Info for Grant Winners

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.

 

The Basics

  • 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

International students see ** after 4.

  1. I-9. Students who are new employees, or have not received a paycheck from the University in the last 4 1/2-6 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 OUR, 1801 Hinman Ave, Suite 2-225 (8:30am-5pm Mon-Fri). Acceptable documentation can be found HERE, and you must bring original identification documents with you. Federal regulations do not allow us to accept copies or photos. 

When you come to complete the I-9 eVerify process, bring the forms listed in 2. as well.

  1. Personal Data, Federal and Illinois Employment forms: Fill out these forms and bring them in person to OUR, 1801 Hinman Ave, Suite 2-225.
    • Personal Data Form NOTE: address should be a local campus address
    • 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.
  2. Child Abuse Prevention Form **NOTE: if you are unable to access the below (e.g., browser keeps reloading, no "Attestations" tile is visible), make a calendar reminder for the 2nd to last week of the calendar month to complete the attestation then**
    • Log into myHR with your active NetID and password: https://myhr.northwestern.edu
    • Click the 'Attestations' tile >> Select "My Child Abuse Prevention Form" >> Read the statement and click 'Attest' at the bottom
  3. Direct Deposit **NOTE: if you are unable to access the below (e.g., browser keeps reloading, no "Pay" tile is visible), make a calendar reminder for the 2nd to last week of the calendar month to complete direct deposit then**
    1. Log into myHR with your active NetID and password: https://myhr.northwestern.edu
    2. Choose “Pay” then “My Direct Deposit.”
    3. Enter your date of birth to confirm your identity.
    4. Enter one (or more) financial institution’s routing and account numbers.
    • Click “No” to the prompt about off-shore accounts unless all the funds are going to an off-shore/foreign bank account. If they are, please reach out to hroperations@northwestern.edu.

For assistance while entering your Direct Deposit in myHR, please contact the myHR Help Desk at 847-467-4800 or myHRhelp@northwestern.edu.

For assistance in-person, you may come to the Operations and Payroll office on either campus (720 University Place, 2nd floor, Evanston or Abbott Hall, 8th floor, Chicago) or contact hroperations@northwestern.edu.

 

**International students. Compliance with the Foreign National Information System is required of all foreign national individuals being paid through the university's payroll system, including students receiving assistantship or scholarship income (stipends). International students will therefore complete the FNIS Request Form, if applicable. For 1. above, you will complete the I-9 eVerify process at Payroll, 720 University Place, 2nd Floor, NOT in OUR. For 2. above, you will complete and hand in ONLY the Personal Data Form to OUR; Payroll will generate personalized tax forms for you. Complete 3. and 4.

 

Help

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  adminur@northwestern.edu

 

Special Notes

More info for international students:

International students without a U.S. issued taxpayer identification number (ITIN or SSN) will have 14% federal taxes come from their payments; 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.

 

Taxes:

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.