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Payroll & Benefits

Payment Process Overview

This is a general overview of essential HR/Payroll steps necessary to ensure that faculty and staff are paid on the scheduled pay date.

The proper and timely completion of steps 2 through 6 below by the employing department, the Office of Human Resources or the appropriate HR Service Center, and the University Payroll Office is critical to ensuring that faculty and staff are paid on the scheduled pay date.

Banner and Human Resource Job Aids on the employment process can be found in the Training section of DART. For assistance with this process, contact the Office of Human Resources as indicated in Who to Ask - Help Desk Issues Routing.

Step 1 — Application Process

The employee hiring process starts with the application process. Application processes vary depending on whether the position is Faculty, Other Academic, Civil Service, Extra Help, or Academic Professional. An Online Application is available for Academic Professional resumes and Civil Service applications and exams. If hired, applicants that complete an online application can transfer the information to their Employee Information Form through NESSIE New Hire.

For assistance with this process, contact the Office of Human Resources as indicated in Who to Ask - Help Desk Issues Routing.

Step 2 — Create a Position and a Position Budget in Banner

The Banner HR/Payroll module requires a vacant position before an employee's job can be entered into the system. It is critical that departments initiate the process to establish the position, position budget, and job in the system in sufficient time to ensure that the employee is paid on the scheduled pay date. 

  1. For academic professional positions (all campuses) and academic hourly positions (UIC only), the department requests a PAPE via DART and receives approval for the position from HR. A PAPE is not required for faculty, graduate assistants, graduate hourly, and academic hourly (UIUC only) positions. The department will then create the position in Banner.

  2. For Civil Service positions the department completes the Requisition Form requesting the creation of a new civil service position and forwards it to the campus HR office. The HR office then creates the position in Banner. The department also completes the employee requisition through DART.

  3. For Undergraduate and/or Federal Work Study Student Employment (all campuses), departments contact Student Employment with their request. Student Employment performs a query of position for specified ORG, if necessary, creates new position with information provided by the department, and notifies department of new position number.

Step 3 — Hire a New Employee

As soon as the hire date is known, the department enters new hire information in DART and establishes a new hire login ID for the new employee. Once the information in DART is submitted, an employee and person record is created in Banner. The new employee, using the new hire login ID, must complete new hire information in NESSIE New Hire. At this time, the new employee elects voluntary deductions (health, dental, etc.) and completes all other employment paperwork. Those voluntary deductions that need additional documentation are put on hold awaiting receipt of the documentation. All other deductions, including statutory deductions (SURS -if SURS eligible, Medicare, OASDI, etc.) are created in Banner.

If the new hire is a student (undergraduate or graduate): 

  1. At UIUC, the student will already have a University Identification Number (UIN) issued by the campus. Departments should always use the UIN rather than the Social Security Number to search for previous employment history. All student new hires (undergraduate and graduate) must complete the same forms in NESSIE New Hire as other new employees. If the student has not worked for the campus for some time, it is recommended that the student complete NESSIE New Hire so the system will update their personal information in NESSIE.

  2. At UIC, student employees are processed centrally by the UIC Student Employment office. Student Employment will initiate the Dart process and ensure all other mandated employment paperwork is completed.

Information on how to use DART and NESSIE is available at:

NESSIE

For assistance with this process, contact the Office of Human Resources as indicated in Who to Ask - Help Desk Issues Routing.

Step 4 — Create an Employee Job in Banner

To establish the employee's job within the Banner system, the department must complete the campus appointment forms designated for the employee group, as indicated in the document HR Transaction Processing Methods. These forms must be processed and/or submitted as appropriate to the campus Office of Human Resources, HR Service Center, Student Employment (if a student employee), or Provost Office (if a faculty position) by the specified dates indicated in the Payroll Calculation Schedule for Calendar Year 2010. Meeting these deadlines will ensure that the job changes will be made prior to the end of the payroll period and the payroll calculation of that pay period. If this process is not followed, the employee's job will not be established and the employee will not be paid on the scheduled pay date.

At UIUC, a number of positions are pooled (student, grad hourly, academic hourly, extra help non-clerical). It is recommended that the department perform a query using the ORG code of the organization that will be paying the prospective employee to determine if a pooled position already exists. If the position is one with direct entry access for the particular campus, the department may then enter the job in Banner.

For assistance with this process, contact the Office of Human Resources as indicated in Who to Ask - Help Desk Issues Routing.

Step 5 — Process Time Entry for Bi-weekly Employees

To ensure that bi-weekly employees are paid on the scheduled pay date, time entry originators (employees for Web time entry and department originators for department time entry) must submit timesheets on the day of the bi-weekly payroll calculation for approvers to meet the Tuesday noon payroll approval deadline (5:00 p.m. deadline on Tuesday for superusers). Pay period beginning and ending dates, payroll calculation dates, and pay dates are identified in the Payroll Calculation Schedule for Calendar Year 2010.

For assistance with this process, contact the University Payroll Office as indicated in Who to Ask - Help Desk Issues Routing.

Step 6 — Verify and Adjust Employee Pay

The Labor Distribution Pay Period report is available in View Direct three days prior to the pay date. By reviewing this report, departments can verify if employees will be paid properly. If a monthly or bi-weekly employee is not on the report for that payroll calc, the department should check the Employee Job form (NBAJOBS) or Employee Summary View Form (NZIESUM) to verify that the job has been created, and take the following actions: 

  1. If the job has been created, and is correct, submit an approved adjustment through Workflow by noon on Tuesday for the payment to occur on the Friday of that week.

  2. If the job has not been created, or is not correct, contact the campus Office of Human Resources as indicated in Who to Ask - Help Desk Issues Routing to determine the status of the job.

  3. For bi-weekly employees, if the job has been created before the pay period end date and is correct, but no time was entered or approved, submit an approved adjustment through Workflow by noon on Tuesday for the payment to occur on the Friday of that week.

Adjustments that comply with University policy and are submitted by Tuesday at noon will be paid that Friday. However, when a large volume of adjustments is received by the University Payroll Office, some adjustments may be processed for payment on the following Wednesday.

For assistance with this process, contact the University Payroll Office as indicated in Who to Ask - Help Desk Issues Routing.

Step 7 — Request a Payroll Loan

If significant changes in jobs are not completed in Banner or new hire paperwork and job set up is delayed, departments may request a payroll loan for an eligible employee to ensure the employee will be paid on the scheduled pay date. The procedure to request a payroll loan managed by the University Payroll Office and is is explained in the Request for Payment form.

For assistance with this process, contact the University Payroll Office as indicated in Who to Ask - Help Desk Issues Routing.

Last Updated: October 14, 2014

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