Human Resources, Compensation and Payroll for Centers

Research appointments in University Research Centers and WCAS Departments
New Position, change of grade and adjustment to salary processes:
Posting, recruiting and hiring eRecruit for Staff
Recruiting and hiring Temporary Jobs: Non Students/Students/WorkStudy
Termination for Staff employee and Temporary Jobs (Non Students/Students/WorkStudy)
HRIS Access & Training
Position Data & Appointment Form Field Definitions
Vista Plus Access & training
NetID Automation
Conflict of Interest for Staff (COI)
NU Performance Excellence & Performance Review
Self Service
ETES

Research appointments in University Research Centers and WCAS Departments:

Research Faculty, Post Doctoral Fellows, Research Staff, Visiting Scholars:
In general, appointments will be housed in the unit that (1) pays the individual and (2) is responsible for the individual's work and effort. If the individual is supervised by a faculty member, the faculty member's affiliation with the Center or department must also be considered in making this determination. If funding support is provided by a more than one unit, the secondary unit's chart string will be provided to the primary unit.

Graduate Students:
Graduate student appointments will be housed in the department and school that will bestow the degree. The Center will provide its chart string to the department in cases where it provides stipend or other support.

All necessary access to buildings, laboratories and mail rooms will be provided by both units.

Questions or concerns regarding specific appointments that cross departments and Centers should be directed to Ellen Feldman (ORPFC) and/or Gretchen Talbot (WCAS).

New Position, change of grade and adjustment to salary processes:

The Business Administrator works directly with HR Staffing Consultant Carol Michelini and Compensation Analyst.

The Business Administrator or hiring Manager must submit the “Northwestern University Position Description” and “Northwestern University Job Opening for New Positions” forms.

Forms can be found under Jobs/Position Description Template.

Questions: please contact Mary Tobin.

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Posting, recruiting and hiring eRecruit for Staff:

Posting request of Vacant Staff positions:
No change: The Business Administrator and director process posting of the position in eRecruit

With change(s): If changes to the existing position are needed, the Business Administrator works directly with Carol Michelini and Compensation.

Recruiting and hiring
Research Center data coordinator enters the job description and associated information into eRecruit to post the position. Barbara Beeuwsaert, Mary Tobin or Aaron Rosen must be identified as the approver for eRecruit posting.

HR drafts the offer letter. This is particularly important for positions with end dates, such as backfill or other termed appointments.

HR sends the formal offer letter to candidate for signature. This is the legal offer of employment.

The NU recruiter will also forward the new hire paperworks. These should be completed prior to the new staff member arrival. The New Employee Orientation will take the new staff member through the benefits packet.

Once the new hire paper has been processed in payroll, the new staff member can be hired HRIS. A NetID is generated within 24 hours. Barbara Beeuwsaert contacts the new employee's supervisor with instructions on how to access the "Activate Your NetID" page. New staff must enter key personal information on this page to officially activate their NetID and password/passphrase.Once a NetID has been activated the employee can obtain a Northwestern WildCard.

Questions: please contact Mary Tobin, Barbara Beeuwsaert, or aaron-rosen@northwestern.edu.

eRecruit hands-on training
Hiring manager and resume receiver must be trained on eRecruit in order gain access to the system. Register for hands-on training.

Questions: please contact Barbara Beeuwsaert or aaron-rosen@northwestern.edu.

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Recruiting and hiring Temporary Jobs: Non Students/Students/WorkStudy:

– If Candidate has been identified by the Units:
Follow the process below to have the candidate directly hired in HRIS:

The identified candidate must complete the personal data form and other new hire forms.
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 or Human Resources offices.
Please indicate the starting date, hourly rate, job code, chartstring and the name of the timesheet ETES approver. Forward the completed personal data form to payroll.
When a temporary employee is hired HRIS, a NetID is generated for them within 24 hours. The NetID will allow the employee to access Electronic Time Entry System ETES.

NOTE:
Temporary Non student will be paid from account 60111 (previously known as object code 0110)
Temporary Student will be paid from account 60120 (previously known as object code 0120)
Temporary regular Fed Work Study will be paid from account 60122 (previously known as object code 0122)

– If Units require assistance from the Temporary Staffing Center to identify a candidate:
Northwestern University has developed a Temporary Staffing Center. The Center was established to supply temporary staffing coverage for various needs throughout the university: vacations, leave of absences, temp to hires, special projects, seasonal peaks, and unexpected business demands. The core services provided by the Center will be recruiting, interviewing, and assigning individuals in temporary administrative and financial support positions, solely at Northwestern University.

Please complete the "Temporary Staffing Center Requisition Form A".

Temporary staffing recruited form the temporary Pool will be pay from account 60113 (previously known as object code 0111)

Chicago Campus contact:
Ashley Orchard Mackowiak, Staffing Consultant
Phone: (312) 503-1234, a-orchard@northwestern.edu
750 North Lake Shore Drive, 6th Floor, Suite 693, Chicago, Illinois 60611

Evanton Campus contact:
Theresa Barron, Staffing Consultant
Phone: (847) 467-0048, t-barron@northwestern.edu
1801 Maple Avenue, First Floor, Suite 1101, Evanston, Illinois 60208

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Termination for Staff employee and Temporary Jobs (Non Students/Students/WorkStudy):

The Business Administrator or Center director works with HR Staffing Consultant Carol Michelini and ORPFC on any issues associated with the employee’s separation.
-For Termination of Staff Employee: The Business Administrator forwards the completed position/appointment forms for signature and Process to Barbara Beeuwsaert, ORPFC, 633 Clark Street, Crown Building 1st Floor, Evanston Il 60208.
The Business Administrator or Center director should arrange to discontinue any access to building, computer, phone, voicemail and Meeting Maker account, etc.)
-For Termination of Temporary Jobs: The Business Administrator should process the termination on the HRIS Panel "Maintain Job Information-Temps".

Questions: please contact Mary Tobin, Barbara Beeuwsaert, or aaron-rosen@northwestern.edu.

Exempt Staff should complete the leave accrual usage online (available in Self Service) and submit the balance to their supervisor for approval prior to termination. If the approver listed is incorrect or have questions please contact Barbara Beeuwsaert.

***NOTE: Employees will not have their balances paid out until the supervisor approved their submitted leave accrual usage. Please refer to the Leave Accrual Instructions, Guidelines, Training and Procedures.

Questions: please contact Barbara Beeuwsaert.

Management & Administrative Tools

HRIS Access & Training:

To obtain HRIS access, please complete and forward the HRIS authorizations forms to Mary Tobin, ORPFC, 633 Clark Street, Crown Building 1st Floor, Evanston Il 60208 before attending the HRIS class.

HRIS authorization forms, HRIS training and procedures.

A very helfull list of the HRIS codes is available on the HR page.

Questions: please contact Barbara Beeuwsaert.
Or HRIS HELP Desk (8:30-5:00 Mon-Fri), Call: 847-467-4800 (7-4800), E-mail: hrishelp@northwestern.edu.

HRIS Look-Up – View HR Position/Employee Database, print Position/Appointment form.
HRIS Query – Query the HR Position/Employee/Payroll Database.
HRIS Deployment – Assign chartstring(s) to the HRIS Position funding distribution and process payroll journals.

–Position Funding and Payroll Journal entries within 90 days:
Each charstrings required a Payroll Transaction Approver (PTA). The PTA Approver must have completed deployment training.

To add or change a PTA, please contact the HRIS HELP Desk hrishelp@northwestern.edu

The School approval for all OR-owned positions is processed by Aaron Rosen and/or Barbara Beeuwsaert.

– Position Funding and Payroll Journal entries over 90 days:
If a journal is over 90 days old, a paper journal must be submitted along with backup and 90 day rule exception form explaining why it is late. Paper journals are also necessary when crossing fiscal years or when involving some non-deployed departments.

All paper journals should be submitted to the Barbara Beeuwsaert first for further forwarding to payroll office, ASRSP or Accounting Services after our review.
HRIS Temp Panel – The HRIS Panels found under "Maintain Job Information-Temps" allows to update Temporay employees HRIS job data, process position funding and payroll journal entries.

The HRIS Panels found under "Maintain ETES data" allows to update the ETES Backup Supervisors and maintain ETES Badge Numbers.
HRIS Reports to – Maintain approvers for Conflict of Interest (COI), Training (Learning & Development), Performance and Exempt employee leave accrual.
Department Managers and School Administrators have access to the reports to panel and should update this page as needed.
NOTE: The ETES approver for bi-weekly staff is maintained by processing "report to" change on the position form with an effective date being the beginning of pay period, and an "Action" DTA /"Reason" RPT. Forward form to ORPFC for signature and Process.

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Position Data & Appointment Form Field Definitions:

Forward all completed position/appointment forms to ORPFC for signature and further process.

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Vista Plus Access & training:

View Payroll Expenses Reports by HRIS department or chartstrings.

To obtain Vista access, please complete and forward the Vista authorization form, Vista training and procedures to Mary Tobin, ORPFC, 633 Clark Street, Crown Building 1st Floor, Evanston Il 60208.

Questions: please contact Barbara Beeuwsaert, barbarab@northwestern.edu

Position Management information:
Position Management's goal is to provide schools and departments with the information needed to manage positions and salary budgets effectively. Initially, Position Management will only effect exempt and non-exempt staff positions, with faculty and research positions following later. Positions for graduate students, temporary employees, and work-study students will not be included.
Cognos Business Intelligence (BI) Position Management Reports present position, employee, and GL expense data from HRIS. Currently, the reports are available to Area and School administrators, with plans on adding more users in a few months.

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NetID Automation:

How are new NetIDs for Faculty and Staff Created?
Once a new faculty, staff member or temporary employee is hired HRIS, a NetID is generated for them within 24 hours and the NetID Coordinator is notified by e-mail. The NetID Coordinator contacts the new employee with instructions on how to access the "Activate Your NetID" page. New faculty and staff must enter key personal information on this page to officially activate their NetID and password/passphrase.

What is a NetID Coordinator?
A NetID Coordinator is the point person for all NetID activations in each department. They will receive all emails for newly hired faculty and staff employees and is responsible for forwarding the email to the employee. For those biweekly and temporary employees using ETES, the NetID Coordinator will now receive the initial NetID Activate email instead of the immediate supervisor. The NetID Coordinator will need to forward this e-mail to the biweekly employee and/or the employee's supervisor.

If you have questions relating to your NetID or password, contact the NUIT Support Center at:
847-491-HELP (4357) or consultant@northwestern.edu

If you have questions relating to the NetID Coordinator panel, contact the HRIS Help Desk at:
847-467-4800 or hrishelp@northwestern.edu

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Conflict of Interest for Staff (COI):

Each year, members of the University staff examine their activities for possible conflicts of interest between personal activities and University responsibilities. This periodic review is intended to remove any questions about conflict of interest and resolve any doubt about any activity that might present a conflict. Conduct in business and academia has been the subject of public scrutiny and legislation in recent times, and it is good practice for us to demonstrate that our work is free from any question about our motivation and our dedication to the University mission.

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NU Performance Excellence & Performance Review:

http://www.northwestern.edu/hr/training/perfex.html

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Self Service:

Accessing the Self Service Sign-in Page

Self Service will allow you to view your paycheck/Employment info panel, process Direct Deposit, apply for Jobs at Northwestern, obtain information on how to update your Life Insurance Beneficiaries. But also to have access to:

The Online Directory is available to faculty and staff throughout the year to update personal information coming from HRIS to Online Directory such as home and email addresses, job location, job title, name changes and phone numbers. HRIS updates the Online Directory nightly with any changes made through this panel.
Questions: please contact Barbara Beeuwsaert.
The Exempt staff Employee leave accrual pages are available throughout the fiscal year for employees to enter vacation, sick, and personal floating holidays taken. The pages are also updated monthly to increment employees' vacation balances. At fiscal year-end, employees must review their leave accrual record and submit it to their supervisor for approval.
Questions: please contact Barbara Beeuwsaert.
Learning & Development: eDevelopement

Electronic Time Entry System ETES:

Northwestern University's ETES is used to record time for all biweekly staff and temporary employees. Access to ETES is only available on campus not including the dorms unless using VPN.

NOTE: The ETES approver for bi-weekly staff is maintained by processing "report to" change on the position form.

Questions: please contact Barbara Beeuwsaert or aaron-rosen@northwestern.edu.
Or
ETES HELP Desk (8:30-5:00 Mon-Fri), Call: (847) 467-7606 (7-7606), E-mail: eteshelp@northwestern.edu.

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