GUIDELINES FOR STUDENTS TRANSFERRING BETWEEN UTMDACC AND UTHSCH

The following guidelines are provided to assist GSBS students who transfer between the UT M. D. Anderson Cancer Center and the UT Health Science Center at Houston. Such a transfer is necessary when a student’s source of funding, e.g., a Graduate Research Assistantship, changes from one institution to another. The steps in this process–the people to see and the information required–are described below. Any problems encountered with respect to employment or insurance should be brought to the attention of Carol Helton, GSBS Financial Officer (713-500-9866 or Carol.E.Helton@uth.tmc.edu ).  Assistant Dean Jon Wiener (713-500-9870  or Jon.R.Wiener@uth.tmc.edu ) may be contacted concerning other student-related issues. 

TRANSFERS FROM UTMDACC TO UTHSCH

Continuous Employment

____ Once you have the agreement of your advisor(s) to transfer your employment to the Health Science Center, you want to make sure there is no break in your employment. To do this contact Carol Helton in the GSBS Financial Office (713-500-9866 or Carol.E.Helton@uth.tmc.edu ). Carol will help coordinate the change in funding source. In this type of transfer, employment at the UTMDACC typically ends on a Saturday, and employment at the UTHSCH begins on a Sunday so that funding is continuous.

Pre-employment Checklist

____ The first step in the transfer is to have the UTHSCH department that will be paying you submit a Pre-Employment Checklist . This checklist should be submitted by the department as soon as you know what your new source of funding will be.

[On the checklist the department should indicate that your Employee Type is “S” (student); your Employee Status is “P” (part-time); that your Job Title is (typically) “Graduate Research Assistant” with Job Code 0964; under Orientation Date simply indicate “p.m.-benefits” if you wish to continue health coverage under one of the UT System plans.]

____ After the Pre-Employment Checklist has been submitted, call Adora Yanelli in Human Resources (713-500-3165) to set up an appointment to complete the necessary forms.

Meeting with the Office of International Affairs (non-U.S. Citizens only)

____ Prior to changing the funding source, students who are non-U.S. citizens MUST report to the Office of International Affairs (7000 Fannin, Suite 130, University Center Tower) to inform them of the change of position and to complete any required paper work. You will be required to present your original immigration documents which establish your ability to be employed (I-9 form). The Office of International Affairs will provide you with documentation to be turned into the UTHSC-H Human Resources office (7000 Fannin, Suite 150, University Center Tower) or the UT MDACC Trainee Alumni and Affairs Office (1100 Holcombe, 16th floor).  Failure to complete this process prior to changing funding source will impede the clearance to begin the new funding.  Thus, your immediate attention to this matter is required and requested.

For tax purposes and to complete Form W-4 (if the trainee will be receiving a stipend), you must present two pieces of personal identification (driver’s license, Social Security Card, or passport).

Meeting with Human Resources Representative

____ When you go to meet with Adora, make sure you take documentation from the “List of Acceptable Documents” on the back of the I-9 Form (http://www.uscis.gov/files/form/I-9.pdf) so that she can process the I-9 Employment Eligibility Verification Form. In addition, if you want your pay deposited directly to your checking or savings account, take a voided check (not a deposit slip) that includes your account number and the bank Transit/ABA number. Adora will help you complete all the required employee forms.

Insurance

When you change your employment source from the UTMDACC to the UTHSCH, you will be regarded as an inter-institutional “transfer.” Therefore, if you are enrolled in any of the UT System Group Insurance plans (medical, dental, vision, group life, personal accident, etc.) or flexible spending accounts, those plans should transfer with you. To make sure your insurance coverage is continuous and unchanged, you need to make arrangements with Benefits personnel at both institutions, as follows:

____ Please contact The UTMDACC HR Service Center at 713-745-6947 (713-745-myHR). Explain that you are transferring to the Health Science Center in Houston and ask to be referred to the appropriate Benefits staff member. Ask that person to print an insurance and flexible benefits enrollment summary for you and fax it to LaShonda Mayo-Mozell in Benefits at the UTHSCH (fax number is 713-500-3701).

____ LaShonda Mayo-Mozell is a Benefit Advisor in UTHSCH HR-Benefits. Contact her at 713-500-3823 and explain that you are transfering to the UTHSCH. She will give you instructions about the steps that need to be taken to transfer your insurance coverage with you.

If you do not transfer on the first day of the month, you may have to pay part of your insurance premium out of your pocket.

E-mail

Every GSBS student is assigned an e-mail address at both the UTHSCH and at UTMDACC. Both addresses will remain valid and in effect as long as the student is enrolled in the GSBS, regardless of where he or she is employed.

Combined Identification Badge

Entering GSBS students will be issued an identification badge that will show both UTHSCH and UTMDACC institutional logos and should be accepted at both institutions. This badge will be activated to provide students access to the UT Medical School and the Library entrance to the UTMDACC Pickens Academic Tower. As long as the student is in good standing, the badge will remain activated for these two entrances regardless of what institution is paying the student’s stipend or where the student is doing his/her lab research. When the student ceases to be enrolled in GSBS, the badge will be deactivated.

Other Matters

There are several requirements of both the UTMDACC and the UTHSCH that the student meets as a result or condition of enrolling in GSBS. These include TB testing (required for matriculation) and laboratory safety instruction and employment discrimination training (both of which are provided during fall Orientation). A student who transfers between institutions should not be required to meet these requirements again. If a problem is encountered in any of these areas, please contact Dean Wiener at 713-500-9870.

TRANSFERS FROM UTHSCH to UTMDACC

Continuous Employment

____ Once you have the agreement of your advisor(s) to transfer your employment to the M.D. Anderson Cancer Center, you want to make sure there is no break in your employment. To do this, contact Carol Helton in the GSBS Financial Office (713-500-9866 or Carol.E.Helton@uth.tmc.edu). Carol will help coordinate the change in funding source. In this type of transfer, employment at the UTHSCH typically ends on a Sunday, and appointment at the UTMDACC begins on a Monday so that funding is continuous.

____ An Application for Graduate Student Educational Appointment and supporting documentation (as indicated on the application form) must be submitted to the M. D. Anderson department where you will be appointed. The application form is available on the M. D. Anderson Office of Trainee and Alumni Affairs (TAA) Webpage under E-Forms at http://www.mdanderson.org/Prof_Education/TSS/. The department will forward the application materials and a Recommendation for Educational Appointment to the TAA for processing. Your trainee title will be Graduate Research Assistant – GSBS.

Meeting with the Department of International Affairs (non-U.S. Citizens only)

____ Prior to changing funding source, students who are non-U.S. citizens must report to the Office of International Affairs (7000 Fannin, Suite 130, University Center Tower) to inform them of the change of position and to complete any required paper work. You will be required to present your original immigration documents which establish your eligibility to be employed (I-9 form). The Office of International Affairs will provide you with documentation to be turned into the UTHSC-H Human Resources office (7000 Fannin, Suite 150, University Center Tower) or the UT MDACC Trainee Alumni and Affairs Office (1100 Holcombe, 16th floor).  Failure to complete this process prior to changing funding source will impede the clearance to begin the new funding.  Thus, your immediate attention to this matter is required and requested.

For tax purposes and to complete Form W-4 (if the trainee will be receiving a stipend), you must present two pieces of personal identification (driver’s license, Social Security Card, or passport).

Meeting with Office of Trainee and Alumni Affairs

____ You must check in with the Office of Trainee and Alumni Affairs (TAA) (713-792-2696) prior to reporting to your department. For payroll purposes, please take two pieces of personal identification (Driver’s License and Social Security Card or passport are best) to TAA. Students who are non-U.S. citizens must turn in the documentation provided by the Office of International Affairs (OIA). Those students who are U.S. citizens and who will be compensated will have their I-9’s and W-4’s completed at TAA.

_____ If you want your stipend deposited directly to your checking or savings account, take a voided check (not a deposit slip) that includes your account number and the bank Transit/ABA number and submit with a completed Direct Deposit Authorization Form.

Identification Badge

Entering GSBS students will be issued an identification badge that shows both institutional logos and should be accepted at both the UTHSCH and the UTMDACC. Prior to the Fall of 2004, entering students were issued a UTHSCH badge that identified them as a GSBS student, regardless of where they were employed. If you entered GSBS prior to the Fall of 2004 and are receiving a GRA appointment at the UTMDACC, you will need to obtain a separate UTMDACC identification badge.

_____ Students admitted to GSBS prior to Fall 2004 will, upon completion of the required documentation in TAA, receive a check-in form to take to UTMDACC Human Resources (TMC Building, Green Shuttle) for an ID badge. After you receive your badge, take the check-in form to your department for completion. The department must send the completed original form back to TAA.

If you have not previously attended M. D. Anderson Orientation, you will be required to schedule attendance for the Compliance, Information Security, and Safety components of the Institutional Orientation. The sessions are held on Monday from 7:45 a.m. to 11:00 a.m. on the 8th Floor of the Cancer Prevention Building (CPB) at 1155 Pressler. After orientation, the students will need to go see Mary in Employee Health. This schedule is subject to change from time to time. The staff in TAA will alert you to the session times and confirm your attendance.

Insurance

When you change your employment source from the UTHSCH to UTMDACC, you will be regarded as an inter-institutional “transfer.” Therefore, if you are enrolled in any of the UT System Group Insurance plans (medical, dental, vision, group life, personal accident, etc.) or flexible spending accounts, those plans should transfer with you. To make sure your insurance coverage is continuous and unchanged, you need to make arrangements with Benefits personnel at both institutions, as follows:

____ LaShonda Mayo-Mozell is a Benefits Advisor in UTHSCH HR-Benefits (713-500-3823). You need a copy of your insurance coverage to show MDA. The instructions are below:

Please log onto the UT Touch online and print your insurance coverage. The web address is: https://utdirect.utexas.edu/nlogon/sgwww/UTTOUCH/index.wb. Please select the option that allows you to log on with your social security number and password. Your password is your DOB in the following format – YYYYMMDD format – for example March 24, 2008 would be entered 20080324. Please fax your copy to Human Resources at M. D. Anderson (fax: 713-745-7160)

____ Please contact The UTMDACC HR Service Center at 713-745-6947 (713-745-myHR). Explain that you are transferring to UTMDACC and ask to be directed to the appropriate Benefits staff member.

E-mail

Every GSBS student is assigned an e-mail address at both the UTHSCH and at UTMDACC. Both addresses will remain valid as long as the student is in good academic standing, regardless of where he or she is appointed. Please contact the Department of Trainee and Alumni Affairs (TAA) to obtain your password for your UTMDACC e-mail address.

Address Book and Institutional Directory

Every GSBS student in good academic standing, regardless of place of appointment, will be listed in the UTMDACC Address Book; however, only those GSBS students who have trainee appointments and are compensated by UTMDACC will be listed in the Institutional Directory.

Other Matters