Student Onboarding

Employment

Student Onboarding

Student Employee Onboarding Event 2024, August 14-16 9 a.m. to 4 p.m. Located at the School of Industrial and Systems Engineering (ISyE), College of Engineering (across from the Exhibition Hall) - 755 Ferst Drive NW Atlanta, GA 30318

Click the dates below to register for a time slot. The event is for all newly hired graduate and undergraduate student employees and rehires who have not worked at Georgia Tech in the last two years who need assistance completing their in-person onboarding requirements. The Student Hire Packet must be completed prior to the appointment.

August 14 | 9 a.m. – 4 p.m.
August 15 | 9 a.m. – 4 p.m.
August 16 | 9 a.m. – 4 p.m.

If you are unable to attend the Student Employee Onboarding event, contact the Administrative Services Center to make an appointment to complete your final onboarding step no later than 3 days after your employment start date.

Social Security Administration representatives will be on campus on the following dates to accept SSN applications; no appointment is needed.

August 28 – 30 | 9:00 a.m. – 4:00 p.m.
September 17 – 19 | 9:00 a.m. – 4:00 p.m.
John Lewis Student Center – Peachtree Room

1. Start Here

Self-enroll in the Student Employee Onboarding Tutorial

2. Select the option that best describes you.

New Hire
  • 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 over two years ago
Rehire/Transfer
  • 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 within the past two years
Affiliate rehired as a Student Employee

I have worked as an Affiliate and have a USG Employee ID number, but have never received a paycheck from Georgia Tech

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 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 three days of your employment start date.

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 Parkway for your scheduled appointment to complete in-person onboarding.
  • If you are not located within the metro Atlanta area, please contact the Administrative Services Center to learn about remote onboarding options. 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. Check with your Hiring Manager for guidance.
    • Hourly paid employees will report time via the Physical Time Clock or Web Clock. Review the following knowledge articles for step-by-step instructions on: Reporting Time – Web Clock and/or Reporting Time – Physical Time Clock.
  • 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: Access Employee Self Service and complete the following:
Step 6: Complete Right to Know Training (USG Requirement).
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.
  • 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 three days of your employment start date.

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.
  • 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 Administrative Services Center at 500 Tech Parkway for your scheduled appointment to complete in-person onboarding.
  • If you are not located within the metro Atlanta area, contact the Administrative Services Center to learn about remote onboarding options. 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. Check with your Hiring Manager for guidance.
    • Hourly paid employees will report time via the Physical Time Clock or Web Clock. Review the following knowledge articles for step-by-step instructions on: Reporting Time – Web Clock and/or Reporting Time – Physical Time Clock.
  • 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:
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:
    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.
Rehire/Transfer
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:
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. Check with your Hiring Manager for guidance.
    • Hourly paid employees will report time via the Physical Time Clock or Web Clock. Review the following knowledge articles for step-by-step instructions on: Reporting Time – Web Clock and/or Reporting Time – Physical Time Clock.
  • Visit the Payroll website to view biweekly and monthly payroll calendars.

If you are a Rehire or Transfer from another Georgia Tech department and still receive a Student Hire Packet email from donotreply@equifax.com, notify the Administrative Services Center by phone or submitting a help request. Failure to submit a ticket will result in a hiring delay.

Affiliate rehired as a Student Employee Onboarding
Step 1: Complete online Student Hire Packet.

After your hiring department submits your new hire transaction to the 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 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 three days of your employment start date.

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 the Administrative Services Center at 500 Tech Parkway for your scheduled appointment to complete in-person onboarding.
  • If you are not located within the metro Atlanta area, contact the Administrative Services Center to learn about remote onboarding options. 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. Check with your Hiring Manager for guidance.
    • Hourly paid employees will report time via the Physical Time Clock or Web Clock. Review the following knowledge articles for step-by-step instructions on: Reporting Time – Web Clock and/or Reporting Time – Physical Time Clock.
  • 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)

Questions about Student Onboarding

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. 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#)