Q: Can new students complete Workday tasks for fall jobs if they are not on campus? Many graduate students arrive in Austin right before classes begin.
A: Yes, there is a remote I-9 process in place that they can begin as soon as they gain access to Workday. The I-9 needs to be completed by the 3rd day of work and can be completed by the student up to 45 days before their first day of work as long as the job is approved in Workday. For more information, refer to The Form I-9 and E-Verify Resources webpage.
Q: For new students that may register right before classes begin. Can the fall job be processed in Workday if they are not fully registered with tuition paid?
A: Workday will give a soft warning if students are not registered, but they can still be hired until the 12th class day.
Q: Will international students have enough time to complete the paperwork for the appointment? Do they need to arrive earlier before classes begin?
A: It is up to the CSU to decide whether to encourage these students to show up earlier. Keep in mind that international students will have important dates to follow through Texas Global as well. NOTE: Check the student’s work authorization paperwork for the earliest start date for the spring semester (1/1 start). This may be an issue for J-1 students.
Q: New international students are required to purchase the one-month August insurance. If the TA/AI/GRA job starts on August 16, can Texas Global reduce the insurance fees, or will they have double insurance for half of August?
A: If these students have a benefits-eligible AGS job starting 8/16 and enroll in AcademicBlue SHIP, there is a process to resolve double coverage and remove the August and fall insurance premiums from the tuition bill. If these students enroll in UT SELECT Medical, they will still be responsible for the August supplemental coverage premium. For more information, refer to the Costs for Student Health Insurance Plan webpage.
Q: Is the student insurance timeline going to change to match the new appointment dates?
A: No, the voluntary AHP SHIP insurance plan dates will stay the same.
Q: For students on fellowship, is it mandatory to match the new TA/AI/GRA appointment timeline? What if there is an overlap of dates for a summer fellowship transitioning to a fall TA/AI/GRA job?
A: To keep your students continuously employed and covered by insurance, it is best practice to use the same dates for each semester. Going forward, the HR guidance is to have your TA/AI/GRA and continuing Fellows use the new SE dates to maintain continuity – 8/16 to 12/31 for the fall semester. Guidance for transferring from a summer TA to a fall Fellow is to Change Job/Transfer effect 8/16 to the A015-Graduate Fellow Job Profile.
NOTE: New students on a fellowship should be hired with a start date matching their fellowship dates (UT Graduate School fellowships begin 9/1).
Q: Will the mid-month pay issue for transferring from 9-month pay to 12-month pay still be an issue?
A: No, Payroll will no longer be enforcing a 1/2-month proration on anything. Everything will prorate based on days worked in the month. So, assuming the salary is the same amount for both jobs, a transfer between jobs in the middle of the month will not create any differences in the overall salary for the month.