Payroll & Benefits
The Payroll Services office facilitates the accurate and timely payment of employees on each of the three campuses. The offices also manage payroll schedules, earnings, deductions, taxes, and time reporting.
Viewing Notifications of Appointment (NOA)
The NOA is an electronic document stating the terms of an employee’s current and prior contracts with the university.
Viewing Earnings Statements
An Earnings Statement is generated for each pay event (also known as a Pay CALC) which displays an employee’s gross pay, net pay, and all deductions taken from their paycheck.
Updating Direct Deposit Information
If an employee is enrolled in Direct Deposit, each paycheck is deposited into their checking or savings account automatically.
Updating W-4 Information
The W-4 is a federal document listing the federal and state tax exemptions the employee is currently claiming.
Sign Up for Electronic W-2 Form
Once signed up, an employee may also view current and previous years’ W-2 forms online.
Changing/Accessing Personal Information
An employee’s name in the university’s payroll system must match the name on his/her Social Security Card. Therefore, employees who wish to request a name change must submit their SSN card to their home unit for verification. The home unit will then submit the name change electronically to AHR.
Updates to Home/Office Address and Phone Number
Employees may use NESSIE’s Employment Information Form in order to update his/her address and phone information in the university’s payroll system. However, other associated agencies will need to know about any change of information as well. Please visit NESSIE’s Instructions to Update Name, Address, and Phone Number page for additional information.
Changes to Social Security Numbers (SSN)
An employee needing to change his/her Social Security Number should bring his/her SSN card to his/her home unit for verification. The home unit will then submit the SSN change electronically to AHR.
Updates to Employee Information Form (EIF)
Each employee’s Employee Information Form contains a variety of personal information which employees may view or update at any time.
Updates to Loan Default Form
Employees are required to disclose to the university if they have ever been default on a student loan. Employees are also required to complete this form whenever changing from being a student to an academic employee.
Summary of Benefits by Employment Category
This chart, in Microsoft Excel format, describes various employee benefits by employee group.
For information regarding your university benefits like health, dental, vision, and life insurance, please visit University Human Resources Benefits.
The University Payroll and Benefits Service Center is located in Room 177 of the Henry Administration Building, which is located at 506 S. Wright Street in Urbana.
University Benefits Eligibility
To be eligible for university benefits, an employee must hold a 100% job (or jobs) for 4½ continuous months, or longer. Part-time employees between 51% and 99% must hold a job (or jobs) proportionally longer in order to be benefits eligible. Employees with a 50% appointment must hold a job (or jobs) for 9 continuous months in order to be benefits eligible. Typically, tenured/tenure-track faculty members are benefits eligible. The following employee groups are not benefit eligible:
- Employees who are 49% or less
- Non-resident aliens
- Resident aliens who have not met the “substantial presence” test
- Post-doctoral fellows
For information regarding your university benefits like health, dental, vision, and life insurance, please visit University Human Resources Benefits. The University Payroll and Benefits Service Center is located in Room 177 of the Henry Administration Building, which is located at 506 S. Wright Street in Urbana.
State University Retirement System (SURS)
What Is SURS?
The State University Retirement System (SURS) manages the retirement program for the State of Illinois’ colleges & universities. Employees who are eligible for SURS contribute 8% of their pay check to SURS and become eligible for a pension after retirement once they reach 5 years of service.
To be eligible for SURS, an employee must hold a 1% or greater appointment for 4 months or longer. Typically, tenured/tenure-track faculty members are SURS eligible. However, a non-resident alien cannot be a member of SURS until he/she meets the “Substantial Presence” criteria, as determined by the Payroll Office.
Employees with a SURS-specific question, such as purchasing prior service time, annuity estimates, or SURS disability, should contact SURS or visit their website for more information.
A member of the faculty who has the rank of Professor, Associate Professor, or Assistant Professor and who has served the university for periods of time specified within the University’s Statutes on full-time appointment as an Assistant Professor or in high rank since the faculty member’s original appointment or since the termination of that faculty member’s last leave on salary is eligible to apply for and may be granted a sabbatical leave of absence with pay for the purpose of study or research. The object of the sabbatical activity is to increase the faculty member’s usefulness to the university. Such a leave must be recommended by the head or chair of a department with the concurrence of the dean of the college and is subject to approval by the Chancellor, the President, and the Board of Trustees.
Provost’s Communication 19: Sabbatical Leaves of Absence
University-Wide Guidelines for Sabbatical Leaves of Absence
Types of Leaves of Absences
The university’s various types of paid and unpaid leaves of absences are listed and described.
Questions related to an academic employee who is requesting to take a leave of absence should be directed to the following contact:
Contact Information: Yulee Kim, Employee Relations Coordinator
Vacation and Sick Leave Eligibility
Employees who are benefits eligible receive 12 work days of cumulative sick leave per year and 13 additional work days of non-cumulative sick leave per year. Non-benefits-eligible employees only receive the 13 work days of non-cumulative sick leave per year. Employees who are appointed on the 12-month-service basis also receive 24 work days of vacation per year. However, in many cases, tenured/tenure-track faculty members are appointed on the 9 month service basis paid over 12 months, and, as such, are not eligible for vacation accruals. Employees are also eligible for paid days off for the following reasons: jury duty, funeral leave, parental leave, and university holidays.
Academic employees are only eligible for an employee tuition waiver at any of the three University of Illinois campuses. The application process is dependent on which campus you wish to attend. Specific information can be found on NESSIE at https://nessie.uihr.uillinois.edu/cf/events/index.cfm?Item_id=1160.
What do I need to do for a child-of-employee tuition waiver?
The first step is to determine if you and your child meet the eligibility requirements. You can find the eligibility requirements on NESSIE at https://nessie.uihr.uillinois.edu/cf/events/index.cfm?Item_id=1144.
The application process for both you and your child can also be found at https://nessie.uihr.uillinois.edu/cf/events/index.cfm?Item_id=1144.