Completing the Required Hiring Packet for NEW Graduate Student Employees
All graduate student employees must complete and submit the documents listed below to Human Resources at least two weeks before their assistantship starts. Adhering to this timeline will help ensure that your appointment as a graduate assistant is processed in a timely manner and that you receive a paycheck on the first scheduled pay date.
Please follow the procedure outlined below if you are one of the following:
- A graduate student who will be employed on the University payroll for the first time
- A returning graduate student employee who has not worked at the University for a year or more
- A graduate student employee whose work authorization has expired
1. I-9 Completion
Please complete the I-9 Form (Employment Eligibility Verification) using one of the options listed below:
- Via UMass Human Resources: Students living on or near campus should simply stop by UMass Amherst Human Resources with their original, unexpired supporting documents (for international students, this includes a printed copy of their most recent I-94 Form ) to complete the I-9 Form. Students currently living outside the United States (including international students) should bring the above documents to Human Resources immediately upon their arrival in the Amherst area. Students personally delivering their I-9 forms to Human Resources should also submit their completed payroll documents (see Step #2 below) at this time. Human Resources is located in Room 325 of the Whitmore Administration Building and is open during normal business hours Monday-Friday from 8:30 AM-5:00 PM.
- Via Notary Public: Students living off-campus but in the United States may complete the I-9 form through a notary public. To do so, please bring your original, unexpired I-9 supporting documents (including a printed copy of your most recent I-94 Form if you are an international student) to a notary public, complete section 1 of the I-9 form in the presence of the notary, and have the notary complete section 2. Upon completion, the I-9 form, completed attachments, and copies of I-9 supporting documents should be mailed to Human Resources with the completed payroll documents described in Step #2 below.
- Via the CUPA I-9 Consortium: Students living off-campus but in the United States may also submit their I-9 forms through the CUPA I-9 Consortium by bringing their original, unexpired I-9 supporting documents (including a printed copy of your most recent I-94 if you are an international student) to the HR office of a participating college or university . Upon completion, the I-9 form, completed attachments, and copies of I-9 supporting documents should be mailed to Human Resources with the completed payroll documents described in Step #2 below.
2. Payroll Forms
Please complete the payroll forms listed below—which are available here —and deliver or mail them to Human Resources as described in Step #1 above.
- New Employee Checklist (which references key University policies, laws, and employment requirements )
- Personal Data Sheet
- Massachusetts (M-4) and Federal (W-4) Tax Withholding Forms (both are required)
- International Tax Information Sheet (This form is required for international students only and is used to determine whether or not an individual meets U.S. permanent residency requirements.)
- Direct Deposit Form
- Statement Concerning Your Employment in a Job Not Covered by Social Security
3) Instructions for Mailing or Delivering I-9 and Payroll Forms
As outlined above, I-9 and Payroll Forms can be delivered or mailed to Human Resources, which is open from 8:30 AM to 5:00 PM, Monday through Friday. The office is located in room 325 of the Whitmore Administration Building. When submitting forms by mail, please use the following address:
University of Massachusetts Amherst
181 Presidents’ Drive
325 Whitmore Administration Building
Amherst, MA 01003
Attn: Graduate Student/Human Resources
4) Questions and Additional Resources
Additional information regarding the completion of the above paperwork may be found here . Questions regarding any aspect of this process should be directed to one of the following individuals: