This page contains information for both Faculty Mentors and Student RAs, on how to 1) complete your URAP award paperwork, 2) get signed up to payroll and Kronos, and 3) use Kronos to track hours. This information will also be provided to you in the award letter, which you will sign prior to accepting the award. If you are unsure about any of the steps below, contact the URAP Coordinator Megan Wood.
How are students paid and what is Kronos?
Students with a URAP RA-ship are biweekly employees paid through the university-wide payroll. 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 Researcher, but it can also be an administrator the Faculty designates to check the student’s hours. Grad students cannot be the Kronos supervisor.
Students must not begin working for the faculty researcher 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: email@example.com
1) Completing URAP Award Acceptance (for faculty and students)
Faculty: Accepting your URAP award and confirming mentorship expectations
- The first step in the process requires you to formally accept the award at <https://urg.northwestern.edu>. We cannot generate the necessary paperwork until you complete an Award Form. Once the faculty has completed this process, it will trigger an email to be sent to the student, if pre-selected.
- If you did not already have a particular student in mind to hire as your RA when you applied, you will receive instructions over email on how we can help you selection and hire an RA. Please contact Megan Wood directly if you have questions.
- As soon as you know who your RA will be, complete the steps below.
Students: Accepting your URAP award and confirming mentorship expectations
- The students must also login to the URP website to formally accept the award at <https://urg.northwestern.edu>. We cannot generate the necessary paperwork until you complete an Award Form. Pre-selected students will recieve this automatically once their faculty mentor has accepted the URAP award.
- If the student applied to an open position and was selected, they will then receive an award email.
2) Signing up for Payroll and Kronos
STEP ONE: SUBMIT A PERSONAL DATA FORM
I. The student fills in a Personal Data Form. Please provide a campus/local address (in Illinois) for the address, so that you can receive direct deposit.
- This form must be completed even if you have previously worked for the university.
II. The Kronos Supervisor (faculty or designated administrator who will be signing off the student’s hours in Kronos) must complete 4 boxes on the very bottom of the Personal Data Form under the section titled “For temporary employees only”: 1) Supervisor name, 2) Supervisor ID number (7 digits, on WildCard), 3) Supervisor phone number and 4) Supervisor Signature.
- Students will be paid through Kronos, the university's payroll system. Faculty must assign someone as the “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 Researcher, but it can also be an administrator the Faculty designates to check the student’s hours.
- Grad students cannot be the Kronos supervisor.
III. The faculty sends the signed Personal Data Form to Bryce O’Tierney in the OUR: adminUR@northwestern.edu
*International students without a SSN can leave the SSN box blank on the Personal Data Form for now. However, they should contact Megan Wood 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: SUBMIT PAYROLL FORMS
- International students. If you are an international student, please email Bryce in the OUR (adminUR@northwestern.edu) confirming international status. You WILL NOT complete the Federal Form W-4 or the Illinois Form W-4 below. Complete the FNIS Request Form and turn it in at Payroll, 720 University Place 2nd Floor, where you should also ask how to appropriately complete I9 verification based on your residency status; after Payroll processes your FNIS, they will generate personalized W-4s for you, which you will turn in at Payroll. Email Bryce to confirm you have turned the W-4s in at Payroll, and hand in the Direct Deposit Form and Illinois Department of Children & Family Services Form to her.
I. I-9 eVerify. Students who are new employees, or have not received a paycheck from the University in the last 6 months, will complete the I-9 eVerify process online prior to completing the process in person, in the Office of Undergraduate Research.
- 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.’
II. The student must fill in the following payroll forms and bringing copies in person to Bryce O’Tierney (adminUR@northwestern.edu) in the Office of Undergraduate Research. The faculty is responsible for ensuring the student does not start work until the payroll process has been completed.
- I-9 Forms for Authentication: You will complete the I-9 process in person with Bryce O’Tierney in the Office of Undergraduate Research. Bring original identification documents. Federal regulations mean that no copies or faxes are permitted.
- 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 this form and bring it 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.
STEP THREE: BE ENROLLED IN KRONOS PRIOR TO STARTING WORK
- Student RAs cannot begin working until they are on payroll and are able to log their hours in Kronos.
- The Kronos supervisor can check whether the student is on Kronos by logging into the Kronos website and looking for the student under ‘biweekly employees.’ The Faculty is also welcome to email Megan Wood to check if their student is in Kronos yet.
- The Faculty is responsible for checking the student’s Kronos status before the student can begin work, including when the Faculty researcher has designated someone else to be the Kronos Supervisor
3) Using Kronos to track hours worked
Kronos is a university-wide system. The OUR does not have the expertise to help with specific Kronos issues, so if you have questions about the Kronos website please contact their helpdesk: 847-467-7606, or firstname.lastname@example.org. Hours: Monday-Friday, 8am-5pm
I. Students will enter hours in Kronos as a biweekly university employee
- As a university employee, students must comply with the rules of the Kronos Timekeeping System for biweekly employees.
- Students will be paid biweekly. The exact dates are available here.
- Students will report all hours worked via Kronos. The Office of Undergraduate Research strongly recommends students enter hours daily.
II. Students must ensure they have entered all hours before the cut-off date for that biweekly pay period.
- The student will receive an email reminder from Kronos 48 hours before each deadline.
- If the student misses a deadline to submit hours for a biweekly pay period, the student will need to fill out a “historic edit” form, which then must be signed and submitted by the Kronos supervisor. Contact the Kronos helpdesk for instructions.
III.The Kronos Supervisor (faculty member or administrator designated on the Personal Data Form) must review and approve the student’s hours biweekly.
- While the Kronos supervisor will approve hours, it is ultimately the Faculty’s responsibility to ensure that students comply with the rules of the Kronos Timekeeping System.
- If the Kronos Supervisor misses the deadline for approval, contact the Kronos Help Desk (details above).
- If Kronos Supervisor knows in advance that they will not be able to approve the student’s timesheet before the deadline, contact Megan Wood at the OUR.
- More help: http://www.northwestern.edu/hr/current-employees/using-kronos-time-entry...
IV. 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.
- The student(s) must not exceed the total number of hours allocated for each URAP student. This number of hours will be determined by the award amount allocated to each student (which the faculty have designated above), divided by the hourly pay rate.
- 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.
- If the student works more than the total allocated URAP hours, the Office of Undergraduate Research will bill the faculty member for the overages at the end of the URAP grant cycle.
V. 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.
- Since Kronos Supervisors cannot see hours listed for other campus jobs the student may hold, it is up to the student to ensure they do not work more than 40 hours across combined jobs. Failure to do so may result in the student’s loss of eligibility for future awards from the Office of Undergraduate Research
- If the student lists more than 80 hours in a two week pay period for URAP, the faculty member should not approve the timesheet. Contact the student, and have them make the necessary adjustments.
- If the student works more than 40 hours a week for URAP and the faculty member approves this as overtime, the Office of Undergraduate Research will bill the faculty member for the overages at the end of the URAP grant cycle.