human resources
Graders

Procedure For Hiring (Human Resources Regulated)

Non-core graders are charged to departments' state accounts, and core graders are charged to the dean's office account. All graders are assigned each semester and may be reinstated in the spring. The budget allotment given in the fall will determine the remaining for the spring. The departments will determine the allotment from their total amount of OTPS budget (this is given by the Dean of Finance & Budget, Mary Smith). This amount needs to be communicated to Phyllis M. Bibb at the SEAS Budget Office for reconciling purposes. For more information, please see the Undergraduate Student Grader Assistant Request form.

Non-Core Grader Instructions

Hours are approved as a guideline of one (1) hour per enrollment. If hours exceed guideline, it is to be understood that all charges will be absorbed by the department's state account.

Submit a completed Undergraduate Student Grader Assistant Request form in duplicate (with a copy attached) to Phyllis M. Bibb in the Human Resources and Payroll Office (Rm A205). This form should be accompanied by a completed tax witholding form, and completed I-9, Selective Service Compliance Form, and Direct Deposit forms. Students may choose to complete the two tax forms and the Direct Deposit form through the Self-Service Online System. Please refer to the Self-Service Online System in order to complete your timesheets.

Core courses are determined by the Undergraduate Programs office. Core graders' hours are approved using the strict rule of one (1) hour per enrollment. Hours worked beyond will be charged to the hiring department's state account.

The rate of pay is based on a student's year in school (1st & 2nd: $7.50, 3rd & 4th: $8.50). Graduate students performing work normally done by an undergraduate will be paid $9.00. The total hours will be worked over the 4 month Fall and then Spring semester. Payments are determined by hours submitted through the Self-Service Online System. Paychecks will be available, when all the pertinent paperwork has been submitted and approved. Submitted self-service timesheets may be delayed additionally due to the Payroll's automated system that places "non-activity" in an inactive grader. If the timesheet if not available, even though the student was previously on the payroll, the system may have defaulted the student to "inactive" status. When this is the case, the Department needs to notify Phyllis Bibb (Thornton A 205) immediately. If this problem can be corrected before the given Friday on which the current pay period ends, the student will be able to submitt his or her time sheet normally through self-service. However, if Phyllis Bibb is not notified in time to fix the problem before that Friday, the student will need to fill out the Time Management Form, which is used for retroactive hours. In this case, the student may have to be paid late.

Social Security (FICA) exemption applies if: undergraduate is registered for at least 6 semester hours/graduates 9. During the academic year the Engineering School permits 10 hours for undergraduates, 20 hours for graduates per week, otherwise approval is needed by the Undergraduate and/or Graduate Programs Dean.

Grading Position Application For Applied Mathematics Courses

For those undergraduates interested in being hired to grade for APMA courses, please complete the Application for Grading Position form [PDF] and return it to Professor H. Wood in MEC 329. This application is only for APMA courses.

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.

Request Form

These forms are required for SRAs. All of these forms may be completed at the Human Resources/Payroll 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.