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Graduate Assistant Hire Checklist

For additional reference, please see the GA Hire User Guide

  1. Once you know who your Graduate Assistants will be, and they have registered for classes for the period you are hiring them for – you can fill out the online GA Hire Form.  At this time, please have the GA fill out a Disclosure Statement (the form can be found on our Forms page).  Check the top candidate’s answers to Disclosure Statement questions.  If the candidate has marked “YES” to a felony or violation of employer policy – work with a Staffing/Employment Partner to ensure the hire is reviewed and approved/denied by the VP of the hiring unit in writing.  Route Disclosure Statement to HR, so the processing of the GA Hire and approvals are not delayed.
    • Disclosure Statements are required for all NEW hires and for any rehire made with more than a year period break in service.
  2. If a candidate has marked “YES” to any of the disclosure questions, please consult with HR at 307-766-5612.
  3. Departments will be required to submit hires to HR a minimum of 5 days in advance of employee’s start date.  This provides time for the hiring information to move through the department(s) for necessary signatures and time for HR to process the GA Hire once received. 
    • To avoid any delays, please submit a completed Disclosure Statement at the same time you submit the GA Hire.  The Disclosure Statement must be filled out with the employee’s legal name (name on Social Security card to comply with IRS information), correct birthday and correct Social Security number.  Please be sure to mark the “International” box to indicate the hire of an international person.
  4. Once HR Records processes the hire information – the candidate will now be able to complete Section I of the Electronic Form I-9.  This must be completed ON or BEFORE their 1st day worked.  To complete the form, the employee will need to sign into HRMS Self-Service.  To obtain initial login information, an employee can visit the IT Login Information page, or go to WyoWeb and click “Obtain Username and Initial Password.”
  5. Once Section I of the Electronic Form I-9 is completed, the employee has up to 3 business days after their start date to complete Section II of the Electronic Form I-9, which is completed by HR at our office – located in Wyoming Hall room 139.  Due to federal law, failure to complete the I-9 within the appropriate time frames as outlined above will result in the employee’s automatic termination and that individual must cease work immediately. Departments may also be subject to fines, related to audits by the State or Federal Government, for any late hires.
  6. An employee may also complete a Direct Deposit Form and/or W-4 Form and submit to Payroll.  The forms are available on Payroll's website page.
  7. A list of all current UW Regulations and Presidential Directives can be found on General Counsel's webpage.

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Human Resources - Employment

Campus: 139 Wyoming Hall

1000 E University Ave Dept 3422

Laramie, WY 82071

Office Hours: Monday - Friday

Regular: 8:00 am - 5:00 pm

Summer: 7:30 am - 4:30 pm

Phone: 307-766-5612


1000 E. University Ave. Laramie, WY 82071
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