Human Resources, Compensation and Payroll for Centers

• 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 of Staff employees and Temporary Jobs (Non Students/Students/WorkStudy)
• Termination of Research Associates and Postdoctoral Fellows
• FASIS Access & Training
• Position Data & Appointment Form Field Definitions
• Vista Plus Access & Training
• Cognos Reporting: Position Management Information
• NetID Automation
• I-9, E-Verify
• Conflict of Interest for Staff (COI)
• NU Performance Excellence & Performance Review
• Self Service
• Kronos: Electronic Time System Kronos/ Exempt Staff-Leave Accruals- Family Medical Leave/Extended Sick Leave
• Research appointments in University Research Centers
• Guidelines on how to Manage Appointments, Payroll and Visa Processes for Research, Visitor and Postdoctoral fellows

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

The Business Administrator works directly with HR Staffing Consultant Carol Michelini  and Compensation Consultant Kathy Brady-Blake. (Please copy Ellen Feldman).

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 Barbara Beeuwsaert.

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Posting, recruiting and hiring eRecruit for Staff:

Posting request of Staff positions:
No change: The data coordinator processes the creation the job opening and posting of the position into eRecruit.

With change(s): If changes to the existing position are needed, the Business Administrator works directly with HR Staffing Consultant Carol Michelini  and Compensation Consultant Kathy Brady-Blake. (Please copy Ellen Feldman).

The Business Administrator will be notifed by HR when to proceed with the creation the job opening and posting of the position into eRecruit.

Recruiting and hiring
The data coordinator in the Research Center creates the job opening into eRecruit.

Please note that someone from each center needs to be trained in eRecruit so that they can manage the process in the various roles (data coordinator, hiring manager and resume receiver).

DorothyPayne must be identified as the “Recruiter” and Barbara Beeuwsaert must be identified as the “Authorizer”.

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.
Along with the offer letter, as part of the on-boarding process HR will share information such as links to various new hire forms, E-Verify…

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 in FASIS, 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 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 Barbara Beeuwsaert.

eRecruit hands-on training
Training is required for all users. Definitions of eRecruit Roles

Please submit the eRecruit Access Authorization Form to Barbara Beeuwsaer prior to attending the class. Register for hands-on training.

Questions: please contact Barbara Beeuwsaert.

 

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

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

1. The identified candidate must complete the personal data form  and other payroll forms for new employees.
   Personal Data form: The hiring department must indicate the starting date, hourly rate, job code, chartstring and the name of the timesheet Kronos approver. Please forward the completed personal data form to payroll. 
2. To comply with Federal Law, Northwestern University participates in Electronic I-9s and E-Verify.
   All newly-hired employees will have to verify their identity and employment eligibility through the electronic system established by the Department of Homeland Security (DHS) and the Social Security Administration (SSA).
3. When a temporary employee is hired in FASIS, 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 staff must enter key personal information on this page to officially activate their NetID and password/passphrase.
   The NetID will allow the employee to access  the Kronos Time System.

NOTE:
Temporary Non student will be paid from account 60111.
Temporary Student will be paid from account 60120.
Temporary regular Fed Work Study will be paid from account 60122.

– If Units require assistance from the Temporary Staffing Center to identify a candidate:

Northwestern University has developed a Temporary Staffing Center  managed by the Department of Human Resources. 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

The center will be managed by NU's Human Resources

The Temporary Staffing Centers are centrally located on each campus:

EVANSTON CAMPUS 1801 Maple Avenue First Floor, Suites 1101a and 1101b Evanston, Illinois 60208 a-watson@northwestern.edu Phone: 847 467-0048 Phone: 847 467-1048 Fax: 847-563-1324

CHICAGO CAMPUS 710 Lake Shore Drive Abbott Hall  Room 150 Chicago, Illinois 60611 b-barden@northwestern.edu Phone: 312 503-1234 Fax: 847-563-1324

NOTE: NU Temporary Payroll will be paid from account 60133.

The NU Temporary Staffing Center Temp Fees which are charged out on a bi-weekly basis will no longer be charged to account 60113, but instead will be charged to account 75021 per the request of Accounting Services and the Budget Office.  No action needs to be taken on your end as the NU Temporary Staffing Center handles the processing of these charges.  

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Termination of Staff employees 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 submits the completed position/appointment data forms to Barbara Beeuwsaert, ORPFC, 633 Clark Street, Crown Building North Tower 2nd Floor, Evanston Campus.
  ***NOTE: Forms for existing Positions/Appts must be pre-printed from FASIS Admin.
• The Business Administrator or Center director should arrange to discontinue any access to building, computer, servers, phone, voicemail, etc.). HR made available an Employment Termination Checklist.
• Exempt Staff should complete the leave accrual usage online in Kronos and submit the balance to their supervisor for approval prior to termination. ***NOTE: Employees will not have their balances paid out until the supervisor approved their submitted leave accrual usage.
  
  ***NOTE:
  Payments not made within regulated timeframes could result in a Department of Labor investigation and substantial penalties for non-compliance. Penalties and damages could exceed 20 percent of the underpaid amount.
  The new process will work as follows:

  When the Payroll Division receives the Position/Appointment form to terminate an exempt employee, it will process a payment for any Vacation/Personal Floating Holiday (PFH) balances if the employee’s final timecard has been approved by his/her manager in Kronos. 
  If the final timecard has not yet been approved in Kronos, a phone call will be made to the manager followed by an email informing the manager that he/she has five days to review and approve the timesheet. After five days, if the timecard has still not been approved, Payroll will send a second reminder. If the Kronos timecard has still NOT been approved within five days of the second reminder, Payroll will assume that the Vacation PFH data in Kronos is correct and will initiate payment for the next available payroll run.
  
  This new procedure will help ensure that the University is compliant with government regulations and should limit overpayment of paid time off benefits at termination. We thank you in advance for your cooperation in administering this new process.
  
  Please refer to the Leave Accrual Instructions, Guidelines, Training and Procedures.

 

For Termination of Temporary Jobs:

• The Business Administrator must process the termination in the FASIS Temp panel –"Maintain Job Information-Temps
• The Business Administrator or Center director should arrange to discontinue any access to building, computer, servers, phone, voicemail, etc.). HR made available an Employment Termination Checklist.

Questions: please contact Barbara Beeuwsaert.

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Termination of Research Associates and Postdoctoral Fellows:

The University Research Centers within the Office for Research, in connection with the Office for Human Resources, is pleased to initiate a process for managing the human resource components related to the termination of active employment for the following positions: Research Associate, Senior Research Associate, Clinical Research Associate, and Senior Clinical Research Associate and Postdoctoral Fellows. This process will ensure consistency across the Centers and the University as well as provide information, guidance, and support for both the Research Associate and the Center.

Five issues around the termination of active employment that may affect a Research Associate, Postdoctoral Fellow have been identified. These issues are: appointment expired (not renewed), performance issues, staff reduction (lay-offs), resignation, and leave of absence.
To assist you the Office for Human Resources has created several documents for easy reference.

• A table that outlines the communication process (written and/or verbal) with the Research Associate, Postdoctoral Fellow.
• A list of talking points to be used when an appointment will not be renewed.
• A template for an appointment non-renewal letter that is to be generated by the department and given to a Research Associate, Postdoctoral Fellow when an appointment will not be renewed.
• In addition to the three main documents, PDF files of the two brochures mentioned in the non reappointment letter can be downloaded:
  IDES - Illinois Department of Employment Security Brochure
  Perpectives - Faculty and Staff Assistance Program Brochure

Your HR Consultant, Carol Michelini, is available to assist you with any questions you may have about this new process.

For Termination of Research Staff Employee and Postdoctoral Fellow:

• The Business Administrator submits the completed position/appointment data forms to Barbara Beeuwsaert, ORPFC, 633 Clark Street, Crown Building North Tower 2nd Floor, Evanston Campus.
  ***NOTE: Forms for existing Positions/Appointments must be pre-printed from FASIS Admin.
• The Business Administrator or Center director should arrange to discontinue any access to building, computer, phone, voicemail, etc.). HR made available an Employment Termination Checklist.
• Exempt Staff should complete the leave accrual usage online in Kronos and submit the balance to their supervisor for approval prior to termination.
  ***NOTE: Employees will not have their balances paid out until the supervisor approved their submitted leave accrual usage.

• The International Office would like to be notified of all terminations or departures even if for unpaid appointments. International Office Departure Forms.

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Management & Administrative Tools

FASIS Access & Training:

To obtain FASIS access, please complete and submit the FASIS authorizations forms  to Barbara Beeuwsaert, ORPFC, 633 Clark Street, Crown Building North Tower 2nd Floor, Evanston Campus before attending the FASIS Training Courses.

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

FASIS Look-Up View HR Position/Employee Database, print Position/Appointment form.

FASIS Query – Query the HR Position/Employee/Payroll Database.

FASIS Deployment –Process position funding and payroll journal entries within 90 days:

• The FASIS workflow process.
  - User must have access to FASIS Look-Up and complete the Deployment class to obtain the FASIS Deployment roles (Data Entry- Payroll Transaction Approver)
  - Every chartstring being used must have an assigned “Payroll Transaction Approver” – a person responsible for approving entries.
  - The “School Approver” provides the final approval for all data entries. The “School Approver” for the Office for Research is Barbara Beeuwsaert.

• For all Position Funding and Payroll Journal entries over 90 days: a paper journal along with 90 day exception memos and backup must be submitted to Barbara Beeuwsaert, ORPFC, 633 Clark Street, Crown Building North Tower 2nd Floor, Evanston Campus.
  NOTE: If the payroll journal is on a grant a copy of the certified effort form needs to be included as back-up.
• For processing FASIS Journals crossing fiscal years, A paper journal is also required.

FASIS Temp Panels – Authorized supervisors and department heads have the ability to modify a temporary employee's record directly in FASIS without utilizing paper forms or approval processes.

Update Temporary employee job data, process position funding and payroll journal entries in FASIS for Temporary employees, including work-study students, non-work-study students, temporary non-students, and employees garnered through the NU Temp Center.
Update the Kronos Backup Supervisors and maintain Badge Number in FASIS –"Maintain Kronos data" folder.

FASIS 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.
– The Kronos approver for exempt staff is maintained in the FASIS "report to" panel
– The Kronos approver for bi-weekly staff is maintained by processing "report to" change on the position data form with an effective date being the beginning of pay period, and an "Action" DTA /"Reason" RPT.
NOTE**Forms for existing Positions/Appts must be pre-printed from FASIS Admin.
All completed position data forms should be submitted to Barbara Beeuwsaert, ORPFC, 633 Clark Street, Crown Building 1st Floor, Evanston Campus.

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Position Data & Appointment Form Field Definitions:

A Blank Position/Appointement Form can only be used to submit new position or appointment.
Any changes requested for an existing Positions/Appointments must be submitted on a FASIS pre-printed form.
All completed position/appointment forms should be submitted to Barbara Beeuwsaert, ORPFC, 633 Clark Street, Crown Building North Tower 2nd Floor, Evanston Campus.

The Faculty and Staff Information System (FASIS) Manual– compilation of Data Definitions, Procedural Descriptions, System Enhancements, Policies, and Training Materials. The Manual is available in PDF format and is easily searchable and printable in part or in full.

FASIS Codes and Administrative Functions is also available on the HR page, for example Actions and Reasons, Check Locations, Job Codes

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Vista Plus Access & training:

View Payroll Expenses Reports by FASIS department or chartstrings.
To obtain Vista Plus, please complete and submit the Vista authorization form to Barbara Beeuwsaert, ORPFC, 633 Clark Street, Crown Building North Tower 2nd Floor, Evanston Campus.

Questions: please contact Barbara Beeuwsaert.

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Cognos Reporting: Position Management information:

Position Management provides schools and departments the information they need to help manage staff positions and salary budgets. Not included are faculty, grad students, temporary employees and work-study students. Access to Cognos Reporting

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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 in FASIS, 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.
NOTE: All new employees will now be able to get their Wildcard, Parking, Blackboard, NETID, and Email accesses as early as 90 days before their hire date, as long as the paperwork has been sent to Payroll and entered into FASIS.

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, temporary employees and is responsible for forwarding the email to the employee. The NetID Coordinator will need to forward this e-mail to the biweekly employee and/or the employee's supervisor.
NetID Coordinators are assigned to each 6-digit HRIS Department ID. Any HRIS user has the ability to modify the NetID Coordinator for any department ID within their security access.
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 FASIS Help Desk at:
847-467-4800 or FASIShelp@northwestern.edu

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I-9, E-Verify:

To comply with Federal law, Northwestern University participates in E-Verify.
All employees must complete section 1 of Form I-9 online by the first date of employment. They must also be able to provide acceptable documentation to a University representative with access to our I-9 Service Center to complete section 2 by the third date of employment. Training guides with step by step instructions for new employees, remote hires, and section 2 processors are available.
US citizens and permanent residents who are rehired will need to complete a new I-9 if the hire date listed on their previous I-9 is older than 3 years ago. A training guide for processing section 3 for rehires is available with more information.
NOTE: The E-Verify I-9 must be completed by all new hires and individuals who receive employment-
related payments. The E-Verify I-9 is not required for unpaid appointments.
To access the online I-9 Service Center, please go to https://northwestern.i9servicecenter.com/Login.aspx

If you have questions relating to this process, contact the NU- HR at i9help@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.

The COI approver for all staff is maintained in the FASIS reports to panel

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NU Performance Excellence & Performance Review:

The Performance Excellence Process  helps the individuals and organizations of Northwestern accomplish their goals. It encourages leaders and their teams to set priorities for what needs to be accomplished and how things need to be done. This results in greater workplace effectiveness, efficiency and engagement.

The Performance Approver for all staff is maintained in the FASIS reports to panel

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Self Service:

Find resources for using components of FASIS Self Service:
Accessing the Self Service Sign-in Page

• Life Insurance Beneficiary Changes
• Retirement Elections
• eBenefits - Self Service Benefits Enrollment
• Employment Information FASIS Self Service allows all active Northwestern employees to access various details about their current and previous appointments at the University. The page includes basic compensation, hours, and department information for each job, as well as Service History, Benefits, and Tenure information.
• Online Directory Personal information such as name, phone numbers, home and email addresses, job location, and job title is stored in FASIS and viewed through the Online Directory. Such information can be updated by faculty or staff whenever necessary. Allow 24 hours for such updates to show up in the Online Directory. In addition to the Online Directory, faculty and staff may enter their Emergency Contact information. The Emergency Contact panel is part of Northwestern University's Emergency Planning effort. Having emergency contacts in the system will allow us to have the information readily available in case of an emergency or disaster.
• The FASIS eDevelopement module provides users a means to administer University training and development programs.
• Courses set up through it are displayed in FASIS Self Service under the "Learning and Development" menu, through which employees across the University can enroll.
• It provides course scheduling, enrollment tracking, and waitlist management accessible to course administrators and instructors.

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Kronos :

Supervisors must approve both time sheets for biweekly employees and leave accruals for exempt employees using the Kronos Time System. Learn more about how to grant these approvals:

• Kronos Time Entry for Biweekly Employees:
  Northwestern University's Kronos is used to record time for all biweekly staff and temporary employees. Access to Kronos is only available on campus not including the dorms unless using VPN.
  The Kronos approver for regular bi-weekly staff is maintained by submiting the position data form with an effective date being the beginning of the pay period, and an "Action"DTA/"Reason"RPT. write the psoition number and name of the approver in the "report to" on the pre-printed position form.
  NOTE: Forms for all existing Positions/Appointments must be pre-printed from FASIS.
  All completed position data forms should be submitted to Barbara Beeuwsaert, ORPFC, 633 Clark Street, Crown Building 1st Floor, Evanston Campus.
  The Kronos approver for Temporary bi-weekly employee is maintained in the FASIS Temp Panel for Temporary employees, including work-study students, non-work-study students, temporary non-students, and employees garnered through the NU Temp Center.
  
  
• Kronos Exempt Staff Leave Accruals:
  -Beginning September 2012, exempt employees will be required to enter time off into Kronos each month, and managers must approve that time, on a monthly basis.
  Time off for each month must be completed by the tenth day of the following month, and must receive manager approval by the fifteenth day. For example, all time away from work for September 2012 must be entered by the employees by Oct. 10, and their managers must approve the time record by Oct. 15.
  -Department Managers and School Administrators have access to the reports to panel and should update this page as needed. The Kronos approver for exempt staff is maintained in the FASIS "report to" panel.
  
  
• Recording Part-Time and Flex-Time Schedules (only for exempt staff employees)
  Employees who work part-time or work full-time with a flex schedule must submit a Monthly Employee Part-Time or Flexible Schedule Form to HR. This will allow employees to enter a day off in Kronos and accurately record half and full-day absences associated with their daily schedules.
  
  
• New Absence Management Program Coming September 1, 2012.
  Plan Design Summary, FAQs can be viewed at http://www.northwestern.edu/hr/benefits/disability-plans/program-changes.html

Questions: please contact Barbara Beeuwsaert.
Kronos HELP Desk (8:30-5:00 Mon-Fri), Call: (847) 467-7606 (7-7606), E-mail:kronoshelp@northwestern.edu

 

Family Medical Leave: Responsibilities of Managers and Employees at Northwestern University

The Family Medical Leave Act of 1993 (FMLA), that falls under a division of the US Department of Labor, was enacted to provide employees with up to 12 weeks of job protection while caring for their own serious health condition, care for a family member's serious health condition, and military leave. Supervisors and managers need to document this time for the protection of their employees.

Proper compliance is essential since FMLA regulations hold the employer responsible for ensuring that employees are aware of their FMLA rights. Northwestern University, as a covered employer under this federally mandated program, must ensure that managers are aware of our compliance responsibilities.

 

Managers have certain responsibilities on behalf of Northwestern University, which include:

• Report extended absences of over 5 days to the Benefits Division. The Benefits Division will follow up with the employee to see if a Leave of Absence is needed.
• Do not request medical information from the employee. The employee will communicate any needed medical information directly to the Leave Administrator in the Benefits Division.
• Do not discuss Leave details with other employees.
• Do not allow employees to return to work after a medical leave without a release to work from the Benefits Division.

Extended Sick Leave Procedures:

For covered employees, who work more than 17.5 hours per week, the department is eligible for reimbursement of extended sick leave. Part-time employees earn sick leave on a prorated basis depending on their regular scheduled work hours.

Procedures:

• The first 10 days of sick leave are charged to the budget accounts that regularly support the employee.
  Sick leave absences that continue beyond 10 days up to the maximum of the employee's accrued sick leave are reimbursed to the departmental budget, whether restricted or unrestricted. Reimbursement is available for both exempt and nonexempt staff.
• The department submits the written request to Payroll for reimbursement of extended sick leave after the employee has exhausted all of the accrued sick leave or returns to work.
  The request should document the dates of the continuous illness, the number of days (or hours in the case of nonexempt staff), the dollar amount to be reimbursed, and the departmental account that should be credited.

 

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Research Appointments

Research appointments in University Research Centers:

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.
For general guidance on all research staff appointments, visit http://www.research.northwestern.edu/policies/research-appointments/research-staff.html

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 Gretchen Talbot (WCAS), Erin Archer, (McCormick), and/or Ellen Feldman (OR).

Download more information about managing Research Appointments between units.

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Guidelines on how to Manage Appointments, Payroll and Visa Processes For Research, Visitor and Postdoctoral fellow Appointments initiated in OR-University Centers New Hires and current employees at NU

Download these instructions and the flow chart.

 

1. Recommendation for Research, Visitor and Postdoctoral fellow Appointments:
Policy, forms and flow charts are available at http://www.research.northwestern.edu/policies/research-appointments/research-staff.html and http://www.tgs.northwestern.edu/postdocaffairs/postdocpolicies/appt_form/.
NOTE: As part of the Visa process, the International Office requires an Official university position confirmation. It MUST cover the dates of requested Visa.

• Recommendation for Research Staff Appointment form - research positions.
• Recommendation for Postdoctoral Research Appointment form – postdoctoral positions.

2. VISA (Fees, International Office and USCIS Application Process, Deadlines) initial and Renewal application:
The Process Timeline for each visa category varies. Please keep in mind IO & USCIS processing times are subject to change based on processing and procedures.

• The center administrator should contact the International Office Adviser to sign up to receive any updates via e-mail list serve.
  The International Office 630 Dartmouth Place, Evanston, IL 60208-4190
  Phone: 847-491-5613, Fax: 847-556-6006, E-mail: intscholars@northwestern.edu.
  http://www.northwestern.edu/international/about/staff.html.
• Visit http://www.northwestern.edu/international/scholar/departments/index.html where you will find information about non-immigrant visa categories such as J-1, H-1B, E-3, TN, sponsorship of international employees for Legal Permanent Resident status, the associated internal and external processes in obtaining visa, and other helpful hints to assist International Scholars in maintaining their status.
• Please consult with your IO adviser on which visa is appropriate for the scholar based on timelines and job duties. http://www.northwestern.edu/international/about/staff.html.
• For H-1B Visas, the Center Administrator must have access to Immigration tracker.
  If you do not yet have login information for Tracker and would like access, please contact the International Office intscholars@northwestern.edu.
  This is a secure system allowing you to:
  ⋅ Check your current status information and expirations.
  ⋅ Monitor progress on any active immigration cases.
  ⋅ Submit new or updated information to us.
  ⋅ Employers may also add notes, run reports and perform other case management functions.
  The Center Administrator should submit an Intake Form via Tracker. The IO adviser accepts the Intake Form. From this point forward all activity regarding the H-1B application is tracked through the Tracker Portal.
• The Center Administrator works with the employee and hiring individual to gather all REQUIRED DOCUMENTS FOR ALL APPLICATIONS to be submitted to the International Office.
  The Checklist, Forms and Policies Index for Students, Scholars and Departments are available at http://www.northwestern.edu/international/scholar/departments/index.html.
• The IO process begins once all supporting documentation has been received.
• If needed the Center Administrator should follow up with the IO adviser assigned to their case until the USCIS Receipt notice or USCIS Approval notice has been issued.

3. Payroll Process: New Appointment/Reappointment:

• USCIS Receipt notice vs. USCIS Approval notice varies by type and applicant status.
  Payroll appointment process can be initiated upon receipt of the Document of employment eligibility (USCIS Receipt notice or USCIS Approval notice).
  In some cases if the intended start date approaches and the individual does not have an Approval Notice. The NU hiring department will have to suspend employment until the IO receives the approval notice. In other cases if the intended start-date approaches and the individual does not have an Approval Notice, portability provisions allow him/her to continue at NU based on the Receipt Notice
  The Center Administrator can obtain clarification by contacting your International Office Adviser or by visiting http://www.northwestern.edu/international/scholar/departments/index.html.
  International Office 630 Dartmouth Place, Evanston, IL 60208-4190
  Phone: 847-491-5613, Fax: 847-556-6006, E-mail: intscholars@northwestern.edu.
• Once The Document of employment eligibility is available both the employee and the Center Administrator complete the following:

Completed by Employee:

• E-VERIFY: Who must participate in E-Verify?
  To comply with Federal law, Northwestern University participates in E-Verify.
  All employees must complete section 1 of Form I-9 online by the first date of employment. They must also be able to provide acceptable documentation to a University representative with access to our I-9 Service Center to complete section 2 by the third date of employment. Training guides with step by step instructions for new employees, remote hires, and section 2 processors are available.
  US citizens and permanent residents who are rehired will need to complete a new I-9 if the hire date listed on their previous I-9 is older than 3 years ago. A training guide for processing section 3 for rehires is available with more information.
  NOTE: The E-Verify I-9 must be completed by all new hires and individuals who receive employment-related payments. The E-Verify I-9 is not required for unpaid appointments.
  To access the online I-9 Service Center, please go to https://northwestern.i9servicecenter.com/Login.aspx.
  
  
• The identified candidate must complete the personal data form  and other payroll forms for new employees.
  
  
• Foreign nationals who receive payroll payments from Northwestern University must complete certain paperwork, including tax returns.
  Nonresident Alien Information: FNIS, Social Security Number and Tax ID Numbers
  Nonresidents receiving payroll payments must provide their information in the University’s Foreign National Information System (FNIS). FNIS uses this data for tax analysis and to create necessary forms for taxation, including available tax treaties.
  • FNIS Access Request Form should be completed by nonresidents or departments if the nonresident haven’t already received an email asking them to do so.
  • FNIS Information and Explanation explains the entire process and provides screen shots demonstrating the system.
  • Social Security Number and Tax ID Numbers explain the procedure for acquiring a Social Security or Tax ID number. Nonresidents must apply for a SSN unless only receiving a fellowship.

Completed by Center Administrator:
Fact: VISA end date is tied both to the research appointment end date, payroll appointment end date, E-Verify, and FNIS. All of these MUST be in sync and in order for there to be a seamless continued employment at the university.

• E-VERIFY
  To comply with Federal law, Northwestern University participates in E-Verify.
  The E-Verify I-9 must be completed by all new hires and individuals who receive employment-related payments. The E-Verify I-9 is not required for unpaid appointments.
  
  The Center Administrator or Section 2 Processor must check that the I9 E-verify (certification and/or recertification) had been completed. Employee must provide acceptable documentation to a University representative with access to our I-9 Service Center to complete section 2 by the third date of employment.
  
  To access the online I-9 Service Center, please go to  https://northwestern.i9servicecenter.com/Login.aspx.
  
  NOTE: Current paid employee will need to update work eligibility expiration date with the payroll office, update FNIS and complete the E-Verify Section 3 of the Form I-9.
  

• The Business Administrator submits the completed position/appointment data forms and personal data form (completed by employee) to Barbara Beeuwsaert, ORPFC, 633 Clark Street, Crown Building North Tower 2nd Floor, Evanston Campus.
  ***NOTE: Forms for existing Positions/Appointments must be pre-printed from FASIS Admin.
  
• Assign 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. Once the new hire forms has been processed in payroll, the new staff member can be hired in FASIS, 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 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. The NetID will allow the employee to access  the Kronos Time System and other applications.
  
  NetID Coordinators are assigned to each 6-digit HRIS Department ID. Any HRIS user has the ability to modify the NetID Coordinator for any department ID within their security access.
  

• Check in FASIS lookup that the appointment had been keyed in the system as it was submitted on the forms.

4. Monitoring Appointment/ Visa and work eligibility expiration date:
The center administrator should track the appointment end date, Visa and work eligibility expiration date for the employees in their center.
Even though the International Office might notify the employee that their VISA is about to expire, the center Administrator should also notify their employee and supervisor.
The information can be tracked with:

• FASIS Look-Up View HR Position/Employee Database, print Position/Appointment form.
• FASIS Query – Query the HR Position/Employee/Payroll Database.
• Shadow System: Manually maintain a spreadsheet.
• I-9 Service Center: https://northwestern.i9servicecenter.com/Login.aspx?.
  Current paid employee will need to update work eligibility expiration date with the payroll office, update FNIS and complete the E-Verify Section 3 of the Form I-9.

5. Reappointment/Promotion/Title change/Transfer to other NU department:
Re-start the process refer to step 1,2,3,4.

6. Termination:

- Termination of Research Associate, Senior Research Associate, Clinical Research Associate, Senior Clinical Research Associate and Postdoctoral Fellows:

The University Research Centers within the Office for Research, in connection with the Office for Human Resources, is pleased to initiate a process for managing the human resource components related to the termination of active employment for the following positions: Research Associate, Senior Research Associate, Clinical Research Associate, and Senior Clinical Research Associate and Postdoctoral Fellows. This process will ensure consistency across the Centers and the University as well as provide information, guidance, and support for both the Research Associate and the Center.
Five issues around the termination of active employment that may affect a Research Associate, Postdoctoral Fellow have been identified. These issues are: appointment expired (not renewed), performance issues, staff reduction (lay-offs), resignation, and leave of absence.

To assist you the Office for Human Resources has created several documents for easy reference.

• A table that outlines the communication process (written and/or verbal) with the Research Associate, Postdoctoral Fellow.
• A list of talking points to be used when an appointment will not be renewed.
• A template for an appointment non-renewal letter that is to be generated by the department and given to a Research Associate, Postdoctoral Fellow when an appointment will not be renewed.
• In addition to the three main documents, PDF files of the two brochures mentioned in the non reappointment letter can be downloaded:
  IDES - Illinois Department of Employment Security Brochure
  Perpectives - Faculty and Staff Assistance Program Brochure

Your HR Consultant, Carol Michelini, is available to assist you with any questions you may have about this new process.

Payroll/FASIS/International Office/Departure Notice:

• The Business Administrator submits the completed position/appointment data forms to Barbara Beeuwsaert, ORPFC, 633 Clark Street, Crown Building North Tower 2nd Floor, Evanston Campus.
  ***NOTE: Forms for existing Positions/Appointments must be pre-printed from FASIS Admin.
• The Business Administrator or Center director should arrange to discontinue any access to building, computer, phone, voicemail, etc.). HR made available an Employment Termination Checklist.
• Exempt Staff should complete the leave accrual usage online in Kronos and submit the balance to their supervisor for approval prior to termination.
  ***NOTE: Employees will not have their balances paid out until the supervisor approved their submitted leave accrual usage.
• Check in FASIS lookup that the appointment had been terminated in the system as it was submitted on the forms.
• The International Office would like to be notified of all terminations or departures even if for unpaid appointments.
• Depending on the type of the visa the employee holds a departure notice form is to be completed when an employee in your department is terminated from their appointment, resigns or completes their stay. http://www.northwestern.edu/international/forms/#departments.
  The Center Administrator sends the completed form to the International Office (IO) at least ten days prior to the employee's departure. The IO will notify appropriate agencies in compliance with government regulations. (Please do not send more than 30 days ahead of departure date).
  NOTE: If the scholar changes status but continues with your department, it is not necessary to fill out this form.
  The Center Administrator can obtain clarification by contacting your International Office Adviser or by visiting http://www.northwestern.edu/international/scholar/departments/index.html.
  International Office 630 Dartmouth Place, Evanston, IL 60208-4190
  Phone: 847-491-5613, Fax: 847-556-6006, E-mail: intscholars@northwestern.edu.

-  Termination of other types of Research Visitors appointments:

Payroll/FASIS/International Office/Departure Notice:

• The Business Administrator submits the completed position/appointment data forms to Barbara Beeuwsaert, ORPFC, 633 Clark Street, Crown Building North Tower 2nd Floor, Evanston Campus.
  ***NOTE: Forms for existing Positions/Appointments must be pre-printed from FASIS Admin.
• The Business Administrator or Center director should arrange to discontinue any access to building, computer, phone, voicemail, etc.). HR made available an Employment Termination Checklist.
• Check in FASIS lookup that the appointment had been terminated in the system as it was submitted on the forms.
• The International Office would like to be notified of all terminations or departures even if for unpaid appointments.
  Depending on the type of the visa the employee holds a departure notice form is to be completed when an employee in your department is terminated from their appointment, resigns or completes their stay. http://www.northwestern.edu/international/forms/#departments.
  The Center Administrator sends the completed form to the International Office (IO) at least ten days prior to the employee's departure. The IO will notify appropriate agencies in compliance with government regulations. (Please do not send more than 30 days ahead of departure date).
  NOTE: If the scholar changes status but continues with your department, it is not necessary to fill out this form.
  The Center Administrator can obtain clarification by contacting your International Office Adviser or by visiting http://www.northwestern.edu/international/scholar/departments/index.html.
  International Office 630 Dartmouth Place, Evanston, IL 60208-4190
  Phone: 847-491-5613, Fax: 847-556-6006, E-mail: intscholars@northwestern.edu.

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