Administrator Payroll Payment Forms

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. Beginning May 1, 2011, Payroll will no longer accept blank position/appointment forms for existing positions and appointments. Please visit our quick steps on printing these forms from FASIS. We must also have a Personal Data Form for all new hires.

•  Blank Position Data/Appointment Form ( PDF)  ;  How to Print Existing Forms ( PDF)  ;  Form Guide/Definitions ( 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 as well as to temporary exempt employees are made using the Additional/Special Pay Request Form. Supplemental payments to faculty beyond their contract period for summer research are made using the Summer/Research Quarter Salary Request Form.

•  Additional/Special Pay Request Form and Instructions ( PDF) ; Policy ( PDF)
•  Summer/Research Quarter Salary Request Form ( PDF) ; Instructions ( PDF)
•  Mobile Allowance Additional Pay Form ( PDF)

Temporary Employees Including Work-study

Payments to unpaid faculty or temporary exempt employees are made using the Additional/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 Kronos Helpdesk will enter all new job records within 24 hours providing the employee and supervisor access to our web-based Kronos Time System. If the employee is a new hire, additional forms to be submitted by mail or dropped off at our office include federal and state W4 forms. An electronic I-9 must be completed before they can begin to work.

•  Additional/Special Pay Request Form and Instructions ( PDF)
•  Personal Data Form ( PDF)
•  Electronic I-9 and E-Verify - information and link to URL
•  Federal Form W-4 ( PDF)
•  Illinois Form W-4 ( PDF)
•  Kronos information and forms