Forms for New Hires

The payroll offices 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).

Personal Data Form

All employees need to complete a personal data form when hired to provide necessary demographic data.

•  Personal Data Form ( PDF)

Employee Tax Forms

All employees should complete Form W-4 so that we can withhold the correct amount of federal tax. All employees should also complete Form IL-W-4 for their state withholding tax except for employees who live in Wisconsin who should complete form WT-4 (also employees working in Washington DC, Maryland , and New York can file applicable state forms). Please only complete the W-5 if you are eligible for the Earned Income Credit.

•  Federal Form W-4 ( PDF)
•  Federal Form W-5 Earned Income Credit ( PDF)
•  Illinois Form W-4 ( PDF)
•  Wisconsin Form WT-4 ( PDF)

Direct Deposit

All employees must sign up for direct deposit when hired. Many local banks (US Bank, Chase, LaSalle Bank, Citibank, First American Bank, and others) offer free checking accounts when you sign up for direct deposit of your payroll. Signing up for direct deposit guarantees that your payroll will be deposited to your bank account on pay day without risk of your check being misdirected or lost in the mail. Employees are also able to sign up to split their payroll between multiple bank accounts. If you have your NetID, please enroll online through the HRIS self-service web site otherwise complete the paper application.

•  Direct Deposit Application ( PDF)

Pre-tax Transit

Northwestern University offers pre-tax savings for faculty and staff that sign up for the Chicago Card Plus or RTA transit checks for Metra.

•  Pre-tax Transit ( PDF)

I-9 Employment Eligibility Verification

All employees are required to provide proof of employment eligibility before receiving any payroll payment. Employees must complete form I-9 within 3 days of employment either in the employing department or in the Payroll or Human Resources offices. Employees must provide original documentation to complete the I-9 as listed on back of form I-9 (most commonly either a passport or combination of picture identification such as drivers license, state ID, or school ID and also original Social Security Card or certified birth certificate). Providing this original documentation (no copies) is required.

•  I-9 Employment Eligibility Verification Form ( PDF)

HRIS Self-Service

Once employees are hired into our Human Resource Information System, they can enter address changes, view all paycheck information including payments about to be made, enroll or make changes to direct deposit bank accounts, and more on the HRIS self-service web site using their NetID and password.

Electronic Time Entry System (ETES)

All biweekly staff and temporary employees must report their time using our web-based Electronic Time Entry System (ETES). Schedules of pay periods and cut-off dates as well as computer based tutorials are available on our ETES web site.