ASU Policy Handbooks
Staff Policies and Procedure Handbook
Arizona Board of Regents Manual
For questions or concerns, contact [email protected].
Research and Teaching Assistant Hiring
Research Assistants/Associates (RAs) and Teaching Assistants/Associates (TAs) are hired through a waiver process.
Please email the following information to [email protected] at least three weeks before the desired start date:
- Start and end dates: The start date must be in the future and allow sufficient time for recruitment and HR approval. Whenever possible, please select the beginning of a pay period.
- FTE/hours per week
- Biweekly pay rate and total amount for the semester or academic year
- Account number to charge
- Job description (a few sentences minimum)
The student should email their resume and cover letter to [email protected] as soon as possible to begin the hiring process.
Please note that this process involves multiple approvals from Central HR and the Student Employment/Financial Aid Office and typically takes at least two weeks to complete.
Students will receive their offer letter through the recruitment system and must accept electronically for their appointment to be processed in the payroll system.
RA and TA positions include tuition remission and health insurance benefits.
New hires must complete a new employee payroll packet, including an I-9 form, within the first three days of employment and submit it to ASU Human Resources (if they do not currently hold an active position).
Reminder:
RAs and TAs may work a maximum of 20 hours per week during the academic year.
Hourly Student Hiring
Please email the following information to [email protected]:
- Requested start and expected end dates: The start date must allow time for recruitment and HR approval. Students may not begin working until approval is received, which can take 1–2 weeks after all materials are submitted.
- FTE/hours per week
- Hourly pay rate
- Account number to charge
- Brief job description (a few sentences)
- Qualifications: List specific criteria or experience requirements relevant to the role.
If you already have a candidate in mind, ensure that the qualifications match the candidate’s background, and instruct them to include these requirements in their resume or CV when applying.
Students must apply to the job posting as soon as it goes live, including their resume, cover letter, and at least three references.
They will need to complete a new employee payroll packet, including an I-9 form, within the first three days of employment and submit it to ASU Human Resources (if not currently active in the system).
Student job postings must remain open for at least two days or until three applicants have applied before a hire can be made.
Because the process includes several approval steps with Central HR and the Student Employment/Financial Aid Office, hiring may take up to two weeks, depending on when all required materials and approvals are received.
Students will receive and electronically accept their offer letter through the recruitment system before their appointment can be finalized in payroll.
Reminder:
International students may work a maximum of 20 hours per week during the academic year across all ASU positions.
For additional information, please visit cfo.asu.edu/hr or contact [email protected].
Orientation and Onboarding
Welcome to the ASU Department of Physics! We are committed to helping new employees and student workers get started smoothly and understand departmental and university processes. This page provides essential resources for onboarding and orientation.
Getting Started
All new employees should coordinate with [email protected] for guidance on onboarding procedures, required documentation, and orientation schedules. Key steps include:
- Completing Workday Setup: Ensure your Workday account is active to submit personal information, tax forms, and direct deposit details.
- Payroll and Benefits Enrollment: Verify eligibility and complete enrollment in benefits, including health insurance, retirement plans, and leave reporting.
- Department Orientation: Attend a departmental orientation session to learn about research areas, lab safety, policies, and resources.
Required Documentation
New employees and student hires must complete:
- Workday New Employee Payroll Packet, including the I-9 form
- Required tax forms (W-4 or equivalent)
- Direct deposit information
- Any role-specific forms or safety certifications
International employees should also submit visa documentation and consult with [email protected] for visa-specific onboarding requirements.
Resources
- Workday HCM Information and Training – Instructions for onboarding tasks, time reporting, and leave management
- Payroll and Payday Calendars – Key dates for pay and deadlines
- ASU Human Resources – Orientation – General HR resources, policies, and onboarding guidance
- ASU International Employees and Scholars – Guidance for visa holders
- ASU Benefits – Guidance for benefits enrollment
Next Steps
- Complete all required forms and submit to [email protected].
- Attend departmental orientation and training sessions.
- Set up Workday and confirm payroll, leave, and benefits information.
- Reach out to [email protected] with any questions during your onboarding process.
We are excited to have you join the Department of Physics and look forward to supporting your success at ASU!
Time Reporting and Workday Resources
All employees and supervisors use Workday to record time, submit leave, and approve time entries.
For detailed instructions, please review the Workday HCM Work Instructions to Enter and Correct Time for more information. This document includes step-by-step guides for entering, correcting, and approving time, as well as other training resources.
Getting Started with Workday
- Access Workday: Log in through my.asu.edu and navigate to the Workday application.
- Questions or Assistance: For help during this transition, contact [email protected].
Additional resources include:
- Workday HCM Information and Training
- Payroll and Payday Calendars
- Fair Labor Standards Act (FLSA) – New Rule
- Tips for Faculty and Staff Trending Toward ACA Eligibility
- Tips for Students and Grads Trending Toward ACA Eligibility
- TAS Crosswalk to Workday Resource
- Request and Return from Leave of Absence
Time Reporting Requirements
- Hourly Staff (non-exempt) and employees on PRN (as needed) appointments are required to report all time worked and leave taken each pay period.
- Hours must be submitted and approved by the payroll deadline to ensure timely payment. Failure to do so may result in delayed or missed paychecks.
- If hours are not submitted before the pay period deadline, the employee will need to wait until Wednesday at 12 PM MST of the following week for Workday to reopen time entry. Once submitted at that time, the hours will be paid in the next pay period.
- Hourly Staff (exempt), University Staff, Academic Professionals, and Postdoctoral Scholars must report leave time each pay period, if applicable.
Examples of leave include:- Sick leave
- Vacation leave
- Jury duty
- Bereavement leave
For step-by-step guidance, please see the Workday HCM Work Instructions to Enter and Correct Time available on the ASU HR website.
Leave and Time Off
If you need to take leave, please coordinate with your supervisor and contact [email protected] to determine the appropriate leave type and process.
How to Get Started
Employees and supervisors will use Workday to request and manage leave. Detailed instructions and training resources are available on the Workday HCM Information and Training page.
For questions or assistance, please contact [email protected].
Types of Leave
- Parental Leave
- FMLA (Family and Medical Leave Act): Employee Guide (U.S. Department of Labor)
- Non-FMLA Leave
- Personal Leave
For more details on the types of leave and eligibility, visit the ASU Leaves Management page.
Eligibility and Guidelines
The Staff Personnel Manual (SPP) and the Academic Affairs Manual (ACD) outline leave policies for staff and faculty, respectively.
Refer to SPP 705-02 for details on FMLA processes and forms.
- Exempt (Salaried) Staff: Record only leave hours used.
- Non-Exempt (Hourly) Staff: Record all hours worked and any leave hours used.
- Faculty/Academic Professionals (Academic-Year Appointments): Accrue sick leave but not vacation.
- Record Retention: All leave records are retained for five years.
- Confidentiality: Medical records must be stored separately in a secure, confidential file.
Leave Eligibility
FMLA Eligibility
- Must have worked within the Arizona University System (ASU, NAU, UArizona, or ABOR) for at least 12 months in a benefits-eligible position, and must have worked at least 1,250 hours in the 12 months before the leave start date.
Note: Tenured/tenure-track faculty and continuing/probationary academic professionals are exempt from these requirements.
Parental Leave Eligibility
- Available to benefits-eligible employees (50% FTE or greater) who have worked at ASU for at least 12 consecutive months and 1,250 hours in the previous year.
- Paid parental leave coordinates with group disability income plans (e.g., short-term disability) to provide up to 100% of base salary.
Non-FMLA (ASU) Leave Eligibility
- Applies to employees who do not qualify for FMLA, have exhausted FMLA benefits, or request Personal or Military Leave.
Additional Resources
F-1 Optional Practical Training (OPT)
Optional Practical Training (OPT) is an employment benefit provided by the U.S. Citizenship and Immigration Services (USCIS) that allows international students in F-1 status to gain off-campus work experience directly related to their field of study. OPT may be used before or after degree completion for a total of up to 12 months.
Students who have earned a bachelor’s, master’s, or doctoral degree in a STEM field (Science, Technology, Engineering, or Mathematics) may apply for a 24-month extension of their initial 12-month OPT period.
International students should consult with their graduate and faculty advisors to determine an appropriate program completion date and should apply for OPT at least 90 days before that date if they intend to work in the U.S. following graduation.
Students may continue working in a student position through the end of the semester if their OPT has been approved and they have received their Employment Authorization Document (EAD) after their completion date (typically the date final revisions are submitted post-defense). After the semester ends, graduates on OPT must be employed in a non-student position.
Exchange Visitor Program (J-1 Visa)
The J-1 Exchange Visitor Program allows international scholars to come to the U.S. temporarily for educational and cultural exchange. Visitors may come to teach, conduct research, observe, consult, or share specialized expertise and are expected to return to their home country upon completion of the program.
Funding Requirements:
- Minimum of $1,200 per month for the visitor
- Additional $350 per month for a spouse
- Additional $200 per month for each dependent child
The process for requesting a DS-2019 form is initiated by the Physics HR Office after you contact [email protected] with your intent to bring in a visiting scholar. The International Students and Scholars Office (ISSO) will not accept requests directly from faculty or visitors.
Once your request is received, the Physics HR Office will work with the visitor to collect the required documentation and submit the completed request to ISSO.
- A formal invitation letter from the department must be provided.
- Processing typically takes 2–3 weeks, after which the DS-2019 will be sent via FedEx to the visitor.
H-1B Visa Requests
The H-1B visa process is complex and time-sensitive. Departments should plan ahead and submit requests at least six months before the proposed employment start date.
If the request is submitted with less than six months’ notice, either the start date must be delayed or premium processing may be required at an additional cost of $1,225.
H-1B petitions should generally be reserved for employees intended to be hired for 1–3 years.
- The initial petition should match the length of guaranteed funding.
- Each new or amended petition incurs additional fees.
Amendments are required for:
- Changes in job duties (e.g., from research-only to teaching and research)
- Changes in work location (e.g., from ASU to another institution)
- Certain title or salary changes
- Transfers of H-1B sponsorship from another institution to ASU
Permanent Residency (Green Card) Process
The process to obtain U.S. permanent residency (a green card) varies by case. ASU can sponsor employees through two main categories:
- Outstanding Researcher/Professor (ORP)
- Estimated cost: $7,500–$10,000, depending on case complexity
- Estimated processing time: 1–2 years
- Labor Certification Process
- Requires a formal job posting
- Typically takes longer than the ORP route
- Significantly lower cost (generally under $1,000)
For guidance or to discuss options for permanent residency, please contact [email protected].
TN Visa (Canadian and Mexican NAFTA Professional Worker)
Citizens of Canada or Mexico may be eligible to work in the U.S. under a TN visa as NAFTA professionals if they meet the following conditions:
- The applicant is a citizen of Canada or Mexico
- The position is listed on the NAFTA professional occupations list
- The role in the U.S. requires a NAFTA professional
- The applicant has the required degree and/or professional credentials for the occupation
Most TN-eligible professions require at least a bachelor’s degree. Some allow for alternative credentials or experience, as listed in Appendix 1603.D.1 of NAFTA Chapter 16.
The Physics HR Office will prepare the TN support letter for presentation at a U.S. port of entry (airport or border crossing).
For additional information on visas and immigration, please visit goglobal.asu.edu/international/visas-immigration or contact [email protected].
Policies for staff: Staff Personnel Manual (SPP)
Policies for academic professionals and faculty:
- Academic Affairs Manual (ACD)
- Conditions of Service for Faculty Service
- Conditions of Service for Academic Professionals
Policies for Postdocs:
Policies for students: