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Northwestern University Library Student Handbook: On-boarding

Paperwork Instructions

Select the tab(s) below concerning paperwork you were instructed to complete on the hire "Confirmation Letter" you received.

Paper Work - Student/Temp.

**Complete in the Library Organizational Development Office**

  • E-Verify: CANNOT be scheduled to work without completing!                                              2 Sections Required – Section 1 completed by New Hires; Section 2 completed by the Library Organizational Development Office.
  When to Complete:      

 • At least by the end of the first day of work

*NOTE: Section 2 can only be completed by our Office if you bring in the correct documents for verification.  Section 2 must be completed within 3 business days after completing Section 1 or a reason is required by Homeland security on why it took so long to submit the proof for employment verification.               

Need to Bring In:  • Acceptable Documents

(http://www.northwestern.edu/hr/managers-administrators/on boarding-procedures/E-verify/i9documents.pdf)

*NOTE: All documents must be unexpired and the ORIGINAL copy.  NO faxed, scanned or copied documents are allowed.

Information Needed:

 • How name appears on Social Security Card:                                      If you have a MIDDLE NAME, pay special attention to whether it is fully spelled out or initialed.  

    Non Resident:       (Not a permanent resident or U.S. citizen)                 

 • Need I-94 and I-20

 • Must also complete information in the Foreign National                     Information System (FNIS)

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  • Personal Data Form: Complete on the day or three days before the start date.
Form Used For:
  • Create a record for new employees
  • Create another record for a second job
  • Name Change
  • Re-hires who have not worked for six months or more
Information Needed:

 • Social Security Number if New Hire

 • How name appears on Social Security Card:                                                      If you have a MIDDLE NAME, pay special attention to whether it is fully spelled out or initialed.  

 

 

 

 

 

 

 


  • Work/Study Authorization Form: for Work/Study Students ONLY
Required For:
  • All New Hires
  • Re-hires
  • Continuing and Returning Students
When to Complete:
  • Beginning of a new school year
  • Returning from a Leave of Absence
  • Being hired during the school year
       Information                Needed:                 
  • 7 Digit University (Empl) ID
  • Last foud digits of Social Security No.
  • Award amount for the year (can be checked in CAESAR)
Complete In:

 • Ink or typed
Note:Prepopulated forms with the Employer information is generated by our Office and once completed, our Office will send them to the Work/Study Office.                    

 

 

 

 

 

 

 

 

 

 

 

 

 

E-Verify

Personal Data Form

Tax Forms

Work-Study Authorization

Tax Forms can be completed prior to coming to the Library Organizational Development Office, but forms MUST be printed with both the FRONT and BACK.


Forms: Required for all U.S. Citizens and Permanent Residents


Helpful Hints for Completing Tax Forms:

  • What's a Withholding Allowance? It represents your total tax deductions divided by the personal exemption rate. The withholding allowance is related to, but not the same as, the number of dependents you can claim on your tax return.
  • If you have more than one job, if your spouse works, or if you itemize your deductions, use the worksheet on Form W-4 page 2. Use this worksheet to calculate the number of allowances to claim instead of relying on your personal exemptions.
  • If you have more than one job, make sure you claim zero allowances at your second job. Claiming "exempt" is not the same thing as claiming zero. By claiming zero, the highest amount of tax will be withheld.
  • You are exempt from income tax withholding only if your income for the year will be less than $800. If you are exempt, skip lines 5 and 6, and write "EXEMPT" on line 7.

Tax Information

Note: Year-end W-2 Forms are in the mail by January 31 each year and sent to the home address filled out on the tax forms. Employees who register with Multi-Factor Authentication may choose to receive their W-2 Form electronically, which can be downloaded and printed from within the FASIS Self Service Portal.  Communication will be sent to all employees regarding electronic W-2 Forms each December.


Requesting a duplicate copy of W-2 form:

  • Contact the Payroll Office                                                                                                                   Phone: 1/847-491-7362                                                                                                                    Email: hrishelp@northwestern.edu
    • Include your full name, University ID (located on the check stub or Wildcard), old and new address.

May be completed prior to coming to the Library Organizational Development Office. If the form is filled out manually, make sure all numbers are written legibly.


Direct Deposit Form

 

New Hires:
Complete the Direct Deposit form immediately upon hire to ensure timely deposit of your first paycheck.

Requesting Changes:                                                                                                                                      Existing employees may submit a new copy of this form at any time to add, change, or remove direct deposit accounts. You can also enroll in Multi-factor Authentication to enter or change direct deposit information online at any time in the FASIS Self Service Portal (nupa.northwestern.edu).


NOTE: Employees can view and print their payroll advice in the FASIS Self Service Portal up to two days before pay date.

 

To Be Completed at the Library Organizational Development Office:

  • Personal Data Form
  • E-Verify

(Detailed information found under “Required Paperwork” tab)


Can complete prior to coming to the Library Organizational Development Office:


Obtaining a Part-Time/Temporary Employee ID Card: (Process subject to change)

  • Once a Personal Data Form is submitted, an EmplID and NetID will be generated for you and sent to the personal email address you put down on the form along with instructions on how to activate your account.
  • Let your supervisor know you have received this information so that they can complete a Part-Time/Temporary Employee ID Form for you.
    • The Part-Time/Temporary Employee ID card authorizes the bearer to: gain access to university buildings; obtain library privileges at University Library in Evanston; ride the Evanston Loop, Campus Loop, and Ryan Field Shuttles*; and obtain discounts for WildCARD Advantage program businesses and NU theater and music productions.                                                                                                         *Note: Part/Time/Temporary Employee ID cards are NOT accepted on the Intercampus or Frostbite Shuttles.
  • Upon the end of employment, the ID card must be turned in to the Library Organizational Development Office.
  • If the form is submitted by the supervisor in the morning, the card can be picked up on the same day at the Wildcard Office located in the Underground level at the Norris University Center, 1999 Campus Dr.
    • You will need to know your employee ID number and bring a picture ID (driver's license, state ID, or a valid, unexpired passport) to obtain the card.

 

To Be Completed at the Library Organizational Development Office:

  • Personal Data Form
  • E-Verify

(Detailed information found under “Required Paperwork” tab)


Foreign National Information System (FNIS):

  • FNIS Request Form: REQUIRED - complete in our Office on or three days before the start date.
    • This form generates a username and password from Payroll for the applicant to use to login and complete the FNIS process online.  You will be notified via email by the Payroll Office stating you have access to FNIS.
  • FNIS Tip Sheet
  • Foreign National Information System (FNIS): Login and Complete ONLINE as soon as possible to ensure you will be paid.

Non Resident Applicants without a Social Security Card

**Cannot work until Social Security Card is received**

  1. Obtain an Evidence of On-Campus Employment/Intent to Hire Letter from the Library Organizational Development Office.
  2. Take the letter to the International Office and Social Security Office.
  3. The Social Security Card will be issued within 2-3 weeks if there aren’t any problems with your Visa form.

Once the card is received:

  • Return to the Library Organizational Development Office to finish completing the Personal Data Form
  • Complete the FNIS online form
  • Complete E-Verify at the Payroll Office

*Note: From the International Office                                                                                                           A Social Security Number (SSN) is a unique, 9-digit, identification number issued by the U.S. Social Security Administration (SSA). Although originally developed as a way to track and disburse social benefits such as pensions, the SSN has become a universal identification number used for many purposes including, but not limited to:

  • Employer payroll
  • Internal Revenue Service (federal taxes)
  • Driver's Licenses (some states)
  • Credit History

For a handout with information on how to apply for a social security number, please click here. When filling out the Social Security Application, please make sure to write your name exactly as it appears on your immigration documents.

Application for a Social Security Number

*The SSA will send your Social Security card to the address you provided on your application form.  The usual processing time is two weeks, but may range from 4-8 weeks if additional security procedures are necessary.

Continuing/Returning/Transferring Application

Select:

Continuing
  • Worked the Spring quarter and continuing through the Summer
  • Worked the Summer and continuing through the Fall quarter
Returning
  • Worked the Spring quarter and returning in the Fall
  • Returning from a leave
 Transferring 
  • Currently working at the Library but switching over to a different department within the Library

 

*Work-Study Students: Must fill out a Work/Study Authorization Form at the Library Organizational Development Office prior to starting work.*


Re-Hires: Previously worked for NU Library and would like to be re-hired

  • Complete the Continuing/Returning/Transferring Application.
    • Select Returning if working for the same department.
    • Select Transferring if working for a different department.
  • Complete a Personal Data Form: Know whether you’ve received a check from Northwestern University in the last 6 months.
  • Complete State (Illinois or Wisconsin) and Federal Tax Forms
  • E-Verify if:
    • Terminated in the Payroll System and E-Verify/I-9 system
    • Have not worked in six months or more
    • It’s been three years or more from the previous hire/start date

 

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Paper Work - Student Supervisor

Completion Required by Supervisor Before Hiring Process Can Begin:

  • Hire Decision Form: The form will be sent via email to supervisors as an attachment once new hires have accepted the position.                                                                                         *NOTE: Walk-ins are no longer allowed.Students will not be processed if they come to our office without a Hire Decision Form on file.

Supervisor Signature Required:

  • Work-Study Authorization Form: The Library Organizational Development Office will notify supervisors via email when students have completed their portion of the form and will submit all completed Work-Study Authorization forms to the Work/Study Office.                                         *NOTE: This form applies to all Work-Study Students including New Hires, Re-Hires, and Continuing/Returning Students.

 

  • Evidence of On-Campus Employment/Intent to Hire Letter for Non-Residents without a Social Security Card: This letter is generated from the Library Organizational Development Office and given to the student to take to the International Office.                                                   *NOTE: The usual processing time for a Social Security card is 2 weeks but may range from 4-8 weeks if additional security procedures are necessary.

 

  • Part-Time/Temporary Employee ID Form for Non-NU Students: (Process Subject to Change)
    • The Part-Time/Temporary Employee ID card authorizes the bearer to: gain access to university buildings; obtain library privileges at University Library in Evanston; ride the Evanston Loop, Campus Loop, and Ryan Field Shuttles*; and obtain discounts for WildCARD Advantage program businesses and NU theater and music productions.
    • Complete the form once the new hire receives their EmplID.
    • Forms can be mailed in or emailed directly from the PDF to the WildCARD Office.
    • Let the students know that the form has been submitted so they can go to the WildCARD Office to pick up their card.

No Action Required By Supervisor:

  • E-verify: Must be completed by student before starting work.
  • Personal Data Form: In order to have New Hire/Re-Hire employee’s entered in Timekeeping and Payroll in a timely manner, the form needs to be completed before the 2nd Wednesday of each pay period by noon.  All forms that are submitted after the noon cut-off will be entered on the Tuesday after the Payroll process has run.
  • Tax Form
  • Direct Deposit