Current Fellowship Students

If you are a current PhD fellowship student and will now be supported as a first time Research (RA) or Teaching (TA) Assistant, kindly follow the instructions below on how to handle your hiring paperwork.  Being paid from fellowship/stipend funds is different than getting salary and wages! 

2) Download and complete Section 1 of pg 1 (only) of I-9 Form! 

If you do not have a Social Security Number, fill "Applied".

Be sure to sign and date (MM/DD/YYYY).  

Gerrie or I-9 Coordinator will complete the other sections and pages.

International Students: To avoid regular error: 

For international students, you will mark Box 4 , “a noncitizen (other than item numbers 2 and 3 above)” and use the end or program end date from your I-20 or DS-2019 form, as your authroized to work until.

3) For any student that is not a US citizen or permanent resident, you must update Glacier forms to include that you will be receiving compensation/wages salary. If you will still be receiving a top off/additional stipend, leave "Scholarship/Fellowship" marked as well.  Within 3 business days of entering your preliminary information, you should receive an email from Glacier <support@online-tax.net> with subject "Payments from The University of Southern California" to fill out some tax information.  Be sure to also check your junk/spam folder for this email.  If you don't receive this email, notify < ecepayroll@usc.edu >

Please read, common Glacier mistakes: 

• In order to avoid a regular error – the “Immigration Status Expiration” and the “Estimated Date of Departure” should be the same and reflect the Program End Date on your I-20 or DS-2019.

• For fellowship students switching to an RA/TA, you must also select you will be receiving salary and wages. 

• If you do not have a SSN, you must enter, apply for a SSN. Do not enter your ITIN. 

• Sign and date (MM/DD/YYYY) on each form/page. 

Tips for Required Documents

• Click here for your latest I-94 (entry into the U.S)

• Visa Sticker and most recent Visa Stamp (Stamp should match or close to date of I-94) 

Quick Glacier Guide: *You do not need to put a password when you upload to the google drive.  

A COMPLETE Glacier file includes Required Forms and Required Documents which can be found on the Tax Summary Report (pg 1. of Glacier).  

Be sure to check Glacier Sample. 

Follow the filename when you upload your files. 

    - "Last Name, First Name Glacier" - Process Glacier forms, sign and date (*State tax form not required). Signed and dated Glacier forms with required documents (list of documents on bottom right of Glacier summary page, usually I-20 or DS-2019, I-94, visa sticker and last entry stamp),  (Ex. Trojan, Tommy Glacier) 

4) You will receive an email with a Google Share Drive link for your I-9 paperwork.  Upload acceptable documents. Since we are using a google share drive with USC Shibboleth, each file does not require password protection. This email should be received within three days of filling out the preliminary information. 

*PDFs preferred.  Keep combined file size below 20MB. Be sure information is legible and no information is cut off.  

Domestic Students upload 2-3 files.

1. I-9 Form, save file name as "Last, First name I-9"

2. Required I-9 documents *See page 3 of I-9 form for acceptable documents.  Save file names as "Last, First passport" (Ex. Trojan, Tommy passport)

International Students upload 5 files. *You should be uploading I-20 and I-94 twice in combined Glacier file and separately for your I-9 paperwork. 

1. I-9 Form, save file name as "Last, First name I-9"

2. For non-resident alien, signed and dated Glacier forms with required documents (list of documents on bottom right of Glacier summary page, usually I-20 or DS-2019, I-94, visa sticker and last visa entry stamp), save file name as "Last, First Glacier" (Ex. Trojan, Tommy Glacier)  [All as one file!]

3. Required I-9 documents - Passport - Scan of bio page with your signature , save file name as "Last, First passport" (Ex. Trojan, Tommy passport)

4. Required I-9 documents - I-20 or DS-2019 - scan all pages as one pdf, save file name as "Last Name, First Name  I-20" (Ex. Trojan, Tommy I-20) Be sure to sign your I-20 or DS-2019.

5. Required I-9 documents - I-94 - most recent entry, save file name as "Last Name, First Name  I-94" (Ex. Trojan, Tommy I-94)

5) Complete the Training

Research Assistants

1. Responsible Conduct of Research (RCR) Training, go to On-line Training (Required for Students funded from NSF Grants)  https://ori.usc.edu/responsible-conduct-of-research/

Teaching Assistants 

1. Responsible Conduct of Research (RCR) Training, go to On-line Training (Required for Students funded from NSF Grants)  https://ori.usc.edu/responsible-conduct-of-research/

2. Take and pass the ITA Oral exam. Sign up by sending an email to itatest@usc.edu (international students only). 

3. Attend TA Training - TBA.  Contact Diane Demetras <demetras@usc.edu> for more information. 

6) I-9 Meetings.  Once your files are uploaded to the google drive and reviewed, you will receive an email, "Step 4 of Hiring Paperwork for New Hires". 

You must do BOTH steps. 

A) Attend an I-9 Physical Inspection Session on campus. This is a HIGH PRIORITY.

B) Virtual I-9 Meeting to go over Workday and your responsibilities.  Starting in May, Gerrie's availability will be posted on Calendly.  Schedule an I-9 meeting using Calendly once you have completed your Workday onboarding questions. If you do not see any open slots on Calendly then Gerrie is booked for the week, keep checking as students reschedule and slots become available. 

Be sure to have Zoom ready to use. 

You can contact < ecepayroll@usc.edu >  for any questions.