Administrator Payroll Payment Forms

We are located at 720 University Place , 2nd Floor on the Evanston campus (847-491-7362) and at Abbott Hall, Room 850 on the Chicago campus (312-503-9700).

Faculty, Staff, and Graduate Students

The Position Data/Appointment form is used by departments to set up or change positions and appointments for faculty and graduate students. Most staff transactions are made going through an HR Consultant, but this form is also used for staff status changes such as terminations. Position/Appointment forms should be printed from HRIS whenever possible. We must also have a Personal Data Form for all new hires.

•  Position Data/Appointment Form ( PDF)
•  Personal Data Form ( PDF)

Supplemental Payments

There are different forms for requests for supplemental payments, and all of them must be fully approved before the service occurs. Supplemental payments to faculty, staff, and graduate students are made using the Additional Pay Request Form. Supplemental payments to faculty beyond their contract period for summer research are made using the Summer Salary Request Form. A matrix to assist in determining the appropriate form is included in the Additional Pay Request Form Instructions.

•  Additional Pay Request Form ( PDF) ; Policy ( PDF) ; Memo of Changes ( PDF)
•  Additional Pay Request for Graduate Students ( PDF)
•  Summer Salary Request Form ( PDF) ; Instructions ( PDF)
•  Special Pay Request Form ( PDF) ; Instructions ( PDF)

Temporary Employees Including Work-study

Payments to unpaid faculty or temporary exempt employees are made using the Special Pay Request Form. A Personal Data Form must also be included if they are a new hire. Hiring nonexempt temporary employees including work-study students requires completing the Personal Data Form with the supervisor completing the box at the bottom of the form and faxing it to 847-491-3733 (Evanston campus) or 312-503-9702 (Chicago campus). The ETES/Timekeeping office will enter all new job records within 24 hours providing the employee and supervisor access to our web-based Electronic Time Entry System (ETES). If the employee is a new hire, additional forms to be submitted by mail or dropped off at our office include I-9 Employment Eligibility Verification Form and federal and state W4 forms.

•  Special Pay Request Form ( PDF) ; Instructions ( PDF)
•  Personal Data Form ( PDF)
•  I-9 Employment Eligibility Verification Form ( PDF)
•  Federal Form W-4 ( PDF)
•  Illinois Form W-4 ( PDF)
•  ETES information and forms