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Information for Graduate Student Employees

  1. Please complete registration by clicking the “Confirm Attendance” button on MY Tuition Bill no later than 5 p.m. on the due date. More information here: https://onestop.utexas.edu/managing-costs/paying-your-tuition
  2. Each Semester non-resident students must submit a non-resident entitlement form. See instructions at the bottom of the page.
  3. International Graduate Student Insurance Waiver Information: https://global.utexas.edu/isss/advising-services/insurance/waivers

Academic Employment Eligibility

Complete conditions for academic student jobs: https://gradschool.utexas.edu/finances/student-employment/conditions.

Graduate school policies regarding Grad Student Academic Employment Appointments: https://gradschool.utexas.edu/academic-employment.

Suggestions for pay: https://hr.utexas.edu/student/student-employee-compensation

New Graduate Student Employee To-Do List

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 classes.

  • 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.

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.

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. Plan on attending a Graduate Student Employee Insurance orientation if you have further questions.

Employee Taxes

Residents: https://gradschool.utexas.edu/finances/tax-considerations-for-graduate-students

Non-residents: https://global.utexas.edu/isss/advising-services/taxes

If you have been appointed to work as a 20-hour or more GRA. Please make sure to read below and check the New Student Employee Checklist to be sure you have completed everything!

  1. Background Check: Please be aware you will be receiving an email from hrs-bgcheck@utlists.utexas.edu requesting authorization to perform a background check. This is not spam! Please complete it as soon as you receive it.
  2. Workday: You will receive an email invitation from UT’s hiring system: Workday. Please login and complete all the tasks that show up in your Workday inbox, which include requests for information such as contact info, direct deposit, withholding, step 1 of the I-9 process, etc.
  3. Employment Authorization: You are required by law to have a completed I-9 on file by your first official day of work, so it is very important that all I-9 tasks are completed by then. There are 3 steps to this process: 1. Complete the “Step 1 of the I-9” task in your Workday inbox. 2. Please gather your documents now to be sure you have everything you need. Refer to the list of acceptable documents found here. 3. Complete an I-9 form either in person or remotely. Jill Velez will be sending more info on this process soon, but again, please start gathering your documents now.
  4. Selective Service: All U.S. male employees between 18-25 must complete the eligibility and verification process. You must do so by Sept 1. If this pertains to you, this task will be included in your onboarding tasks in Workday.
  5. Claim Resident Tuition Entitlement by Reason of Student’s Employment: If you are appointed for 20 hours per week AND you are a non-resident of Texas, you must go to UT Direct to claim a waiver for the non-resident portion of tuition. You must do this every semester after registration and prior to payment. See Section A below entitled “How to Claim Resident Tuition” for more information.
  6. Tuition Reduction: Graduate students employed as TAs, AIs, or GRAs* are eligible for the TRB, the amount determined by the number of hours employed per week during the fall or spring as specified below: For half-time appointments (20 hours/week) or more, the TRB provides 9 credit hours of resident (in-state) tuition. For appointments between 10 and 19 hours/week, the TRB provides ½ of the 9- hour resident tuition amount. For appointments between 1 – 9 hours/week, no TRB is provided.
  7. Insurance Benefits: Students with a 20 GRA appointment maybe eligible are to University-sponsored health insurance benefits. You will be prompted to select benefits through the onboarding tasks in Workday, generating an email to be sent to you with a link to My UT Benefits. You will be given the option to elect additional benefits when enrolling, such as vision or dental. Full enrollment is due within 30 days of your start date. Detailed information about the insurance options offered by the university is available on the Student Employment Insurance Benefits page.
  8. International Students Health Insurance: International students with an eligible 20 hour per week GRA assignment must request a waiver of the mandatory international student insurance if they do not want coverage. For more information and/or to waive coverage, please go to this site: International waivers. You must do this EVERY semester to avoid being charged for the international insurance. The Student Insurance charge will be removed; however, the Medical Evacuation and Repatriation fee will remain on the bill. Click here to see your bill: My Tuition Bill. Questions can be directed to intlinsurance@austin.utexas.edu.
  9. Trainings: New employees are required to complete online compliance and safety training about university policies, duties, benefits, teaching tips, and mandatory ethics training within the first 30 days of employment. You will receive an email directing you to UT Learn.

  1. How to Claim “Resident” Tuition [If you are a Texas resident, skip to part B.]
    • If you are a non-resident of Texas, and IF you are awarded a 20-hour GRA position, you must go online EVERY semester to claim a waiver of the non-resident portion of tuition.
    • This first time, you must wait until you are registered to claim this benefit.
    • Then pay (at least apportion of) your amended Fee Bill by 5:00 pm on the due date. Your appointment cannot go through until you pay and confirm attendance.

This Resident Tuition Entitlement is only available through the web in UT Direct (bookmark, make it a repeating task in your calendar!):

  • Go to: https://utdirect.utexas.edu/acct/fb/waivers/rte_request.WBX
    • Click on Request Waiver on the left.Fill in Request for Semester: Based on: My EmploymentPlace: University of Texas at AustinEligible Job Title: (non-faculty)Eligible Employees ID: Enter your UT EID and Name
    • Review and Certify: I have read and agree to the above statement.

You’ll receive a message that the request is approved. Once approved, the waiver will be subtracted from your bill immediately. You may review the revised tuition amounts on “My Tuition Bill.” The waiver will be listed as “LESS EXEMPTION/WAIVER.”

Tuition Reduction Benefit

Under this center, GRAs receive tuition reductions from the Office of Graduate Studies. The amount is dependent on the number of hours of the appointment (10-19 and 20+). It is paid on a semester basis. The subtraction will be listed as “LESS THIRD-PARTY BILLING.” Check your bill the first week of classes to ensure this has been applied.

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