Deadlines at a Glance:
- Thursday, April 16, 2026 @ 4:30 PM — Hourly time entry summaries due (PPE 4/15/2026)
- Tuesday, April 7, 2026 – End of Day — Individual salary employees on leave: March benefit usage emailed to payroll@niu.edu
- Thursday, April 16, 2026 @ 4:30 PM — Salary benefit usage summaries due (March 1–31, 2026)
End-of-Semester Reminder:
As we begin to wind down the spring semester, please remind your student employees that it is important they submit their timesheets to you in a timely manner, so they don’t miss being paid on time and correctly. Thank you for all you do to help get every Huskie paid correctly and on time.
Reminders:
- Have employees verify their position numbers on timesheets match what’s on the summary
- Ensure all timesheets use the current timesheet format with Premium Pay lines (or they’ll be sent back)
- Don’t email timesheets if you’re dropping them off in person
Timesheets are due each pay period when the summary is due. Timesheets can be emailed to payroll@niu.edu or dropped in the drop box outside of the main HR building at 1515 West Lincoln Highway. As always, please place in the subject line: “Hourly Payroll for Pay Period [insert current pay period]” — for this cycle: “Hourly Payroll for PPE 4-15-2026.”
To help ensure accurate and timely processing as well as compliance with the retention schedule for timesheets, please note the following:
- The preferred method of certifying a timesheet is to capture ink signatures from the employee and the supervisor.
- The department doesn’t need to retain email correspondence if ink signatures are used.
- Electronic signatures are also acceptable from both the employee and/or supervisor.
- If electronic signatures are used, or a combination of ink and electronic, it is unnecessary for the department to retain email correspondence.
- Typed signatures – if the employee and/or the supervisor cannot ink or electronically sign, they should type their name in the appropriate field on the timesheet and email it from their NIU email account.
- If typed signatures are used, email correspondence between the employee, supervisor, and timekeeper should be retained at the department level for three years in a shared location (department OneDrive or printed and stored in a central location) for audit purposes.
Payroll Summaries
To help ensure accurate records for audit purposes, HRS is capturing meta-data within the OneDrive Payroll Summaries folder to confirm the authorized payroll reviewer in each unit has reviewed it. Please note that the authorized payroll reviewer must ‘view’ the summaries in all cases.
Salaried Employee Benefit Leave Usage Form (for employees on leave)
Individual, salaried employees’ Benefit usage for all leaves must be emailed to payroll@niu.edu by the end of the day Tuesday, April 7, 2026. Please place “[EMPLOYEE ID#] [Last Name] Monthly Benefit” in the subject line.
Please direct any questions to payroll@niu.edu.
