UT Shield

New Grad Student Employees

New Graduate Student Employee To-Do List

For LLILAS TAs, GRAs, and AIs, a comprehensive guide to onboarding will be sent via email. 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.

International Student Employment Checklist 2022-2023

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.

Set up your ID

  • 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 (i.e. physical ID), 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 onboarding 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. The first paycheck will arrive October 1. 

Employee Taxes

U.S. Citizen Tax Information:

Non-U.S. Citizen Tax Information: