Help and Instructions

Online:

1. Go to MyNIU
2. Click on the "MyNIU Human Resource System" panel
3. Login with your NIU User ID and password
4. Select the "Payroll" tile
5. Choose "Direct Deposit" in the left nav
6. Click on the "Accounts" box to get the edit box so that you can update

On paper:

1. Complete and sign the Direct Deposit Authorization Form (XLS)
2. Attach a voided check
3. Using one of the methods below, send completed form and voided check to the Payroll Office:
   • Fax to 815-753-6048
   • Scan and e-mail to payroll@niu.edu
   • Send via Campus Mail to Dept: HR, Attention Of: Payroll Office

The balance of earned vacation, sick and comp time can be found on your paycheck.

Online:

1. Go to MyNIU
2. Click on the "MyNIU Human Resource System" panel
3. Login with your NIU User ID and password
4. Select the "Payroll" tile.
   (you will get a list of available paychecks to view)
5. Click on the most recent date to view the paycheck with the current status.
6. Scroll down almost to the bottom of the paycheck, on the left side will be a section titled
   "Leave Balances (Hours)" where earned sick leave, vacation and comp time balances will be listed.

On paper pay statements:

• In the middle left side of your paystub you will see a section titled "Leave Balances (Hours)" where earned sick leave, vacation and comp time balances will be listed.

If you have any questions or need additional information, contact the HRS Service Center at 815-753-6000.

Consistent with normal payroll procedures, employees are required to document time worked and supervisors are responsible for approving. Employees using a flexible schedule should indicate their schedule in the comment section of their timesheets. Learn more about flextime arrangements.

Any employee that prefers to receive a paper pay advice rather than an electronic one will need to opt-in to the paper statement format:

1. Go to MyNIU
2. Click on the "MyNIU Human Resource System" panel
3. Login with your NIU User ID and password
4. Select the "Direct Deposit" tile.
   
5. Select Pay Statement Print Option
6. To receive a paper pay advice select Send a paper copy of direct deposit statement
7. To complete request click the Submit button

1. Complete and sign the Start/Stop Payroll Deduction Authorization Form (XLS)
2. Using one of the methods below, send completed form to the Payroll Office:
   • Fax to 815-753-6048
   • Scan and e-mail to payroll@niu.edu
   • Send via Campus Mail to Dept: HR, Attention Of: Payroll Office

Information about Deductions

Garnishments

Garnishments are court-ordered deductions. Payroll is required to withhold amounts from an employee's compensation to satisfy a child support order, tax debt, or court judgment. There are several common types of garnishments:

• Child support orders
• Court ordered wage deductions
• Tax levies
• Tax repayment agreements
• Student loan garnishments
• Court ordered bankruptcy payments

Each of the garnishments listed above has its own rules for deductions. Payroll will follow the deduction rules set forth by the issuing agency.

Illinois Offsets

The Illinois State Collection Act of 1986 authorizes state agencies, such as Northern Illinois University, to offset payroll checks of its employees for unpaid debts to any state agency. This routine applies to all employees.

Any employee who appears on the State Offset list and has wages due, will have a deduction equal to 25 percent of disposable earnings made against the paycheck. These deductions will continue until the balance is paid in full or the offset list no longer contains the employee's name and debt.

If you have any questions about the offset, you may contact the Illinois State Comptroller’s Office at 217-782-7525.

Hourly

• Sample Hourly Timesheet and Instructions (XLS)
• Salaried Non-exempt/Hourly Time Sheet and Benefit Usage Form (XLS)
• Sample Hourly Timesheet and Benefits Usage Report Using FMLA Hours (XLS)

Salaried

• Sample Salaried Benefits Usage Form and Instructions (XLS)
• Salaried Employee Benefit Usage Form (XLS)
• Sample Salaried Benefits Usage Report Using FMLA Hours (XLS)

Verification of Timesheets

Employee timesheets are due to the timekeeper on payday.

• Timekeepers should verify the following on all timesheets to make sure it matches the information on the department summary.
  • Pay Period - First pay period of the month is always the 1st – 15th. The second pay period of the month is always the 16th – the last day of the month. Format should be MM/DD/YY
  • Employee ID
  • Position #
  • Department – department code should read two letters followed by five zeros and department name. Example: SL00000: Human Resources Services
• Comment section should include details regarding hours worked beyond the employee’s normal schedule/duties. This could include:
  • Bereavement Days – Date(s) and relationship
  • Jury Duty – Date(s) (please note no benefits need to be used for jury duty)
  • Differentials – Clear detail on why differential is being used. HR approval needed.
  • Holiday – If worked on a Holiday, timesheet must say "Approved to Work Holidays"
  • Overtime – Who approved the OT and the reason for the overtime?
  • If an employee works weekends please make sure it says "Approved to Work Weekends"
• Employees on FMLA leave
  • Department supervisor is responsible to complete timesheets for employees who are on a continuous leave
  • Personal FMLA should be recorded in three spots:
    1. Personal Sick Leave Hours used
    2. Approved FMLA Hours Used
    3. Comments:
  • Family FMLA should be recorded in three spots:
    1. Family Sick Leave Hours Used
    2. Approved FMLA Hours Used
    3. Comments

Please note: Payroll will adjust hours based on the employee’s available benefits and their selected benefit use preference.

Instructions for Hourly Employees to Report FMLA Hours (XLS)

Before Submitting verify that all timesheets are signed by the employee and their supervisor. Verify that the summary has been signed by the department head. (Please note that whomever signs the summary cannot be on the summary)

Late and Corrected Timesheets

• Late Timesheets
  • Check the Late box in the upper right hand corner of the timesheet.
  • Verify timesheet just like it was for the current time period.
  • Record total number of late timesheets on summary.
• Corrected Timesheets
  • Check the Corrected box in the upper right hand corner of the timesheet
  • Include all hours worked and benefits used for the pay period on the corrected timesheet.
  • In the comment section note the correction.
  • Record total number of corrected timesheets on summary.

Submission of Timesheets

• Summaries are to be electronically submitted by 4:30 p.m. on their due dates.
• A Paper copy of the summary along with all timesheets are due to HR by 4:30 p.m. on their due dates.
• See Payroll Calendar for specific dates.

Miscellaneous

• Timekeepers need to have a backup available to process payroll.
• Departments must notify payroll immediately with changes in their timekeeper, their backup, and their supervisors. To grant access to payroll summaries visit the DoIT website and complete the CAR form.
• All union employees will be paid per their union contracts.

1. Go to MyNIU
2. Click on the "MyNIU Human Resource System" panel
3. Login with your NIU User ID and password
4. Select the "Payroll" tile.
   (you will get a list of available paychecks to view, click on a date to view that paycheck)

Online

1. Go to MyNIU
2. Click on the "MyNIU Human Resource System" panel
3. Login with your NIU User ID and password
4. Click on "W-2/W-2c Forms" in the left navigation and select "View w-2/W-2c Forms"
   (click on "View Form")

In Person

Paper forms for employees who did not consent to receive the "online form only" will be mailed before January 31st. Reprints will not be available until after February 28th.

• Go to Human Resource Services Main Location
  • Bring a photo ID
  • Directions

If you have any questions or need additional information, contact the HRS Service Center at 815-753-6000.

Retired or Terminated Employees

Note: Your W-2 will printed and mailed to the address you have on file in HR.

Complete Form W-4 so that your employer can withhold the correct federal and state income tax from your pay.

1. Complete and sign the Federal and Illinois W-4 forms.
2. Send completed form to the Payroll Office using one of the methods below:
   • Fax to 815-753-6048
   • Scan and email to payroll@niu.edu
   • Send via campus mail to Dept: HR, Attention Of: Payroll Office