Graduate Student Employee Processing

This page is maintained seasonally — check back in June for detailed 2017 information. 

Graduate Student Employee Processing (GSEP) is August 16-17, 2017, from 9 a.m. to 4 p.m on the third floor of the Clough Undergraduate Learning Commons (CULC). During processing, new graduate student employees (GRAs, GTAs, and GAs) will submit documents for payroll processing and begin the on-boarding process.

Before coming to GSEP, you will need to complete several documents and bring in certain original forms of identification. U.S. citizens and permanent residents are expected to bring different forms than Foreign Nationals. click on the links below to learn more. 

To save time, consider completing the Personal Services Reporting tutorial and assessment before coming (listed below). You must review this presentation and complete the assessment to be in compliance with federal guidelines and regulations governing Georgia Tech's accounting systems. 

 

 

 

 

 

How To Prepare U.S. Citizens

Before attending Graduate Student Employee Processing (GSEP), you will need to complete and bring in certain documents and forms of identification. The information below will guide you through the steps you must take before arriving.

Completing these forms in advance and bringing them with you will greatly reduce the amount of time you will have to spend at the processing event.

Please read the following instructions carefully. 

Step 1: Complete the Employment Eligibility Verification Electronic Form I-9

  • Complete the electronic Form I-9. To log in, use employer code 15799.
    • Click here to view a step-by-step guide on filling out the electronic Form I-9.
    • Click here to view a list of frequently asked questions about the electronic Form I-9.

Step 2: In addition to the form I-9, original identification documents will be required. You will not be able to complete the onboarding process at GSEP if you do not provide acceptable documentation. 

Step 3: Complete the New Hire Employment Package and the State of Georgia Tax Form G-4

Complete as much as you can of the 12-page hire packet. Do not remove any pages. Leave items blank if you do not know the answers. Please do not staple your paperwork; if you need to keep your documents together, use paper clips instead. 

Please note: the packet contains a Security Questionnaire, which you cannot sign until you are at GSEP and in the presence of a notary, and an Authorization Agreement for Automatic Deposits, which allows Human Resources to automatically deposit your paychecks in your bank account. If your bank has provided you with personal checks or a print out with your routing and account number, you may bring them with you for faster processing. 

If you have not set up a bank account by the time of the event, you must update your direct deposit information online later by visiting TechWorks > Payroll and Compensation Home > Direct Deposit at www.techworks.gatech.edu. In order for your paycheck to automatically deposit into your account, you must complete this process. 

Step 4: Print and bring all completed forms to GSEP

  • When you arrive, you should have all the above forms with you and completed to the best of your ability.

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How To Prepare Foreign Nationals

Before attending Graduate Student Employee Processing (GSEP), you will need to complete and bring in several forms and make copies of your immigration documents.

You must bring the following documents with you:

  • Current Passport. If you are applying for a Social Security Number (SSN), also bring one (1) photocopy of biopage and visa stamp.
  • Original I-20 or DS-2019. If you are applying for a Social Security Number (SSN), also bring one (1) photocopy of your I-20 or DS-2019.
  • Original I-94. If you are applying for a Social Security Number (SSN), also bring one (1) photocopy of your I-94.

Completing these forms in advance and bringing them with you will greatly reduce the amount of time you will have to spend at the event.

Please read the following instructions carefully. 

Step 1: Complete the Employment Eligibility Verification Electronic Form I-9

  • Complete the electronic Form I-9. To log in, use employer code 15799.
    • Click here to view a step-by-step guide on filling out the electronic Form I-9.
    • Click here to view a list of frequently asked questions about the electronic Form I-9.

Step 2: In addition to the form I-9, original identification documents will be required. You will not be able to complete the on-boarding process at GSEP if you do not provide acceptable documentation. 

Step 3: Complete the New Hire Employment Package and the State of Georgia Tax Form G-4

Complete as much as you can of the 12-page hire packet. Do not remove any pages. Leave items blank if you do not know the answers. Please do not staple your paperwork; if you need to keep your documents together, use paper clips instead. 

Please note: the packet contains a Security Questionnaire, which you cannot sign until you are at GSEP and in the presence of a notary, and an Authorization Agreement for Automatic Deposits, which allows Human Resources to automatically deposit your paychecks in your bank account. If your bank has provided you with personal checks or a print out with your routing and account number, you may bring them with you for faster processing. 

Step 4: Print and bring all completed forms to GSEP

  • When you arrive, you should have all the above forms with you and completed to the best of your ability.

Please note: the packet contains a Security Questionnaire, which you cannot sign until you are at GSEP and in the presence of a notary, and an Authorization Agreement for Automatic Deposits, which allows Human Resources to automatically deposit your paychecks in your bank account. 

If you have not set up a bank account by the time of the event, you must update your direct deposit information online later by visiting TechWorks > Payroll and Compensation Home > Direct Deposit at www.techworks.gatech.edu. In order for your paycheck to automatically deposit into your account, you must complete this process. 

Step 5: International Tax Compliance GLACIER
You should have received an email from support@online-tax.net. This message is from the Georgia Tech tax compliance software known as GLACIER. All foreign nationals working at Georgia Tech must utilize GLACIER. Once you have arrived in the U.S., please log in as instructed in the email and follow the directions. Print the PDF forms provided at the end of the data collection process and bring them with you to GSEP.

Step 6: Social Security Card
If you are new to the United States and do not have a Social Security Card, please complete and bring the Social Security Card Application Form with you. 

Step 7: Print and bring all the completed forms to GSEP
When you arrive, you should have the above forms with you and completed to the best of your ability.

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How To Prepare Rehires

A student that has been previously employed and/or paid by Georgia Tech within the past 2 calendar years will need to take the following steps and are not required to attend GSEP:

Step 1: Visit http://techworks.gatech.edu (TechWorks) to verify the following:

  • Address Information
  • Federal Tax Information (W-4)
  • State Tax Information (G-4)
  • Direct Deposit Information

Step 2: Certify Compliance online 

Please Note: A student that has been previously employed and/or paid by Georgia Tech but has not worked within the past 2 calendar years must complete the New Hire Employment package and make an appointment to visit the GTHR office before September 1st to update your records. If you are a Foreign National rehire whose work authorization document (I-20/DS-2019) has been extended or renewed, please schedule an appointment and visit the GTHR. 

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