Personnel & Payroll

Contact: m-suran [at] northwestern [dot] edu (Michelle Suran)

All requests for staff hires and research appointments will be processed through CLP. Requests can be submitted via email to Michelle Suran.  All requests for staff hires and research appointments will be processed through CLP. Requests can be submitted via email to Michelle Suran.

Recommendation for Research Faculty and Research Staff Appointment Forms, including Visiting Scholar and Postdoctoral Fellows, are submitted by Michelle to the Office for Research for approval. No oral or written offer of employment may be extended until all required approvals are received.

Requests to open Exempt and Non-Exempt Staff positions are also submitted by Michelle to the Office for Research for approval. After a candidate is selected for hire for any open position, Human Resources sends the formal offer letter to the candidate for signature. This is the legal offer of employment.

Sheila should be immediately notified of any violations of policy and roles that are serious enough to result in immediate discharge. Concerns regarding remediation of employee performance should also be discussed with Sheila before addressing the employee.

Exempt and Non-Exempt (NEX) Staff Hiring

Termination and Leave of Absence

Approvals of Leave Accruals, Training, and COI

Payroll

Annual Review

Temporary Staff and Work Study Students

Hiring

Research Appointments

Hiring

Termination and Leave of Absence

Approvals of Leave Accrual, Training, and COI

Payroll

Annual Review

General Information

Visas

Effort Reporting

EXEMPT AND NON-EXEMPT STAFF HIRING

  • To open a new position, please work with Michelle. She will complete the Northwestern University Position Description Form and submit to the Office for Research and Human Resources.

  • This form is not required if a vacant position is reopened for recruitment. However, you need to notify Michelle that you are recruiting so that she can open the position in eRecruit.

  • Michelle will post open positions on eRecruit, the process which allows applicants to submit resumes online. Resumes can be forwarded to you or your designee. Please let Michelle know which applicants you interview and reject so she can enter the information into eRecruit.

  • Contact Michelle when a candidate is selected for hire. She will work with Human Resources so the formal offer letter includes the confirmed position title, start date, and salary.

  • After the candidate accepts the formal offer of employment, Michelle Suran will send new hire paperwork to the employee. This will be completed prior to the employee’s start date.

  • After the employee returns the paperwork to Michelle, she will submit it to Payroll for processing. Once it has been processed in Payroll, a NetID can be generated within 24 hours.

  • Tiffany will also prepare a New Employee Onboarding Checklist designed to assist the employee and you with the orientation process.

Termination and Leave of Absence

  • Please notify Michelle as soon as you know that a member of your staff will be leaving for any reason, including a leave of absence.

  • Michelle will complete the paperwork necessary for staff leaves and terminations. She will also manage the Staff Exit Form designed to assist with the separation process.

Approvals of Leave Accruals, Training, and COI

  • As Center/Core Director, you or your designee will be assigned the role of Approver in FASIS for staff requests related to leave accruals, training and conflict of interest (COI). The Approver is responsible for certifying the accuracy of the leave accruals and COI information on an annual basis. You will receive an email with instructions and deadline dates annually.

  • Staff requesting paid leave (sick/vacation/personal) should send an email to you or your designee and copy Michelle on it.

  • Exempt staff should update their leave accruals in Kronos by the 5th of each month.

  • For non-exempt staff, leave accruals are entered biweekly by the employee into the Kronos Time System.

Payroll

  • Payroll and other support (tuition & health fees) supported on CLP or Center/Core chart strings need to be reviewed by CLP before expenses are entered into FASIS or SES by CLP or the Department that holds the faculty, staff, or student appointment.

  • Requests to support payroll, tuition or related fees can be submitted via email to Michelle.

  • Non-exempt employees are required to complete biweekly time sheets in the Kronos Time System. Please work with Michelle to determine who will review and approve the biweekly time sheets for your Center/Core.

Annual Review

  • Staff performance is evaluated annually. All staff should be evaluated using the "Performance Excellence" (PEX) forms. Performance evaluation forms and instructions will be sent to you annually. You will find helpful information and training about the process, at Northwestern University's Human Resources website.

  • Annual staff salary reviews become effective on September 1 of each year.

 TEMPORARY STAFF AND WORK STUDY STUDENTS

Hiring

  • Center/Core can direct hire temporary staff, including work-study students.

  • For temporary staff, Michelle will assist you with the process and completing the Temporary Job Opening Requisition Form. For work-study students, Michelle will also assist you with the process and setting up the payroll.

  • If the Center/Core requires assistance to identify a candidate, the University’s Temporary Staffing Center can provide help with recruiting and interviewing support positions. An administrative charge of $3.00 will be applied to the employee’s hourly rate.

  • A temporary exempt employee may not work full time for more than six months per NU regulations.

  • A temporary nonexempt employee may not work more than 1,000 hours.  An employee who passes these limits becomes eligible for retirement benefits under the ERISA and is to be classified as a regular employee, whether part time or full time.

RESEARCH APPOINTMENTS

Hiring

  • For general guidance on all research staff appointments, visit Research Staff and Visitor Appointments at Northwestern.

  • For general guidance on all research faculty appointments, visit Research Faculty Appointments at Northwestern.

  • Please notify Michelle when you are planning to recruit Research Faculty or Research Staff, including Visiting Scholars and Postdoctoral Fellows. She will help with maintaining records to document the recruitment efforts.

  • After a candidate is selected for hire, Michelle will prepare the paperwork required for the appointment recommendation. She will work with you to draft the offer letter to ensure that required verbiage is incorporated. After the appointment is approved by the Office for Research, you may send the pre-approved offer letter to the candidate.

  • After the candidate accepts the formal offer of employment, Michelle Suran will send new hire paperwork to the employee. This should be completed prior to the employee’s start date.

  • After the employee returns the paperwork to Michelle, she will submit it to Payroll for processing.   Once it has been processed in Payroll, a NetID can be generated within 24 hours.

  • Tiffany will also prepare a New Employee Onboarding Checklist designed to assist with the orientation process.

  • Visiting Scholars are required to have adequate medical insurance coverage during the term of the appointment. If unable to provide evidence of health insurance that meets University standards, the visitor may enroll in the Visiting Scholar Insurance Plan, offered by the Office of Risk Management.

Termination and Leave of Absence

  • Please notify Michelle as soon as you know that an appointment will be prematurely ending for any reason, including a leave of absence.

  • The University has a process for managing the human resource components related to the termination of active employment for research appointments. Documents were created for easy reference. They include:

  • If an appointment will be renewed, please contact Michelle so she can prepare the reappointment forms.

  • Michelle will complete the paperwork necessary for staff leaves and terminations. She will also manage the Staff Exit Form designed to assist with the separation process.

Approvals of Leave Accruals, Training, and COI

  • As Center/Core Director, you or your designee will be assigned the role of Approver in FASIS for requests related to leave accruals, training and conflict of interest (COI). The Approver is responsible for certifying the accuracy of the leave accruals and COI information on an annual basis. You will receive an email with instructions and deadline dates.

  • Research staff requesting paid leave (sick/vacation/personal) should send an email to you or your designee and copy Michelle on it. Research staff should update their leave accruals in FASIS by the 5th of the month.

  • Research faculty DO NOT accrue vacation or personal days.

Payroll

  • Payroll and other support (including health fees) need to be reviewed by CLP before expenses are entered into FASIS or SES by CLP or the Department that holds the appointments. Requests to support payroll, tuition or related fees can be submitted via email to Michelle.

Annual Review

  • The policies and procedures pertaining to performance evaluation for exempt employees are applicable to research staff employees. (All applicable policies may also be found in the Northwestern University Staff Handbook).

  • Salary reviews should be conducted annually. This may occur either at the same time as annual staff salary reviews to become effective on September 1 of each year, or at a time to become effective on the anniversary of the appointment.

General Information

Visas

Effort Reporting

Contact: m-suran [at] northwestern [dot] edu (Michelle Suran)

  • Any change to proposed effort on sponsored projects requires justification based on programmatic need. Effort changes require CLP review prior to submission of the FASIS entries (direct charges, journals or summer salary forms). Requests can be submitted via email Michelle Suran.

  • Michelle will pre-certify effort reports for exempt staff and research appointments.