First-Year Experience

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We are continuing to monitor the COVID-19 situation closely. Please note the latest campus health and safety guidance:

Face masks are strongly recommended but optional inside university buildings for vaccinated and unvaccinated individuals, except when alone in a private office or single-occupant cubicle.

For individuals who live with individuals who are immunocompromised, or who have a condition which places them at high risk for severe illness with COVID-19, masking and social distancing are strongly recommended but optional, regardless of vaccination status.

COVID-19 vaccination for all eligible individuals ages 12 and up is encouraged. However, as an organization receiving public funding, the university cannot require individuals to show documentation they have been inoculated.

Mentor Onboarding, Workday, & Payment

Mentors need to complete human resources (HR) requirements to be appointed to a position, submit timesheets, and receive payment. Be sure to complete all onboarding and compliance tasks in your Workday inbox, as these are essential to receiving payment.

Mentor Appointments with Human Resources

You are required to complete forms and submit documentation establishing your eligibility to work in the United States within the first three days of your employment. The School of Undergraduate Studies (UGS) HR will be working with you to complete the I-9 process remotely. Please review the list of the documentation that establishes your identity and employment authorization. You will need to have original documents, NOT photocopies or scans, on hand to complete the I-9 process with UGS HR.

  • Approve background check request (request sent by email)
    • Some mentors have started receiving email requests for background checks. You will need to approve a background check if you have never worked for The University of Texas at Austin. Please check the inbox and spam folder for the email address that you provided to the FIG or TrIG program for this email so you can authorize the background check.
  • To complete the I-9 process (notification sent by email)
    • You will receive an email from UGS.HR@austin.utexas.edu to notify you that you can begin working on your I-9 form. Detailed instructions and a fillable PDF will be sent to you.
    • Choose work eligibility documents and find an authorized representative to verify. The link to acceptable documents is linked above. An authorized representative is any person over the age of 18. This may include a notary, a family member, a friend, a neighbor, etc.
    • Submit section one in Workday, which must be done one week before the start date.
    • Complete sections one and two on the PDF File.
    • Upload documents to Workday. Due three days before start date.

Workday

Mentors should now have full access to Workday, which you will use to submit your timesheets and set up payment elections. You may log in with your UT EID and password.

DUO

Workday requires users to log in through DUO, a two-factor authorization application used to help increase the security and confidentiality of data. Read more about how to set up DUO.

Timesheets

All mentors are required to submit weekly timesheets in order to be paid. Please fill out and submit through Workday. For instructions on how to fill out a timesheet as an hourly employee please watch this video. Mentors will receive emails with timesheet deadlines reminders throughout the semester. Keep in mind the following rules regarding your work hours and timesheets.

FIG Mentors

  • Can work up to 50 hours total for the fall semester.
  • Can work up to five hours per week. Anything more than five hours, FIG mentors will need permission. Please email Lisa Valdez for permission to work more than five hours per week.
  • Please make sure timesheets have been submitted and not just created.
  • Timesheets should be submitted every week.

TrIG Mentors

  • Can work up to 50 hours total for the fall semester.
  • Can work up to six hours per week.
  • Please make sure timesheets have been submitted and not just created.
  • Timesheets should be submitted once every pay period.

NTS TrIG Mentors

  • Can work up to 100 hours total for the fall semester.
  • Can work up to ten hours per week.
  • Please make sure timesheets have been submitted and not just created.
  • Timesheets should be submitted once every pay period.

Payment schedule

  • Pay periods: First – fifteenth of the month and sixteenth – end of the month.
  • Mentors are paid twice a month if timesheets are submitted on time.
  • Payday dates, the date when you will actually get paid, are set by the university.