For processing Summer
graduate appointments
- Use 5/16/13-8/15/13
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
- Factors should always be 9
- 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 to Banner 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 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
o
Wages are determined in accordance with the Collective Bargaining
Agreement that is currently under negotiation. Please refer to the most current
contract for wage information. Negotiated increases may require additional
transactions including retro pay. http://www.uic.edu/depts/hr/quicklinks/contracts/GEO_2009-2012.pdf
- Letter of
Offer/Notice of Appointment is required
- Template is found on the UIC HR website under HR Forms:
- The Recommendation and Authorization for Hiring Approval (RAHA) is NO LONGER REQUIRED except for Hospital graduate appointments.
- 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.
- Hourly appointments should include an end date
- 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
Regarding
campus graduate appointments contact Ashley Sefcik at asefci1@uillinois.edu, (312) 996-7606
Regarding
Hospital graduate appointment processing contact Teri Blain at (312) 413-1476, terilynb@uic.edu or Louester
Petty at (312) 996-0847, lpetty@uic.edu
HR
Front End questions contact the UICHR Help Desk, uichrhelpdesk@uillinois.edu,
(312) 413-4848
