New Graduate Student Employee To-Do List
See the “Whole Packet” link above for the most comprehensive guide to onboarding. Human Resources has an excellent checklist for all new employees and a section with specific information for new graduate student academic employees at the bottom of the page.
Several items must be addressed no later than the week prior to the beginning of Fall classes and preferably soon after you arrive in Austin, so your job appointment will be ready to go and approved before September 1.
- You already have a UT EID and password combination as part of the application process; if you have not upgraded to a High Assurance EID, head to the ID Center and get this done, along with getting your UT Austin student photo ID.
- The ID Center requires that you present some type of photo ID, such as a current drivers license or state ID card from Texas or your home state or a passport. A student photo ID from a previous academic institution is not a valid form of ID.
- It is blistering hot in August; we recommend doing these types of errands early in the morning (before 10 am) to beat the heat. There will be few lines (undergrads are still asleep) and it will be relatively cooler.
I-9 Employment Eligibility Verification
Although UT Austin uses an online process to submit the I-9 form, you must decide which identification documents you will use to establish identity and employment authorization. You can review the information needed to complete an I-9 form here.
If you bring a U.S. passport, you do not need any other documents. If you do not have a passport or prefer to use other documents, you need to bring one document from List B and one document from List C. If using a Social Security card as a document from List C, it must be the original blue card and not a copy.
Criminal History Background Check
The department will initiate the online Criminal History Background Check form. The background check is now required by the University of Texas at Austin.
Once the background check has been initiated, an email will be sent to you requesting information, including previous addresses and how long you have lived at each address and other information. Please respond to the link in the email and complete the required information immediately. Check your junk mail folder to make sure it hasn’t been diverted.
Workday will walk you through the onboarding process. Once this is done, you will be able to access the following items in the online checklist.
Review your TA packet carefully, and plan on attending a Graduate Student Employee Insurance orientation if you have further questions.
Although school begins in late August, your appointment and health insurance (for those with a 20 hour/week appointment) do not become active until September 1. Your first paycheck will arrive October 1.
- You can find the information about the Glacier–Nonresident Tax Compliance System here: https://afm.utexas.edu/tax-services/glacier.
- Additional information regarding Nonresident Taxes: https://afm.utexas.edu/tax-services/nonresident-taxes
- Please note Glacier and Sprintax are two different software that serve two separate functions. Glacier is used to determine how to tax nonresident payments as they are issued from UT and is a separate process from filing an annual return with the IRS. Our office only handles Glacier. Sprintax is a nonresident tax preparation software that assists with filing a nonresident tax return. Texas Global handles the Sprintax software.