AggieService Essentials

• How do I request access to AggieService?
• Go to aggieservice.ucdavis.edu. On the right of the top banner click on "Request Access". Complete form and submit. Once submitted, your request will be reviewed and approved by designated department approvers. 
• How do I login to AggieService?
• Go to our community portal at aggieservice.ucdavis.edu. Use the Login button in the upper right hand corner of the web page. Use the "Login with CAS" option, located below the username/password fields. Authenticate yourself using your Kerberos ID/Password and DUO. You will be redirected to the community portal and your name will appear in the upper right hand corner. 
• Why am I getting a sign-on error when logging in?
• There are 2 possible reasons:
  
  1. Please confirm that you are using the "Login with CAS" option. Do not use the Username/Password fields. In addition to using CAS, AggieService is DUO enabled. 
  
  2. You may not yet have been granted access. Please refer to "How do I request Access to AggieService?" above. If you have already been given access and you believe there is an error, please contact our helpdesk at 530.754.4772 or email aggieservice@ucdavis.edu. 
• I asked a question and haven’t gotten an answer, what do I do?
• Ask A Question cases are typically responded to within 24 hours.  If you have not been contacted, please call the Service Desk at 530-754-4772. 
• How do I make suggestions for changes and improvements in Aggie Service?
• Issues and ideas are brought to a monthly technical team meeting to discuss and prioritize additional improvements to Aggie Service. If you have suggestions for improvements to the system, contact aggieservice@ucdavis.edu

HR and Onboarding

• How do I set up my UC Davis email?
• Please see instructions here for setting up your UC Davis computing account and email. If you continue to experience issues with setup, contact IT Express at (530) 754-HELP (4357) or ithelp@ucdavis.edu.
• How do I change my legal or preferred name?

• UCPath processes legal and preferred name changes. Use this task to update your name in UCPath online.
  
  1 Log into UCPATH with your CAS/Kerberos login.
  2 On the dashboard go to the left hand side navigation window.
  3 Menu Navigation: Employee Actions > Personal Information > Personal Information Summary
  4 Select and expand Legal/Preferred Name and update your name.
  
  Reminder: Your name must be updated with the appropriate government agencies before you enter your name change in UCPath. 
  
  For further assistance, contact UCPath by Submitting An Inquiry by logging into UCPath and click on “Ask UCPath” to submit an inquiry. You can also contact UCPath to speak with an associate Monday - Friday from 8:00 a.m. - 5:00 p.m. (Pacific Time) at (855) 982-7284 or by email at ucpath@universityofcalifornia.edu. 
  
  Health Employees:

  Once your employee name change is completed in UC Path, please reach out to UCDH-IT https://ucdh.service-now.com/itss to request the name change for email and Epic. 
  To confirm the name change has went into effect in the system, you can reach out to UC Davis Health - HR Workforce Compliance https://hr.ucdavis.edu/departments/ucdh-records 
  
  Campus Employees: 

  **UC Davis Directory 

  1 Go to UC Davis Directory 
  2 Click on "Update my UC Davis directory listing" (image attached). 
  3 Make the desired changes and submit for supervisor approvals.

  This will begin the update of your contact information downstream including Zoom, Outlook and KFS. 
  If after directory changes have been implemented you still see your previous contact information, please email IT Help to have your IAM be manually updated ithelp@ucdavis.edu. 

  ***IT ServiceHub Name, Email or LoginID Rename/Change Please review this article for interest in changing the items below.

  1 Preferred Name Change
  2 LoginID Rename/Change
  3 MailID Rename/Change 

• I applied for a job on Handshake. What is the status of my application?

• The hiring process is decentralized to campus departments; therefore, HR does not receive ongoing information regarding status until the department has made a selection and closed the recruitment. We do not provide a personal response to status due to the high volume of applications received. Hiring Departments contact applicants directly to invite for an interview.

  To check the status of your job application on Handshake for a position at UC Davis, follow these steps:

  Log into Handshake: Go to the Handshake platform and sign in with your UC Davis account credentials.
  Navigate to "My Jobs": Click on your account icon in the upper-right corner of the Handshake page, then select My Jobs.
  View Application Status: All the jobs you've applied for will be listed here, along with their current status. The status will be displayed beneath the company's name.

  The possible statuses for job applications on Handshake include:

  Pending: The application has been submitted but not reviewed yet.
  Reviewed: The employer has reviewed your application.
  Declined: The employer has decided not to move forward with your application.
  Hired: You have been selected for the position

• I applied for a postion on the careers website. What is the status of my job application?

• The hiring process is decentralized to campus departments; therefore, HR does not receive ongoing information regarding status until the department has made a selection and closed the recruitment. We do not provide personal response to status due to the high volume of applications received.

  Hiring Departments contact applicants directly to invite for interview.

  View status online: 
  Please log in to the External Candidates portal https://ucdavis.careers.universityofcalifornia.edu/ - Internal applicants should log in to UCPath

  Go to and click on 'My Job Applications'
  Go to columns 'Application Status' and 'Application Status Information'. Please review notes.

  For UCDavis Health Positions ONLY: 
  If you have additional questions on the application process, please reach out to Talent Acquisition https://hr.ucdavis.edu/contact/staff-directory/ucdh-recruit. 

• Who do I contact to request a verification of employment for a UC Davis employee?

• Current and former UC Davis employees can have their employment and salary verified by using The Work Number.

  Visit The Work Number (theworknumber.com) or call 1-800-367-2884. Employer Code: 15975

  If you need additional information that theworknumber.com does not provide, or you need a specific form filled out, verifiers may submit written requests to UCPath via fax or email.

  Email: ucpath@universityofcalifornia.edu
  Phone: 1-855-982-7284 (Monday through Friday, 8 a.m. – 5 p.m.)
  Fax: 1-855-982-2329

  For verification of Student Employees: 

  Contact Central Payroll Services office at 530-757-8550.
  
  For additional information, please follow this link.

Payroll

• What tax form do I need to fill out as an out of state employee?
• For tax information for out of state employees, please follow the links to this pdf and this FAQ section. 
• What do I do if I haven't received my paycheck or my payment is not the correct amount?

• If you are missing a paycheck or your payment is not the correct amount, you should take the following steps:

  1 Contact your supervisor immediately to report the issue. Your supervisor will follow up and discuss options to correct the payment.
  2 Review your pay statement in UCPath Online, which is available the day before payday, to confirm if a paycheck was generated and verify the amount.
  3 If you receive paper paychecks, wait 4-5 days after payday for it to arrive by mail. If it doesn't arrive, contact your supervisor or department payroll representative.
  4 For direct deposit issues, check if you recently set up a new account or made changes, as these can take up to two pay cycles to fully process7.
  5 Work with your Service Channel payroll team or department payroll representative to resolve the issue.

  If you're experiencing financial hardship due to a missed payment, there are options available:

  Off-cycle check request: This allows payment of missed or reduced wages prior to the next regular pay cycle, taking 3 to 15 days.
  Retro pay: If you're owed pay from a prior pay period, your department can initiate a retro pay process.

  Remember to keep your contact information and direct deposit details up to date in UCPath to avoid future payment issues. If problems persist, you can contact the UCPath Center directly for assistance.

• I submitted my timesheet late. How will I get paid?

• If you submitted your timesheet late, please follow these steps:

  1 Submit the Late Timesheet: Log into the Time Reporting System (TRS) and navigate to the "Manage My Time" tab. If you had previously started and saved a timesheet, it will appear under "Past Unsubmitted Timesheets" with an alert message. Click on the "View Timesheet" icon to complete and submit it. If you had not started a timesheet for the past pay period, go to the "Create Past Pay Periods Timesheet" section, select the pay period from the dropdown menu, and complete the submission.

  2 Supervisor Review: Once submitted, your supervisor will receive an email notification to review and approve your timesheet. After approval, it will be sent to the Department Time Administrator (DTA) for final processing in the Payroll & Personnel System (PPS).

  3 Payment Timeline: Late submission may result in delayed payment. Depending on when your timesheet is processed, you might receive payment in the next regular pay cycle or through an off-cycle check if requested.

  4 Contact Your Supervisor or DTA: If you anticipate financial hardship due to the delay, inform your supervisor or DTA immediately. They can assist with options such as requesting an off-cycle check or emergency payment.

  To avoid future delays, ensure timely submission of timesheets by tracking deadlines posted on TRS and setting calendar reminders.

• How do I request an off-cycle paycheck?

• Employees:
  If you have submitted your timesheet after the payroll deadline, please contact your supervisor. They will be able to request an off-cycle check for you.
  
  Supervisors: 
  Go to aggieservice.ucdavis.edu and submit an Ask A Question case including pertinent details (employee name, EID, pay period of missed payment, reason for request), or email your request with details to aggieservice@ucdavis.edu

• I am receiving an error in TRS. How can I submit my timesheet?

• If you are receiving an error when attempting to submit your timesheet, please contact your supervisor. Please note the error message that you receive. They often indicate that your Supervisor or Schedule have not been set up in TRS. 
  Your supervisor will need to submit a case in Aggie Service for a payroll representative to ensure that your Supervisor and Schedule information is correct in TRS. 
   

Additional How-Tos 

• What can I do if I am unable to login or have other issues with the job/careers website?
• For assistance with technical support for our careers site, please send your request to our applicant portal, by contacting applicanthelp@ucdavis.edu.
• What is the status of my job application?
• The hiring process is decentralized to campus departments; therefore, HR does not receive ongoing information regarding status until the department has made a selection and closed the recruitment. We do not provide personal response to status due to the high volume of applications received.
   
  Hiring Departments contact applicants directly to invite for interview.
  
  View status online: 
  - Please log in to the External Candidates portal https://ucdavis.careers.universityofcalifornia.edu/ - Internal applicants should log in to UCPath
  - Go to and click on 'My Job Applications'
  - Go to columns 'Application Status' and 'Application Status Information'. Please review notes. 
• How do I pay an honorarium or one-time payment to someone outside of UC Davis?
• The Disbursement Voucher (DV) document is used to make payments to an outside supplier who are not related to the procurement of goods or services. The Payee will be added to the KFS Vendor Table and Contracting Services will contact the vendor for a W-9 form before a payment can be processed. (This will cause a delay in processing the payment.) If supporting documentation is not available, please complete the Honoraria Payment Form. The honorarium check will be printed and mailed to the Payee's address on file the day after the event.
• What do I do if I submitted my timesheet late? (Campus - TRS)
• If your your timesheet has been submitted after the UC Path payroll processing deadline, it will be paid out in the next pay cycle.  For other timesheet issues, please have your supervisor submit an Ask A Question case in Aggie Service.
• How do I verify my chart of account string?
• Contact your department Mapping Lead or submit your question to Aggie Enterprise.
• How do I submit a leave/FMLA request?
• To report a New Leave of Absence: 
  Submit a "Case" in AggieService (this can be processed by the employee, the supervisor or the department ‘point of contact’). 
  
  1 Go to https://aggieservice.ucdavis.edu/s/ 
  2 Go to top gray banner Click on "SUBMIT A CASE" 3 Click on "LEAVES REQUEST" 
  
  Complete the fields making sure to include: 
  - Reason for leave: employee’s own serious health condition, family members serious health condition, pregnancy disability, baby bonding, personal, etc 
  - Type of leave: block, intermittent or reduced schedule 
  - Approximate beginning and end dates 
  - Any additional pertinent information 
  The SSO Leaves team specialist assigned to the case will then coordinate the leave process, provide appropriate information/forms, and contact the supervisor and  staff member as appropriate. 
  
  Timely submission of documents allows for compliance with Federal Guidelines and leave approval.
• How can I follow up on my Leaves Request case?
• Please respond to your original case email notification for follow-ups. Creating duplicate leave tickets may cause delays in processing.
• Where should I go to sign up for Benefits?
• Benefits are selected in UC Path at time of hire, as well as during open enrollment, precluding a life event. For more information you can contact benefits@ucdavis.edu. 
• What resources are available for retirees?
• UC Davis has a Retiree Center: https://retireecenter.ucdavis.edu/ or you can visit the Retiree Administration Service Center: https://hr.ucdavis.edu/employees/benefits/retirement-savings/rasc
• What's the process for obtaining or replacing an employee ID?
• The employee ID is now called Aggie Access. Full instructions here: https://hr.ucdavis.edu/departments/shared-services/sso/hr/onboarding/id. Any questions, email employeeid@ucdavis.edu
• I ordered an Aggie Access (ID) card but have not yet received it. What should I do?

• If you have ordered an Aggie Access employee ID card and have not yet received it, here are some steps you can take:

  Contact the Employee ID Team: Reach out to the Employee ID Team at UC Davis via email at employeeid@ucdavis.edu to inquire about the status of your ID card.
  Check the Request Process: Ensure that you have completed all necessary steps for requesting the ID, including submitting a professional photo and providing required information such as your UC Path employee ID number and department details.
  Verify Campus Mail: If your department does not receive regular campus mail, check with the mail division to see if your ID is being held for pickup.
  
  Additional information can be found here.

• How do I get my PSLF form signed?
• To obtain the employer information and signatures you need, see the tips provided to submit your forms to UC Path here.
• How can I get my W2?
• Your W2 can be obtained by logging into UCPath and selecting Employee Actions>Income and Taxes>View W-2/W-2C Forms from the menu on the left. Former employees will need to go to UC Path, select University Of California Former Employees, and click on "Create Account" to create your former employee account using your personal email address.  
• How do I rectify a paycheck deduction issue?
• Go to UC Path and submit an "Ask UC Path" inquiry with details, call 855-982-7284, or emailing ucpath@universityofcalifornia.edu
• I'm missing pay. What do I do?
• Please submit a Report a Problem case in AggieService with details. 
• How do I verify employment?
• - For current and former employees:  go to UC Path, 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
  - For employers: UC uses The Work Number and provide them with the UC Employer Code (15975).
• How do I review a personnel file?
• Go to aggieservice.ucdavis.edu and create an Ask A Question case including pertinent details, or email your request with details to aggieservice@ucdavis.edu
• How do I make timesheet changes?
• If it's prior to the UC Path payroll deadline, you can recall your timesheet in TRS and make necessary changes. If it's past the payroll deadline/prior pay period, you can submit a case in AggieService. 
• How do I rectify service credit and accrual issues (Vacation, Sick, PTO, service years)
• If you discover an inaccuracy with time accrued or service credits, visit aggieservice.ucdavis.edu and submit an Ask a Question case.  Please include specific details. 
• Why am I being deducted for DC Safe Harbor?
• There are certain UC Davis positions that do not pay into Social Security benefits. Instead, the University enrolls you into a retirement plan called DC Safe Harbor Plan. Nonresident aliens for U.S. tax purposes are not subject to Medicare and Social Security/DC Safe Harbor Plan (also know as FICA). It is likely that your residency status changed from a nonresident to a resident for US tax purposes by passing the substantial presence test. All residents for tax purposes are subject to FICA or DCP, depending on their position.
• How do I update my UC Path Business Phone Number and Business Email?
• Go to aggieservice.ucdavis.edu and submit an Ask A Question case. Your case will be forwarded to the appropriate department for resolution. 

If you have a question that hasn't been addressed above, please contact aggieservice@ucdavis.edu and we will do our best to find an answer.