Graduate Student Employment Guidelines
All GA/TA/RPA appointments must be processed through the GSAP in DocuSign.
Hire / Rehire / Reappointment (State) · Hire / Rehire / Extension (RF)
Paperwork Submission Deadline: Appointment envelopes submitted after the deadline negatively impact the GA, TA, or RPA's receipt of paycheck, benefit eligibility, student health fee waiver and tax withholding.
Graduate Assistant (GA) · Teaching Assistant (TA)
Hire / Rehire / Reappointment
Research Project Assistant (RPA)
Hire / Rehire / Extension
Check the paperwork deadline calendar before submitting State or Research Foundation appointment envelopes.
DocuSign is a digital transaction platform that allows users to send, sign and manage legally binding documents securely in the cloud. For assistance with creating, signing, and managing envelopes as well as updating your user preferences in DocuSign, go to DocuSign Resources.
All State and RF Graduate Student Appointments (GA/TA/RPA) must be processed through the GSAP in DocuSign. To obtain the appropriate template access in DocuSign, email hrs_state_appointments@stonybrook.edu for GA/TA Appointments and rf_appointments@stonybrook.edu for RPA Appointments.
The HR Appointment Units will coordinate access with Admin Application Support. Once granted, you will be notified via email.
All Graduate Student Employees must obtain a valid social security number issued from the Social Security Administration within the first few weeks of the semester in order to avoid the disruption of check distribution. Pseudo social security numbers are temporary for payroll purposes only and should not be used off-campus. After registration for classes, those who need a SS # will need to submit an offer letter from the employing department to Stony Brook Visa and Immigration Services (vis@stonybrook.edu) for an endorsement verifying immigration status and course registration. Application for a Social Security number must be made at a Social Security Administration office.
Graduate students must be matriculated and registered for full time graduate-level study and remain in compliance status by meeting the following criteria:
| Grade | Required |
|---|---|
| G-1 | 9 Credits |
| G-2 | 9 Credits |
| G-3 | 9 Credits |
| G-4 | 9 Credits |
| G-5 | 9 Credits |
During the academic year (including Intersession) graduate students may work on the Graduate student payroll (State or RF) up to a maximum of 20 hours. International students in F-1 or J-1 status may not work more than 20 hours per week while school is in session.
It is essential to comply with the employment limitations imposed by certain immigration statuses. Failure to do so places both the student and University in jeopardy. For the student, failure to comply with the hours limit imposed by immigration status is a violation of their immigration status, and will result in immediate employment termination by the University.
Violation of immigration regulations governing employment are deportable offenses. Current immigration regulations do not provide for reinstatement to student status following unauthorized employment. For the University, non-compliance could result in the loss of all Federal funding.
Questions regarding employment restrictions imposed by immigration regulations should be referred to Visa and Immigration Services at vis@stonybrook.edu or by calling (631) 632-4685.
Terminations, resignations, or cancellations of appointments must be communicated to Human Resources immediately to prevent overpayments. Refer to the State GA/TA Separation Procedure.
Terminations, resignations, or cancellations of appointments must be communicated to Human Resources immediately to prevent overpayments. Submit a Change Form to rf_payroll@stonybrook.edu.
State Appointments
state_appointments@stonybrook.edu
Phone: 631-632-6202
Fax: 631-632-4984
RF Appointments
rf_appointments@stonybrook.edu
Phone: 631-632-6183
Fax: 631-632-4384
State Payroll
state_payroll@stonybrook.edu
Phone: 631-632-6198
Fax: 631-632-6208
RF Payroll
rf_payroll@stonybrook.edu
Phone: 631-632-6183
Fax: 631-632-4384
Coordinators of GA/TA/RPA positions can get started in the DocuSign system by going to DocuSign Resources. For more information, visiting Coordinators.
Need help in completing your Graduate Assistant (GA) Teaching Assistant (TA) or Research project Assistant (RPA) appointment, benefit and payroll forms in the DocuSign System? Visit Graduate Student Employee.
Vist the Career Center for information on Federal Work Study or Student Assistant positions or students. Coordinators of FWS/SA positions can visitCoordinator Resources.
Administration Building, Level 3, Room 390
Stony Brook, NY 11794-0751
Phone: (631) 632-6161 · Fax: 631-632-6168
hrs_info@stonybrook.edu
