Graduate Payroll Onboarding
Payroll onboarding is required for all new international and domestic graduate students who will hold assistantship or fellowship appointments with the university. This page contains important information about two key components of the onboarding process. For your awareness, please review the Onboarding Process Map PDF. Additionally, detailed new hire checklists are available for both Grad Staff Appointments (Research/Teaching/Professional/Fellowship) Assistantships and Graduate Student True Fellowships (not administered as an assistantship). It is important that all steps of the onboarding process are completed. Delayed completion of these steps can impact your pay.
If you have received an offer letter, you should also have received a Welcome Letter (delivered via email) from Human Resources with information about onboarding. Below are more detailed instructions associated with two critical steps in the process that were referenced in that communication. Please note, you will need a U.S. address for both steps.
If you have not received a Welcome Letter, it is recommended that you contact the Employment (Payroll) Center for your college (see below) for assistance.
The New Hire Wizard and the first step of the I-9 Employment Eligibility Verification form will need to be completed before your first day of employment. Instructions for both can be found in the Welcome Letter. Once both of those steps are complete, please book an appointment at one of the campus Employment (Payroll) Centers (see links below). It is recommended that you book your appointment with the center associated with the college of your appointment. However, if no appointments are available, any center can assist you with this step.
Please book your appointment with an employment center prior to your hire date if possible but not later than within the first three days of your hire date.
Failure to complete the I-9 Employment Eligibility Verification within the required 3 days will result in termination.
International students on F-1 Visa types may find this US Immigration Services resource helpful in determining which documents are needed for Employment Verification. International students present in the U.S. in F or J status, and who are transferring to Purdue from another U.S. institution must be in possession of their Purdue University issued I-20 or DS-2019 prior to engaging in employment or participating in Employment Verification. Please contact International Student Services (firstname.lastname@example.org) for more information.
Some employees may receive a Tentative Nonconfirmation after completing their Form I-9. This is common for international employees. To allow time for submission of the employee's SEVIS file, no action will be taken on the Department of Homeland Security (DHS) Tentative Nonconfirmations for international employees until after
September 11th, 2023. This delay will not negatively impact the employee and any emails from E-Verify can be disregarded during this timeframe.
Glacier (International students only)
Each international graduate student is required to complete the Glacier Tax Summary Report. Glacier is an online tax compliance system. Failure to complete this step can result in inaccurate tax withholding that may need to be adjusted on a future payroll, impacting the amount of the paycheck. The employee's Social Security Number (SSN) is required to complete the Glacier step. If you don’t have an SSN, the Employment Center will help you start the request process as part of your Employment Verification meeting.
Individuals should have received an email from the Purdue Tax Office (email@example.com) with instructions for how to access the system. Once completed, if a tax treaty with the employee’s home country exists, it will be populated in their record. If you did not receive an email from the Tax Office, please contact them at firstname.lastname@example.org.
Note, if an individual already has a Glacier account, a new email will not be sent but the individual still needs to access the system to update information for their new assignment.
West Lafayette Employment (Payroll) Centers
- College of Agriculture
- College of Education
- College of Engineering (best used with Edge or Firefox)
- College of Health and Human Sciences
- College of Liberal Arts
- College of Science
- College of Pharmacy
- College of Veterinary Medicine
- Mitchell E. Daniels, Jr. School of Business (EOBOC Payroll Center)
- Polytechnic Institute