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Academic Administration

NEW HIRE PAPERWORK FOR GRADUATE ASSISTANTS

Congratulations on accepting your new graduate assistantship position at The University of Toledo! Please complete the following next steps to finish the new hire paperwork and to ensure a smooth transition as you begin your assistantship.

Step 1: Offer Letter

  • Be sure you have signed and returned your offer letter to your hiring department. A signed offer letter indicates you have officially accepted your assistantship.

Step 2: Course Registration

  • Graduate Assistants must be registered for classes per the terms and conditions of your offer letter. Non-registration can cause delays in the hiring process.

Step 3: Complete New Hire Paperwork

Digital Forms:  Please click on each document below to complete. As you complete each document it is automatically sent to the Graduate Employment Office for processing. 

All Graduate Assistants MUST complete the following (2) two hiring forms:

If your Graduate Assistantship is located on the Health Science Campus (only), please also complete the following (2) two forms:

Step 4: Complete your Background Check

  • Your hiring department will initiate a background check invite sent to you via your UToledo Rockets email. You will receive an email from Intellicorp, to begin the background check process. You will need to complete the following for your background check to be completed.

Domestic Students

    1. Authorization form providing Intellicorp with permission to complete your background check for employment purposes.
    2. Entering your information into the candidate portal.

Please note: The link to complete you background checks does expire. If you believe your link has expired, please reach out to your hiring department.

International Students

    1. Authorization form providing Intellicorp with permission to complete your background check for employment purposes.
    2. Entering your information into the candidate portal.
    3. Intellicorp may request additional information, require additional forms, or submit documentation required by the country in which your background check is being run. This documentation should be submitted as soon as possible and is required in order to complete your background check.

Please note: The link to complete you background checks does expire. If you believe your link has expired, please reach out to your hiring department.

Step 5: Complete your I-9 with your hiring department (IN-PERSON APPOINTMENT REQUIRED)

Domestic Students

    • Your hiring department will send you an invitation via your UToledo Rockets email from Intellicorp to complete section 1 of your I-9.
    • Once section 1 has been completed, the department will contact you to schedule an in-person appointment to confirm your original documents and complete section 2 of the 1-9.

International Students

    • Complete an I-9 Application e-form on the iRocket Portal and let Office of International Student Support Services (OISSS) know that you will need to apply for a Social Security Number within the application. You will be prompted to schedule an I-9 appointment after completing the e-form in which OISSS will review your documents and give you further instructions.  Go to iRocket Portal.
    • The I-9 application will require you to upload an employment verification letter.  Provide your employer the link to the Employment Verification Letter Template.
    • To schedule an appointment to complete Section 2 of your I-9 call the Office of International Student & Scholar Services (OISSS) at 419-530-4229.

**This step must be completed in person and your forms of identification must be original and still valid. Please refer to the USCIS website List of Acceptable documents for which documents to present.

https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents

Please note: Per Federal regulations an I-9 must be completed within 3 days of an employee’s hire date. Employment cannot be approved if an I-9 has not been completed or if the start date is incorrect or non-compliant.

Final Steps: Submit Payroll Forms

Once you are officially hired as an employee in UToledo’s system, an Employee tab will appear in the MyUT portal (myut.utoledo.edu).

The following documents must be completed:

    1. SSA 1945 Form and State Tax form sent to payroll@utoledo.edu or upload to Payroll upload link.
    1. Direct Deposit & Federal Tax Withholdings
      1. Log in to https://myut.utoledo.edu/portal/and select the "employee" tab.
      2. Find the Pay Details & Leave Balances heading on the left side of the page. 
      3. Select "Direct Deposit Information" and "Tax Forms" to finish this process
    1. Ohio Public Employee Retirement System (OPERs) Exemption/Enrollment

Once you are an employee in UToledo’s system you will receive an email message with a link from OPERS within a couple of days. When you sign in through the OPERs link, use your full email address, firstname.lastname@rockets.utoledo.edu and the last 4 digits of your social security number (SSN). If you do not have an SSN, you will receive an email from the Payroll Office with next steps to complete the OPERs process.

Please note: If you do not exempt out within 30 days of starting your position, you will be automatically enrolled in OPERS.

International students are also required to apply for a social security number. Once your new social security card arrives, please send an email with a picture of the card to gradassist@utoledo.edu

If the SSN is not received within 30 days of hire, your position may be terminated.

Please contact your hiring department if you have any questions or concerns completing the steps outlined above.

Last Updated: 1/29/25