Regional Onboarding for New Employees - Part 2

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

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:

• Go to: http://bmail.berkeley.edu/ and login using your CalNet ID.
• To review your calendar (bCal), go to: http://bcal.berkeley.edu/ and login using your CalNet ID.
• Learn more about Berkeley's voicemail and messaging services at: https://technology.berkeley.edu/voice

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)

• 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).
• After authenticating (by entering your CalNet ID/passphrase) the CalNet Account Manager screen will appear.
• Choose "Directory Update" from the options on the left.
• You can then edit your Personal and Contact Information and/or choose how your data is displayed. Those options include public, those logged in, or not visible to anyone.

At a minimum, this should include your name and title, email, and your home department. Adding your work address is also helpful to others. 

FOR ADDITIONAL ASSISTANCE

Learn more about the Campus Directory and options at:  https://calnet.berkeley.edu/calnet-me/campus-directory#new

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.

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:

• Log into your Cal 1 Card account
• Select the "Upload Photo" link and review the compliance requirements.
• Then select "Upload Photo" at the bottom of the page.
  • If you have a saved photo that is compliant, upload that file.
  • If you do not have such a photo, find a solid white backdrop and take a selfie to upload.

After submitting your photo, periodically return to the submission portal to check on the photo approval status and re-submit a new one should it have been rejected due to a violation of the corresponding photo requirements.

If you receive an error message when attempting the upload, it is likely due to a timing issue with the automated data import; please make another attempt on the following day and only visit the Cal 1 Card office after successfully uploading a photo. 

NOTE: You will not be able to upload a photo until on or after your official UCPath appointment start date.  Please do not attempt to upload your photo until after 8AM on/after your UCPath appointment start date.

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.

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. 

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.

• Logon to UCPath Employee Online Portal account at: http://ucpath.universityofcalifornia.edu/:
  • Navigate to: Employee Actions > Income and Taxes > Direct Deposit

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? 

Bank of Montreal (BMO), 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. 

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 completed onboarding with the SHARE Region, please (instead) email a scanned copy of the timesheet to: share_payroll@berkeley.edu 
• 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 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, use the steps outlined in this Berkeley IT (Knowledge Based) article.

• Create a new Wi-Fi account using your CalNet Passphrase to login by navigating to the WiFi Keys section of the Berkeley Portal.
• Select "create account" to see the account management page to setup your eduroam account.
• Select "create new" and your new eduroam account and an automatically generated password will display.
• Select "save account" OR you can click "regenerate password" to see different passwords display. You cannot go pack to a previous password or enter your own eduroam password.
• Store the password somewhere safe and select "save account". This is the last time you will be able to see your password.
• Click the "I have stored my password securely" check box. You will be returned to your eduroam account management page where you will see your account listed.
• 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. 

If you've forgotten your password at a later time and need to change it, use the "manage account" option in the Wifi tab of the Berkeley Portal.  

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).

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 additional details below appliable to Visiting Scholars, Visiting Student Researchers, and PostDocs. 

FOR ADDITIONAL ASSISTANCE

Berkeley People & Organizational Development website

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.

• GLACIER determins residency status and tax treaty eligibility for foreign individuals.
• Please make sure to look for an email from GLACIER (glacieradmin@berkeley.edu) as a record should be generated for you.
• If you have not received an email and a GLACIER record needs to be established, please contact your Berkeley Regional Services (BRS) HR Partner or UC Berkeley's Central Payroll Office (https://controller.berkeley.edu/payroll/glacier-tax-compliance-system).

FOR ADDITIONAL ASSISTANCE

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

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 specific details related to: 

• University Services Fees

• Visa Requirements

• Visiting Scholar & Postdoc Affairs (VSPA) New Affiliate Orientation

• Campus and Local Resources

• Health Insurance and Benefits

FOR ADDITIONAL ASSISTANCE

VSPA website resources: 

• Visiting Scholars
• Visiting Student Researchers
• Postdocs

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