UC Berkeley Regional Services - 1608 Fourth Street Berkeley, CA 94710 (510) 664-9000 EXT. 3

Updated 03/15/2019

Visiting Scholars/Visiting Student Researchers Follow-Up Information

Berkeley Regional Services (BRS) is the administrative unit that partners with your academic department to manage all of your administrative needs.

Obtain your affiliate ID number You will not be able to obtain a Cal ID card if the fees are not paid

1. It takes about 5-7 business days to generate your affiliate ID number. You will receive an e-mail from newhire@berkeley.edu with your affiliate ID number or activation status. You can also contact us at (510) 664-9000 option 3 if you DO NOT receive it after 5-7 business days.

2. Your affiliate ID number is necessary before obtaining your Cal ID card, or accessing your employee accounts. 3. Please note, your affiliate ID number will NOT be active until the first day of your appointment.

University Services Fees

**If your faculty sponsor has agreed to pay for your university services fee, please work directly with your HR Partner to pay the university fees. All affiliates with visiting titles are required to pay an annual University Services fee of $750. Upon receiving the affiliate ID number, if you are responsible for paying the University Services Fee for your affiliation, you can pay the fee through the RegOnline website at: https://vspa.berkeley.edu/visiting-researcher-scholar-post-arrival-information

Visa Fees

If your faculty sponsor has asked that you reimburse them for your Visa fees (If applicable), then please provide them with a check made out to: UC Regents in the amount of $500, plus any additional fees that were assigned by your HR partners. (Expediting fee for J-1 holders is an extra $250).

Create your CalNet ID and Passphrase (Password) CalNet 2-Step Verification

1. If you are a new hire visit: https://bpr.calnet.berkeley.edu/account-manager/claimAccount/start?identifierType=hrmsEmployee Enter your employee or affiliate ID in the box and click on the Set Up My Account button You will receive an email with instructions on how to proceed. 2. 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/ Please have your second step verification device (typically your mobile phone or your work phone) ready. If you do not have a phone, contact the 2-Step Help Desk (calnet2-stephelp@berkeley.edu) for assistance. For general information about 2-Step, visit https://calnetweb.berkeley.edu/calnet-2-step

Obtain your Cal ID Card All Faculty, Staff, and Students are required to get a Cal ID Card

1.Use your CalNet ID and passphrase to upload a photo of your choice here: https://cal1card.berkeley.edu/c1cphoto 2. Schedule your appointment with the Cal 1 Card office here: https://kiosk.us1.qless.com/kiosk/app/home/6242?queues=6100000231 3.Visit the Cal 1 Card Office and present a government-issued photo ID (i.e. Drivers License or Passport) For more information: https://cal1card.berkeley.edu/getcard **You will not be issued a Cal ID card until your university services fees have been paid.

Cal 1 Card Office 212 Sproul Hall Berkeley, CA 94720 Monday-Friday 9:00 AM - 4:30 PM E-mail: cal1card@berkeley.edu Ph: (510) 643-6839

Set up your UC Berkeley e-mail (bmail) and Calendar (bCal) account

1. Go to https://bconnected.berkeley.edu/ and click on the Create accounts and lists link. 2. To synchronize your CalNet passphrase, go to calnet.berkeley.edu and click on Manage my account. On the bottom of the page under Other Account Management Tools, you can choose to Synchronize your passphrase. Enter your CalNet ID and passphrase, and then click Authenticate. 3. For questions related to setting up email accounts, signing into computers, etc., contact IT Client Services by phone at (510) 664-9000 option 1, or by email at itcsshelp@berkeley.edu. You may also open an ticket at: https://berkeley.service-now.com/ess/create_incident

UC Berkeley Regional Services - 1608 Fourth Street Berkeley, CA 94710 (510) 664-9000 EXT. 3

Updated 03/15/2019

Update the CalNet Directory

1. Visit Calnet Directory website: https://calnet.berkeley.edu/directory/update/ 2. Click on Authenticate, then login using your CalNet ID and passphrase. 3. Edit your campus address information. Note: Do not use hyphens (-) anywhere in your profile. **Ensure that ALL fields are completed.

Establish your UCPath Employee Portal Account

UCPath is an HR, Payroll, Benefits, and Academic Personnel Solution for all University of California Employees. Access the UCPath Online Portal via the website: http://ucpath.universityofcalifornia.edu/ With UCPath Online you can:

● View your Employee/Affiliate ID (upper left corner of home page)

● Update your address or Phone Number Menu Navigation: Employee Actions> Personal Information> Personal Information Summary

For more information about navigating thru UCPath:

https://ucpath.berkeley.edu/tools-resources/employee-resources

Visiting Scholars & Postdoctoral Affairs (VSPA)

The Visiting Scholar and Postdoctoral Affairs (VSPA) offers an orientation for new Visiting and Postdoctoral Scholars on the first Thursday of every month, from 9:00 AM to 12:00 PM. Enrollment and attendance to this orientation is highly recommended. You can find the time and location (As they vary from month-to-month) on their website: http://vspa.berkeley.edu/postdoc-and-visiting-scholar-orientation Please e-mail VSPA@berkeley.edu with your name, the date you would like to attend, department, telephone number, and the e-mail address where you can be contacted. Next orientation date is on:__________________________

Berkeley International Office 2299 Piedmont Avenue Berkeley, CA 94720-2321 (510) 642-2818 For appointments, please e-mail: jscholar@berkeley.edu **No drop-ins

Scholar Information Meeting at the Berkeley International House (BIO House) **J-1 Scholars Required. F-1 OPT Scholars highly recommended

You are required to attend a meeting presented by the Berkeley International Office (BIO House) to report your arrival in the U.S. and validate your stay and visa. Refer to the schedule for meeting dates and times at: http://internationaloffice.berkeley.edu/profs_researchers /scholar_information_meetings Next orientation date is on:____________________________ **For appointments, please contact: jscholar@berkeley.edu

Berkeley International Office 2299 Piedmont Avenue Berkeley, CA 94720-2321 (510) 642-2818 **For appointments, please contact: jscholar@berkeley.edu **No drop-ins

Taxes-Glacier Record (Foreign Nationals Only)

Glacier is a secure online tax compliance software system that collects tax-relative information from foreign individuals receiving funds from the University of California, Berkeley. All foreign individuals receiving funds from the University must have a Glacier record. Glacier determines residency status and tax treaty eligibility for the foreign individual. Please make sure to look for an e-mail from Glacier as a record should automatically be generated for you. In order to establish a Glacier record, please contact your HR Partner or UC Berkeley: Central Payroll Office.

UC Berkeley: Central Payroll Office 2195 Hearst Ave., Suite 120 Berkeley, CA 94720 E-mail: glacieradmin@berkeley.edu

W-4/NR Tax Form (Foreign Nationals Only)

Please note that the completion of this form is required and is used only for nonresident alien employees working in return for pay/other compensation in the United States. This form can only be completed and processed with a Social Security Number of the person completing the form This form will need to be completed for tax purposes. UC campus departments can contact Central Payroll Office if they have questions about the UC W-4 NR/DE 4. The University of California Employee's Federal-State Withholding Allowance Certificate form can be found on: http://www.ucop.edu/financial-accounting/_files/taxation/w4nr.pdf You can send it in three different ways: -You can turn it into 457 Evans Hall University Drive Berkeley, CA 94720 -You can go to 1608 Fourth Street Berkeley, CA 94710 ATTN: Payroll -You can mail it internally to Berkeley Regional Services ATTN: Payroll

UC Berkeley: Central Payroll Office 2195 Hearst Ave., Suite 120 Berkeley, CA 94720 E-mail: glacieradmin@berkeley.edu

UC Berkeley Regional Services - 1608 Fourth Street Berkeley, CA 94710 (510) 664-9000 EXT. 3

Updated 03/15/2019

Stipend Recipients If you are receiving a stipend from the University, you can make arrangements with your HR Administrator to complete the documents. Stipend recipients are required to obtain a U.S. Social Security Number, in order for the stipend to be processed. These stipends may be subject to U.S. tax laws.

Social Security Number (Foreign Nationals Only)

If you need to apply for a social security number, J-1 Scholars need to attend the mandatory Scholar Information Meeting where they will report your arrival and validate your stay and visa. From there, they will tell you how and when you can apply for a Social Security Number. For F-1 Scholars, you will need an employment letter (Given at your onboarding hiring session). You need to wait 10 days after your arrival in the U.S. before you can go to the Social Security Office to apply for a Social Security Number.

Social Security Office 2045 Allston Way Berkeley, CA 94704 (Nat'l) : 1-800-772-1213 TTY : 1-800-325-0778 Hours: Monday; Tuesday; Thursday; Friday: 9:00 AM - 4:00 PM Wednesday's: 9:00 AM - 12:00 PM

Health Insurance Enrollment

All Visiting Scholars and Students with a visa are required to have health insurance that meets the J-1 visa requirements during their stay in the U.S. To enroll for medical insurance, or to view the minimum levels of coverage that must be offered through your own insurance can be found on: http://www.garnett-powers.com/vs/ucb/ The three health insurance plan options will vary in price and in the benefits that are offered. If you have any questions about the new plans or new insurance requirements, please contact Garnett-Powers Associates via telephone at 1 (888) 441-3719 or via e-mail at UCBVSBP@garnett-powers.com *If you already insured, you need to fill out a waiver request on: https://clients.garnett-powers.com/vs/ucb/waiver/

Parking & Transportation

If you are commuting by bike, car, or just walking to campus, this site provides the necessary information you need. Please visit UC Berkeley Parking and Transportation website to review your options and plan your future parking and transportation needs: http://pt.berkeley.edu/

Berkeley Parking & Transportation 1995 University Ave, Suite 110 Berkeley, CA 94720-5740 (510) 643-7701 Hours: Monday - Friday 7:30 AM - 4:00 PM

Safety training & building access

Please see your local facilities manager and supervisor for building access and safety training.

Sign up for WarnMe Emergency Alert Service

WarnMe is Berkeley's emergency notification system. It is activated to send messages to you when there is an immediate threat to the health and safety of the campus community. Faculty, staff, and students are automatically enrolled via their berkeley.edu email address. To receive WarnMe emergency warnings via any other method, such as by text or phone, you must tell us how to contact you. Text messages are the fastest way to get notified and should be your first alert priority.

How to enroll via WarnMe Website

1. Visit the warnme.berkeley.edu website. 2. On the right side, click Faculty, Staff and Other Affiliates. 3. Enter your CalNet ID and passphrase. 4. Add your phone number to the Text Message/SMS line and select 1 as your priority. 5. Click Submit Information.