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 Administrative Services Center (ASC), 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 The ASC Portal. 

Step 2: Complete in-person onboarding no later than the close of business on your third day of employment.
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:  

• Contact the Administrative Services Center to make an appointment to complete your Form I-9 and Security Questionnaire in person. 
• Bring original (no photocopies), unexpired identification to the appointment. Click here to see list of accepted documents.   
• Visit the Administrative Services Center at 500 Tech Pkwy for your scheduled appointment to complete in-person onboarding. 
• If you are not located within the metro Atlanta area and need a remote option, please contact the Administrative Services Center to find an appropriate location near you. Note: If you are located outside of the United States, you will need to wait until arrival in the U.S. to complete onboarding.  
• Failure to complete the in-person onboarding requirement will result in job termination.

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

• Visit Student Health Insurance Plan site to learn more about student health insurance options.  
• 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. Watch these short videos for step-by-step instructions on: How to Use the Web Clock for Time Reporting and/or How to Use the KABA Clock for Time Reporting.

• Visit the Payroll website to view biweekly and monthly payroll calendars

Step 4: Confirm your new job record is activated in OneUSG Connect (on or after the start date of the position). 

• 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 view your job details in OneUSG, contact your Hiring Manager or Hiring Department Representative.  

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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 the Graduate Institute Orientation through Canvas, graduate students 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 the student employee onboarding event.
• For any questions regarding the hiring paperwork, submit a ticket in the ASC Portal. 

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 no later than the close of business on your third day of employment.
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:  

• Contact the Administrative Services Center to make an appointment to to complete your Form I-9 and Security Questionnaire.  

• 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 and need a remote option please contact the Administrative Services Center to find an appropriate location near you. 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.

• Visit Student Health Insurance Plan site to learn more about student health insurance options.  

• 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. Watch these short videos for step-by-step instructions on: How to Use the Web Clock for Time Reporting and/or How to Use the KABA Clock for Time Reporting. 

• Visit the Payroll website to view biweekly and monthly payroll calendars. 

Step 6: Confirm your new job record is activated in OneUSG Connect (on or after the start date of the position).

• 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 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 Direct Deposit (Job Aid: How do I Update my Direct Deposit Information?)  

• 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 (SSN), you must apply for one:

• Review OIE's website for current SSN process:
  https://isss.oie.gatech.edu/content/social-security-numbers
• Request a Social Security support letter from OIE by logging into iStart and submitting the OIE On-Campus Employment Letter Request e-form found under SSN and Taxes. You will be required to upload your job offer letter into the e-form. A support letter will be generated for you and you'll be notified of pick-up options.
• Gather necessary documents (refer to New Hire Checklist). 
• Once the Social Security Card is received, submit the Social Security Number Update e-form in iStart. 

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Step 1: Confirm your new job record is activated in OneUSG Connect (on or after the start date of the position):

• 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 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 Direct Deposit (Job Aid: How do I Update my Direct Deposit Information?)  

• 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 

• Visit Student Health Insurance Plan site to learn more about student health insurance options.  
• 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. Watch these short videos for step-by-step instructions on: How to Use the Web Clock for Time Reporting and/or How to Use the KABA Clock for Time Reporting. 

• Visit the Payroll website to view biweekly and monthly payroll calendars. 

If you are a Rehire or Transfer from another GT department 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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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 the ASC Portal.  

Step 2: Complete in-person onboarding no later than the close of business on your third day of employment.
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: 

• Contact the Administrative Services Center to make an appointment to complete your complete your Form I-9 and Security Questionnaire in person.  
• 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 and need a remote option, please contact the Administrative Services Center to find an appropriate location near you. 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

•  ​Visit Student Health Insurance Plan site to learn more about student health insurance options.  

• 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. Watch these short videos for step-by-step instructions on: How to Use the Web Clock for Time Reporting and/or How to Use the KABA Clock for Time Reporting.  

• Visit the Payroll website to view biweekly and monthly payroll calendars. 

Step 4: Confirm your new job record is activated in OneUSG Connect (on or after the start date of the position).

• 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 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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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. Note: this might be the same or different from a student's home/academic department.

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 (administered by Equifax). After the online paperwork is submitted, new hires will need to schedule an appointment to complete onboarding, which includes notarization of a Security Questionnaire and Form I-9 section 2 verification. Failure to complete the required in-person portion of onboarding by day 3 of employment will result in termination. 

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 Tech 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 within the OneUSG Connect application. (Note: This is not the same as a GTID#)