Paying Non-Resident Students and Employees

Foreign National Information System (FNIS)

FNIS is required of all foreign national individuals being paid through the payroll system.  This includes teachers, researchers, temporary employees, and students receiving assistantship or scholarship income (stipends).  It is NOT required for unpaid individuals.  All steps in this process must be completed no later than 5 business days before the first paydate or you will have a delay in pay.  FNIS is also required if you extend your current immigration status or have a change in status. 

In addition to the FNIS requirements, all foreign nationals that are paid through payroll must complete Form I-9.  Information on that process can be found at http://www.northwestern.edu/hr/payroll/e-verify/index.html

NEW EMPLOYEE
Foreign National Information System (FNIS) process:

1-      Complete FNIS request form PDF Document  You will receive an email within 24 hours with your userid, password, and instructions on the process.

2-      If you have any questions when completing the data, use the help features of the system (you will see them marked with a question mark ?).  If you still have questions, you can call or email your non-resident specialist.  If you’d like to speak with someone in person, you will need to stop by the Payroll Office during the walk-in hours listed below.

3-      Once you submit your data electronically, you will receive an email within 24 hours stating your forms are ready for printing. 

4-      Bring your FNIS tax forms (or you can print them at the Payroll Office), data summary page, immigration document, passport, visa, and I-94 to the Payroll Office to complete the process.

** Due to the large volume of customers we support, we cannot create userids or create tax forms on demand.  The steps required to create your tax forms will be completed daily and cannot be done separately for each individual. 

EXISTING EMPLOYEE- EXTENDING IMMIGRATION STATUS (WORK AUTHORIZATION) OR CHANGE IN IMMIGRATION STATUS
Foreign National Information System (FNIS) process:

1-      Once you receive your updated/new immigration document from the International Office (or other entity issuing your documents), log into the FNIS system and update your immigration status on page 5.  If you are extending you can edit the existing record and change the end date.  If you are receiving a new status (for example moving from F-1/OPT to H-1B) you will need to add a new record. 

2-      If you need your userid or password, please email your non-resident tax specialist.  These are not the same as your netid. 

3-      If you have any questions when completing the data, use the help features of the system (you will see them marked with a question mark ?).  If you still have questions, you can call or email your non-resident specialist.  If you’d like to speak with someone in person, you will need to stop by the Payroll Office during the walk-in hours listed below.

4-      Once you submit your data electronically, you will receive an email within 24 hours stating your forms are ready for printing. 

5-      Bring your FNIS tax forms (or you can print them at the Payroll Office), data summary page, immigration document, passport, visa, and I-94 to the Payroll Office to complete the process.

Please note- if you are extending your work authorization with an I-797 receipt notice for a STEM extension or H-1B extension, you do not need FNIS.  You will update FNIS once you receive your EAD (for STEM) or I-797 approval notice (for H-1B). 

** Due to the large volume of customers we support, we cannot create tax forms on demand.  The steps required to create your tax forms will be completed daily and cannot be done separately for each individual.

Non-resident walk-in hours:

Evanston Campus                                                      Chicago Campus
Monday 9-1
Tuesday 9-1                                                                 Tuesday 9-12
Wednesday 2-4:30                                                        Wednesday 2-5
Thursday 2-4:30                                                           Thursday 9-12
Friday 8-12                                                                   

Social Security Number and Tax ID Numbers explains the procedure for acquiring a Social Security or Tax ID number. Nonresidents must apply for a SSN unless only receiving a fellowship.