Paying Non-Resident Students and Employees

I-9 Employment Eligibility Verification

All employees that are paid through payroll must complete Form I-9.  Section 1 is completed on-line by the employee and must be completed no later than the end of their first day of employment and section 2 must be completed no later than the end of their third day of employment.  Section 2 requires the employee to bring their applicable immigration documents that prove work eligibility to a Northwestern representative. 

-          Please see the tip sheet for employees entering on a visa (F-1, J-1, H-1B, O-1, E-3, and TN) for assistance completing section 1 of the Form I-9.

-          Please see the tip sheet for employees on an Employment Authorization Cards (including those for optional practical training- OPT) for assistance completing section 1 of the Form I-9.  

Information on that process can be found at http://www.northwestern.edu/hr/payroll/e-verify/index.html

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 individuals that are not paid by the University.  All steps in this process must be completed within 10 days of starting at Northwestern, and 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. 

NEW EMPLOYEE
Foreign National Information System (FNIS) process:

1-      Complete FNIS request form    and submit to the Payroll Office or email it to payroll@northwestern.edu. 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, You can refer to this tip sheet, which should answer the most commonly asked questions or 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 that sent your FNIS welcome email.  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.

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.  Please also check the other pages and make sure your address and other information are still correct.  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, You can refer to this tip sheet, which should answer the most commonly asked questions or 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 that sent your FNIS welcome email.  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 Employment Authorization Card (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.

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 Numbers and Individual Taxpayer Identification Numbers

Please view this website for instruction on applying for and receiving your Social Security Number (SSN) or Individual Taxpayer Identification Number (ITIN).  All non-resident receiving employment income from the University must apply for a Social Security Number and start the process as soon as they enter the U.S.  Individuals only receiving scholarship/fellowship payments are not eligible for the SSN, but will instead apply for the ITIN through the FNIS process.