Following are links to the forms and templates needed for various payroll-related tasks. For additional information , please contact our office.
Under university policy, all expenditures and other costs should be posted within 90 days of their occurrence; in addition, all cost transfers, including salary, should be completed within 90-days of their original transaction date.
For instructions on how to change funding within 90 days in myHR and complete a journal entry, please see Changing Funding Retroactively
When a transaction falls outside of this 90-day window a justification is required and subject to review and approval the transaction is accepted for posting.
All journals should be done on paper if they are over 90 days old or within the prior fiscal year. See the 90-Day Journal Checklist for all necessary documentation required before submitting to Finance and Administration.
For journal timelines, approvals, roles, and responsibilities see the Journal Workflow.
Forms and Templates:
- Journal Entry Form
- 90 Day Memo: PDF | Word
- Journal Entry Templates:
- Monthly - This template should be used to process journals for exempt individuals
- Monthly Mega Sized - This template should be used to process journals for monthly individuals that have an extensive funding distribution (over 12 accounts)
- Biweekly FY18 - For biweekly non-exempt employees, FY18
- Biweekly FY17 - For biweekly non-exempt employees, FY17
See the Hiring Decision Tree for more information now how to pay someone for additional or supplemental work or service.
You will need access to enter additional pays in myHR. Access can be obtained by submitting an Access Request Form and attending the required training.
For more information regarding online additional pays, all school-wide updates, approval routing, including the new staff routing and approval, please see HR Operations Additional Pay Process Revisions.
Special Pays are only allowable for ONLY the approved nature of services listed on the Special Pay Form.
ACA toggled appointments are to be used when the nature of service does not fall into one of the approved special pay categories and the person has an unpaid, active appointment (Contributed Services, Adjunct, etc.).
Kronos is used by biweekly-paid regular staff, temporary employees, and student employees to log hours each pay period. Monthly-paid staff, librarians, and postdocs use Kronos to record vacation, sick, and other leave time each month.Kronos Deadlines
- Biweekly/Temp Employee Time Entry:
, last Friday of the pay period 5:00pm
- Supervisor Approval of Biweekly/Temp Time:
, the Monday after the end of the pay period 1:00pm
- Monthly Staff/Librarian Leave Entry: 6th day of the following month
- Supervisor Approval of Monthly Leave: 12th day of the following month
Note that deadlines may occur earlier around University holidays or when monthly deadlines fall on a weekend.
Kronos is managed by the Kronos Help Desk, not Finance and Administration. Please contact email@example.com for issues or questions.
All myHR forms must be signed by Supervisor and sent to Finance and Administration.
- Faculty and Staff Information Systems Homepage
- FASIS Manual
- FASIS System Codes (HR Department IDs, Job Codes, Check Address Codes, Pay groups, etc.)
Old Access Forms:
The following paperwork should be completed and submitted to the Chicago Payroll Office, 710 N Lake Shore Drive Abbott Hall, Room 850. Please do not send to Finance and Administration.
- Personal Data Form
- Federal Form W-4
- Illinois Form W-4
- Wisconsin Form WT-4
- Direct Deposit Application
- Pre-Tax Transit Information
Information about E-Verify and electronic Form I-9.
Information about Reporting Suspected Child Abuse and Neglect.
Payroll Information for Employees at NU-Q
Prior to service, provide contractor with the Payment Packet for Non-Resident Contractors
Obtain signatures from contractor, PI, OSR & FSM on the Contracted Services Agreement for Nonresidents Form and then send completed packet of forms and any other required documents to Payroll for processing.
For additional information, please visit: http://www.northwestern.edu/hr/policies-forms/forms/foreign-nationals/
Appointment forms are used to alter information related to the employee who occupies the position, including termination. Position forms are used to alter information related to the actual position.
Position appointment forms must be signed by the requesting department and sent to the appropriate department for Dean's Office signature - Finance and Administration, Faculty Affairs, or TGS.
- Guide to printing prepopulated Position/Appointment Forms - to be used for all existing or previous Northwestern University employees
- Blank Position/Appointment Form
- Action/Reason Codes
- Form Field Definitions
Download SDA: PDF
Download MSDA: PDF
The SDA form is used for percentages of sponsored project activities over 75% for a 9 month contract employment period or 91.66% for an 11 month employment contract. Direct charging of faculty salary through HRIS will not work as it will exceed the total monthly salary charge.
The Additional Pay request form for Summer Salary is used to request summer research wages for faculty. Summer Salary may represent up to 3/9 of the faculty members annual salary, and is paid out when the effort is performed. It is calculated in FASIS as flat amounts. Therefore, any change in the monthly salary an additional sequence number and line must be noted.
Routing and Approval: FSM Finance and Administration