Student Onboarding

Employment

Student Onboarding

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

Onboarding Paperwork and I-9 Verification Process

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

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

Step 1: Complete online onboarding documents.

After your hiring department submits your new hire transaction to Administrative Services Center (ASC), complete your online Online Onboarding Documents via the University System of Georgia Employment Center.

  • You will receive two emails: one will contain your Login ID and link to the Online Onboarding Documents 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 before starting to work.

After you complete the online Online Onboarding Documents, 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.
  • Remote onboarding options are available for employees working outside of the Metro-Atlanta area. Details can be found on the Onboarding Paperwork and I-9 Verification Process webpage. 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 onboarding documents.

After your hiring department submits your new hire transaction to Human Resources, complete your Online Onboarding Documents via the University System of Georgia Employment Center

  • You will receive two emails: one will contain your Login ID and link to the Online Onboarding Documents 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 before starting to work.

After you complete the Online Onboarding Documents, 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.
  • Remote onboarding options are available for employees working outside of the Metro-Atlanta area. Details can be found on the Onboarding Paperwork and I-9 Verification Process webpage. 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 onboarding documents.

After your hiring department submits your new hire transaction to the Administrative Services Center (ASC), complete your Online Onboarding Documents via the University System of Georgia Employment Center.

  • You will receive two emails: one will contain your Login ID and link to the Online Onboarding Documents 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 before starting to work.

After you complete the Online Onboarding Documents, 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.
  • Remote onboarding options are available for employees working outside of the Metro-Atlanta area. Details can be found on the Onboarding Paperwork and I-9 Verification Process webpage. 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 some campus units for academic approval of hiring Graduate Research Assistants (GRAs), Graduate Teaching Assistants (GTAs), and Graduate Assistants (GAs). GradWorks should be used for its intended purpose within campus units. GradWorks does not replace OneUSG Connect hiring transactions. Direct Hiring eRequest must be submitted via the Administrative Services Center portal to hire students. Student employees must 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 onboarding documents and in-person documentation verification that is required for starting a job at Georgia Tech. All new employees, former Georgia Tech employees who have not been employed or paid in two years, or were previously Affiliates and never completed the I-9 process must complete the online onboarding documents via the University System of Georgia’s Employment Center (administered by Equifax). After the online documents are 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. Employees must complete both online onboarding documents (Part 1) and the I-9 verification process (Form I-9, Part 2) before they start working.

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#)