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Graduate Assistantship Staff Information

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  • How are Graduate Assistants hired in Workday?
    Hiring Graduate Assistants summary:
    Before You Start
    ☐ Search for the student in Workday first
    • If active (not terminated) → use Job Change to extend end date and adjust hours
    • If terminated or new → continue with Hire Student
    ☐ Conversion note (important)
    • When extending a GA, use Reclassification Job Change
    • Set Scheduled Weekly Hours = 0
    • Update job title to include department
      (Example: “Graduate Assistant – Biology”)
    ☐ Confirm correct hire path
    • GA / GTA / GA‑DLC → Hire Student
    • GRA → Job Requisition + Foreign Influence Review (do not use this process)
    2. International Student Check (If Applicable)
    ☐ Offer is contingent on work authorization ☐ Student must:
    • Meet Payroll in person
    • Complete I‑9 in HR (after Workday account is created) ☐ For F or J visas:
    • Coordinate with the International Center
    • Ensure ≤ 20 hours/week across all jobs ☐ Do not allow work until onboarding is complete
    3. Hire Student (Workday)
    ☐ Search “Hire Student” ☐ Select supervisor with OPS supervisory org
    • If missing → submit Workday ticket
    ☐ Click Hire ☐ Enter Hire Date
    • Must be at least 2 weeks in the future
    ☐ Reason: Hire Employee → New Hire ☐ Employee Type: Student ☐ Location: UNF Campus ☐ End Date: Last day of semester
    ☐ Job Profile:
    • Search “graduate”
    • Select correct category:
      • GA
      • GTA (OIE approval required)
      • GA‑DLC (no tuition waiver)
    ☐ Update Job Title & Business Title
    • Must be more specific than “Graduate Assistant”
    ☐ Time Type: Part Time ☐ Scheduled Weekly Hours: 0 ☐ Submit (ignore yellow alert; resolve red errors)
    4. Organization Assignment
    ☐ Open Organization Assignment task ☐ Assign correct funding key (typically E&G) ☐ Submit
    5. Propose Compensation
    ☐ Open Propose Compensation ☐ Do not enter anything ☐ Submit
    (GA pay is handled through Period Activity Pay)
    6. Period Activity Pay (PAP)
    ☐ Open Period Activity Pay task ☐ Reason: Period Activity → Add Activity Pay → New Assignment ☐ Academic Period: Semester or Academic Year ☐ Activity: Select correct GA type (GA / GTA / GRA / GA‑DLC) ☐ Enter:
    • Start date
    • End date
    • Weekly hours (5, 10, 20, etc.)
    • Total flat amount for the term (per Graduate School guidelines)  Submit
    7. Final Reminders
    Student must have a Workday account before visiting HR. International students must visit Payroll before HR Ensure:
    • Correct GA category
    • Correct funding
    • Visa restrictions are followed
    • No work begins before onboarding is complete
    For more detailed information please see: KB0014311,  HR Employment - Hire a New Graduate Assistant 
  • Should a Graduate Assistant submit a timesheet?
    No, Graduate Assistants are paid via Period Activity Pay with a set amount agreed upon.
  • How do I pay a Graduate Assistant during intersession?
    Graduate Assistants can work outside of the academic term dates, but only if they are being paid additional stipend. Select the Academic Period for the full academic year and then indicate start and end dates for the Period Activity Pay.  Enter the full amount to be paid within the designated pay period. 
  • Will my Graduate Assistant appear on my Team in Workday?
    Yes, Graduate Assistants who report to you will appear on your team. They, and any other eligible worker, can be moved to a new supervisor via the Move Worker Supervisory task in Workday.
  • How are Graduate Assistants terminated in Workday?
    Summary: End Jobs Task (Workday)
    Purpose
    The End Jobs task in Workday is used to formally end an employee’s job when their employment or assignment concludes. This applies to faculty, staff, student employees, and adjuncts.
    When to Use
    • An employee resigns, is terminated, or receives a non‑reappointment letter
    • A student employee graduates or stops working in the department
    • An adjunct faculty member has not taught for three consecutive semesters
    High-Level Process
    Managers initiate the End Jobs task in Workday for the applicable position(s). If all jobs are ended, a follow‑up Terminate task is automatically generated and must also be completed.
    Key Steps (Condensed)
    1. Search “End Jobs” in Workday.
    2. Select the employee (only jobs within your supervisory area will appear).
    3. Choose the position(s) to end:
      • Selecting all jobs will fully terminate the employee in the system.
    4. Enter the Termination Date:
      • Ideally within the current pay period or later.
      • Last Day of Work and Pay Through Date should reflect the actual final workday.
    5. Select the Primary Termination Reason.
    6. Position Available for Overlap:
      • Leave unchecked unless University Budget approval has been granted.
      • Attach approval documentation if applicable.
    7. Upload required documentation, such as:
      • Resignation letter
      • Non‑reappointment letter
      • Completed Employee Exit Checklist
    8. Submit and complete the task.
    For more detailed information please see: KB0011601, HR Leave Services - The Process for Terminations (End Jobs tasks) 
    Hiring Graduate Assistants summary:
     
    Before You Start
    ☐ Search for the student in Workday first
    • If active (not terminated) → use Job Change to extend end date and adjust hours
    • If terminated or new → continue with Hire Student
    ☐ Conversion note (important)
    • When extending a GA, use Reclassification Job Change
    • Set Scheduled Weekly Hours = 0
    • Update job title to include department
      (Example: “Graduate Assistant – Biology”)
    ☐ Confirm correct hire path
    • GA / GTA / GA‑DLC → Hire Student
    • GRA → Job Requisition + Foreign Influence Review (do not use this process)
    2. International Student Check (If Applicable)
    ☐ Offer is contingent on work authorization ☐ Student must:
    • Meet Payroll in person
    • Complete I‑9 in HR (after Workday account is created) ☐ For F or J visas:
    • Coordinate with the International Center
    • Ensure ≤ 20 hours/week across all jobs ☐ Do not allow work until onboarding is complete
    3. Hire Student (Workday)
    ☐ Search “Hire Student” ☐ Select supervisor with OPS supervisory org
    • If missing → submit Workday ticket
    ☐ Click Hire ☐ Enter Hire Date
    • Must be at least 2 weeks in the future
    ☐ Reason: Hire Employee → New Hire ☐ Employee Type: Student ☐ Location: UNF Campus ☐ End Date: Last day of semester
    ☐ Job Profile:
    • Search “graduate”
    • Select correct category:
      • GA
      • GTA (OIE approval required)
      • GA‑DLC (no tuition waiver)
    ☐ Update Job Title & Business Title
    • Must be more specific than “Graduate Assistant”
    ☐ Time Type: Part Time ☐ Scheduled Weekly Hours: 0 ☐ Submit (ignore yellow alert; resolve red errors)
    4. Organization Assignment
    ☐ Open Organization Assignment task ☐ Assign correct funding key (typically E&G) ☐ Submit
    5. Propose Compensation
    ☐ Open Propose Compensation ☐ Do not enter anything ☐ Submit
    (GA pay is handled through Period Activity Pay)
    6. Period Activity Pay (PAP)
    ☐ Open Period Activity Pay task ☐ Reason: Period Activity → Add Activity Pay → New Assignment ☐ Academic Period: Semester or Academic Year ☐ Activity: Select correct GA type (GA / GTA / GRA / GA‑DLC) ☐ Enter:
    • Start date
    • End date
    • Weekly hours (5, 10, 20, etc.)
    • Total flat amount for the term (per Graduate School guidelines)  Submit
    7. Final Reminders
    Student must have a Workday account before visiting HR. International students must visit Payroll before HR Ensure:
    • Correct GA category
    • Correct funding
    • Visa restrictions are followed
    • No work begins before onboarding is complete
    For more detailed information please see: KB0014311,  HR Employment - Hire a New Graduate Assistant 
    Hiring Graduate Assistants summary:
     
    Before You Start
    ☐ Search for the student in Workday first
    • If active (not terminated) → use Job Change to extend end date and adjust hours
    • If terminated or new → continue with Hire Student
    ☐ Conversion note (important)
    • When extending a GA, use Reclassification Job Change
    • Set Scheduled Weekly Hours = 0
    • Update job title to include department
      (Example: “Graduate Assistant – Biology”)
    ☐ Confirm correct hire path
    • GA / GTA / GA‑DLC → Hire Student
    • GRA → Job Requisition + Foreign Influence Review (do not use this process)
    2. International Student Check (If Applicable)
    ☐ Offer is contingent on work authorization ☐ Student must:
    • Meet Payroll in person
    • Complete I‑9 in HR (after Workday account is created) ☐ For F or J visas:
    • Coordinate with the International Center
    • Ensure ≤ 20 hours/week across all jobs ☐ Do not allow work until onboarding is complete
    3. Hire Student (Workday)
    ☐ Search “Hire Student” ☐ Select supervisor with OPS supervisory org
    • If missing → submit Workday ticket
    ☐ Click Hire ☐ Enter Hire Date
    • Must be at least 2 weeks in the future
    ☐ Reason: Hire Employee → New Hire ☐ Employee Type: Student ☐ Location: UNF Campus ☐ End Date: Last day of semester
    ☐ Job Profile:
    • Search “graduate”
    • Select correct category:
      • GA
      • GTA (OIE approval required)
      • GA‑DLC (no tuition waiver)
    ☐ Update Job Title & Business Title
    • Must be more specific than “Graduate Assistant”
    ☐ Time Type: Part Time ☐ Scheduled Weekly Hours: 0 ☐ Submit (ignore yellow alert; resolve red errors)
    4. Organization Assignment
    ☐ Open Organization Assignment task ☐ Assign correct funding key (typically E&G) ☐ Submit
    5. Propose Compensation
    ☐ Open Propose Compensation ☐ Do not enter anything ☐ Submit
    (GA pay is handled through Period Activity Pay)
    6. Period Activity Pay (PAP)
    ☐ Open Period Activity Pay task ☐ Reason: Period Activity → Add Activity Pay → New Assignment ☐ Academic Period: Semester or Academic Year ☐ Activity: Select correct GA type (GA / GTA / GRA / GA‑DLC) ☐ Enter:
    • Start date
    • End date
    • Weekly hours (5, 10, 20, etc.)
    • Total flat amount for the term (per Graduate School guidelines)  Submit
    7. Final Reminders
    Student must have a Workday account before visiting HR. International students must visit Payroll before HR Ensure:
    • Correct GA category
    • Correct funding
    • Visa restrictions are followed
    • No work begins before onboarding is complete
    For more detailed information please see: KB0014311,  HR Employment - Hire a New Graduate Assistant
  • How are In-State and Out-of-State Waivers applied?
    In-State Tuition Waiver

    The in-state tuition waiver is applied to GAs whose stipends are being paid by Graduate School funding, or a funding source approved by the Graduate School. Students selected to receive this waiver must meet the minimum stipend amounts and working hours each term (Fall, Spring, Summer C) in the chart below for it to be awarded. Students are liable for tuition and fees not covered by the in-state waiver.

    Biweekly Hours Worked Required Stipend Minimum

    Waiver Percentage
    20-29 $2,500 50%
    30-39 $3,750 75%
    40+ $5,000 100%

     

    Out-of-State Fee Waiver
    The out-of-state fee waiver is applied to any GA whose tuition is classified as out-of-state and who is working at least 10 hours per week (Fall, Spring, Summer C). This waiver waives the out-of-state fee for the duration of an assistantship position. Students are liable for in-state tuition (unless awarded an in-state waiver), and other fees.

    GA Hiring & Waiver Processing Deadlines:

    1. Hiring Deadline: GA hiring through WorkDay must be completed by the day before drop-add ends (typically Thursday if drop-add ends Friday).
    2. Tuition Waivers Applied: Waivers are applied by Friday EOD, the last day of drop-add.

    Missed Hiring Deadline:

    1. Late Hiring: If hiring is not complete by the above deadline, the student must pay their bill or enroll in a payment plan.
    2. Ongoing Processing: After the first week of classes, waivers are processed weekly on Fridays.
    3. Reimbursement: Once the tuition waiver is applied, the student will receive a reimbursement.

    Example:
    If classes start Monday and drop-add ends Friday:

    • WorkDay hiring must be complete by Thursday EOD.
    • Tuition waivers applied by Friday EOD.
    • Next waiver batch: the following Friday.

    Important Notes:

    • The out-of-state waiver does not change a student's residency classification. 
    • The Graduate School processes tuition waivers outside of Workday. This is a student focused process that occurs in Banner.
    • If the department is paying a student's tuition, please refer to the "Can a department pay a Graduate Assistant's tuition directly?" FAQ question.
    • Waiver is only applied towards graduate-level coursework.
    • Waiver is only good for the semester(s) during which the student is employed. Eligibility requirements must be maintained throughout the semester.
    • Students are required to contact us if enrollment changes after the date the waiver was applied. 
  • Can a student lose their in-state and/or out-of-state tuition waiver ?
    Yes, if the position is terminated or the student withdraws from courses before the final deadline to withdraw from the term in which the position is held, the waiver will be adjusted accordingly or reversed. This may result in an outstanding balance being owed. Refer to the Academic Calendar for the final withdrawal deadline.
  • Can a department pay a Graduate Assistant's tuition directly?
    Yes, a department may pay the tuition and/or fees out of their own funds. Should your department wish to pay a non-waiver eligible GA's tuition, and/or a GA's fees, please follow the below steps:
    1. Contact Financial Aid at unfscholarships@unf.edu with the students N#, name, and the amount of payment that will be posted to the students account. Inform them that you are reaching out to add the amount to the student's resources and are not checking aid eligibility.
    2. Request the payment to be posted to the student’s account through Student Financial Services; once payment has been posted, a direct pay should be entered to UNF (N00401734) by the department and invoice forwarded to Accounts Payable for approval.  Student Financial Services will pick up the check and post to the student’s account.
    Departments that pay the tuition and/or fees out of their own funds may set their own eligibility requirements and stipulations for maintaining the payment.
  • How do I pay a Graduate Assistant from a grant?
    Updating a Graduate Assistant’s funding source will require a Costing Allocation.  This can be processed on the Period Activity Pay task under the Costing Allocation section. Please note that a default funding source is always required and will be entered in the initial hiring.  
  • What is a FIR?

    As required by Florida Statute 1010.35, UNF is required to collect additional information from GRA applicants. To complete the process:

    1. Submit Job Requisition in Workday Human Capital Management (HCM)
    2. Hiring department identifies research positions
    3. All UNF candidates will complete Foreign Influence Review questions within the application and any tasks
    For more information or if you have questions about the Foreign Influence Review (FIR) process, please contact FIR@unf.edu.
  • When do I need to submit the Assistantship Criteria Exception Form?

    Once the Graduate School receives the hiring form, we will check the student's eligibility. If the student does not meet one or more of the bullet points below, the Assistantship Criteria Exception Form must be submitted (one form may be submitted for multiple reasons). It is recommended to submit the form as soon as you learn it is required. Hiring form approval cannot be completed until an approved form is on file.

    • Not enrolled full-time in graduate level courses (9 hours for master's students, 6 hours for doctoral students fall and spring; Summer enrollment is not required.)
    • Working more than 40 biweekly hours (international students cannot exceed 40 biweekly hours under any circumstance)
    • Not in good academic standing (GPA below a 3.0)
    • Registered for an undergraduate course
    An explanation is required on the form. If unsure, please contact the student and or graduate program director. For those working over 40 biweekly hours, please provide the position title and number of hours per week for each position they are working.
  • How do I submit the Assistantship Criteria Exception Form?

    The Assistantship Criteria Exception Form is submitted through Online Form Approval in your myWings.

    1. Please login to your myWings account
    2. Navigate to the Employee Resources tile, then Employee Forms, then Banner Online Forms
    3. The form is available under Graduate School
      • The exception form will first need to be routed to the students Graduate Program Director
      • An explanation is required on the exception form. Please contact the student for reasoning of why they do not meet the requirements. For those working over 40 biweekly hours, please provide the details of each position they are working.