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
~ 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.
- Please visit http://www.ohr.gatech.edu/graduateprocessing/idrequirements to see a list of acceptable identification documents.
- 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 support@online-tax.net 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)
