Payroll and I-9 Documentation:
Members of the CAS (College of Arts and Sciences) Administrative Support Team (AST) will process your Form I-9, which is a federal requirement for employment at UW. This includes stipend recipients, late/retroactive hires, or previous hires that will need to re-complete their Form I-9 because one of their acceptable documents expired.
I-9 Preparation
The Form I-9 serves to establish identity and employment authorization, and is a two-part process that is completed in Workday, UW’s HR and Payroll system:
Step 1:
Prior to orientation, go to your Workday inbox and follow the onboarding instructions to “Complete Form I-9.” If you cannot find this task in your inbox, type “Complete Form I-9" in the Workday search bar.
Step 2:
Input your personal information into Section 1, Employee Information and Attestation, of the Form I-9.
Step 3:
Bring your original, unexpired documents to orientation, where AST I-9 coordinators will complete Section 2, Employer Review and Verification, to physically inspect your documents and authorize your employment.
Required documents
See a complete list of acceptable documents for the I-9. Employees may present either: one selection from List A (e.g. a passport) OR a combination of one selection from List B AND List C (e.g. a state driver’s license and social security card).
For foreign nationals on an F-1 or J-1 visa, be sure to bring your passport, and either Form I-94 with Form I-20 or DS-2019 or an I-551 passport stamp. For more information about this process, be sure to check out the Complete Form I-9 – Foreign Nationals user guide (UW NetID login required).
Trouble accessing Workday
If you are unable to access your Workday inbox, this means that your hire may not be fully processed in the system. We still ask that you come prepared to complete the Form I-9 verification process. AST will securely collect your document details on a paper I-9 and input the information into Workday once your hire is complete, and then securely shred all documents afterwards.
Please reach out to teamcas-i9@uw.edu if you have any questions.
International Students:
Taxes and getting a social security number
Taxes
International students will need to fill out additional forms in Glacier.
Getting an SSN (Social Security Number)
Follow the directions posted by the International Student Services Office to get a Social Security Number.
Paychecks and Direct Deposit
Payday
Payday is the 10th and 25th of each month, with these exceptions. The first paycheck of the year is October 10.
Direct deposit
Sign up for direct deposit of your paycheck via Workday (under pay/pay elections).
Instructions can be found here: https://finance.uw.edu/payroll/employees/direct-deposit
Note: this is different from direct deposit of financial aid if you have student loans.
Insurance
Graduate Appointee Insurance Program (GAIP)
For graduate students who have an appointment that pays them $800 a month or more, their insurance provider is GAIP. The GAIP website has dates and coverage information. Please ask the Graduate Program Advisor if you're not sure if you're eligible for coverage. If a student has either an ASE appointment or a fellowship of $800 or more, they will generally be eligible for insurance coverage.
Summer Insurance
If insurance coverage is uninterrupted through Fall, Winter, Spring, they are eligible for Summer coverage.
If there is any interruption in coverage, for example, the student is only covered Fall and Winter, but not Spring, or Fall and Spring, but not Winter, etc., they will not be eligible for coverage in Summer.
GAIP Self-pay Option
For any quarter a student is not covered by UW paid GAIP insurance, GAIP does have a self-pay option students can opt into.
International Student Insurance
International Students are required to enroll in the International Student Health Insurance Program (ISHIP). If an international student has an appointment with GAIP insurance coverage, ISHIP should be automatically waived. More information is available through the International Student Services Health Insurance page.