Frequently Asked Business Questions

Payroll

Faculty and academic
Student
Staff

How do I get on payroll?
Upon formal acceptance of your offer, your LBC Faculty Service Rep (FSR) will send you the appropriate forms which you must fill out and send back prior to your start date. Your department administrator will coordinate this process with your FSR and the LBC Payroll Specialist, Debrah Morgan.

Visa issues will also be coordinated by your department administrator in conjunction with the Office of International Affairs.
When will my first paycheck come?
Depending upon your job classification, you will be paid on either a biweekly or monthly basis.

Almost all faculty and other academic employees are salaried employees and will be paid monthly. Your pay period begins on the first calendar day of the month and ends on the last calendar day of the month. You will receive your paycheck on the last working day of the month.

If you are paid on an hourly basis, you will be paid biweekly. The pay period lasts two weeks and begins on a Sunday and ends on a Saturday. You will receive your paycheck on the Friday following the close of a pay period.
I’m new: how soon until I get my U of C ID / library access / e-mail access?
You will be able to receive your privileges once you are in the Payroll system. Entry into Payroll may take up to 2 weeks from your official start date; for this reason it is important you submit your forms to the LBC Payroll Specialist, Debrah Morgan, as soon as possible prior to your start date. Early submission facilitates timely processing of paperwork through all the reviewing University offices.

Once in Payroll, your photo identification (I.D.) card can be acquired at the ID & Privileges Office, located in room 100F in the lobby of Joseph Regenstein Library. The card grants entrance to certain University buildings and privileges at the Library, Bursar's Office, and other services around campus.

If you lose your I.D. card, notify the ID & Privileges Office immediately at 773-702-3344. The I.D. card remains the property of the University. Upon your termination from the University, your I.D. card will be deactivated. You must return the Card and all other University property such as keys, uniforms, etc., when you leave the University's employ.

Once in Payroll, you will also be able to claim your "CNet ID."

Your CNet account will give you access to a number of University services: you will get an “@uchicago.edu” email address, access to “harper” (NSIT's interactive-use server), authentication credentials for the web proxy servers and the wireless network, and a number of additional services.
How can I get my paycheck automatically deposited to my bank account?
Direct Deposit Authorization Forms are available online at here, or at a New Employee Orientation (NEO) program, or from the LBC Payroll Specialist, Debrah Morgan. Completed forms may be submitted directly to Payroll through faculty exchange (attn: Payroll/Comptrollers, Mott Building) or through the LBC.

All employees are encouraged to enroll in the Payroll Electronic Funds Transfer Program. In it you authorize the University to deposit your pay automatically to your checking or savings account. Over time, automatic deposit will save you considerable effort and inconvenience. On payday you receive a paper Pay Advice Statement which shows your gross pay, deductions, and net pay and which serves as your notice of deposit.
How do I get my summer salary?
Professors who anticipate summer salary should check with their Faculty Service Representative one or more months before the beginning of the month in which payment is expected.
How many tax exemptions am I currently claiming?
This information can be found on your pay advice or check stub for federal and state withholdings.
How do I change my federal or state tax exemption?
Fill out the appropriate form with new exemptions and submit to the LBC Payroll Administrator, Debrah Morgan.

Federal: http://adminet.uchicago.edu/adminforms/pdfs/pay_fw4_06.pdf
State: http://adminet.uchicago.edu/adminforms/pdfs/pay_il-w4.pdf
How do I select or change my benefits?
The University supplements wages of benefits-eligible faculty and staff with an extensive benefits package. New faculty should expect to receive preliminary information regarding benefits from the LBC before their arrival on campus. Considerable benefits information is available on the University Human Resources web site at: http://hr.uchicago.edu/benefits/orientation/

You may also elect to attend a New Employee Orientation.

In addition, University benefits counselors are available to answer questions about benefits at benefits@uchicago.edu or 773-702-9634. In-person counseling is available from 8:30 a.m. to 4:30 p.m. in the Benefits Counseling Office at Ingleside Hall (956 E. 58th Street).

Open enrollment normally occurs once each year in November. During open enrollment, you may change, add or drop some of your benefits. For further information, refer to the Summary Plan Descriptions or view the Benefits Web site.

Within 31 days of “life events” (e.g. marriage, birth, adoption), you must submit any changes you wish to make to your benefits. Certain changes may need to be requested well in advance of the actual event (e.g. termination, retirement). For a full listing, please refer to the Benefits site.
What educational financial assistance does the University offer?
See here..
How can I get a salary advance?
Salary advances are available for vacations & emergencies and will be deducted from your next pay period’s salary. Fill out the form and forward the original to the LBC Payroll Specialist, Debrah Morgan.
My address is incorrect on my paycheck. How do I get it changed?
Contact the LBC Payroll Specialist, Debrah Morgan, at d-morgan@uchicago.edu, with your correct address.
Where can I get a copy of prior years’ W2 forms?
You must email Antonella Wellman of the Comptroller’s/Payroll Office directly, at alucido@uchicago.edu.
Who can verify my University employment?
Fax faculty and other academic employment verification requests to Bernadette Brogan at 773-702-9658.

Staff employment verification requests may be left as a phone message at 773—702-1201 or faxed to 773-834-1451.
How do I hire a research assistant? What forms need to be filled out? What if they live in another state?
The search will begin with a request from you to your department administrator and your request will then be forwarded to the appropriate LBC administrator for processing. Please consult with your LBC Faculty Service Representative on sources of funding.

Within three business days of employment, new employees must complete employment eligibility forms with the LBC Payroll Specialist (Debrah Morgan) or, for students, with the LBC Student Payroll Coordinator (Kwame Atiogbe). Due to variations in employment categories, it is not possible to specify in advance what forms will be required. However, nearly all new employees need the following documents:
- I9 form and either:
- copies of both their Drivers License and Social Security Card, or
- copy of just their Passport
Employees who are tax residents of the State of Indiana who work in the State of Illinois are required to fill out a State of Illinois IL-W-4 Form. A variety of rules apply to residents of other states. Basics are provided here.
How do you pay a Postdoctoral Scholar? Do they receive benefits? Are they considered University Employees? What is the difference between a Postdoctoral Scholar and a Postdoctoral Fellow?
Please refer to the this link on Postdoctoral Researchers.
I started a new job; how do I get paid?
Ask your supervisor (administrator/professor/lab manager) to forward details of your employment – including funding source, dates of employment, scheduled hours, and rate – to their Faculty Service Representative. You should then contact the LBC Student Payroll Coordinator, Kwame Atiogbe, at atiogbe@uchicago.edu or 773-834-8202, for payroll details. Mr. Atiogbe’s office hours are Monday – Friday, 10 AM – 2 PM.
How do I get work study funds?
You must first be awarded Federal Work Study as part of your financial aid package: If you have been awarded Work Study funds, you must then a apply here.
When will my first paycheck come?
Depending upon your job classification, you will be paid on either a biweekly or monthly basis.

Biweekly: If you are paid on an hourly basis, you will be paid every two weeks. The pay period lasts two weeks and begins on a Sunday and ends on a Saturday. You will receive your paycheck on the Friday following the close of a pay period.

Monthly: If you are paid as a salaried employee, you will be paid once per month. Your pay period begins on the first calendar day of the month and ends on the last calendar day of the month. You will receive your paycheck on the last working day of the month.
How many hours may I work?
Registered undergraduate students may work up to 15 hours per week.

Registered graduate students may work up to 19.5 hours per week.

Registered students may appeal to the appropriate Dean of Students to exceed the standard limit.

Unregistered students may work up to 40 hours per week.
I have jobs in different departments. Where do I pick up my pay advice or check?
Hours are combined and one pay advice or check is issued. Generally, your advice or check will go to the department that employed you first. This sometimes creates problems when you stop working at an old job but pay day delivery information is not updated. To change delivery instructions for future pay days, contact the LBC Student Payroll Coordinator, Kwame Atiogbe, at atigobe@uchicago.edu or 834-8202.

You should also consider direct deposit so you don’t have to pick up a pay check. See question 4, above.
When is my time card due?
Regular, computer-generated time cards issued by the payroll department are normally due in the LBC by 5 p.m. on Thursday of the week before payday. A list of bi-weekly paydays is available here.

On your time card, estimate the hours you will work on the last two days of the pay period, Friday and Saturday, if any. Enter time rounded to the nearest 1/10th hour (for example, 3:14 = 3.2 hours and 3:15 = 3.3 hours). Sign your time card and get your supervisor’s signature as well.

New employees typically submit handwritten time cards for their first couple pay periods. Handwritten time cards are normally due in the LBC by 5 p.m. on Wednesday of the week before payday.

Because of University holidays, deadlines are occasionally moved forward. The LBC and departments work together to publicize these changes, but because of hectic schedules students sometimes miss our posted notices. You may anticipate time card deadline changes by considering whether any of the following holidays is imminent: New Year’s Day (January 1); King Day (the third Monday in January); Memorial Day (the last Monday in May); Independence Day (July 4, observed on Friday or Monday when the 4th falls on Saturday or Sunday, respectively); Labor Day (the first Monday in September); Thanksgiving and the following Friday (the fourth Thursday in November); and Christmas (December 25, observed on Friday or Monday when the 25th falls on Saturday or Sunday, respectively). To confirm a suspected deadline change, e-mail or call the LBC Student Payroll Coordinator, Kwame Atiogbe: atiogbe@uchicago.edu or 834-8202.
Where do I pick up my blank time card?
Computer-generated time cards are distributed to departmental and program offices by about Tuesday of the start of the pay period. Replacement cards can be acquired from the LBC Student Payroll Coordinator, Kwame Atiogbe, in Kelly 202.
I have a green card. Do I need to apply for a social security card?
All employees must have a Social Security number. Apply for one at any Social Security Office. The office nearest the Hyde Park campus is at 6338 S. Cottage Grove; many students also apply at the downtown location of 77 W. Jackson Boulevard, Suite 300. To search for an office by zip code.
Where can I get a copy of prior years’ W2 forms?
You must email Antonella Wellman of the Comptroller’s/Payroll Office directly at alucido@uchicago.edu.
Can I keep working after I graduate?
You may work in a student capacity for one quarter after graduation.
How do I get on payroll?
Your department administrator will coordinate this process with the LBC Payroll Specialist, Debrah Morgan.
When will my first paycheck come?
Depending upon your job classification, you will be paid on either a biweekly or monthly basis.

Biweekly: If you are paid on an hourly basis, you will be paid every two weeks. The pay period lasts two weeks and begins on a Sunday and ends on a Saturday. You will receive your paycheck on the Friday following the close of a pay period.

Monthly: If you are paid as a salaried employee, you will be paid once per month. Your pay period begins on the first calendar day of the month and ends on the last calendar day of the month. You will receive your paycheck on the last working day of the month.
I am a new monthly employee and I started the second week of the month. Will I receive a full pay check?
You will receive pro-rated pay for your first month of employment based on this formula: (# days worked / # business days in month including paid holidays) x monthly salary
I have two jobs in different departments, where do I pick up my check?
Hours are combined and one pay advice or check is issued. Generally, your advice or check will go to the department that employed you first. This sometimes creates problems when you stop working at an old job but pay day delivery information is not updated. To change delivery instructions for future pay days, contact the LBC Payroll Specialist, Debrah Morgan, at d-morgan@uchicago.edu or 834-8204.

You should also consider direct deposit so you don’t have to pick up a pay check. See question 4, above.
How do I select or change my benefits?
The University supplements wages of benefits-eligible faculty and staff with an extensive benefits package. Considerable benefits information is available on the University Human Resources web site here.

You may also elect to attend a New Employee Orientation.

In addition, University benefits counselors are available to answer questions about benefits at benefits@uchicago.edu or 773-702-9634. In-person counseling is available from 8:30 a.m. to 4:30 p.m. in the Benefits Counseling Office at Ingleside Hall (956 E. 58th Street).

Open enrollment normally occurs once each year in November. During open enrollment, you may change, add or drop some of your benefits. For further information, refer to the Summary Plan Descriptions or view the Benefits Web site.

Within 31 days of most “life events” (e.g. marriage, birth, adoption), you must submit any changes you wish to make to your benefits. Certain changes may need to be requested well in advance of the actual event (e.g. termination, retirement). For a full listing, please refer to the Benefits site.
What policies govern my vacation and sick time accruals?
The Division observes University policy for vacation and sick time.
How do I check my vacation and sick time?
Accruals can be checked here.
How do I report vacation/sick time (what are monthly absence reports)?
If you are paid on a biweekly basis, you will be provided with timecards to record the actual hours worked for each pay period. You are responsible for keeping an accurate and complete record of your time. No one else may enter your time on your card. Your signature on your timecard is your certification that the hours entered on the time card are accurate. This timecard must be signed and forwarded to your supervisor on a biweekly basis. After reviewing the timecard and resolving any discrepancies, your supervisor will sign the form and forward it to the LBC for processing. Your supervisor will inform you of any special procedures within your department.

If you are paid on a monthly basis, you must submit a Monthly Absence Report to your supervisor on the last working day of each month. An exempt employee must record time off in whole days. For more details on Monthly Absence Reports please refer here.

Please ensure that your actual time worked and leave time taken are recorded accurately. Falsification of a time record is a breach of University policy and is grounds for disciplinary action, including discharge.
How many personal holidays do we have per year?
As a benefits-eligible staff employee, you begin accruing personal holidays at your most recent date of benefits eligibility and may use personal holidays after three (3) months of employment. It is intended that you take the annual personal holidays to which you are entitled each year. All paid time off (personal holidays) is subject to supervisory approval.

You receive five (5) personal holidays per calendar year. You accrue two (2) personal holidays on January 1, and one each April 1, July 1, and September 1. If you are in an out-of-pay status (e.g., on leave of absence, laid-off, etc.) on Workers' Compensation or on Short-Term or Long-Term Disability, you will not accrue the personal holiday for that date. Your accrued personal holiday balance expires each calendar year. Upon termination of employment, you will be paid for any unused personal holidays accrued within the calendar year. Please refer to the Personal Holidays Policy (http://hr.uchicago.edu/policy/p511.html) for more information.
What do union dues cover?
Please refer to here.
When do raises take effect?
Wage and salary increases take effect at different times depending on three factors: hire date, pay basis, and bargaining unit representation.

New non-union employees paid on a monthly basis hired from January 1 through June 30 are eligible for a one-time salary review effective January 1. New non-union employees paid on a monthly basis hired from July 1 through December 31 are eligible for their first review effective July 1. New non-union employees paid on a bi-weekly basis hired from January 1 through June 30 are eligible for a one-time salary review effective on or about January 1. New non-union employees paid on a bi-weekly basis hired from July 1 through December 31 are eligible for their first review effective on or about July 1.

Continuing non-union employees paid on a monthly basis receive salary reviews effective July 1. Continuing non-union employees paid on a bi-weekly basis receive wage increases effective with the start of the pay period closest to July 1.

Wage increases for employees represented by a bargaining unit are governed by the relevant union contract. Bargaining unit agreements are listed here.
How can I get a salary advance?
Salary advances are available for vacations & emergencies. Advances will be deducted from your next pay period’s salary. Fill out the appropriate form and forward the original to the LBC Payroll Specialist, Debrah Morgan.
Who can verify my University employment?
Staff employment verification requests may be left as a phone message at 773—702-1201 or faxed to 773-834-1451.

Fax faculty and other academic employment verification requests to Bernadette Brogan at 773-702-9658.
How do I request a leave of absence?
Please refer to the appropriate link below.
- Personal Leave of Absence
- Sick Leave
- Family and Medical Leave of Absence
- Active Military Service
- Military Reserve Training Leave