Graduate Student Employee Processing

Graduate Student Employee Processing (GSEP) August 17-18, 2016 from 9:00 a.m. to 4:00 p.m on the third floor of the Clough Undergraduate Learning Commons (CULC). During processing, new graduate student employees (GRAs, GTAs, and GAs) can submit documents for payroll processing and begin the on-boarding process.

Before coming to GSEP, you will need to complete and bring in several documents and 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 several 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 processing.

Read the following instructions carefully. Complete as much as you can. 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.

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

Step 2: Complete the New Hire Employment Package
You will need to complete the following forms before arriving at GSEP:

  • Personal Data Form (page 1)
  • Federal Form W-4 (page 3)
  • Worker's Compensation Memorandum (page 7)
  • Security Questionnaire (page 8)  Do not sign the loyalty oath on this form until you are at GSEP and in the presence of a notary.
  • Authorization Agreement for Automatic Deposits (page 10)*
  • Intellectual Property Agreement (page 11)
  • State of Georgia Form G-4

*Authorization Agreement for Automatic Deposits:

The Authorization Agreement for Automatic Deposits allows Georgia Tech Human Resourcesto automatically deposit your paychecks in your bank account. Filling out this form is mandatory.

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. You must complete this process for your paycheck to automatically deposit into your account.

If there is any part of the package that you cannot complete or are unsure about, please print what you have and bring the package to GSEP. Any questions you may have will be answered there.

Step 3: 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 office.

Read the following instructions carefully. Complete as much as you can. 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.

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

Step 2: Complete the New Hire Employment Package 
You will need to complete the following forms before arriving at GSEP:

  • Personal Data Form (page 1)
  • Federal Form W-4 (page 3)
  • Worker's Compensation Memorandum (page 7)
  • Security Questionnaire (page 8) - Do not sign the loyalty oath on this form until you are at GSEP and in the presence of a notary.
  • Authorization Agreement for Automatic Deposits (page 10)*
  • Intellectual Property Agreement (page 11)
  • State of Georgia Form G-4

*Authorization Agreement for Automatic Deposits: 

The Authorization Agreement for Automatic Deposits allows the Payroll office to automatically deposit your paychecks in your bank account. Filling out this form is mandatory.

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. 

If there is any part of the package that you cannot complete or are unsure about, please print what you have and bring the package to GSEP. Any questions that you may have will be answered there.

Step 3: 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 available at the end of the data collection process and bring them with you to GSEP.

Step 4: 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. You must also bring both of the following items:

  1. The formal offer letter from your department at Georgia Tech
  2. A social security letter from your department; ask at your department for this letter

Step 5: 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 GT but has not worked within the past year will need to take the following steps before attending Graduate Student Employee Processing (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: Bring a completed copy of the Rehire Employment Package with you to GSEP.

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