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Request Tracker (RT) Introduction

General Information

December 14, 2015

SISS Closed for the Holidays

SISS will be closed on December 24, 2015-January 1, 2016. We will re-open on Monday, January 4, 2016, but there will be limited staffing. Please keep this in mind and plan ahead! Now is a good time to double check to see if any of your scholars have an expiration date on or before December 31, 2015, and act now if you want to extend their appointment. Remember that SISS closes at 4pm on Wednesday, December 23rd. Please also keep in mind that we do not receive mail over the holidays and there is often a week delay in receiving mail (e.g. request forms and H-1B approval notices, etc.) once we re-open. Finally, if your office will be closed, please be sure to email any new scholars and let them know what to do if they arrive while the campus is closed.

Travel Reminders

Travel season is upon us! Our department contacts can help us help international scholars in two main areas:

If you hear of J-1 scholars who will travel, please remind them to follow the instructions on our website to get a travel signature prior to SISS closing on December 23, 2015. Information is at:

If you hear of H-1B travelers, please tell H-1B employees that they should travel with their original approval notice, a copy of their petition, and an employment verification letter from the department, confirming that they continue to be employed at UC Davis under the same terms stated in the H-1B petition. H-1B scholars who have questions about travel should contact Gayle Oberlies at<> There is also information on our website at:

USCIS Processing

USCIS processing times for H-1B and J-1 petitions continue to be 5-6 months. USCIS is processing I-129s for H-1Bs with a receipt date of July 17, 2015 right now. If you need an H-1B approval in a shorter timeframe, you should submit your H-1B request with an additional check to DHS for $1225 to cover their premium processing fee.

Timing J-1 and H-1B Requests and SYNAPSIS Implementation

At this time of year, we'd like to ask departments to help us by allowing as much processing time as possible for the new and continuing requests for J-1 and H-1B status. With reduced staffing, the recent implementation of a new database, SUNAPSIS and the holiday closure, there is much less time to process documents and we appreciate your support. The implementation of SUNAPSIS has slowed document production as procedures/processes have to be adjusted and technical issues resolved. Fortunately, our SISS scholar staff is very experienced and dedicated but to be most certain that you will receive what you need in a timely manner, please follow the guidelines below.

Please submit requests for new DS-2019 documents no less than 60 days prior to the start date of the J-1 program.

Please submit requests for new and continuing H-1B status at least 6 months prior to the start date or extension date requested.

Permanent Residency (PR) Requests: Special Handling Labor Certification for Teaching Faculty

If your department will be pursuing U.S. permanent residency for an international scholar, please complete and submit the UCD Department Request form for Permanent Residency available at It is always encouraged to submit this form as promptly as possible to evaluate eligibility and ensure any applicable deadlines are met.

All Special Handling Labor Certification cases (for teaching faculty) must be filed after a competitive recruitment and within 18 months of the selection date (i.e. the date on the final appointment letter).
For questions about the permanent residency process, please contact our Senior Immigration Advisor, Kim Haky, at or (530)752-0865.

Medical Center Staff Only

Once a month, Gayle Oberlies spends the day at the UC Davis Medical Center, Education Building Rm 3209. Gayle's last day at the Medical Center in 2015 will be next week, Wednesday, December 16, 2015. Department contacts can meet Gayle to go over request forms or pick up any items. International scholars can get a travel signature, attend orientation, or have an appointment for advising. Please email Gayle ( )if you would like to make an appointment.

We hope everyone has a wonderful holiday season. As always, please feel free to contact us with any questions. For a list of specific staff, see

November 2015
Open Enrollment is the annual opportunity to review your insurance plan coverage and make changes if you wish. As always, it is important to take the time to review your enrollments to insure they are the best choices for you and your eligible family members.

Open Enrollment begins at 8:00 a.m. on Thursday, October 29, 2015 and ends at 5:00 p.m. on Tuesday, November 24, 2015.

Open Enrollment booklets were mailed to your homes on October 23. If you became eligible for benefits after September 1, 2015, you will not receive the mailed booklet.

You can view all official Open Enrollment information at

Preliminary information, including medical plan rates, can be found at:,-consider-any-changes.html

All changes made during Open Enrollment must be requested and confirmed using At Your Service Online:

If you do not receive a confirmation number, your request will not be processed.

Open Enrollment changes will be effective on January 1, 2016.



* Enroll in or opt-out of UC-sponsored medical, dental, and/or vision plans
* Transfer to a different medical or dental plan
* Add eligible family members to your medical, dental, and/or vision plans
* Opt in or out of TIP (Tax savings on Insurance Premiums)  enrollment is automatic unless you previously opted out
* Enroll or re-enroll in the Flexible Spending Accounts: Health FSA and/or Dependent Care FSA. These are the only plans that require positive re-enrollment; participation does not carry over automatically into the next year.
* Please note: If you are enrolling in the Blue Shield Health Savings PPO Medical Plan, you may not enroll in the Health Flexible Spending Account for 2016.

If you are satisfied with your current enrollments, there is nothing you need to do  your current plans will continue into 2016 (with the exception of the FSA plans as stated above).




* No new medical plans or major medical plan changes for 2015. Minimal rate increases.


* No plan changes
* Premiums still fully paid by UC


* No plan changes
* Premium still fully paid by UC


* ARAG Legal will be open for new enrollments this year.
* Enhanced Identity Theft benefit.
* No rate changes.


* If you enroll for 2016, the grace period to incur expenses, which would normally be allowed from January 1, 2017  March 15, 2017, has been eliminated. In its place, enrollees will now be allowed to carry over $500 of unspent dollars to the following tax year. Any balances over and above the $500 carryover amount must be spent prior to December 31, 2016.
* If you were enrolled in this plan for 2015, and you wish to continue participation, you MUST re-enroll during Open Enrollment. You may also enroll for the first time during Open Enrollment.
* You may not participate in this plan if you enroll in the Blue Shield Health Savings medical plan.


* No plan changes
* If you enroll for 2016, there will still be a grace period from January 1, 2017  March 15, 2017, in which you can incur expenses against your 2016 contributions. There will be no carryover provision for this plan.
* If you were enrolled in this plan for 2015, and you wish to continue participation, you MUST re-enroll during Open Enrollment. You may also enroll for the first time during Open Enrollment.
* Please remember that this plan is primarily designed for child care for children who will be under the age of 13 during 2016, are your tax dependents, and are in your custody. It is not an account for health care expenses for dependents.


* There is rarely an Open Enrollment period for enrolling in Supplemental Disability and/or Supplemental Life Insurance, increasing the amount of Supplemental Life Insurance, or decreasing the Waiting Period for Supplemental Disability. This can be done at any time during the year, by completing a Statement of Health and receiving carrier approval. It is not an Open Enrollment action.

Additional Open Enrollment details can be found on the UCnet website: (beginning October 26).

If you are satisfied with your current enrollments and do not wish to make any changes, there is nothing you need to do  your current plans will continue into 2016. The two exceptions are the Flexible Spending Accounts: DepCare FSA and Health FSA  these require positive enrollment (or re-enrollment) if you wish to participate for calendar/tax year 2016.



UC Medical Plan Overview

Presented by the UC Davis Health Care Facilitator Program, these classes will provide Davis campus active employees with n-depth information specific to all of the Health Plan choices available for 2016. Seating is on a first-come, first-seated basis:

Friday, November 6 - 8:30 a.m.  10:30 a.m. - AGR Room, Buehler Alumni Center

Friday, November 6 - 12:30 p.m.  2:30 p.m. - AGR Room, Buehler Alumni Center

Help Desks

For Open Enrollment questions (medical and non-medical), and individual assistance with your At Your Service Online logon or online enrollment  on a first-come, first-served basis:

Friday, November 6 - 10:30 a.m.  12:30 p.m. - AGR Room, Buehler Alumni Center

Remember: Open Enrollment starts at 8:00 a.m. on Thursday, October 29, and ends at 5:00 p.m. on Tuesday, November 24, 2015.

Additional Information

Update to Graduate Student Appointment Policy - July 2013

Quick Links for Human Resources

New Time Reporting System Notice! (TRS)
UC Davis FrontDoor for new and prospective employees
Time Reporting System
Online Timesheet
UC Davis HR
UC Davis Payroll
Career Opportunities
BFTV Voting System
Employee Performance Appraisal Report

Useful Forms

Hire Form
Emergency Contact Form