This information applies to students receiving grants from the Office of Undergraduate Research. If you are an Undergraduate Research Assistant Program (URAP) student or faculty, please see the page on Help for Faculty and Student Participants of URAP.
- Grants are paid to undergraduate students through the same channel as employees get paid by the University.
- Grants are paid out on the last day of the month when students complete all requirements (including requirements for human subjects and international projects) by the mid-month deadline.
Your To-Do List
Step 1: ACCEPT THE GRANT
Complete and submit a URG Award Form.
Step 2: COMPLETE YOUR PAYROLL PAPERWORK
Note: The Payroll Office serves the entire university and does not notify us when you have completed the I-9 process. If you do not respond to emails from the Office of Undergrad Research, or keep us up to date on your I-9 status, there will be a delay in you getting paid!
- I-9. Students who are new employees, or have not received a paycheck from the University in the last 6 months, must complete the I-9 eVerify process.
- Go to Northwestern’s I-9 Service Center. Enter your information as a new employee. For School/Area, select 'Central Administration.' For Department/Center, select '0008 Undergraduate Research Office.'
- You will complete the I-9 eVerify process in person at the Payroll Office (720 University, 3rd Floor). Bring original identification documents with you to the payroll office. Federal regulations mean that no copies or faxes are permitted.
After completing both parts of the I-9 eVerify process on your own at the Payroll Office, bring the forms listed below to Peter Civetta in the Office of Undergraduate Research.
- Personal Data, Federal and Illinois Employment, & Direct Deposit Forms. Fill out these forms and bring them in person to the Office of Undergraduate Research.
- Personal Data Form
- Federal Form W-4: Most students will claim no withholdings or allowances, meaning you will put zero on the lines.
- Illinois Form W-4: Most students will claim no withholdings or allowances, meaning you will put zero on the lines.
- Direct Deposit Form: You are required to have your wages direct deposited into a bank account. Please note: you need to attach a blank, voided check or a bank statement to this form.
- Illinois Department of Children & Family Services Form: Fill out these forms and bring them in person to the Office of Undergraduate Research. Attest that you will comply with the Abused and Neglected Child Reporting Act. Enter 'research assistant' as type of employment.
- International students. Compliance with the Foreign National Information System is required of all foreign national individuals being paid through the university’s payroll system. International students will therefore complete the FNIS Request Form, if applicable.
If you have any questions about your current status as an employee of the University, questions about the I-9 process or about the employment forms, please contact Peter Civetta.
Compliance with the Foreign National Information System is required of all foreign national individuals being paid through the payroll system. This includes students receiving assistantship or scholarship income (stipends). Complete the FNIS Request Form if applicable.
International students without a U.S. issued taxpayer identification number (ITIN or SSN) will have 14% federal taxes come from these payment, also any students with a U.S. issued taxpayer identification number whose country does not have a U.S. tax treaty or are not eligible for the tax treaty will automatically have 14% federal taxes taken out of their grant.
Although grants are paid through the Payroll Office, most students will not have taxes withheld or wages reported on Form W-2 at the end of the year. The grant or portions of it, however, may still be taxable income. Generally you must report to the IRS all amounts paid that are not used for qualified expenses (tuition, books, etc.). Please refer to IRS Publication 970. The Office of Undergraduate Research cannot offer tax advice to students.