New Hire Essentials
Visit here to learn commonly shared essentials as you start your new role, such as obtaining badge ID cards, new email account set-up, secure system access, parking, timekeeping and direct deposit.
START DATE LOGISTICS
On Your Start Date
EMAIL & EMPLOYEE ID#: Once you’ve met with ARC for your onboarding (see above) you will receive a post-onboarding email with your assigned UCSD email address & employee ID # from the ARC Onboarding Analyst (via ARCrequest@health.ucsd.edu). Your Employee ID # will be the same ID you will have throughout your employment in the UC System Your ID# will be printed on your UCSD ID card, on your paycheck and will be viewable at the UCPath website.
DIRECT DEPOSIT: Enroll in direct deposit at the UC PATH website.
BUILDING ACCESS: You will be provided information to obtain a badge at onboarding or with your department. Your department will work with Health Security to ensure you have the appropriate building access.
CAMPUS ID CARD: An optional campus ID card is available if you wish to have ID associated with the University (that is separate from your building access). Campus ID cards allow Geisel Library checkout privileges and various campus eatery discounts. To request your Campus ID card, you will need your Employee ID# Ask your department business office for the funding source for this ID card.
INTERNATIONAL SCHOLARS & EMPLOYEES: Should check in with the International Services and Engagement Office (ISEO) as well as attend the appropriate orientation based on your visa status.
Acquiring Email Address
Email Set-Up
Upon onboarding completion, you can expect to receive a post-onboarding email from ARCrequest@health.ucsd.edu sharing a summation of important new hire information. You should also expect a separate welcome email from Health IT sharing your assigned UCSD email address and temporary password instructions to reset and make unique.
UCSD Employee Email Address: To be provided by Health IT via email
To access your UCSD email:
- Your temporary password will be provided at the time of email generation.
- Make sure to change the temporary password of your UCSD email address.
- After changing the temporary password for your UCSD email address, you will have access to your email via your browser.
- If you are having issues with your UCSD email access, please reach out to Health IT directly.
Systems and Facility Access
Obtain an ID Card
- Medical/Non-Medical Center ID
- Hillcrest Hospital or Thornton Hospital: Please note that not all employee's will need/be provided an Medical/Non-Medical Center ID. Please reach out to your Department Liaison if you find that you require one.
- The optional Campus Card are now issued by appointment only.
- Please complete the online ID Card Request Form. Once reviewed by Campus Card Staff, you will receive an email with instructions to schedule an appointment to pick up your new ID Card.
- Please note, there is a $25 ID card fee, however your sponsoring department may provide a valid funding source containing a project, task and fund number in lieu of incurring a personal cost to you.
- If a funding source has been provided, you can find the information above under "Employee Information". If a funding source is not provided, you can reach out to your Department/Division Liaison (Cc'd). However, please note that you may need to be responsible for the $25 ID card fee depending on your Department/Division's policies.
Single Sign-On for UCSD Business Systems
- Your Single Sign On account will be used to log you into most UCSD-specific systems. You may register by accessing the Single Sign On Registration Page. To complete registration, you will need to provide the following information:
- Employee ID Number
- UC San Diego Email Address
- Last four digits of your Social Security Number
- Date of Birth
- To resolve difficulties with your Single Sign On account or your UC San Diego email address, please call the ITS Help Desk at (858) 534-1853.
Please note that you will not have access to Single Sign-On account until after your start date. If your onboarding was scheduled on your start date, it will take an additional 1-3 days for access to be granted.
Register for Two-Step Authentication
UC San Diego utilizes the Duo app to provide two-step authentication for added security when logging into Business Systems applications. Enrollment in two-step authentication is automatic and a two-step authentication method must be configured in order to access Business Systems.For information about Duo and how to register for two-step authentication, please see the following link: BLINK - Getting Started with Two-Step Authentication
EPIC Access
If you require EPIC access, have your department contact complete the online request form, which can be found in the Health IT portal. Your department contact can find the form by clicking "Create Request", then "IS Access," and finally by selecting the "New/Renew Affiliate or TES Temp User Access" form.
Update Your Contact Info on MyDirectory
Update your UC San Diego directory information by accessing the MyDirectory Help Desk.
Building Access
If you are physically located on the UC San Diego campus (La Jolla, Hillcrest or official UC San Diego location) you will be provided with information to obtain Health Sciences badge within post-onboarding email notifications released from your ARC analyst upon onboarding completion. Your department/school will request access to the appropriate buildings, floors, rooms that you require access to using the Application for Physicians, Medical Staff, and GME or Application for Non-Medical Staff form.
TIME & PAY
Payroll and Timekeeping
UCPath is a UC-wide human resource and payroll system.
Please note that you will not have access to UCPath account until after your start date. If your onboarding was scheduled on your start date, it will take an additional 1-3 days for access to be granted.
Direct Deposit (Pay Impact)
To avoid any disruption in pay, we strongly suggest signing up for Direct Deposit within your first week of work. Please see Direct Deposit enrollment directions in the Resources website above.
- Direct Deposit and Tax Withholdings
- Click here for visual, step-by-step guide on how to enroll in Direct Deposit via UCPath
- You will use UCPath portal to enroll in your benefits:
- Please Note: You will need to login with your UCSD email address and Business Systems password
- Once you are logged in:
- Menu Navigation: Scroll down until you see the “Income and Taxes” toggle (underneath “View Retirement Info”)
- Click “Direct Deposit”
or
- Click “Direct Deposit”
- Dashboard Navigation: Look to the left of your homepage and look for your “Dashboard”
- Menu Navigation: Scroll down until you see the “Income and Taxes” toggle (underneath “View Retirement Info”)
- Click "Income and Taxes" and then "Direct Deposit" and enroll in Direct Deposit
- Return to "Income and Taxes" and then click "CA State W-4 (DE-4)" to make your State income tax elections
- Return to "Income and Taxes" and then click "Federal Withholding (W-4)" to make your Federal income tax elections
Reporting Time Online
Effective June 3, 2020, UCSD will be transitioning to EcoTime for all eligible employees.
Please click here for an Ecotime Support Guide which answers some of the most common first-time user questions.
PARKING
15-Day Complimentary Parking Pass
Full-time employees new to the UC San Diego may qualify for a 15-day complimentary parking pass. Anyone with a prior record established in the payroll system (i.e. in PPS and received a paycheck from UCSD), including Students, Rehires or Temporary employees being hired into full-time positions, unfortunately, are not eligible.
- Email parking@ucsd.edu
- Subject Line: 15-Day Complimentary Parking Pass Request
- Attach: A copy of your job offer
Pay with ParkMobile
UC San Diego has partnered with ParkMobile to offer an app-based parking payment system for visitors, patients, and campus affiliates. Users can park in designated spaces and pay by entering the appropriate zone number
The ParkMobile app provides features such as easy registration, session extensions, multiple payment options, favorite zones, nearby zone suggestions, customizable expiration reminders, and the ability to add up to five license plates. Users can manage their accounts via the mobile app or the ParkMobile website. The app is available for download on iOS, Android, and Microsoft devices.
Please sign into the app using your adusername@ucsd.edu email address.
REQUIRED SCREENING & TRAINING
Required Medical Screening and Testing
Dependent on your work location, you may be required to complete the following list of the screening/testing that is required by the Center for Occupational and Environmental Medicine (COEM) office (please refer to your department before scheduling):
- Tuberculosis testing
- Latex Allergy Screening
- Color Vision Testing
- N95 Mask Fit Testing
- Proof of immunity for measles, mumps, rubella, varicella.
- Current Tdap
- Hepatitis B Evaluation for Blood Born Pathogen
The testing can be completed at either of the two Center for Occupational and Environmental Medicine locations (Hillcrest or La Jolla) and require an appointment. For more information call 619-543-7060.
Multi-Specialty Clinic
8899 University Center Lane, Suite 160
San Diego, CA 92122
4th and Lewis Medical Offices
330 Lewis Street, Suite 100
San Diego, CA 92103
You will need to provide an index number to schedule the appointment; please inquire with your department for the appropriate index.
Required UC Training
Required training will be auto-assigned based on your role. You can log into UC Learning to view the current, upcoming, and past due training modules that are required.
In the event you are not auto-assigned training courses, or require additional support, please reach out to UC Learning Support Staff directly. Follow this link to submit a ticket for “UC San Diego Health” employees.
- EPIC Training: Providers who will access the Epic/EMR system are requiredto attend Epic training specific to their job role and the area in which they will be working, and must schedule training by contacting the EMR Training Team as soon as possible at 619-543-7474 or emrtraining@ucsd.edu.
- Please contact your Department Liaison, if you have questions about EPIC training.
- Non-laboratory personnel are required to sign up for Injury and Illness Prevention Trainingwithin 30 days of their start date.
- Laboratory personnel must enroll and complete the following modules of General Laboratory Safety Training
- UC Laboratory Safety Fundamentals
- Annual Laboratory Hazards Training
- Sexual Harassment Prevention Training
- Cyber Security Training
- Drug-Free Schools and Communities Act
UCSD CAMPUS INFORMATION
Mailing Address
Update your Mailing Address in UCPath (As Needed): Please note that if you do not sign up for Direct Deposit prior to your first paycheck, you will be mailed a paper check to the address you provided during Onboarding.
Campus Map
The UC San Diego interactive campus map is a comprehensive tool designed to help users navigate the university's extensive campus. Offers detailed information on building locations, parking areas, and other essential campus features. This resource is invaluable for students, faculty, staff, and visitors seeking to familiarize themselves with the layout of UC San Diego.
Academic Review Process
This website provides detailed guidance on the academic review process at UC San Diego, making it a valuable resource for existing academic employees seeking clear information on advancement procedures, timelines, and required documentation.