Requirements for Academic Employees
Payroll and Work Authorization
- Payroll is a monthly process and the first paychceck for student academic employees (TA, AI & GRA) arrives on October 1st for the month of September. Then November 1st for October, etc. Since fall apointments technically end on Jan. 15 and spring appointments technically begin on Jan. 16, January's paycheck is received in two installments. The first half of January will arrive in the 3rd week of January, and the second half will arrive on February 1st. June 1st is the final paycheck for the month of May.
- Prior to arrival on campus, the Graduate Coordinator will send all new academic employees an online request that asks you to authorize a background check. This is the first step in creating the TA/AI/GRA appointment and can be accessed through this system.
- After you submit your background check authorization, you will then receive a follow-up request online asking you to begin the I-9 federal employment eligibility process. Please complete both the background check and I-9 online forms as soon as possible. Then, upon arrival on campus, you will need to present the following identification to the Graduate Coordinator to complete the process:
- Valid passport, or
- Social security card AND valid driver's license
- New international students cannot start this process early because they can only request a social security number after arrival in the USA and at least 2 days after registering for classes. Visit this page to learn about the process of obtaining a SSN.
- You will not be able to receive payment until you complete your Paycheck Profile, Bank Info, and W2 through your Finances page. Also visit Payroll Services for valuable information.
- Similarly, all academic employees are required to do their online compliance training through Human Resources before your appointment can be approved. Please visit this page for a full list of required and elective training items. You can access the modules that you're required to complete through this system. However, this must wait until shortly after the appointment has been created and approved.
- These steps are also oulined on the Human Resources webiste: New Student Employee Checklist.
Students are taxed at different rates depending on their personal circumstances: single, married, children, international status, etc. Therefore, it is impossible to provide an exact figure about what to expect to be withheld from the monthly paycheck. However, most single students are taxed an average of $150-$200 per month. The more dependents one has, the less taxes will be incurred.
International students may have a tax treaty with the USA, up to a certain amount, depending on their home country. Please visit this page for details. International students must also set up a GLACIER account, which is tax preparation software. Successful completion of a GLACIER profile means that students with tax treaties will not have taxes withheld from their monthly paychecks.
- Review information about the faculty/staff level medical insurance you will receive. This comes at no cost to the student and you are automatically enrolled in the medical insurance plan with Blue Cross Blue Shield. However, if you wish to add dental and/or vision coverage, you must submit the Insurance Enrollment/Change Application form on this page to Human Resources within the first 30 days of employment (by Sept. 30, 2015). Alternatively, after your appointment reaches final approval around Sept. 01, it is possible that you will receive email instructions from Human Resources asking if you wish to opt in for optional dental and/or vision plans.
- If you wish to add medical/dental/vision for a spouse or child, please submit the Dependent Information and Proof of Relationship Cover Sheet forms, found on the same page. You may email/fax these to the number at the top of the forms, or walk it over to Human Resources in person.
- Benefits eligibility - by appointment type - can be seen here.
- Medical insurance rates for dependents are listed on this page. The cost of adding a dependent to your medical plan, or any of the following dental/vision plans, will come out of your monthly paycheck:
- UT Select Delta Dental (Standard): ~$30/month (what most people choose)
- UT Select Delta Dental (Enhanced): ~$60/month (most comprehensive)
- Dental HMO: ~$10/month (very basic and not accepted by some providers)
- Vision: ~$7/month
Sample Tuition Bill for Fall 2015
$8,016 = 9 credit hours of non-resident tuition. Only appears on the tuition bill after registration in 9 credit hours.
-$3,972 = Value of tuition waiver after it is claimed online by the student each semester (choose non-faculty, student-contact option)
-$3,784 = Tuition Reduction Benefit, processed by the Graduate Coordinator with university funds
-$260 = Additional tuition reduction benefit provided by the College of Liberal Arts
$0 = Amount due no later than 5 PM on August 31, the fourth class day of Fall 2015
When the bill reaches $0, you must confirm attendance on the bill in order to avoid canceled registration and additionally in order to begin receiving employment or fellowship stipends. Alternatively, if you must pay a small balance (e.g. $10 general property deposit) then the act of payment will automatically "confirm attendance" for you).
This process repeats each semester of employment.
International students: each semester you will owe the $125/semester ISSS fee + $40/semester emergency medical evacuation fee, which are charged to the tuition bill. International students must additionally claim their insurance waivers each semester to remove those charges from the tuition bill.
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