Payroll Information for Administrators

Paydates and Cut-Off Schedules

  • Monthly Pay and Cut-Off Dates:   2018 PDF   /   2019 PDF
    The dates each month by which paperwork, including Position/Appointment Forms and Additional Pay Forms, must be submitted to affect the monthly payroll. 
  • Biweekly Pay Periods and Cut-Off Dates:   2018 PDF   /   2019 PDF
    The biweekly pay dates and corresponding cut-offs for biweekly hire paperwork.

Hiring Employees or Contractors

The Position Data/Appointment Form is used to set up or modify information for faculty and graduate students. Most staff transactions are processed through an HR Business Partner, but this form may be used for staff status changes, such as termination.

The Personal Data Form is required for all new hires (including faculty, staff, and students) and is the primary form for hiring a temporary or work-study employee.  This form also is used for employee name and address change requests.

The Independent Contractor Questionnaire is required for anyone who wishes to establish a new independent contractor for payment. This form will be reviewed by the Compensation Division to ensure the appropriate status is assigned to the individual.

Supplemental Payments

All supplemental payments must be fully approved before the service occurs. 

The Additional Pay Request Form is used to provide additional supplemental payment to individuals that are currently receiving Northwestern pay.

The Special Pay Request Form is used to provide specific, pre-approved payments to individuals who are not currently receiving a paycheck.

The Summer Salary Form provides supplemental payment for work during non-contracted months for faculty members on a 9-, 10-, or 11-month contract period.

Payroll Journal Forms

The 90-Day Journal Form provides retroactive salary transfers between chartstrings for charges over 90 days, departments that are not deployed, and transfers that cross fiscal years.

The Salary Distribution Adjustment (SDA) Form is used to recover faculty salaries charged to appropriated chart strings for work performed on grant accounts for nine month faculty members.

Other Administrative Forms

Fringe Benefit Rates

Multiple fringe benefit rates may be applied to payroll salary payments depending on the account code for the chart string.  More information about University accounts and employee fringe benefit rates may be found on the Office of Budget Planning website.

Additional Resources