UCLA School of Education & Information Studies

Human Resources & Academic Personnel

Welcome to the UCLA Ed&IS Human Resources and Academic Personnel website, where we offer comprehensive central services tailored for our staff and academic members. Guided by the principles of individual responsibility and social justice, we are dedicated to promoting an environment rooted in an ethic of caring and a deep commitment to the communities we serve. Here, you’ll find resources and support to navigate the various aspects of your employment journey, ensuring that you thrive professionally within our vibrant academic community. Thank you for being an integral part of UCLA Ed&IS.

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Resources

Do you have HR or Academic Personnel questions? Find answers in the sections below.

Frequently Asked Questions

How do I submit my timesheet for the past payroll cycle?

You can create past or future timesheets under the “Enter Current Timesheet” tab in the “Create Past/Future Timesheet” section. Please select the pay period you are needing to create it for or Enter a Date (mm/dd/yyyy) in the appropriate section.

How do I sign up for Direct Deposit?

How to Set Up Direct Deposit

Please access the UCPath Portal to sign up for direct deposit. Through UCPath you can update your bank information at any time. You can add, edit or delete your direct deposit, go to the UCPath Direct Deposit page.

Direct deposit takes effect in approximately 10 days. Until direct deposit takes effect, a paper check will be mailed out to your home address on the payday.

Monthly paychecks are distributed the first day of every month for the previous month’s hours. If direct deposit is selected, the money will be in the employee’s bank account the first day of every month. In the case where the first day falls on a weekend, the direct deposited funds are accessible on the Friday before the 1st. Bi-weekly paychecks are distributed every other Wednesday.

How do I report Jury Duty Time?

Employees summoned for jury duty must give the HR & Payroll Coordinator and their supervisor a copy of the summons. They should return to work as soon as possible after release, or on the next scheduled workday if less than two hours remain. Failure to return timely may be considered an unexcused absence. Documentation from the court may be required.

Employees serving on jury duty during a university holiday are eligible for holiday pay but do not get an alternate day off.

Exempt Employees:
Exempt employees continue to receive their salary during jury duty but should maintain work continuity as much as possible.

Non-Exempt Employees:
Non-exempt employees are paid for actual jury duty time and related travel, up to their normal workday and week pay. They may be asked to work additional hours if needed and will receive pay for those hours, including overtime as required. Supervisors should minimize extra work except in emergencies.

How are Vacation and Sick Accruals earned?

Employees with appointments of 6 months or longer and at 50% time are eligible to earn vacation and sick leave. Full-time employees earn approximately 10 hours of vacation per month and 8 hours of sick leave per month. Accruals earned in the current month may not be used until the following month.

Upon termination of employment with the University, unused vacation hours are paid out. Sick time is not paid out. For career employees with at least five years of service credit, sick leave is converted to retirement service credit if the employee is retiring. For employees who separate from the University and return to University employment in less than 90 days, all sick leave is reinstated. If the return is more than 90 days but less than 6 months, a maximum of 80 hours will be reinstated.

Note: Employees who reach the vacation maximum will no longer accrue hours unless an exception is approved

What are the procedures for Blood Donation Time?

Donating blood at the UCLA Blood & Platelet Center will qualify an employee to receive four hours of administrative leave with pay. These four hours of administrative leave with pay must be used within 12 months of the donation date, or else it is forfeited.

Non-exempt employees may use this time upon accrual. Exempt employees, per University guidelines on leave usage, may only use administrative leave with pay in full-day increments.

The Blood & Platelet Center is located at 1045 Gayley Avenue, 2nd floor in Westwood. Call (310) 825-0888, and press 2 to make an appointment to give blood. On the day you donate blood, please make a copy of your Certificate of Blood Donation and submit it to the HR & Payroll Coordinator. Please keep your original certificate until you use your time. When you use the time, please note on the TRS comments box which day you’re using your hours. Submit the original certificates to the HR & Payroll Coordinator.

For more information, please visit the Blood & Platelet Center website.

How do I request catastrophic donations?

The Catastrophic leave donations program is when an employee voluntarily donates a portion of their accrued vacation leave to be used by other University employees (who have exhausted all of their own accrued paid leave benefits) to address circumstances such as: a catastrophic injury or illness or an employee; caring for a catastrophically ill or injured family member or household member; the death of a family or household member; or a catastrophic casualty loss suffered by an employee due to, for example, a terrorist attack, fire, or natural disaster.

To participate in this leave program, please connect with your HR representative to begin filling out the required documentation to be a donor or a recipient.

I did not receive a pay check? What should I do?

Please check TRS to ensure you submitted your timesheet and if it was submitted on time. Additionally, please reach out to your supervisor as soon as possible and/or the HR & Payroll Coordinator for further assistance.

Where can I get an employment verification letter?

You can obtain a summary report through UCPath by navigating to UCPath > Employee Actions > Income and Taxes > Verification of Employment > Generate Summary Report.

If you are seeking verification for a loan, apartment, or job application, your designated verifier (such as a bank, leasing agent, or employer) can access your employment details via The Work Number and provide the University of California Employer Code: 15975. In case you have opted out of sharing information with The Work Number, kindly direct verifiers to UCPath for manual completion of employment and income verifications.

I need verification of employment at UCLA for the PSLF certification and application.

Please review the Public Service Loan Forgiveness (PSLF) at UC website. If you need additional assistance, please connect with your HR representative.

How do I update my current Campus Directory information?

Please fill out the Campus Directory Updates form to get your information updated.

How can I get a parking allocation/make changes to my parking permit?

Please visit Bruin ePermit to purchase your daily parking permit. You will have the option to purchase monthly and quarterly permits through the site; however please reach out to your parking coordinators for more details.

Additional material to review; UCLA Parking Rates and Fees and Parking Privileges

Please contact parking coordinators:
▪ AP (academics) – Sabrina mercado@seis.ucla.edu
▪ HR (staff) – Tammy avila@seis.ucla.edu

How do I obtain a BruinCard?

After being hired in the University system, please obtain a Bruin ID Card. The office is located at 123 Kerckhoff Hall. Please call (310) 825-2336 for an appointment or they accept walk-ins. For more information, please visit the Bruin Card website.

A Bruin ID Card functions as the all-in-one identification for various areas and services on campus. A debit feature may also be activated to allow for purchases at the UCLA Store, Central Ticket Office, Transportation Services, bookstores and campus restaurants. In addition, card holders may add an AT&T calling card number. Applicants must sign a terms and conditions form and provide a photo ID and employee number. Cards are processed while you wait. There is a $20 fee for lost cards.

For new applicants: visit the UCLA BruinCard website, “Get Your BruinCard” section.

Useful Links

Go to UCnet Online

Personnel Policies

Bargaining Units & Contracts

Assisting Bruins in Distress Red Folder

UCLA campus updates and resources

Ed&IS Wildfire Emergency Resources

Please also ensure you are signed up for BruinAlerts and are familiar with the Bruin Safe Online site for up-to-date information on campus closures, emergency operations, and other important notices. 

Our Mission

In support of UCLA’s School of Education and Information Studies (Ed&IS) principles, values, vision and mission, we, the Human Resource & Academic Personnel Offices, collectively endeavor to serve and assist the members of the Ed&IS Community. We strive to align Ed&IS to campus and UC-wide policy compliance to ensure the protection of our employees and the university. Through teamwork and collaboration, we are dedicated to building a community of diverse and talented staff and academics. We serve our employees in the areas of recruitment, compensation and benefits, performance management, workplace health and safety, and promoting professional development.

About Our Team

The Human Resource (HR) & Academic Personnel (AP) Team at UCLA Ed&IS plays a pivotal role in ensuring the efficient functioning of the academic community within the esteemed institution. Committed to supporting the diverse faculty, staff, and students, this dedicated team oversees various aspects of human resources management and academic personnel affairs. From recruitment and hiring processes to providing guidance on policies and procedures, they strive to foster an inclusive and equitable environment conducive to learning and scholarly pursuits. With their expertise and unwavering dedication, they contribute significantly to the success and well-being of the entire UCLA Ed&IS community. 

Meet the Human Resources Team

Meet the Academic Personnel Team

Meet the Leadership Team

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