human resources
Graduate Assistants
Hiring Criteria (Provost Regulated)
This is a special graduate hiring position. Call Phyllis M. Bibb at 434.924.3594 before downloading forms to learn if this "gray" area of graduate hiring applies. For those planning to make the transition at the end of the summer to become graduate research or teaching assistants, the student must contact Ms. Bibb to find out when his or her stop date as a graduate assistant should be in order to avoid overlapping payments.
30-Day Prior Rule
You must have a request in its completed form at least two (2) pay periods (or 30 days) prior to the due date of timesheets. The request must be from the employee's Department to insure timely payment. The employee must also have completed their required forms, which allow them to be placed on the payroll and recive their self-service start up package from the central payroll office.
required student forms
These forms are required for graduate assistants. All of these forms are to be completed at the Budget Office, Room A205 with Phyllis M. Bibb.
- I-9 Form
Section I to be completed before or by first day of work. The Federal Law Immigration Reform and Control Act of 1986 (IRCA) requires that employers examine documents on all new employees. This is to verify identity, U.S. citizenship, or the authorization of aliens to be employed in the U.S. Proper original forms of I.D. must be available for scanning before permitted to legally work.
- Selective Service Compliance Form [PDF] - required for males only
- Tax Forms - These forms may be filled out through the Self-Service Online System. Both are required for U.S. citizens; non-U.S. citizens will be sent to a tax specialist.
Federal (W-4) [PDF] - submit online in Oracle on the UVA Employee Self-Service Online System
State (VA-4) Instructions and State (VA-4) Form- Direct Deposit Form [PDF] - Direct deposit is mandatory. No hand-written documents will be accepted. Please submit online in Oracle on the UVA Employee Self-Service Online System.
Failure to complete this procedure will preclude the person being employed without exception. If the required documents are not available, the student must not work.