Graduate Assistants are employed for specific contract periods.  For job codes 9183 and 9184, the appointment should be based on the appropriate appointment period (e.g., Semester I, II, or the 9-month academic year), not a default annual appointment.  A 12-month appointment should only be made when the Graduate Assistant truly is a 12 month employee.  

Click here to learn how to calculate the correct salary to input on the appointment paper.

Click here to learn about Student FICA Status.

For initial appointments (original hires, rehires, or transfers to different departments), you may submit the pay distribution and warrant distribution information on the Appointment Distribution Form  or on the appointment paper/Appointment Status Form.

• If providing the information on the appointment paper or Appointment Status Form, we ask that you submit two copies of the form. 

• Since the appointment and the pay distribution processes are segregated in many departments, you may need to work closely with your counterpart to ensure a coordinated submission of both pieces of information. Sending the pay distribution and warrant distribution information apart from the appointment paperwork will result in a less efficient process, which may cause errors and delays. In addition, if you fail to submit the warrant distribution along with your pay distribution information it could result in the employee's paycheck being distributed to the wrong location/department on payday. 

• This process is voluntary and offered to you as an added service. While you are not required to follow this process, we encourage you to do so to ensure timely and accurate pay distribution and warrant distribution information.

New Hire Paperwork  for new employees who are not in GEMS
 
All forms and documents should be completed and submitted to the appropriate Appointment Representative no later than the 3rd day of initial employment.

	GEMS Appointment Form
		Complete the highlighted fields
		Use the appropriate job code
		Authorized signature from administrative or accountable officer
	RightStart Letter of Offer- signed acceptance by employee
		Refer to the GAU Bargaining Agreement for information required in the letter of offer
	I-9 Form (you must have Adobe Acrobat Reader to access this form)
		Properly completed by employee and the employer (see first page of the form for instructions)
		Verification of identity, employment and eligibility
		Must be completed within 3 business days of the hire date (employee must complete the top section and sign by 1st day of employment)
		Updating and re-verification section is filled out for a change in status and extension of expired documents
		Original copy of this form is required to be on file in Human Resources
	W-4 Form & Copy of Social Security Card
		Completed accurately and signed by the employee
		Foreign Nationals may not claim "EXEMPT" on this form (if their country has a tax treaty with the United States, the appropriate 8233 forms for exemption can be filled out with Gale Acierto in Payroll, 974-8401)
	New Employee Information Sheet (you must have Adobe Acrobat Reader to access this form)
		Loyalty Oath on form must be notarized
		Please use revised form that does not include questions pertaining to disability (revision date 8/01)
	USF Application
		Completed accurately
		Review questions pertaining to conviction and substance abuse
		Note information regarding relatives working for the University to ensure no violation of nepotism rule
		Employee original signature on certification (last) page
Additional Paperwork (Conditionally Required)
	Foreign National Information Form (FNIF) - Required for all Non-Resident Aliens (otherwise known as "temporary aliens"); legible copies of the following documents must be attached to the FNIF and submitted with the appointment package in order for the package to be processed.  For more information on appointing non-citizens, go to the International Employees page.
		Copy of Social Security Card
		Copy of unexpired Passport (displaying name, passport #, & expiration date)
		Copy of I-94 card (displaying admission date and number, & visa type {e.g., F1 or J1})
		Copy of DS-2019 (formerly IAP-66) if J1 visa
		Copy  of I-20 if F1 visa
		Copy  of I-797a if H1B visa
		OR, in lieu of documents listed above, Resident Aliens require a copy of I-551 Resident Alien Card (Green Card)

 

Please follow instructions for filling out an I-9 for Non-Resident employees via our I-9 presentation.