Information Alert: Summer 2012 Graduate Appointments

Roseanda Police Hall,  Associate Director, HR Service Center

For processing Summer Graduate Appointments, please note the following instructions.

Use 5/16/12-8/15/12 dates only, no exceptions

• Job cannot begin before 5/16 and must end by 8/15
• Positions can have start and end dates in between the above two dates

Use “SM” suffix on jobs

Use position class codes CDSAA, CDSHA, CDSGA, or CANKA (Pharmacy Externs)

HR Front End transactions for Graduate reappointments only are applied at the College level

• Other HR Front End transaction types such as New Hire, Add Job, etc. will be applied in Campus HR
• All Hospital and Health Science Systems (formerly Medical Center) graduate appointments should be initiated on a Transaction Request Form via Online Services. 

Graduate Assistants with GRAD ASST or GRAD TCH ASST titles and a total FTE between .25 and .67 are covered by GEO

• Letter of Offer/Notice of Appointment is required
• Template is found on the UIC HR website under HR Forms:
  http://www.uic.edu/depts/hr/quicklinks/hrforms/Template%20for%20Assistantship%20Letters%20of%20Offer.doc

The Recommendation and Authorization for Hiring Approval (RAHA) is:

• Required for newly hired graduate assistants 
• Not required if the graduate assistant was employed in the Spring 2012 semester

Verify that the graduate assistant’s visa expiration date is current for the appointment period before initiating the HR Front End transaction

The Summer Exception process does not apply to Grad Assistants - the Summer Exception form is not required.

Adding Grad hourly jobs:

• Attach offer letter if available, otherwise add job comment in HRFE transaction stating period of grad hourly job and estimated work hours per week. This is to help monitor the total hours a GA is eligible to work.

Submit HR Front End separation transactions for those graduate assistants or grad hourly appointments who have graduated.

NOTE: All Graduate tuition and fee waivers are taxable unless exempt under the Internal Revenue Code. Code IRC §117 allows exemption from taxation of tuition and fees for waivers above $5,250 for individuals conducting teaching or research activities. Grads who are appointed an assistantship during the summer must meet the summer graduate assistant tuition waiver guidelines to receive a summer waiver. Grads who held an assistantship during the Spring term will receive the same type of tuition waiver in the summer if they do not hold a qualifying summer graduate assistant appointment.

Graduate Assistant Processing Resource Links:
Information for Graduate Assistantships and Graduate Hourly:
http://www.uic.edu/depts/hr/support/jobaids/GA%20job%20aid.pdf
HR Front End Transaction – Graduate Reappointment:
http://www.uic.edu/depts/hr/support/jobaids/HRFE_Grad_Reappointment_032010.pdf
Graduate Minima:
http://www.uic.edu/depts/hr/ahr/minimagrad.shtml
Information on Taxation of Graduate Assistant & Pre-Professional Graduate Assistant Tuition waivers: http://grad.uic.edu/cms/?pid=1000945

For Questions:
Regarding campus graduate appointments contact Ashley Sefcik at asefci1@uillinois.edu, 312-996-7606.
Regarding Hospital and Health Science Systems new graduate appointment processing contact Maria Robinson at (312)996-3211, mborja@uillinois.edu  or Teri Blain for grad reappointments at terilynb@uic.edu, 312-413-1476.
HR Front End questions contact the UICHR Help Desk, uichrhelpdesk@uillinois.edu, 312-413-4848.