Enroll in a New Employee Reception & Orientation (NERO) Session 

Offered monthly, these sessions are highly recommended and are offered to any new employee to learn more about UC Berkeley, the Berkeley culture and community, how to grow your new career and your skills, perks that new employees are eligible for, and also includes details about Benefits available to UC employees.

The People & Organizational Development team are currently conducting monthly virtual sessions via ZOOM. Visit the NERO webpage for details, dates, and registration information.

Please note: Visiting Scholars, Visiting Student Researchers, and PostDocs have their own specialized Orientation Sessions, presented by the Visiting Scholars and PostDoc Affairs group (VSPA) See the details below and go to the VSPA website. 

FOR ADDITIONAL ASSISTANCE

Berkeley People & Organizational Development website

Establish a GLACIER account (Foreign Nationals working in the US only)

GLACIER is a secure online tax compliance software system that collects tax-related information from foreign individuals and receiving funds from the University of California, Berkeley. All foreign nationals working in the US and receiving funds from the University must have a GLACIER account/record.

FOR ADDITIONAL ASSISTANCE

Berkeley Central Payroll Office -- 2195 Hearst Ave., Suite 120, Berkeley, CA 94720

Review Berkeley International Office (BIO) website regarding Scholar Information Meeting (Only for J-1 international visitors)

Refer to the following webpage for more information about the orientation requirements for J-1 Scholars: https://internationaloffice.berkeley.edu/profs_researchers/scholar_information_meetings

FOR ADDITIONAL ASSISTANCE

For questions, please contact: jscholar@berkeley.edu

Review the Visiting Scholars and Postdoc Affairs Website (Visiting Scholars and Visiting Student Researchers and Postdocs only)

Review specific details related to: 

  • University Services Fees
  • Visa Requirements
  • Campus and Local Resources
  • Health Insurance and Benefits

FOR ADDITIONAL ASSISTANCE

VSPA website resources: 

Review the Berkeley Graduate Division website and other websites (Graduate Students/Reader/Tutors only)

Review specific details related to:

  • Financial Support available including Fellowships, Fee Remissions, Student-Parent Support, etc.
  • Professional Development

Additional details for Graduate Students/Reader/Tutors:

  • Attend a (mandatory) ASE Student Employee Orientation for first-time Academic Student Employees, Acting Instructors-Graduate Students and Reader/Tutors. Visit Berkeley's People & Culture website for specific dates and times.
  • Review applicable Health Insurance Benefits for your appointment. Berkeley Student Health Insurance Plan (SHIP) is a health plan designed specificaly for college students. Visit the University Health Services website for full details.

FOR ADDITIONAL ASSISTANCE

Berkeley Graduate Division website:  https://grad.berkeley.edu/

People & Culture website: https://hr.berkeley.edu/labor/contracts/BX/orientation-dates

University Health Services website: https://hr.berkeley.edu/labor/contracts/bx/orientation-dates