All faculty, staff, and graduate students must have their paychecks or direct deposit advices sent to their department. Temporary employees can elect to have their paychecks sent to their local home address, permanent home address, the department, or to the Evanston or Chicago Bursar.
Every pay period there are checks held in the Payroll Division because the employee has not completed some piece of paperwork. A listing of these checks is sent to department administrators before the pay day to advise them. The most common reasons for checks to be held are a missing I-9 (proof of eligibility to work in US), missing I-9 and nonresident paperwork, and missing work-study authorization form (required for work-study students).
If you haven't received a paycheck after checking where it should have been delivered or have lost a check, call the Payroll Division and request a replacement. Replacement checks typically take two to four days for the stop payment to be placed on the original check and a new check to be issued.
Payroll needs to have a valid electronic I-9 completed within three days of being hired as well as a personal data form if these haven't already been completed. You can find these forms in the Form Library. The W4 tax forms are on our employee tax information page.
All faculty, exempt staff, and graduate students get paid on the last work day of every month. All biweekly staff and temporary employees get paid biweekly. Biweekly staff and temporary employees are paid on the Friday following the end of the pay period.
(We process the payroll about four or five days before the pay day to ensure timely deposit through the banking system and timely printing and delivery of checks and direct deposit statements.)
You are required to have a primary account (balance account) for your direct deposit. If you want to change this account, instead of deleting that account you should type over the account number and bank routing number.
Please use the self service web site if you are an active employee. If you are no longer active and have left the University, please use a personal data form . Please keep in mind that we do not have access to address updates in Caesar (student system).
Call the payroll office at 847-491-7362 (Evanston campus) or 312-503-9700 (Chicago campus) or email us at email@example.com.
To receive a refund of Social Security and Medicare tax taken from your monthly check due to late enrollment, you must send the payroll office a copy of both your check stub showing the tax was withheld and a copy of your schedule or other proof of full-time student status. Your tax will be refunded in a separate payment within 30 days sent to your department.
If you are receiving a stipend from a scholarship/fellowship payment, these wages are not reported on form W2 and are not used to calculate federal and state taxes to be withheld despite their taxability. You need to complete a federal and state W2 listing exactly how much tax you want to be withheld in the additional withholding field. More details and the tax forms are on our tax information page. If your position changes to a graduate assistant, change your W4s back to zero additional withholding.
All forms should be submitted by the 5th of the month. Faculty and staff who submit applications for RTA transit checks (for Metra) that are received by the 5th of the month will have a deduction that month and will receive the transit check by the end of that month. Faculty and staff who submit applications for CTA Chicago Card Plus by the 5th of the month will have their first deduction in the following month receiving their Chicago Card Plus by the end of that month with the deduction value loaded by the end of that month.
Complete a personal data form and attach a copy of your new Social Security Card. Your name in payroll must match your Social Security Card.
Log in to Self Service using your NetID and password. Using the Main Menu, navigate to “Self Service” > “Payroll and Compensation” > “View Paycheck”. A list of all your 8 most recent paychecks will be displayed.
All paychecks since December 2010 are available for download as PDFs. Clicking on these paychecks will automatically open the PDF file (you may have to turn off your pop-up blocker to see it). Paychecks prior to December 2010 will open within Self Service and are not available as PDFs. For more information regarding the viewing of a PDF paycheck, see the overview guide.
All checks received since 1997 will be displayed in FASIS. To view all your historical paychecks, use the arrow button in the “Select Paycheck” box.
Yes. By default, Northwestern no longer prints paper paychecks or check advices. You may, however, opt to receive paper advices by navigating to “Self Service” > “Payroll and Compensation” > “Direct Deposit”. Enter your birthdate, and then click the “Pay Statement Print Option” link at the bottom of the Direct Deposit page.
A negative sign in front of an amount signifies a reversal of either your earnings, benefit or tax data. For specific questions, please contact the benefits or payroll office.
At this point, vacation and sick balances are not included in the online paycheck view; balances can be seen by logging in the Kronos time system at http://www.northwestern.edu/kronos/
No, the FSA benefit plan is administered by a third party, PayFlex. If you are enrolled in the FSA plan, you can see details about your claims by logging into http://mypayflex.com.
To change your tax exemptions or take additional taxes out, you must complete and submit a new Federal and/or State Form W-4. The forms are available online on the Policies & Forms page and can be updated and sent to Payroll at any time of the year.
The Kronos URL is https://www.northwestern.edu/kronos and is included with all reminder emails from Kronos. Many MAC users may want to use the following URL to access Kronos: https://www-kronos.itcs.northwestern.edu/wfc/applications/wtk/html/ess/logon.jsp.
Kronos can only be accessed on campus but not the dorms. Otherwise you need to download VPN from http://www.tss.northwestern.edu/vpn/.
You should see a prompt such as a line along the top of your browser or a pop up window asking your to install Java. Choose to run the Java add-on. See your department's IT support person if you have difficulty.
As soon as you sign in to Kronos, most people will see their time sheet. If you have multiple jobs, you may not be able to edit this time sheet which is a summary of all of your hours. You need to click "My Links" and "Select Other Job Timecard". If you are a supervisor, you need to click "My Information" at the top and then "My Timecard".
Personal data forms hiring temporary employees should be faxed to 1-3733 (Evanston campus) or 3-9702 (Chicago campus) on the first day of work. We hire them the same day so the employee can access Kronos the next day.
Paperwork for biweekly staff is usually sent to Payroll on the employee’s first day or earlier. We enter it same day so that the employee can access Kronos right away.
Your current browser must be at least:
You will still be paid. All hours that are entered on a time sheet will be paid even if not approved. We will follow up with your supervisor later for manual paper approvals if the supervisor's backup doesn't approve.
If you see a tab at the bottom saying "Sign-Offs, Requests, & Approvals", click on this and see if your supervisor has already approved your time sheet. If so, contact your supervisor. If it is past the deadline for supervisors (usually every other Monday at 2:00pm), you are too late and must have your supervisor enter your others for you as an historical edit.
Otherwise, you may have multiple jobs set up in Kronos if you either have more than one job, or an old job has not yet been terminated. Click "My Links" at the top and then click "Select Other Job Timecard". You can now pick which job is correct based on what is displayed. You will not have the "Select Other Job Timecard" link if you do not have multiple jobs.
With Kronos, you will have multiple timesheets for each pay period if you have more than one job.
Log in to Kronos. You will see a summary time sheet which you cannot edit of your hours from all of your jobs.
Click "My Links" at the top and then "Select Other Job Timecard". You can now select the right job from the drop down menu which has lots of information to help you know which one to select.
Only your supervisor can enter any hours or corrections for prior pay periods.
NOTE: If it is necessary for your employee to be paid even before the next adjustment run, your department may request a manual check after they have entered the hours by emailing the Time Entry Helpdesk including a chart string to charge. The cost of the manual check will be $45.00.
Any late hours after the pay period has been closed must be entered by a supervisor as an historical edit. These hours are paid based on when the historical edit was entered. If they are entered in the first week of the new pay period, they should be paid in the next week’s adjustment payroll which usually has a pay date six days after the regular pay date. If the hours are entered in the second week of the new pay period, they will be paid with the next regular payroll.
On some occasions there may not be an adjustment payroll scheduled. In this case the hours entered in the first week of the new pay period are paid on the next regular payroll. The department can also request a paper check be prepared right away and provide a chart string for the $45 fee.
Employee approvals by 5pm Fridays, supervisors by 10am Mondays.
When you log into Kronos as a supervisor, you should see the full list of employees you have access to sorted by supervisor. You can either approve from this list or from within the time sheet itself where all the details are. To approve from here, you can click to select someone to approve (or use the control key or shift key to select multiple people) and then click "Approvals" and "Approve". Otherwise, double click on a person to see the time sheet and possibly edit it. Then click "Approvals" and "Approve".
You need to immediately select a new pay code after inserting a new row and then immediately enter the hours.
You will get an error message if you try to record more sick or other accrual hours than you have available to use. You should enter the number of hours which you have available instead. Any shortage other than what you were scheduled to work that day should be recorded as either UXA or EXA with the approval of your supervisor.
If you are in a group which has prepopulated time sheets where you only record exceptions, your prepopulated hours from your schedule will appear in a purple font, and any entries that you enter manually will be listed on a separate row which is black.
Click on the hours for the day that you want to record a note. Now click on “Comment” and then “Add Comment”. Click on the text and then write your notes in the “Note” box and click OK. You will now see what looks like a little “post-it” by the hours for that day and a tab near the bottom called “Comments” where you can review what was entered.
Only overtime (hours above the scheduled hours) for biweekly staff can be charged to a different chart string. The Work Hours field for the day on which you worked overtime should only include those hours that must be charged to your regular chart string.
Click the plus sign to add another row for the week with the overtime in order to select for a different paycode.
In the new row, select the paycode “SOA” (Straight Time – Other Account) or “POA” (Premium Time – Other Account) depending on whether they have more than 40 hours worked and/or holiday hours for that week. Enter the appropriate hours. Move to the Transfer column and enter the chart string (fund, financial department, and project (if applicable)) all run together without spaces or dashes.
If an employee does not have enough hours on their time sheet to reflect all of their hours which were scheduled for the week, we assign UXA for the unexcused absence hours. The supervisor can run the genie "Scheduled Versus Worked Hours" to find these people and resolve them yourselves with either accruals or EXA for excused unpaid absence hours.
All supervisors and backup supervisors are sent a reminder email on Fridays if they have any employees on that payroll. The email reminders sent on Monday mornings are only sent to supervisors if an employee that they supervise or are set up as the backup supervisor has unapproved hours.
E-Verify is an Internet-based system operated by U.S. Citizenship and Immigration Services (USCIS) in partnership with the Social Security Administration (SSA). USCIS is the agency in the Department of Homeland Security (DHS) responsible for immigration services. E-Verify provides an automated link to federal databases to help employers determine employment eligibility of new hires and the validity of their Social Security numbers.
No. In order to petition for the extension, the employer has to be registered for E-Verify in the location where the employee is working. Northwestern registered for E-Verify on October 28, 2009 and only has one location.
Yes, Northwestern is a federal contractor. The rule states that federal contractors and subcontractors will be required to begin using the U.S. Citizenship and Immigration Services' E-Verify system starting September 8, 2009, to verify their employees' eligibility to legally work in the United States.
Federal contracts awarded and solicitations issued after September 8, 2009 will include a clause committing government contractors to use E-Verify. The same clause will also be required in subcontracts over $3,000 for services or construction.
Contracts exempt from this rule include those that are for less than $100,000 and those that are for commercially available off-the-shelf items. Federal contractors will also need to begin using the E-Verify system to confirm that all of their new hires and their employees directly working on federal contracts are authorized to legally work in the United States. Northwestern received its first contract with the E-Verify clause on September 30, 2009.
Federal contractors participating in E-Verify are required to use E-Verify for:
A federal contractor must verify their new hires and the employees who are assigned to the contract, and may elect to also verify their entire workforce. The only employees who will be exempt from this process are those who were hired before November 7, 1986 and continuing in employment at Northwestern.
Employees who are on paid leave, including salary continuance, short and long term disability must be verified through the E-Verify system. Employees on unpaid leave, including worker's compensation, are exempt until they become a paid employee.
E-Verify participants are required to post an English and Spanish notice provided by DHS, and the Right to Work Poster issued by the Office of Special Counsel for Immigration-Related Unfair Employment Practices, in plain view at the hiring sites. Northwestern's participation is outlined in new hire offers and contract forms and is posted on the HR website.
Yes, Northwestern has additional requirements for the Form I-9 that other employers do not have:
You can review the USCIS website.
Yes. The employee should contact the Office of Human Resources, Payroll Division and indicate the field(s) that need to be corrected. Once the I-9 has been re-activated, the employee will receive an email providing a link to the I-9 system to make the correction. After the corrections have been made, a subsequent E-Verify query will be initiated.
The earliest the employer may initiate a query is after an individual accepts an offer of employment and after the employee and employer complete the Form I-9. Section 1 of the Form I-9 must be completed by the end of employee's first day of paid work. The employer must initiate the query no later than the end of three business days after the employee starts work for pay, once Section 2 of the Form I-9 is completed.
The employee should contact their supervisor, department administrator, or the Office of Human Resources Payroll Division for instructions on the remote hire process. The employee will identify a third person who will act as Northwestern's agent representative in support of the Section 2 completion of the Form I-9 and present original documents establishing their identity and employment eligibility to the third person.
No. Although an employer may initiate the query before a new hire's actual start date, it may not pre-screen applicants and may not delay training or an actual start date based upon a tentative non-confirmation or a delay in the receipt of a confirmation of employment authorization. An employee should not face any adverse employment consequences based upon an employer's use of E-Verify unless a query results in a final nonconfirmation.
Employers must verify employees in a non-discriminatory manner and may not schedule the timing of queries based upon the new hire's national origin, citizenship status, race, or other prohibited characteristic.
Yes. An employee's previous employment authorization through E-Verify from another employer does not satisfy the current employer's obligation to use E-Verify once an employee has been hired. Once an employee has been processed through E-Verify they should not be re-verified through E-Verify by the same employer, unless the employee leaves and is rehired.
After the new hire employee completes the Employment Eligibility Verification form (Form I-9) required for all new hires (regardless of E-Verify participation), the employer must submit a query that includes information from sections 1 and 2 of the Form I-9, including:
Yes. It is mandatory for employees to provide the Social Security Number on the Form I-9 if hired by an employer participating in E-Verify.
Employees who do not yet have a Social Security Number may not have their information run through E-Verify. Employers should complete the Form I-9 process with the employee and wait to run an E-Verify query on that individual until the employee receives his/her Social Security Number. If the employer verifies the employee's work authorization, the employee will be allowed to work temporarily without a Social Security Number.
The photo matching process, also known as the photo screening tool, is an automated step in the E-Verify system which prompts employers to compare an employee's DHS-issued photo document (presented during the I-9 process) with a photo displayed in E-Verify.
At present, the photo screening tool will only “activate” when an employee presents a recent version of a permanent resident card (I-551) or employment authorization document (EAD) as proof of employment authorization. E-Verify will add photos from US passports and state driver's licenses, but a timeline has not been announced.
Response to the initial query is sent within seconds of submitting the query.
E-Verify will respond with one of the following messages:
Yes. As long as the employee can demonstrate that he/she has contacted the Social Security Administration (SSA) and is actively trying to resolve the non-confirmation, employers may not take any adverse action. This includes firing, suspending, withholding pay or training, or otherwise infringing upon his/her employment.
If the employee informs you of his/her attempts to contact SSA, you should document what the employee has done (e.g., date and time of his/her visit to the SSA Office and name(s) of people with whom he/she has spoken). Note, however, that the latest DHS guidance is that employers should not ask the employee for any documentation. DHS expects that the employer will keep checking back with the E-Verify system to see if the matter has been resolved.
The employer may terminate employment with no civil or criminal liability.
When this happens, the employer has been charged with actual knowledge that the employee is not authorized to work in the U.S. Northwestern will be subject to both civil and criminal liabilities if the employee continues to be employed. The employee must be terminated.