Graduate Student Payroll

There are different types of graduate student employment available at the University which include the following:

• Graduate teaching assistant
• Graduate research assistant
• Part-time graduate student employees

Persons in graduate teaching assistant and graduate research assistant positions are administered through the Payroll Office.  Graduate student employees working in part-time campus positions are administered by the Office of Student Employment.  Post-doctoral fellows are not considered graduate students and are managed by the HR Records office.

To be eligible for a graduate assistantship appointment, students must meet specific eligibility requirements established by the School of Graduate Studies and/or the respective professional school.  The student’s employing department is responsible for ensuring compliance with the appropriate requirements. 

Graduate student compensation may take the form of a stipend, tuition paid in lieu of compensation, tuition remission, or a combination of the above.  It is the hiring department’s responsibility to ensure the proper eligibility, classification, and allocation of the student’s compensation.  Graduate assistants are paid on a monthly basis. 

What forms do you need:

The graduate student payroll form is used to authorize pay for initial appointments, to report changes of appointment percentages, and to report changes in contract length during the fiscal year.

In order to set up a graduate student in HCM, the hiring department must submit the following information to the Payroll Office:

• Completed Graduate Payroll Form
• Copies of two forms of identification from the student
• Completed and signed Federal Form W-4 and State IT-4 tax forms
• I-9 form (employment eligibility) must be completed and signed by the hiring department

When completing the Graduate Student Payroll form, you will have the following GL Pay Types to select from:

Please note that GR3s are considered non-taxable income sources.

How to submit Graduate Student Payroll:

• Please create ONE file per person; NOT a file per document
• Name the file with the following format:

          Last name, First name Student/Employee ID#

          Example: Davis, Sara 3528999

• Please submit all forms using the secure BOX link.