Payroll Process for New, Renewal and Termination of Research Appointments in University Research Institutes and Centers

Appointment HR/Payroll Process

Initial application and Renewal for Research Faculty,  Research Staff,  Visiting Scholar, and Postdoctoral Fellow Appointments in University Research Institutes and Centers (URICs)

The appointment payroll process can be initiated upon receipt of the USCIS Receipt Notice
or USCIS Approval Notice
, also known as the Document of Employment Eligibility.*

*USCIS Receipt Notice vs. USCIS Approval Notice varies by type and applicant status.

If the intended start date approaches and the individual does not have an Approval Notice, the hiring department will have to suspend employment until the IO receives the Approval Notice OR portability provisions will allow employment continuance based on the Receipt Notice
Consult with your International Office (IO) Adviser if needed.


Employee’s Responsibilities

  1. The E-Verify I-9 must be completed online by all new hires and individuals who receive employment-related payments. The E-Verify I-9 is not required for unpaid appointments.
    To comply with Federal Law, Northwestern participates in Electronic I-9s & E-Verify.
    By day 1: All employees must complete section 1 of Form I-9 online.
    By day 3: All employees must provide acceptable documentation to a University representative with access to our I-9 Service Center to complete section 2.
    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. A training guide for processing section 3 for rehires is available with more information.
  2. The candidate must complete the personal data form and other payroll forms for new employees.
  3. FNIS, Social Security Numbers and Tax IDs for Nonresident Alien/Foreign Nationals
    • Foreign Nationals who receive payroll payments from Northwestern must complete paperwork, including tax returns.
    • Nonresidents must use the Northwestern’s Foreign National Information System (FNIS) for tax analysis purposes.
    • Nonresidents (or the department) must complete the FNIS Access Request Form, even if not notified by email.
    • FNIS Instructions are available.
    • 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.


Center Administrator’s Responsibilities

*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.

  1. The E-Verify I-9 must be completed online by all new hires and individuals who receive employment-related payments. The E-Verify I-9 is not required for unpaid appointments.
    To comply with Federal Law, Northwestern participates in Electronic I-9s & E-Verify.
    By day 1:All employees must complete section 1 of Form I-9 online.
    By day 3: All employees must provide acceptable documentation to a University representative with access to our I-9 Service Center to complete section 2.
    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. A training guide for processing section 3 for rehires is available with more information.
  2. The center submits completed position/appointment data forms and personal data formto Barbara Beeuwsaert, ORFA, 633 Clark Street, Crown Building North Tower 2nd Floor, Evanston Campus.
    *Forms for existing Positions/Appointments must be pre-printed from FASIS Admin.
  3. The center confirms appointment is recorded, funding is up to date and Assign approvers for Conflict of Interest (COI), Training (Learning & Development), Performance and Exempt employee leave accrual.
    *Department Managers and School Administrators should have access FASIS Admin
  4. Once an employee’s (new hire/rehire) appointment is recorded in FASIS, a NetID is generated within 24-48 hours. The Net ID Coordinator is notified by e-mail and will contact the supervisor with instructions on how to access the NetID.
  5. The center monitors Appointment/ Visa and work eligibility expiration date: Track the appointment end date, Visa and work eligibility expiration dates.
    Notify the employee and the supervisor before Visa expiration. The International Office might also notify the employee.

Use these following tools to track the position/appointment and individual records:

  • 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?.

 Termination Process

Research Faculty, Research Staff, Visiting Scholar and Postdoctoral Fellow Appointments in URC

Termination occurs due to one of these issues:

  • Appointment expired (not renewed)
  • Performance issues
  • Staff reduction (lay-offs)
  • Resignation
  • Leave of absence

Reference documents include:

Questions? Contact your HR Consultant.


Employee’s Responsibilities

Provide an official Resignation letter to the supervisor, business administrator or Center director.


Center Administrator’s Responsibilities

If an employee resigned or transferred to another Department within NU, the Center should follow the process outlined in the following page: Terminations in University Research Centers (URC)