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Human Resources > Payroll > Forms for New Hires

Forms for New Hires

Personal Data Form

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

•  Personal Data Form (PDF 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 PDF)
•  Federal Form W-5 Earned Income Credit (PDF PDF)
•  Illinois Form W-4 (PDF PDF)
•  Wisconsin Form WT-4 (PDF 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 FASIS self-service web site otherwise complete the paper application.

•  Direct Deposit Application (PDF 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 Information (PDF PDF)
•  Pre-tax Transit Application (PDF 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 office. Employees must provide original documentation to complete the I-9 (see list below). Providing this original documentation (no copies) is required. Beginning on 1/26/2010, Northwestern University began using electronic I-9s. No paper I-9s will be accepted as of that date and I-9s must be completed electronically using the link below.

•  I-9 Service Center: https://northwestern.i9servicecenter.com/Login.aspx
•  List of Acceptable Documents for completing I-9
•  More information regarding electronic I-9s and E-Verify

FASIS 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 FASIS self-service web site using their NetID and password.

Kronos Time System

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