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 position 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. 

• What can I do if I am unable to login, need to reset my password, 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.
• 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 800-367-2884. Employer Code: 15975

  The person requesting verification will need the following information:

  1) Employee’s Social Security number 
  2) Employer code: 15975 (employer will be Regents of the University of California) 

  If you are unable to find an employee or need additional help, contact the UCPath Center for a verbal verification at 855-982-7284. 
  If you need specific forms completed, email the forms to ucpath@universityofcalifornia.edu.
  The UCPath Center is open 8 a.m.–5 p.m. Monday through Friday.

  For verification of Student Employees: 

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

• What resources are available for retirees and those planning for retirement?

• Retirees and those planning for retirement can contact the following resources:

  UC Davis Retiree Center

  Services: Offers retirement planning resources, answers to FAQs, and details about retiree benefits and discounts.

  Contact Information:

  Phone (Davis campus): 530-752-5182

  Phone (Sacramento campus): 916-703-2470

  Email: retireecenter@ucdavis.edu

  Website: UC Davis Retiree Center

  UC Retirement Administration Service Center (RASC)

  Services: Provides retirement counseling, estimates, and processing for UC Davis employees.

  Contact Information:

  Phone: 1-800-888-8267 (Monday–Friday, 7:00 a.m.–4:30 p.m. PT)

  Website: UCnet

• How can I request a copy of my personnel record?

• To obtain a copy of your personal record as a UC Davis employee, follow these steps:

  Contact Aggie Service: Submit your request via Aggie Service, which is part of the Shared Services Organization. You can email them at aggieservice@ucdavis.edu or navigate to the Community Portal in Aggie Service to complete and submit your request.

  Provide Specific Details: When requesting your records, include specific information such as the title of the document, subject matter, date ranges, and names of departments or offices likely to hold the records. This helps expedite the process.

• How can I request a copy of my job description?

• To obtain a copy of your job description as a UC Davis employee, you can use the Job Builder system. Here's how:

  Access Job Builder: Log in to Job Builder using your university credentials via Single Sign-On at universityofcalifornia.marketpayjobs.com.

  Download Your Job Description: Once logged in, you can directly download your job description from the system.

  If you encounter any issues or need assistance, you can submit a help request on the Job Builder webpage or attend virtual office hours for support.

• Where would I send a subpoena request for employee records?

• To send a subpoena request for employee records at UC Davis, follow these instructions based on the type of employee:

  For UC Davis Campus Employees:

  Office of the Campus Counsel

  Address: University of California, Davis, 525 Mrak Hall, Davis, CA 95616

  Telephone: 530-754-6295

  Email: publicrecords@ucdavis.edu

  For UC Davis Health Employees:

  Health Information Management

  Address: 2315 Stockton Boulevard, MRB #12, Sacramento, CA 95817

  Telephone: 916-606-3281

  Email: HS-HealthSubpoenas@ucdavis.edu

  Ensure that the subpoena is properly addressed and served to the correct office for efficient processing.

• I have an onboarding appointment at 10am and have not received my zoom link. What should I do?

• If you haven't received your onboarding appointment Zoom link as a potential student employee at UC Davis, here are some steps you can take:

  Check Your Email: Ensure that your email account is set up correctly and that you haven't missed any communications from UC Davis. Sometimes, emails can end up in spam folders, so check there as well.

  Verify Onboarding Status: Confirm with your hiring department or supervisor that your onboarding process is proceeding as expected and that they have sent or will send the Zoom link.

  Contact the Shared Services Organization (SSO): Reach out to the SSO Service Desk for assistance. You can contact them via phone at 530-754-4772 or email at aggieservice@ucdavis.edu.

• Where should I submit my PSLF application for employer signature?

• Full instructions for how to submit your PSLF application for employer signature, for both current and former UC Davis employees, can be found on the UCNet website.

  To submit your Public Service Loan Forgiveness (PSLF) application for employer signature at UC Davis, you should follow these steps:

  - Complete page 1 of the PSLF form (sections 1 and 2) with your borrower information only.

  - Submit your request to the UCPath Center for completion of Sections 3 and 4. For active UC employees:

  - Log into your UCPath account

  - Go to Ask UCPath > Submit An Inquiry

  - Complete the "Submit Inquiry" form (topic: "Human Resources") and click submit

  Make sure you sign and date your PSLF form before submitting it to UCPath.

  UCPath accepts PSLF eforms submitted via DocuSign from the studentaid.gov PSLF site. The email address for UCPath is ucpath@universityofcalifornia.edu.

  If you're a former UC employee, submit your request via email to ucpath@universityofcalifornia.edu.

  Please note that if you are or were classified as a variable paid employee, you must contact your campus location to complete the certification. For specific guidance on UC Davis procedures, you can refer to the UCnet website for full details and helpful resources.
   

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 AggieService for a payroll representative to ensure that your Supervisor and Schedule information is correct in TRS. 

• Where can I get a copy of my W2?

• For current employees, your W2 can be obtained by logging into UCPath. Once logged in, navigate to Employee Actions > Income and Taxes > View Online W-2/W-2C to view and download your W-2 forms. 

  To obtain your W-2 as a former employee of UC Davis, follow these steps:

  Access UCPath Online:

  Go to the UCPath website and select "Former Employee" to log in.

  Ensure your personal email address is up-to-date in UCPath. If not, contact the UCPath Center at 855-982-7284 to update it.

  Activate Your Account:

  After updating your email, you should receive an activation email within 48 hours of your employment end date. Follow the instructions in this email to activate your former employee account.

  View and Download W-2:

  Once logged in, navigate to Employee Actions > Income and Taxes > View Online W-2/W-2C to view and download your W-2 forms.

  Access Limitation:

  You can access W-2 forms for up to three years after your separation date.

  If you need assistance, you can contact the UCPath Center at 855-982-7284 or submit an inquiry through the UCPath system. 

• 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.
• 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 is there a deduction on my paycheck 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.

Additional How-Tos 

• What can I do if I am unable to login to AggieExpense?

• If you are unable to access the AggieExpense system to enter your expenses as a UC Davis employee, here are some steps you can take:

  Contact the Help Desk:

  Email: expensehelp@ucdavis.edu

  Phone: Reach out during business hours (Monday-Friday, 8 AM-5 PM) for assistance.

  Virtual Office Hours: Join Zoom sessions on Tuesdays and Thursdays from 11 AM-12 PM for AggieExpense-related questions.

  New Employee Access: If you are a new employee, note that gaining full access to AggieExpense may take 5-10 business days.

  Troubleshooting: Ensure you are using the correct login credentials and accessing the system through the appropriate platform. AggieExpense supports mobile access and is used for travel, entertainment, and professional expense reimbursements.

  Alternative Contacts:

  For UC Davis Health employees, email: hs-aggietravel@ou.ad3.ucdavis.edu or call 916-734-9090.

• How do I verify my chart of account string?
• Contact your department Mapping Lead or submit your question to AggieEnterprise.
• 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 the AggieService community portal. You do not need to login.
  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.
• I have an issue with my benefits, who can I speak with about it?

• Email: The preferred method of contact is to email benefits@ucdavis.edu. When emailing, be sure to include your phone number and UCPath ID.

  Phone: You can call 530-752-1774, but note that this is for voicemail only and is intended for those without email access.

• 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 mailto:benefits@ucdavis.edu. 
• 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.

• I am unable to login, or access my assigned course in the UC Learning Center. What should I do?

• If you're unable to log in or access your required courses in the UC Davis Learning Center, try these troubleshooting steps:

  Check your account status: Ensure you're an active employee or student with a valid UC Davis computing account.

  Use the correct login page: Access the Learning Management System (LMS) at http://lms.ucdavis.edu.

  Clear browser cache and cookies: Log out of UC Learning Center, clear your browser cache, and try again.

  Try a different browser: Chrome has the highest success rate. Alternatively, use Firefox, Edge, or Safari.

  Check browser settings: Ensure your browser allows cookies and pop-ups. Disable pop-up blockers for the UC Learning Center site.

  Verify email address: Ensure your UC Davis email is correctly listed in your UCPath profile.

  If these steps don't resolve the issue:

  For UC Davis Campus and UCDavis Health: Contact Learning and Organizational Development at hr-learning@ucdavis.edu

• What is the UC Davis EIN and E-Verify number?

• The University of California Davis EIN (Employer Identification Number) and E-Verify numbers are:

  EIN: 94-3067788
  E-Verify Number: 1219005
  
  For more information regarding STEM OPT, please visit the Services for International Students and Scholars (SISS) FAQ page.

• How do I update my UC Path Business Phone Number and Business Email?
• Go to https://aggieservice.ucdavis.edu/s/ 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.