Payroll
- 90-day Justification Memo
- Additional Pay & Special Pay
- Additional Pay for Graduate Students
- FASIS System Forms (FASIS/Vista/Cognos)
- Journal Entry Form
- Journal Instructions
- Journal Entry Templates
- Non-US Contracted Services
- Paper Workflow
- Position Data/Appointment
- SDA - Adjustment Forms for Nine Month Faculty Appointments
- Summer/Research Salary
You can also visit http://www.northwestern.edu/hr/policies-forms/forms/payroll-administration/
90-day Justification Memo - Form Color: White
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. When a transaction falls outside of this 90-day window a justification is required and subject to review and approval by central accounting staff before the transaction is accepted for posting.
Routing and Approval: FSM Finance, Budget, & Payroll
Download: PDF | Word
Additional & Special Pay
Additional Pay and Special Pay Requests are used to request supplemental payments for employment wages and are generally meant to be of short duration. If the employee already has a paid position at the University (not as a temporary employee), these are processed as Additional Pay. If they do not have a regular paid position, these are processed as Special Pay unless the payment is based on hours worked in which case you should hire them as a temporary employee and pay through Kronos.
Routing and Approval: FSM-Finance, Budget & Payroll, along with any required attachments, which may include HR email approvals, OSR email approvals, or BIR/BIT timesheets.
Download: PDF
Additional Pay for Graduate Students - Form Color: White
This spreadsheet may be used to pay supplemental wages that are either calculated on an hourly basis or as a flat amount. The form is also used to pay for additional temporary assignments, awards, consulting fees, honorariums and supplemental pay.
Routing and Approval: FSM Finance, Budget, & Payroll
Download: PDF
FASIS System Forms (FASIS/Vista/Cognos)
Please visit: http://www.northwestern.edu/hr/policies-forms/forms/fasis-systems/
Routing and Approval: FSM Finance, Budget, & Payroll
Journal Entry Form - Form Color: Pink
All funding changes should be done on paper if they are over 90 days old.
All journals should be done on paper if they are over 90 days old or within the prior fiscal year. Journals can be entered online for the prior fiscal year if they are within 90 days and are strictly transferring funds between grants. Funding must always be updated when submitting paper journals.
Routing and Approval: FSM Finance, Budget, & Payroll
Download: PDF | Excel
Journal Entry Templates
The following templates were created in order to cut from your workday the costly time that it takes to re-do work when you are doing multiple or large Journal Entries.
- Monthly - This template should be used to process journals for exempt individuals
Download: Excel - Monthly Mega-Sized - This template should be used to process journals for monthly individuals that have an extensive funding distribution (over 12 accounts)
Download: Excel - BiWeekly Majority - For biweekly non-exempt employees, FY12
Download: Excel - BiWeekly Majority - For biweekly non-exempt employees, FY11
Download: Excel
Journal Instructions
Download: PDF
Non-US Contracted Services
Please visit: http://www.northwestern.edu/hr/policies-forms/forms/foreign-nationals/
Routing and Approval: FSM Finance, Budget, & Payroll
Paper Workflow (Med Finance vs. Faculty Affairs)
Where to route changes in appointment, salary adjustments, appointments & reappointments, and terminations.
Download: PDF
Position Data/Appointment - Form Color: Gray
Appointment forms are used to alter information related to the employee who occupies the position. Position forms are used to alter information related to the actual position.
Routing and Approval: FSM Finance, Budget, & Payroll
Download: PDF
SDA - Adjustment Forms for Nine Month Faculty Appointments - Form Color: White
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.
Routing and Approval: FSM Finance, Budget, & Payroll (90 days only)
Download SDA: PDF
Download MSDA: PDF
Summer/Research Salary - Form Color: Yellow
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, Budget, & Payroll
Download: PDF
This page last updated Apr 12, 2012