FAQ

Academic Employee FAQ

Background Checks

List of Background Checks FAQs

System Human Resource Services

Things You Can Find and Do Via System HR Services

System HR Services: Manage personal information and benefits, view earnings statements

Where to Find Information in System HR Services

Information found on System HR Services

Tenure System Faculty

List of Tenure System Faculty FAQs

Benefits

How do I calculate if a job is benefits eligible?
Before calculating whether the employee is eligible for benefits or not, you must first know if they are in a status that would make them eligible.  The employee must be a U.S. citizen, or permanent resident, on a H1 visa, or must have met substantial presence if they hold a F1 or J1 visa.  Once you have determined that, the calculation is as follows:

Number of Months worked / 9 x FTE = percent

If percent is equal to or greater than .5, the employee will be eligible for benefits.  The Benefits Center will code the Benefit Category (BCat) based on the eligibility (part-time or full-time).

Where can I find a summary of benefits available to academic employees?
A chart outlining various benefits can be found here

What is my vacation and/or sick leave balance?
Balances as of the previous August 15 can be found on your October and November earnings statements (even past years).  If you need updated balance information, you will need to work with your employing department for which you work.  Use the instructions below to access your earnings statement.

1. Access My UI Info at https://www.hr.uillinois.edu/myinfo.
2. Look in the My Pay box.
3. Click on the “Earnings Statement” link.
4. In the Take Action box click on "Access Earnings Statement" link.
5. Login with your NetID and NetID password. (Contact Technology Services at (217) 244-7000 if you have not established your login ID or if you have forgotten your password.)
6. Enter your 4 digit PIN (if you need to create one or have forgotten your PIN, click on the Your PIN link and follow the instructions); click “Submit.”
7. You should then see your Current Earnings Statement.
8. If you wish to see past earnings statements, click on the View Past Earnings Statements link at top of the form and select which pay period you wish to see from the dropdown menu provided.

When should I expect to receive my payout of vacation and/or compensable sick leave upon separation from the University?
While the University makes every attempt to expedite the payout of vacation and/or sick leave, there are many factors that can impact the timing.  The separation process is a multi-step process that can’t even begin until after the employee receives their last regular paycheck.  After that, the unit is responsible for initiating the separation process.  Overpayments and underpayments can affect the timing of the payout.  Employees should work with their unit to ensure timely processing of the payout.  Due to timing issues and the multiple steps involved, the payout can take several weeks to be processed.

Who do I contact if I have questions about my insurance?
The Benefits Center handles questions related to health, life and dental insurance.  You can reach them by calling (217) 265-6363, or by e-mail at benefits@uillinois.edu.

Who do I contact if I have questions about the State Universities Retirement System (SURS)?
Questions regarding SURS should be directed to SURS at (217) 378-8800.

Changing Personal Information

How do I change my name?
Because the name in the payroll system must match the name on your social security card (internationals—name matches name on passport), you must obtain an updated Social Security Card or international passport first. Once the required documentation is obtained, you will take the documentation to your unit and they will process a HR Front End transaction to implement the name change.

How do I change my name for my diploma?
Because the name on the payroll system must match the name on your social security card, should you wish to have a different name listed on your diploma, you will need to contact the Office of the Registrar and have them reflect that name in your diploma name field in the system.

How do I change my address?
Current employees can change their home, permanent, mailing and office address information by following the steps below:

1. Access MY UI Info at https://www.hr.uillinois.edu/myinfo.
2. Look in the My Profile box.
3. Click on the “My Profile” link.
4. In the Take Action box click on "Access My Profile" link.
5. Login with your NetID and NetID password. (Contact Technology Services at (217) 244-7000 if you have not established your login ID or if you have forgotten your password.)
6. Enter your 4 digit PIN (if you need to create one or have forgotten your PIN, click on the “Your PIN” link and follow the instructions); click “Submit.”
7. Scroll down to the address/contact information area of the page.
8. Click on “Edit” link.
9. Make the necessary changes
10. Click “Submit.”
11. When finished with MY UI Info, click on the “Logout” button in the top right-hand corner of the screen.

How do I change my email address?
Email addresses cannot be changed via System HR Services. You will need to contact the HR Information Center at (217) 265-6549 and provide the new email address. They will make the change in the system for you.

Please note: the change must be submitted no later than the day before the pay-period calc date to be effective for the current paycheck. Contact your unit or Payroll for the calc date information. For more information, contact the Payroll Office at (217) 265-6363 or payinq@uillinois.edu.

How do I change my phone number?
Current employees can change their phone number by following the steps below:

1. Access MY UI Info at https://www.hr.uillinois.edu/myinfo.
2. Look in the My Profile box.
3. Click on the “My Profile” link.
4. In the Take Action box click on "Access My Profile" link.
5. Login with your NetID and NetID password. (Contact Technology Services at (217) 244-7000 if you have not established your login ID or if you have forgotten your password.)
6. Enter your 4 digit PIN (if you need to create one or have forgotten your PIN, click on the “Your PIN” link and follow the instructions); click “Submit.”
7. Scroll down to the address/contact information area of the page.
8. Click on “Edit” link.
9. Make the necessary changes
10. Click “Submit.”
11. When finished with MY UI Info, click on the “Logout” button in the top right-hand corner of the screen.

How do I change my direct deposit information?
Current employee can change their direct deposit information by following the steps below:

1. Access MY UI Info at https://www.hr.uillinois.edu/myinfo.
2. Look in the My Pay box.
3. Click on the “Direct Deposit” link.
4. In the Take Action box click on "Direct Deposit" link.
5. Login with your NetID and NetID password. (Contact Technology Services at (217) 244-7000 if you have not established your login ID or if you have forgotten your password.)
6. Enter your 4 digit PIN (if you need to create one or have forgotten your PIN, click on the “Your PIN” link and follow the instructions); click “Submit.”
7. Correct the necessary information. When finished making the changes, click “Update My Profile.”
8. When finished with MY UI Info, click on the “Logout” button in the top right-hand corner of the screen.

Please note: the change must be submitted no later than the day before the pay-period calc date to be effective for the current paycheck. Contact your unit or Payroll for the calc date information. For more information, contact the Payroll Office at (217) 265-6363 or payinq@uillinois.edu.

Employee & Labor Relations

Who do I contact if I have concerns about my supervisor or unit?
Although we encourage employees to work on resolving issues on their own, should that be possible, employees should contact Illinois Human Resources, Labor & Employee Relations by calling (217) 333-3105.

Employment Verifications

If I am a current employee, how do I request an employment verification for loan purposes, rental, etc.?
Current employees must use the University’s online Employment Verification program via System HR Services by following the steps below: Access the System HR Services site

1. Click "Access EVS" in the Take Action Box
2. Enter your NetID and password
3. Click on the Login box
4. Enter your 4 digit PIN (if you don’t already have one, click on the Your PIN link and enter the requested information. To move between fields, use the Tab key or click your cursor directly into the next field. By striking the Enter key, you will receive an error message and must re-enter the information)
5. Click Submit
6. Select Establish a Vendor Access Number
7. Click Continue
8. Review VAN Requirements and Instructions for Vendor by clicking on the links provided
9. Enter any 4 digit number to be used as a one-time access Vendor Access Number; re-enter the VAN number you created for confirmation
10. Select the level of authorization from the dropdown
11. Click Continue
12. Note the web address for EVS on the VAN Created page.
13. Receive email confirmation
14. Provide the vendor with the EVS web address and VAN so they can access your information immediately. Please inform the vendor that they have only one opportunity to access your information with the VAN provided. They should view and print the information before exiting the system.

How do I request employment verification for a former employee?
We regret that we are unable to provide this information over the telephone.

Employee or Agencies making request:
Individuals formerly employed as other than undergraduate student, civil service or extra help employees, send a written request along with a signed release from the employee or this signed release form, specifying the information needing verified to Illinois Human Resources at 52 E. Gregory Drive, Champaign, IL  61820, or fax to (217) 244-7304; or via email to ihrrecords@illinois.edu.  Please be advised that it can take 10 - 15 working days to process the request. Requests for information other than salary, dates, percentage of appointment, or title (e.g., performance, job duties, or attendance) should be directed to the unit(s) in which employment was held.  If employment was held in only one unit, the employment unit may complete the employment verification.

HR Front End

Who do I contact if I need assistance with the HR Front End?
Units should contact the appropriate HR office based on the employee group they are processing an HRFE transaction for as noted below:

Undergraduate Students: Contact Student Employment, studentemploy@illinois.edu or (217) 333-0600.

Civil Service and Extra Help: Contact Staff Human Resources,  shr@illinois.edu or (217) 333-2143.

Faculty, Academic Professionals, PostDocs, Graduate Assistants, Grad/Academic Hourly, and Unpaids: Contact Illinois Human Resources at ihr@illinois.edu or (217) 333-6747.

International Students

How many hours can an international graduate assistant who holds a F1 visa work?
As a student in F-1 status, they may work on-campus up to 20 hours per week during the academic year, and full-time during school vacation periods. More information regarding work restrictions can be found on the International Student and Scholars website at http://isss.illinois.edu/.

Why do I keep getting the F1 Visa / 20 work hours email notifications?
These emails are simply reminders for those internationals who hold F1 visas and their units that they cannot work more than 20 hours per week, except during the fall, winter, spring, and summer breaks. Working more than 20 hours per week is a violation of the visa and could be grounds for deportation.

Job Openings

How do I apply for a faculty or academic professional position?
Vacant Faculty and Academic Professional positions are posted on the University’s job board at http://jobs.illinois.edu.  Click on the Academic Job Board at the top of the page to view the vacant positions. 

Click on the job you wish to apply for, read the job posting for documentation required for the position, then click the "Apply Now" button at the bottom of the job posting to start the application process.  Create an Account if you have not already done so, or log in with your username and password if you already have an account.  Complete the information required on the Academic Profile, Employment Application page; click "Save and Continue," complete the Academic Profile, Applicant EEO information (if you wish); then click “Save and Continue to Upload Documents.”  Be sure you have the correct documents ready to upload before proceeding to the upload step, as you may not be able to edit the information later without calling for assistance.  Click the "+Add" button to upload the first document. Continue this process until you have uploaded all the required documents as listed in the job posting.  After having uploaded all documents, read the Certification Section, and check the “I agree to above statement” box.  Click "Submit" (failing to click "Submit" will leave the application in process and will not route the information to the unit with the vacancy). 

Questions related to using the system should be directed to (217) 333-6747.  Questions regarding the actual job should be directed to the contact listed in the job posting.

How do I post a job vacancy?
Units post job vacancies to the University’s job board by going through the HireTouch system.  Instructions on how to use the HireTouch system are found on the Office for Access & Equity Web site at https://diversity.illinois.edu/.

Leaves of Absence

How do I file for long-term disability?
Visit Illinois Human Resources, Labor & Employee Relations, 52 East Gregory Drive, Champaign, IL and request a State Universities Retirement Services (SURS) Disability application.  Work with your employing unit, medical service provider and SURS in completing and filing the application.

How do I find out if I am eligible for Family and Medical Leave?
Information regarding eligibility for Family Medical Leave can be found on System HR Services at
https://www.hr.uillinois.edu/myinfo and by following the steps below:

1. Access MY UI Info at https://www.hr.uillinois.edu/myinfo.
2. Hover on the “Leave” tab or link at the top of the page.
3. Scroll down to Family and Medical Leave.
4. Here you will find additional links regarding EligibilityApproval and DocumentationLength of LeaveBenefits ContinuationCompensationReturning from LeaveExtended Leave, and Resources.

For additional questions, contact Labor and Employee Relations of Illinois Human Resources at (217) 333-3105.

(You will find the Family & Medical Leave application on the Approval and Documentation link.)

System HUman Resource Services

What can I find or do in System HR Services?
Consult this page for a complete answer.

Who do I contact if I receive an error while completing my forms in System HR Services New Hire?
Your unit can provide assistance to you with the New Hire process; however, you may also contact the HR Information Center at (217) 333-6747 for assistance.

Who do I contact if I receive an error when trying to access or process a transaction in System HR Services?
Your unit can provide assistance to you with the System HR Services system; however, you may also contact the HR Information Center at (217) 333-6747 for assistance.

How and when can I access my earnings statement?
Earnings statements are available a few days prior to the actual payday via System HR Services. You may access your earnings statement by following the instructions below:

1. Access MY UI Info at https://www.hr.uillinois.edu/myinfo.
2. Look in the My Pay box.
3. Click on the “Earning Statement” link.
4. In the Take Action box click on "Access Earnings Statement" link.
5. Log on with your NETID and NETID password or Enterprise login and password. (Contact Technology Services at (217) 244-7000 if you have not established your login ID or forgotten your password.)
6. Enter your 4 digit PIN (if you need to create one or have forgotten your PIN, click on the "Your PIN" link and follow the instructions); click "Submit."
7. You should then see your Current Earnings Statement.
8. If you wish to see past earnings statements, click on the "View Past Statements" link at top of the form and select which payperiod you wish to see from the drop-down menu provided.

Notifications of Appointment (Faculty and Academic Professionals only)

Why do I continue to receive multiple Notifications of Appointment that do not reflect any changes?
We are currently experiencing some technical issues with the issuing of NOAs; however, there may be some background changes that are not reflected actually on the NOAs that may also generate an updated NOA.

Why do I keep getting the F1 Visa / 20 work hours e-mail notifications?
These e-mails are simply reminders for those internationals who hold F1 visas and their units that they cannot work more than 20 hours per week, except during the fall, winter, spring and summer breaks.  Working more than 20 hours per week is a violation of the visa and could be grounds for deportation.

How do I access my Notification of Appointment (NOA)?

1. Access MY UI Info at https://www.hr.uillinois.edu/myinfo.
2. Look in the My Employment box.
3. Click on the “Notice of Employment (NOA)” link.
4. In the Take Action box click on "Access NOA" link.
5. Login with your NetID and NetID password. (Contact Technology Services at (217) 244-7000 if you have not established your login ID or if you have forgotten your password.)
6. Enter your 4 digit PIN (if you need to create one or have forgotten your PIN, click on the “Your PIN” link and follow the instructions); click “Submit.”
7. Select the NOA you wish to view from the dropdown menu.
8. Click “Continue” to display the NOA.

Paychecks & Earnings

Who do I contact if I don't receive a paycheck?
Employees are encouraged to contact their department first for assistance.  If the department is unable to assist, they may either contact Human Resources or Payroll for assistance.

How and when can I access my earnings statement?
Earnings statements are available a few days prior to the actual payday via System HR Services.  You may access your earnings statement by following the instructions below:

1. Access MY UI Info at https://www.hr.uillinois.edu/myinfo.
2. Look in the My Pay box.
3. Click on the “Earning Statement” link.
4. In the Take Action box click on "Access Earnings Statement" link.
5. Log on with your NETID and NETID password or Enterprise login and password. (Contact Technology Services at (217) 244-7000 if you have not established your login ID or forgotten your password.)
6. Enter your 4 digit PIN (if you need to create one or have forgotten your PIN, click on the "Your PIN" link and follow the instructions); click "Submit."
7. You should then see your Current Earnings Statement.
8. If you wish to see past earnings statements, click on the "View Past Statements" link at top of the form and select which payperiod you wish to see from the drop-down menu provided.

How do I change my direct deposit information?
Current employee can change their direct deposit information by following the steps below:

1. Access MY UI Info at https://www.hr.uillinois.edu/myinfo.
2. Look in the My Pay box.
3. Click on the “Direct Deposit” link.
4. In the Take Action box click on "Direct Deposit" link.
5. Login with your NetID and NetID password. (Contact Technology Services at (217) 244-7000 if you have not established your login ID or if you have forgotten your password.)
6. Enter your 4 digit PIN (if you need to create one or have forgotten your PIN, click on the “Your PIN” link and follow the instructions); click “Submit.”
7. Correct the necessary information. When finished making the changes, click “Update My Profile.”
8. When finished with MY UI Info, click on the “Logout” button in the top right-hand corner of the screen.

Please note: the change must be submitted no later than the day before the pay-period calc date to be effective for the current paycheck. Contact your unit or Payroll for the calc date information. For more information, contact the Payroll Office at (217) 265-6363 or payinq@uillinois.edu.

Tax Documents

How do I access and or change my tax exemptions (W-4)?
You may make changes to your tax exemptions on your W-4 by following the steps below (NOTE:  Internationals must visit the Payroll Office to make changes to their tax exemptions):

1. Access MY UI Info at https://www.hr.uillinois.edu/myinfo.
2. Look in the My Pay box.
3. Click on the “W-4 Form” link.
4. In the Take Action box click on "Access W-4 Withholding" link.
5. Login with your NetID and NetID password. (Contact Technology Services at (217) 244-7000 if you have not established your login ID or if you have forgotten your password.)
6. Enter your 4 digit PIN (if you need to create one or have forgotten your PIN, click on the “Your PIN” link and follow the instructions); click “Submit.”
7. Make the necessary changes.
8. Click “Update My Profile” when finished.

For additional assistance, contact Payroll at (217) 265-6363.

Who do I contact if I have questions about my W-2?
The Payroll Office can assist you with questions regarding your W-2. You can reach them by calling (217) 265-6363 or by emailing payinq@uillinois.edu.

How do I access my W-2?
For those employees who have consented to receive their W-2 online, they may access their W-2 around mid-January via System HR Services by following the steps below:

1. Access MY UI Info at https://www.hr.uillinois.edu/myinfo.
2. Look in the My Pay box.
3. Click on the “W-2/1042-S Tax Statement” link.
4. In the Take Action box click on "Access Tax Forms" link.
5. Login with your NetID and NetID password. (Contact Technology Services at (217) 244-7000 if you have not established your login ID or if you have forgotten your password.)
6. Enter your 4 digit PIN (if you need to create one or have forgotten your PIN, click on the “Your PIN” link and follow the instructions); click “Submit.”
7. Click "Continue".
8. Click on the appropriate link that you are looking for.
9. You may print the form, email it to yourself, or save your form to a hard drive, disk, or other memory device. You may also log off and retrieve it again later through the same process via MY UI Info.

For additional assistance, contact Payroll at (217) 265-6363.

How can I get a copy of a W-2 from past years?
W-2s from years past can be accessed by following the steps below:

1. Access MY UI Info at https://www.hr.uillinois.edu/myinfo.
2. Look in the My Pay box.
3. Click on the “W-2/1042-S Tax Statement” link.
4. In the Take Action box click on "Access Tax Forms" link.
5. Login with your NetID and NetID password. (Contact Technology Services at (217) 244-7000 if you have not established your login ID or if you have forgotten your password.)
6. Enter your 4 digit PIN (if you need to create one or have forgotten your PIN, click on the “Your PIN” link and follow the instructions); click “Submit.”
7. Click "Continue".
8. Click on the appropriate link that you are looking for.
9. You may print the form, email it to yourself, or save your form to a hard drive, disk, or other memory device. You may also log off and retrieve it again later through the same process via MY UI Info.

For additional assistance, contact Payroll at (217) 265-6363.

Tuition Waivers

How do I apply for an employee tuition waiver?
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 System HR Services at https://www.hr.uillinois.edu/benefits/tuitionwaivers.

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 System HR Services at https://www.hr.uillinois.edu/benefits/tuitionwaivers

The application process for both you and your child can also be found at https://www.hr.uillinois.edu/benefits/tuitionwaivers.

What are the appointment requirements that generate a graduate assistant tuition waiver?
Waiver-generating assistantship appointments are defined as appointments ranging from 25-percent through 67-percent time (based on a forty-hour week) for three-quarters of the term, defined as the period starting on the first day of classes and ending on the last day of final examinations. Three-quarters of the term is defined for Spring and Fall as 91 days, and as 41 days for the Summer term.  A teaching assistant appointment between 25 percent and 67 percent of full-time service for at least 21 days in Summer I (four-week part of Summer term) will be considered to be a waiver-generating appointment.

Additional information can be found in the Graduate College Handbook at http://www.grad.illinois.edu/gradhandbook.