Payroll Guidance from Interim Chief Human Resource Officer Vernese Edghill-Walden

As previously communicated, we are sharing payroll guidance every two weeks.  This notification is to share information regarding the 8/1 to 8/15 hourly payroll and the 8/16 to 8/31 salaried payroll.

There are two changes that we would like to communicate with this payroll cycle.   First, starting with the hourly summaries that are created for the 8/1 to 8/15 payroll and the salaried benefit usage summaries that are created for 8/1 to 8/31, we will be displaying individual employee’s benefit balances.  As a reminder, timekeepers and department heads should only be reviewing information shared for their specific department.

Second, in order to ensure employees on leave of absence are reporting benefits correctly and being paid according to their schedule, Payroll will need timesheets, benefit usage forms, or daily time reporting (if the forms are not able to be provided by the employee) for any employees on leave of absences (FMLA, NIU Illness, Family First and Military).  These forms or daily time information can be emailed to  The information should be sent for hourly employees by the due date for the hourly summaries and for salaried employees within 5 business days of the last day of the month.  For this cycle (8/1 to 8/15 hourly and 7/1 to 7/31 salaried) please email the requested information to by 4:30 p.m. on 8/17.

Reminder of upcoming deadlines:

  • The link to the 8/1 to 8/15 Hourly summaries will be emailed on 8/13 and the summaries will be due by 4:30 p.m. on 8/17.
  • The link to the 7/1 to 7/31 Salaried Benefit Usage summaries was emailed on 8/4 and the summaries will be due by 4:30 p.m. on 8/17.

Reminder of the continued importance of record keeping of sick and vacation leave usage:

Please continue to do your best to collect the information on sick and vacation usage from your employees via email, scan or current timekeeping methods.  It is not necessary to print and collect signatures at this time.   With the exceptions of those on a leave, HRS will not be collecting these records while employees are working remotely at this time. When we return to operations on campus, HRS will collect that information per normal procedures for recordkeeping purposes.

Reminder on FMLA reporting:

Any FMLA time reported by employees on the hourly timesheets or salaried benefit usage forms should be indicated in the FMLA column on the summaries.

Reminder on Salaried Benefit Usage summaries:

These summaries can be reviewed at any time after they have been shared prior to the deadline indicated.  Also, please be sure that even if there is no usage to report for your department, that someone is accessing and reviewing the spreadsheet prior to the deadline.

Please direct any questions to

Thank you for your service to the NIU community.

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