Physics Human Resources Support

Graduate Student Hiring - GSA/GRA/GTA

Graduate Research Assistants (GRAs), Graduate Service Assistants (GSAs), and Graduate 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/or total amount for the semester or academic year
• Account number to charge
• Description of duties to be performed, description of why the student should be selected (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.

GRA 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 and/or 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].

SSN Form

Hiring Form

Postdoctoral Research Scholar Hiring

Postdoctoral scholars are individuals who have recently completed a doctoral degree who are continuing with a full-time program of advanced academic preparation and research training under the guidance of a supervising faculty mentor. Postdoctoral appointments are by their nature temporary and may be funded through salaries, typically from a supervisor’s grant, training grant or fellowship stipends.

Postdoctoral scholar appointments may be renewed annually on a fiscal year basis for up to four years, so long as the postdoctoral scholar is within five years from receipt of the doctoral degree. Any further extensions must be approved by the Office of the University Provost. Appointments may be terminated prior to the end of the contract year based on unsatisfactory performance or when funding is no longer available. For more information on postdoctoral research scholar appointments, see the Guidelines for Postdoctoral Scholars and the Conditions of Postdoctoral Scholar Service.

Units should seek approval from the dean's office to hire a postdoctoral scholar either through a competitive search or via a waiver of recruitment.

• If target hiring, the unit should submit The College Waiver of Recruitment for approval to the appropriate College director of fiscal and business operations lead. Once approved, the appointment letter is drafted by the unit. Units should use the Postdoctoral Research Scholar Offer Letter template for postdoc hires.
• If conducting a competitive search, the unit should first obtain the dean's approval by sending over a CLAS Authorization to Recruit, Provost's Search Plan, an evaluation rubric, and a draft of the job advertisement (using the College-approved job ad template) to your College director of fiscal and business operations lead. NOTE: All postdoctoral scholar searches MUST be conducted through APARS Faculty Search.
• Rubrics - The College requires that all postdoctoral job searches submit a rubric template (using the College-approved rubric template) with the recruitment documents.
• Upon approval, the unit should conduct the search according to Steps 1-4 found on the faculty "Recruitment and Hiring" web page. Once a preferred candidate is identified, the unit should email their respective College director of fiscal and business operations lead requesting the dean's approval to hire. Email requests should include the candidate's name, proposed title/rank, salary, funding source, start date and justification for hire. Once approved, the appointment letter is drafted by the unit. Units should use the Postdoctoral Research Scholar Offer Letter template for postdoc hires.
• As with all competitive searches, the unit is encouraged to implement a fair and equitable screening process such as that used during competitive tenure-track faculty searches. For more information on search practices and policies, please see ACD505-06, the Academic Search Handbook or contact the Office of Equity and Inclusion.
• Unit conducts a background screening (per ACD 126) and begins internal hiring process. Click here for policy and procedure.

For policies and processes governing labor certification and search process requirements affecting non-U.S. citizens, please visit the Office of Equity and Inclusion.

For information on renewing or non-renewing postdoctoral appointments, please visit the Additional Resources page.

Please contact Renata Wingert, Department HR Specialist, at [email protected] for more information or questions.

Faculty Associate Hiring

Faculty Associates are persons qualified by training and experience to teach university-level courses. Faculty associates are typically appointed on a semester basis and are non-benefits eligible.

Units should seek approval from the dean's office to hire a faculty associate either through competitive search or via a waiver of recruitment.

• If target hiring, unit should submit a CLAS Waiver of Recruitment for approval to the appropriate College director of fiscal and business operations lead. Once approved, the appointment letter is drafted by the unit. Units should use the Faculty Associate Appointment Letter template for faculty associate hires.
• If conducting a competitive search, the unit should first obtain the dean's approval by sending a CLAS Authorization to Recruit, Provost Search Plan , and a draft of the advertisement to your CLAS divisional business operations manager. Upon approval, the unit shall create the position in APARS Faculty Search and submit it to The College for approval. The College will submit the position to the Provost's office for final approval of the job ad. Once the job posting is fully approved in Faculty Search, the unit may proceed with the unit's standard recruitment and hiring protocol.
• Once a successful candidate has been identified, the appointment letter is drafted by the unit. Units should use the Faculty Associate/AP Appointment Letter template.
• As with all competitive searches, the unit is encouraged to implement a fair and equitable screening process such as that used during competitive tenure-track faculty searches. For more information on search practices and policies, please see ACD505-06.
• The unit conducts a background screening (per ACD 126) and begins the internal hiring process. Click here for policy and procedure.

For policies and processes governing labor certification and search process requirements affecting non-U.S. citizens, please visit the Office of Equity and Inclusion.

For more information or if you have any additional questions, please reach out to [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

1. Complete all required forms and submit to [email protected].
2. Attend departmental orientation and training sessions.
3. Set up Workday and confirm payroll, leave, and benefits information.
4. 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.

Adjunct Appointments

Adjunct faculty appointments are made to support a professional affiliation between the individual and the university that is mutually beneficial. In the Department of Physics, adjunct faculty may contribute by supervising students, supporting research activities, and, on occasion, teaching courses. Adjunct appointments are unpaid, typically part-time, and granted for limited, renewable terms of up to one year. Departments may request adjunct status for individuals to provide them with access to select ASU resources, including an ASU email account and library privileges.

http://www.asu.edu/aad/manuals/acd/acd505-02.html(link is external)

New Adjunct Faculty Request Form: file:///C:/Users/rwinger1/Downloads/NEW%20ADJUNCT%20FORM%202026%20--%20Department%20of%20Physics%20(1).pdf

Requesting Adjunct Faculty Status (Non-ASU Employees)

Requests for adjunct faculty status within the Department of Physics should be directed to Renata Wingert, Department HR Specialist.

Initial Adjunct Appointment Process

• Email the adjunct request to Renata Wingert, Department HR Specialist at [email protected].

• Once Renata receives your email, she will reply with the information needed to become Adjunct Faculty at ASU, which includes:

  • A letter of support outlining the mutual benefit to the individual, the university, and the faculty sponsor

  • A copy of the affiliate’s most current CV

  • A completed Contact Information Sheet

• Submit all requested materials to Renata for review.

• If the adjunct candidate is not currently affiliated with ASU, the candidate must complete a Courtesy Affiliate ID Request Form and return it by email.

• Renata will coordinate Director and Dean approvals at the college/school level.

• Provost approval is obtained through the Academic Personnel System.

• Once Provost approval is received, Renata will notify the adjunct candidate and provide the official Adjunct Faculty appointment letter.

Adjunct Faculty Renewal Process

• Renewals begin in April and extend until June 30th.

• Renata will contact the sponsoring faculty member with renewal instructions, which include submitting:

  • An updated letter of support outlining continued mutual benefit

  • The adjunct’s most current CV

  • An updated Contact Information Sheet

• Renata will enter the renewal information into the Academic Personnel System and submit it for approval.

• Upon approval, Renata will notify the adjunct faculty member and issue the renewed Adjunct Faculty appointment letter.

For questions or to begin the adjunct request process, please contact Renata Wingert, Department HR Specialist at [email protected].

Courtesy Affiliate Access

Courtesy Affiliation Request Form: file:///C:/Users/rwinger1/Downloads/Courtesy%20Affiliate%20Request%20Form%20-%20Blank%20(2).pdf

Courtesy Affiliate status is available for individuals who are not employed by Arizona State University but require limited access to ASU resources in order to support their professional collaboration with the Department of Physics. This status allows affiliates to receive select privileges, such as an ASU email account and library access, when there is a clear, documented benefit to both the individual and the university.

Eligibility
Courtesy Affiliate status may be requested for individuals who are collaborating with the Department of Physics in areas such as research support, academic collaboration, or other department-sponsored activities. This status does not confer employment, compensation, or benefits.

How to Request Courtesy Affiliate Access

1. The sponsoring faculty or department representative should contact Renata Wingert, Department HR Specialist, to initiate the request.

2. The following materials will be required:

   • The affiliate’s most current CV

   • Completed Courtesy Affiliate form (linked above)

3. Once all materials are submitted, the request will be reviewed and routed for the appropriate departmental and college-level approvals.

4. After approvals are obtained, the affiliate will be notified and granted access to approved ASU systems and resources.

Duration and Renewal
Courtesy Affiliate access is granted for a limited period and may require renewal depending on the nature of the affiliation. Renewal requests must be submitted prior to the expiration date and are subject to review and approval.

For questions or to begin the Courtesy Affiliate request process, please contact Renata Wingert, Department HR Specialist, Department of Physics at [email protected].

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

• SPP 708: Parental Leave Benefits
• ACD 710: Parental Leave with Pay
• ASU Leaves Management
• Workday HCM Information and Training
• Payroll and Payday Calendars
• Fair Labor Standards Act (FLSA) - New Rule

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:

1. Outstanding Researcher/Professor (ORP)
   • Estimated cost: $7,500–$10,000, depending on case complexity
   • Estimated processing time: 1–2 years
2. 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:

• Conditions of Postdoctoral Service
• Guidelines for Postdoctoral Scholars

Policies for students:

• Student Services Manual
• Student Employment Information & Policies

Leaving The Department of Physics

When an employee indicates their intent to leave The Department of Physics, supervisors/managers need to request a resignation in writing. Once this has been obtained, please email Renata Wingert, Department HR Specialist, at [email protected] with the written resignation from the employee to initiate the rest of the process.

For Managers

• Leaving ASU

For Employees

• Exit Interview - online or face-to-face
• Information for Separating Employees

Per the Staff Personnel Manual (SPP 1007), the resignation shall be final unless both the supervisor and the employee agree that the resignation may be withdrawn prior to the date of resignation or retirement.

Student Worker Terminations

• The records of students hired as an hourly worker, must be maintained for two years after they are terminated
• Those hired for work-study positions must be maintained for three years following termination

Need Help?

[email protected]