Student Onboarding

Have you been offered and accepted a job with Georgia Tech? As a student employee, you'll need to complete some HR steps prior to starting your position. 

Start Here: 

 Self-enroll in the Student Employee Onboarding Tutorial 

      

Next, select the option below that best describes you.

  • I have never received a paycheck from Georgia Tech or another University System of Georgia institution OR 
  • I do not have a USG Employee ID number OR 
  • I have received a paycheck from Georgia Tech, but it was prior to July 2019 
  • I am currently receiving a Georgia Tech paycheck and my current job is being extended OR 
  • I am currently receiving a Georgia Tech paycheck, but am starting a new job OR 
  • I am currently receiving a Georgia Tech paycheck, but am adding a job OR 
  • I am not currently receiving a Georgia Tech paycheck, but have received one since July 2019 
  • I have worked as an Affiliate and have a USG Employee ID number, but have never received a paycheck from Georgia Tech              

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New Hire Onboarding — U.S. Citizens and Green Card Holders

Download the New Hire Checklist (U.S. Citizen/Green Card)

Step 1: Complete online Student Hire Packet.
After your hiring department submits your new hire transaction to Human Resources, complete your online Student Hire Packet via the University System of Georgia Employment Center. 

  • You will receive two emails: one will contain your Login ID and link to the Student Hire Packet and the second will contain your password.
  • These emails will come from DONOTREPLY@Equifax.com. If you cannot find the email, check your spam folder.
  • For any questions regarding the hiring paperwork, submit a ticket in Service Now

Step 2: Complete in-person onboarding.
After you complete the online Student Hire packet, you will receive an email with the subject, Further Action is Required. Once that email is received:  

  • Schedule an appointment at Georgia Tech Human Resources to complete your I-9 and Security Questionnaire. 
  • Bring original (no photocopies), unexpired identification to the appointment. Click here to see list of accepted documents.   
  • Visit Georgia Tech Human Resources at 500 Tech Pkwy for your scheduled appointment to complete in-person onboarding. 
  • If you are not located within the metro Atlanta area, visit the Remote Onboarding page to learn how to complete this step. Note: If you are located outside of the United States, you will need to wait until arrival in the U.S. to complete onboarding.  

Step 3: Review student health insurance plans, training, time reporting, and payroll schedule. 

  • GRAs, GTAs, and Graduate Assistants who are paid monthly will not need to report time. Note: You will be paid at the end of the month for time worked (i.e. The paycheck received at the end of January will be for work completed in January). 
  • Resident Assistants have an internal process for time reporting. Please check with your Hiring Manager for guidance. 
  • Hourly paid employees will report time via KABA Clock or Web Clock. Complete training: Web Clock or KABA Clock.  
  • Visit the Payroll website to view biweekly and monthly payroll calendars

Step 4: Confirm your new job record is activated in OneUSG Connect (3-7 days after onboarding is complete)

  • Log in via the OneUSG Connect icon with your Georgia Tech account and password.  
  • You may need to follow the prompt to complete the USG Single Sign-on Authentication.  
  • From Employee Self Service screen, click 'Company Directory' tile and search for your name to see if the correct job is activated.  
  • If you were not able to log in or if the correct job is not activated, your hiring is not complete, and you should check again in a few days. 
  • If it has been 2 or more weeks since your department informed you of your job and you are not able to view your job details in OneUSG, contact your Hiring Manager or Hiring Department Representative. 

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New Hire Onboarding  Foreign National Students

Download the New Hire Checklist (Foreign National)

Step 1: Complete International Student Check-In online with Georgia Tech Office of International Education (OIE). 

Step 2: Complete online Student Hire Packet.
After your hiring department submits your new hire transaction to Human Resources, complete your online Student Hire Packet via the University System of Georgia Employment Center

  • You will receive two emails: one will contain your Login ID and link to the Student Hire Packet and the second will contain your password.
  • These emails will come from DONOTREPLY@Equifax.com. If you cannot find the email, check your spam folder.
  • As part of your online Graduate Institute Orientation through Canvas, you will also receive access to a supplemental module on Graduate Student Employee hiring. This module will walk you through how to complete your Student Hire Packet, GLACIER, Social Security Application, and onboarding at GradHiring.
  • For any questions regarding the hiring paperwork, submit a ticket in Service Now

Step 3: Complete GLACIER online paperwork (International Tax Compliance).

  • All foreign nationals working at Georgia Tech must utilize GLACIER. 
  • Once you have arrived in the U.S., login to GLACIER and complete Data Entry.  
  • Upload signed documents to iStart prior to in-person onboarding. 

Step 4: Complete in-person onboarding.
After you complete the online Student Hire packet, you will receive an email with the subject, Further Action is Required. Once that email is received:  

  • Bring original (no photocopies), unexpired identification to the appointment. Print out your I-94 and bring a physical copy for final onboarding. Click here to see list of accepted documents.  
  • Visit Georgia Tech Human Resources at 500 Tech Parkway NW, Atlanta, GA 30332-0435 for your scheduled appointment to complete in-person onboarding. 
  • If you are not located within the metro Atlanta area, visit the Remote Onboarding page to learn how to complete in-person onboarding. Note: If you are located outside of the United States, you will need to wait until arrival in the U.S. to complete onboarding. 

Step 5: Review student health insurance plans, training, time reporting, and payroll schedule.

  • Complete Employee Self Service Training for OneUSG Connect. 
  • Complete Electronic Conflict of Interest form. 
  • Confirm how you will report time with your Hiring Manager.  
    • GRAs, GTAs, and Graduate Assistants who are paid monthly will not need to report time. Note: You will be paid at the end of the month for time worked (i.e. The paycheck received at the end of January will be for work completed in January). 
    • Resident Assistants have an internal process for time reporting. Please check with your Hiring Manager for guidance. 
    • Hourly paid employees will report time via KABA Clock or Web Clock. Complete training: Web Clock or KABA Clock.  
  • Visit the Payroll website to view biweekly and monthly payroll calendars. 

Step 6: Confirm your new job record is activated in OneUSG Connect (3 - 7 days after onboarding is complete).

  • Log in via the OneUSG Connect icon with your Georgia Tech account and password.  
  • You may need to follow the prompt to complete the USG Single Sign-on Authentication. 
  • From Employee Self Service screen, click 'Company Directory' tile and search for your name to see if the correct job is activated.  
  • If you were not able to log in or if the correct job is not activated, your hiring is not complete, and you should check again in a few days. 
  • If it has been 2 or more weeks since your department informed you of your job and you are not able to view your job details in OneUSG, contact your Hiring Manager or Hiring Department Representative. 

Step 7: Access Employee Self Service and complete the following:

  • Verify your mailing address (Job Aid: How Do I Change My Address?)  
  • Verify your phone number(s) (Job aid: How Do I Update My Phone Number?)  
  • Enter or edit your military/veteran status (OneUSG Connect > Personal Details > Veteran status)  
  • Enter or edit your race/ethnicity (OneUSG Connect > Personal Details > Ethnic Groups)  

Step 8: Complete Right to Know Training (USG Requirement). 

Step 9: If you do not currently have a Social Security Number, you must complete the following:

  • Request an interview appointment for the Social Security Administration via the SSA Assistance Request e-form in iStart (under the SSN and Taxes section of the site). 
  • Receive your confirmed Social Security Administration appointment date, time, and location from the Office of International Education via email. 
  • Gather necessary documents (refer to New Hire Checklist). 
  • Once the Social Security Card is received, update GLACIER with the number and schedule an appointment with Georgia Tech Human Resources to show the original card (no photocopies). 

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Rehire/Transfer

 

Step 1: Confirm your new job record is activated in OneUSG Connect:

  • Log in via the OneUSG Connect icon with your Georgia Tech account and password.  
  • You may need to follow the prompt to complete the USG Single Sign-on Authentication. 
  • If you were able to log in, you should see a screen for Employee Self Service  
  • Click 'Company Directory' tile and search for your name to see if the correct job is activated  
  • If you were not able to log in or if the correct job is not activated, your hiring is not complete, and you should check again in a few days. 
  • If it has been 2 or more weeks since your department informed you of your job and you are not able to view your job details in OneUSG, contact your Hiring Manager or Hiring Department Representative 

Step 2: Once your job record is activated in OneUSG Connect, access Employee Self Service and complete the following:

  • Verify your mailing address (Job Aid: How Do I Change My Address?)  
  • Verify your phone number(s) (Job aid: How Do I Update My Phone Number?)  
  • Enter or edit your military/veteran status (OneUSG Connect > Personal Details > Veteran status)  
  • Enter or edit your race/ethnicity (OneUSG Connect > Personal Details > Ethnic Groups)  

Step 3: Review student health insurance plans, training, time reporting, and payroll schedule 

  • GRAs, GTAs, and Graduate Assistants who are paid monthly will not need to report time. Note: You will be paid at the end of the month for time worked (i.e. The paycheck received at the end of January will be for work completed in January). 
  • Resident Assistants have an internal process for time reporting. Please check with your Hiring Manager for guidance. 
  • Hourly paid employees will report time via KABA Clock or Web Clock. Complete training: Web Clock or KABA Clock.  
  • Visit the Payroll website to view biweekly and monthly payroll calendars. 

If you are a Rehire or Transfer and still receive a Student Hire Packet email from donotreply@equifax.com, notify GTHR by submitting a ticket via ServiceNow. Include your Employee ID in the ticket, which can be found on your last paycheck. Note: Failure to submit a ticket will result in a hiring delay. 

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Affiliate rehired as a Student Employee Onboarding
 

Step 1: Complete online Student Hire Packet. 
After your hiring department submits your new hire transaction to Human Resources, complete your online Student Hire Packet via the University System of Georgia Employment Center. 

  • You will receive two emails: one will contain your Login ID and link to the online Student Hire Packet and the second will contain your password. 
  • These emails will come from DONOTREPLY@Equifax.com. If you cannot find the email, check your spam folder. 
  • For any questions regarding the hiring paperwork, submit a ticket in Service Now.  

Step 2: Complete in-person onboarding
After you complete the online Student Hire packet, you will receive an email with the subject, Further Action is Required. Once that email is received: 

  • Visit Georgia Tech Human Resources at 500 Tech Pkwy for your scheduled appointment to complete in-person onboarding. 
  • If you are not located within the metro Atlanta area, visit the Remote Onboarding page to learn how to complete in-person onboarding. Note: If you are located outside of the United States, you will need to wait until arrival in the U.S. to complete onboarding. 

Step 3: Review student health insurance plans, training, time reporting, and payroll schedule

  • GRAs, GTAs, and Graduate Assistants who are paid monthly will not need to report time. Note: You will be paid at the end of the month for time worked (i.e. The paycheck received at the end of January will be for work completed in January). 
  • Resident Assistants have an internal process for time reporting. Please check with your Hiring Manager for guidance. 
  • Hourly paid employees will report time via KABA Clock or Web Clock. Complete training: Web Clock or KABA Clock.  
  • Visit the Payroll website to view biweekly and monthly payroll calendars. 

Step 4: Confirm your new job record is activated in OneUSG Connect (3 - 7 days after onboarding is complete).

  • Log in via the OneUSG Connect icon with your Georgia Tech account and password.  
  • You may need to follow the prompt to complete the USG Single Sign-on Authentication. 
  • From Employee Self Service screen, click 'Company Directory' tile and search for your name to see if the correct job is activated. Confirm it is the correct job title and not your previous affiliate role. 
  • If you were not able to log in or if the correct job is not activated, your hiring is not complete, and you should check again in a few days. 
  • If it has been 2 or more weeks since your department informed you of your job and you are not able to view your job details in OneUSG, contact your Hiring Manager or Hiring Department Representative. 

Step 5: Right to Know Training (USG Requirement)

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Important Terminology

GradWorks – Platform used by the Office of Graduate Studies for academic approval of hiring Graduate Research Assistants (GRAs), Graduate Teaching Assistants (GTAs), and Graduate Assistants (GAs). Hiring of graduate students starts with initial department approval workflow in GradWorks, then concludes with hiring the student in OneUSG Connect. Note: GradWorks does not replace OneUSG Connect hiring transactions. Student employees must also be hired in OneUSG connect to begin work. 

Hiring Department – Department where you will be working and paid.  

Hiring Manager – Individual who will be supervising you.  

Home Department – Department where you are pursuing an academic major.  

New Hire – An individual who has never worked for Georgia Tech or another USG institution, as well as previous employees who do not have an USG Employee ID number. Note: Student employees who are previous Affiliates with a USG Employee ID number will still need new hire onboarding. 

Onboarding – The completion of online paperwork and in-person documentation verification that is required for starting a job at Georgia Tech. All New Hire employees will need to complete an online student new hire packet via the University System of Georgia’s Employment Center. After that is complete, you will need to schedule an appointment to complete section 2 of your paperwork, which includes I-9 verification and a Security Questionnaire. Onboarding will need to be finished prior to or within 3 days of starting a new position.  

OneUSG Connect – A system currently used by all University System of Georgia institutions to manage all HR transactions, including recruiting and hiring, absence requests, paychecks, retirements, and terminations. 

Rehire – An individual who was previously employed by Georgia Tech or another USG institution. They have had a break in employment and Georgia Tech is re-employing the individual. This individual already has USG Employee ID number but is not currently active on payroll. Rehires will not be required to complete a student hire packet. 

Transfer – An active employee who is leaving one position and moving into a new position, possibly in a different department. 

USG Employee ID number - A 7-digit number assigned to active employees. Individuals terminated after July 1, 2019 should also have this number. If you have a 6-digit legacy employee ID, you will be treated as a new hire.