Friday, July 26, 2013

New International Graduate Student Employees

How to Prepare for Graduate Student Employee Processing

Before coming to the Clough Undergraduate Learning Commons (CULC) on August 14th or 15th, you will need to complete several forms and make copies of your immigration documents. 

You must bring the following documents with you:
 ~ Current Passport plus two (2) photocopies of biopage and visa stamp
 ~ Original I-20 or DS-2019 plus two (2) photocopies
 ~ Original I-94 plus two (2) photocopies

The information below will guide you through the steps you must take before arriving.

Completing these forms and making copies in advance will greatly reduce the amount of time you will have to spend at the office.

Read the following instructions carefully.  Complete as much as you can.  Leave items blank if you do not know the answers.  Please do not staple your paperwork; if you need to keep your documents together, use paperclips instead.

Step 1: Complete and Print the Employment Eligibility Verification Form I-9

  • Please complete only section 1 of the form, print and bring it with you.
  • In addition to the I-9 form, original identification documents will be required.
  • Sections 2 & 3 will be completed at OHR by the employer after viewing your immigration documents.

Step 2: Complete the New Hire Employment Package

All new graduate student employees will need to complete the following forms before arriving:
  • Personal Data Form (page 1)
  • Federal Form W-4 (page 3)
  • State of Georgia Form G-4 (page 5)
  • Worker's Compensation Memorandum (page 7)
  • Security Questionnaire (page 8) - Do not sign the loyalty oath on this form until you are in the CULC and in the presence of a notary.
  • Authorization Agreement for Automatic Deposits (page 10)*
  • Intellectual Property Agreement (page 11)

Step 3: International Tax Compliance - GLACIER

You will receive an email from around August 10th.  This message is from the Georgia Tech tax compliance software known as GLACIER.  All foreign nationals working at Georgia Tech must utilize GLACIER.  Once you have arrived in the U.S., please log in as instructed in the email and follow the directions.  Print the PDF forms available at the end of the data collection process and bring them with you to GSEP.  The Georgia Tech Global HR office will keep one set of copies of your immigration documents. 

Step 4: Social Security Card

If you are new to the United States and do not have a Social Security Card, please complete the Social Security Card Application and bring it with you.
In addition to the completed SS-5 Form, you must have one of two items:
  • the formal offer letter from your department at Georgia Tech, OR
  • a social security letter from your department. Ask at your department for this letter. They may tell you that they have already submitted it to Global HR, in which case you can pick it up at OHR.

Step 5: Print and bring all completed forms to the CULC

When you arrive, you should have the following forms with you and completed to the best of your ability:
  • Form I-9
  • New Hire Employment Package:
    • Includes Personal Data Form, Worker's Compensation Memorandum, Security Questionnaire, Intellectual Property Agreement, and Authorization Agreement for Automatic Deposits.
  • Completed GLACIER forms
  • SS-5 Form, and the offer letter from your department (for those without Social Security numbers)