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New Student Employee Checklist

Welcome to the employment community at The University of Texas at Austin! There are several steps you need to take as you begin working as a student employee. Here’s a checklist to help you.

If you’re a graduate student academic employee, please note the additional steps at the end of the checklist.

Your First Day

  1. ID Card and EID – You probably already have an ID card and upgraded UT Electronic Identification (EID), but if you don’t, go to the ID Center, located on the first floor of the Flawn Academic Center (FAC).
  2. Introduce yourself to your department's HR representative. You need to make sure the department representative knows you’ve been hired in order for your appointment to be processed correctly and for you to be paid on time.
  3. Payroll Information - Complete My Paycheck Profile (EID required) online. If you are unable to use the online Paycheck Profile, download the Payroll Employee Information Form and a Form W-4 from the Payroll Web site and return it to your department representative.
  4. Employment Eligibility Verification - Download the Employment Eligibility Verification (Form I-9) [PDF], complete Section 1, and give the form to your department representative.  Review the list of acceptable documents listed on the Form I-9.  You must provide acceptable identification and work-eligibility documents to your department no later than your third work day.
  5. Acknowledge the Ethics Statement - Read and acknowledge the Standards of Conduct and Political Activities online (EID required). If you are unable to use the online version, you may download the English or Spanish version [PDF] and return it to your department representative.
  6. Selective Service Eligibility - If you're male between the ages of 18 and 25, complete the Selective Service Eligibility and Verification online. If you are unable to use the online version, you may download the form [PDF] and return it to your department representative.
  7. Driving Record - If you'll be driving a university vehicle, see the UTDRIVERS Web site for information on required driver's training.
  8. Conflicts of Interest Policy - Read both the policy and the statute of law concerning conflicts of interest within three business days.
  9. Employee Information - Complete your employee biographical information and your veteran status information.   If you are unable to use the online versions, you may download the Employee Information and State and Federal Veteran Status forms and return them to Employee Records at the address on the forms.

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Your First Week

  1. Supervisor Meeting - Talk with your supervisor about your job description and performance expectations.
  2. Compliance Training - Begin your compliance training. The Sexual Harassment and Equal Employment Opportunity modules are mandated by the state, and the remaining modules are required by the university. For alternate methods of taking the training, call the compliance training coordinator at 512-232-7842.  Your compliance training must be completed within your first month, and many departments prefer that you complete it on your first day.
  3. Read the Employee Compliance Guide - Print and return the signed acknowledgment form to your department representative.
  4. Request for Resident Tuition Entitlement (in-state tuition) - If you are appointed to work in a student academic position and you meet certain requirements, you may qualify for resident tuition rates even if you are a non-resident of Texas.  If you’re eligible you must complete a Request for Resident Tuition Entitlement in order to reduce your tuition bill to the resident amount. You must complete this form every semester.
  5. Nonresident Aliens - Please be sure you have completed your GLACIER record. You should have received your login instructions via the UT Secure Message System within two weeks of beginning employment. The forms generated from GLACIER and required immigration documents should be sent to Payroll Services.

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Graduate Student Academic Employees

  1. New Employee Orientation - If you're a graduate student who is eligible for university insurance benefits, we strongly recommend that you register for and attend the Graduate Student Employee Insurance Orientation (EID required) in the fall or the general UT Austin New Employee Orientation at other times of year.
  2. Insurance Selections - If you’re a graduate student who is eligible for university insurance benefits, you’re automatically enrolled in the basic insurance package on the first day you become eligible. You may also select certain optional benefits (e.g., dental, vision, dependent coverage). Forms are available at new employee orientation sessions and from the Human Resource Service Center. You must make any optional insurance selections and return the completed forms to the Human Resource Service Center within the first 31 calendar days of employment.
  3. Even if you’re eligible for tuition assistance, you must pay any balance on your tuition bill by the published deadlines.  You may apply for a tuition loan to cover tuition payments.
  4. If you’re an international student who is eligible for university insurance benefits, you may apply for a waiver of the required UT Austin student health insurance based on your academic appointment.  Information on application deadlines is available from International Student and Scholar Services.

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