This page contains information for Faculty Mentors and Student RAs who have been awarded URAP grants. Below you will find info on completing your award paperwork, getting signed up to payroll and Kronos, and using Kronos to track the number of hours worked. This information will also be sent to you by email. If you are unsure about any of the steps below, contact the URAP Coordinator Mary Leighton.
How are students paid and what is Kronos?
Students with a RA-ship through URAP are biweekly employees paid through the university-wide payroll system. They keep a log of their hours worked using Kronos, the university’s timecard system. Faculty Mentors must assign someone to be their RA's 'Kronos Supervisor' – this is the person who will be signing off the student's hours each week. In most cases this will be the Faculty Mentor, but it can also be an administrator the Faculty designates to check the student’s hours. You can designate someone else to be a secondary 'back-up supervisor' in Kronos as well, if you anticipate being away at any point. Grad students cannot be Kronos supervisors.
Students must not begin working on their Faculty Mentor's project until they are officially on payroll and able to log hours through Kronos.
If you have questions or problems with Kronos once your RA-ship is in progress, contact the Kronos Helpdesk Directly, not the Office of Undergrad Research. Information and Links for the Kronos Timekeeping System Kronos Help Desk, Monday-Friday, 8am-5pm. Phone: 847-467-7606, 847-467-7606. Email: firstname.lastname@example.org
Faculty: Accepting your URAP award and confirming your selected student RA(s)
Formally accept the award at urg.northwestern.edu. We cannot generate the necessary paperwork until you complete an Award Form.
If your application did not include a specified student, we will email you instructions on how to find, select, and hire an RA. Contact Mary Leighton directly if you have any questions about this process.
Once you have selected or confirmed your RA, complete the steps below.
Faculty and Student: Completing your Letter of Agreement and Payroll Paperwork
STEP ONE: The Faculty and the Student jointly create a Letter of Agreement. In this document, responsibilities and expectations of the RA-ship are clearly and explicitly laid out to ensure that everyone is on the same page. In the unlikely event that there are any problems over the course of the URAP project, the OUR will refer back to the Letter of Agreement when deciding how to intervene or arbitrate misunderstandings and disagreements. The Letter of Agreement needs to be filled in and signed on the last page by both the Faculty and the Student.
The Student fills in a Personal Data Form, including their local (Illinois) address and where applicable a secondary home (non-Illinois) address. The Kronos supervisor (see above) must also fill in their name, ID number, and signature in the box at the bottom of the form.
When both these forms are completed, the faculty should scan and email them back to Mary Leighton.
International students without a SSN can leave the SSN box blank on the Personal Data Form for now. However, they should contact Mary Leighton immediately to request an official Employment Offer Letter which will also be signed by the faculty. This letter can be used to apply for a SSN. Please note: it can take up to three months for a SSN to be assigned, so this process should be started as soon as possible.
STEP TWO: The Student fills in the payroll forms listed below at both the Payroll Office and the Office of Undergraduate Research. The Faculty is responsible for ensuring the student does not start work until the payroll process has been completed.
Note for student RAs: The Payroll Department 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 started and 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 the I-9 eVerify process on your own, bring the forms listed below to Mary Leighton in the Office of Undergraduate Research.
- Federal and Illinois Employment Forms. Fill out these forms and bring them in person to the Office of Undergraduate Research.
- 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.
Faculty and Student: Using Kronos to log and approve hours worked.
Instructions on how to use Kronos are available here. Remember, the OUR does not have the expertise to help with specific technical issues with Kronos. If you have questions about the Kronos website please contact their helpdesk: 847-467-7606, or email@example.com. Hours: Monday-Friday, 8am-5pm.
FACULTY KRONOS SUPERVISOR INSTRUCTIONS
- The Faculty researcher (or the administrator they designate) will be the student’s Supervisor on Kronos. The student will be considered a biweekly university employee. It is the Supervisor’s responsibility to ensure they comply with the rules of the Kronos Timekeeping System.
- The Supervisor must review and approve the student’s hours biweekly.
- Kronos will send you an email if you have missed the biweekly deadline, but does not notify you when it is approaching.
- If you miss the deadline, contact the Kronos Help Desk (details above). You will be asked to do a 'historic edit' to retroactively approve the hours for the pay period you missed. This involves: 1) Printing out a paper copy of the RA's time sheet for the biweekly time period you missed; 2) Writing "Hours approved by [print your name]" on the printout, along with your signature and the date; 3) Scan and email the signed printout to the Kronos helpdesk.
- If you know in advance that you will not be able to approve the student’s timesheet before the deadline, contact Mary Leighton at the OUR ahead of the deadline.
- The Faculty Researcher is responsible for ensuring the student does not work more than the total number of hours they have been allocated through the URAP grant.
- You must not exceed the total number of hours you have been allocated for each URAP student. This is likely to be 200 hours for the academic year or 300 for the summer (check your Letter of Agreement for the exact number).
- Supervisors can check the total number of hours a student has accumulated using the 'range of dates' option in Kronos. Contact the Kronos helpdesk for more information.
- Your student cannot log hours after the last day of your URAP grant. For Summer 2016 URAPs, this date is August 26.
- The Faculty Researcher is responsible for ensuring the student does not work overtime.
- Undergraduates cannot work more than 40 hours total per week, across their combined university jobs.
- If your student lists more than 80 hours in a two week pay period, do not approve the timesheet. Contact the student, and have them make the necessary adjustments.
STUDENT KRONOS INSTRUCTIONS
- As a university employee, you must comply with the rules of the Kronos Timekeeping System for biweekly employees.
- You will be paid biweekly. The exact dates are available here.
- Report all hours you work via Kronos and record your hours daily. Do not begin working until you are on payroll and can log hours in Kronos. Bundling your hours later will put you into a high tax bracket.
- Ensure you have entered all your hours before the cut-off date for that biweekly pay period.
- You will receive an email reminder from Kronos 48 hours before each deadline.
- If you miss a deadline, you will need to do a 'historic edit' that must be signed off by your faculty supervisor. Contact the Kronos helpdesk for instructions.
- You cannot work more than 40 hours per week. If you have another campus job, your combined hours must not exceed 40 hours (80 hours per biweekly pay period).
- You cannot work longer than you total allocated URAP hours. You must not exceed the total number of hours you have been allocated. This is likely to be 200 hours for the academic year or 300 for the summer (check your Letter of Agreement for the exact number).
Students must not begin working for the faculty researcher until they are officially on payroll and able to log their hours through Kronos.