Frequently Asked Questions
Benefits
How can I get answers to questions about my benefits if I already looked at the website?
- Appointments with Benefits Counselors may be scheduled by sending an e-mail to benefits@uchicago.edu
- View the online video about benefits options
- Call the ACD line at 773-702-9634
How can I get answers to questions about my benefits if I already looked at the website?
Where can I sign up to have my payroll check automatically deposited into my bank account?
Visit Employee Self Service and click on Paycheck then Change Net Pay Disbursement.
Where can I sign up to have my payroll check automatically deposited into my bank account?
Employment
If a job was posted a few months ago and remains on UChicago Jobs, is it really still open?
Yes. Be aware that some jobs take longer to fill than others and may be open for up to six months.
If a job was posted a few months ago and remains on UChicago Jobs, is it really still open?
If I made a mistake on a document that I attached to my UChicago Jobs profile, is it possible to fix it?
Once submitted, the attached documents cannot be edited or changed. When attaching documents you are encouraged to preview the attached document before hitting confirm to submit.
Can I contact the hiring department directly to find out more about the job?
Unless the hiring department lists a contact in the job posting, the departments do not encourage direct contact.
Can I contact the hiring department directly to find out more about the job?
What if I am interested in a janitorial or food service position?
Most custodial services are outsourced to ABM. ABM's administrative office is located downtown at 180 N. LaSalle Street, Suite 1420, Chicago, IL. You may apply in person between 8:30am – 5:00pm, Monday through Friday.
If you are interested in a food service position, please contact ARAMARK. ARAMARK's administrative office on campus is at 5640 S. University, Chicago, IL 60637 (in the Bartlett Dining Commons). You may pick up an application between 10:00am and 5:00pm.
What if I am interested in a janitorial or food service position?
If a writing sample is required for a position, what type of document should I attach?
If the job posting does not list a specific type of writing sample, you should use something that you feel best represents your writing ability. You may choose to select something related to the type of writing that will be done in the position.
If a writing sample is required for a position, what type of document should I attach?
Training
How can I find more information regarding requesting customized training for our department?
If you are interested in working with us to develop a course, contact Training at 2-9600 or uhrm-training@uchicago.edu and visit the Customized Courses section of our website.
How can I find more information regarding requesting customized training for our department?
What happens if I arrive late for training or need to leave the class early?
If you arrive more than 15 minutes late for a computer training course, you will not be allowed admittance to the class, and your department will be charged the appropriate penalty. If you leave early, your department will also be charged a penalty for a partial-day absence.
For non-IT training courses, admittance for late-arrivals will be at the discretion of the instructor.
What happens if I arrive late for training or need to leave the class early?
Records
Why has an employee's paperwork not been entered into the payroll system?
We are probably missing one of the following: Closing report, student employment form, temporary employment form, or required back-up documentation such as I-9s, alien info, etc. Please review the New Hire Checklist to make sure all paperwork was submitted.
Why has an employee's paperwork not been entered into the payroll system?
How does an employee get a name change in the payroll system?
The employee needs to submit a copy of their social security card to their human resources department or HR administrator. The HR Administrator will submit a corrected PAF and the copy of the card to Wage and Salary.
How does an employee get a name change in the payroll system?
When are monthly and biweekly forms due to Records?
Please refer to the Payroll Related Deadlines chart.
How does one verify someone's current or past employment with the University?
Call 773.702.1201 between 9am - 12pm, fax a request and authorization form to 773.834.1451, or email records@uchicago.edu
How does one verify someone's current or past employment with the University?
How do I find out what my accruals balance is?
If your department uses UChicago Time, you can view your accruals in the system. Otherwise you need to follow-up with your department administrator since accruals are not tracked centrally.
Student Employees
Can you tell me where I can access my work-study form?
You can access your work-study form via cMore.
Are there exceptions made for a student who would like to work more than 19.5 hours a week?
Yes, we require a letter from the Dean of Students, stating that the student is in good academic status.
Are there exceptions made for a student who would like to work more than 19.5 hours a week?
Can a student work more than one job at the University?
Yes, as long as he/she does not work more than 19.5 hours a week.
Compensation
My job duties have changed and I think my salary and/or classification are incorrect. Who should I contact?
Discuss any questions you may have regarding your salary and/or classification with your unit HR Administrator.
What determines whether an employee is paid biweekly or monthly?
Staff employees are paid biweekly for each hour worked if their positions are classified as “non-exempt” under the Fair Labor Standards Act (FLSA). Staff employees are paid monthly if their positions are classified as “exempt” under the FLSA.
The FLSA establishes minimum wage, overtime pay, recordkeeping, and child labor standards. Covered non-exempt employees (biweekly-paid) are entitled to a minimum wage and overtime pay at a rate of not less than one and one-half times their regular rates of pay is required after 40 hours of work in a workweek. The FLSA provides an exemption from both minimum wage and overtime pay for employees employed as bona fide executive, administrative, professional, computer and outside sales employees. To qualify for exemption, employees generally must meet certain tests regarding their job duties and be paid on a salary basis at not less than $455 per week.
Biweekly-paid (non-exempt) employees record all hours worked on a daily basis in UChicago Time. Monthly-paid (exempt) employees record full day absences on a monthly basis in UChicago Time.
Please see Personnel Policy 304 Compensable Time and Compliance with the Fair Labor Standards Act (Overtime) for more information.
What determines whether an employee is paid biweekly or monthly?
How often is my salary reviewed?
Union employees should refer to their bargaining unit agreement for salary schedules. Staff Non-union employees who are hired between 1/1 and 6/30 may have their salary reviewed on 1/1 and then annually on 7/1. Non-union employees who are hired between 7/1 and 12/31 may have their salary reviewed annually on 7/1. Although salaries are reviewed annually, there is no university requirement for units to adjust an employee’s pay.
I am an academic employee and would like to discuss my current salary. Who should I contact?
Please contact the Office of the Provost.
I am an academic employee and would like to discuss my current salary. Who should I contact?
When must employees in non-exempt positions be paid overtime?
For non-exempt employees that are not in a union, overtime is work that exceeds 40 hours per week. Employees of some unions are eligible for daily overtime for time worked in excess of their regularly scheduled shift (see bargaining unit agreements).
When must employees in non-exempt positions be paid overtime?
I have some concerns regarding the deductions on my paycheck or direct deposit. Who should I contact?
Please visit the Financial Services website for contact information. To view or update direct deposit information, visit Employee Self Service and click on 'Paycheck' then 'Change Net Pay Disbursement'.
How was my job classification and pay determined?
A hiring manager describes the essential duties of a job to the unit HR Administrator. Once the HR Administrator has a clear understanding of the nature of the job, a classification is selected from the UChicago Career Planner website, based on how closely the duties and qualifications match the job. A full job description is then created using the standard summary from the UChicago Career Planner along with department specific details. Then the HR Administrator submits the classified new or updated job description to HRS Compensation via a requisition through UChicago Jobs. Managers within each unit determine pay rates within University guidelines, which include considering the following: job classification, pay range, external compensation information, department budget/ability to pay, and internal equity.
Administrators
What is the difference between a bonus and an incentive payment?
An incentive is tied to a formula-driven pay plan that is designed to reward employees for the accomplishment of specific results. An incentive plan is forward-looking in contrast to a bonus. It is a nondiscretionary lump-sum payment in addition to an employee’s base pay. A bonus is an after-the-fact discretionary lump-sum payment in addition to an employee’s base pay. Please note that if a non-exempt staff employee is informed of a bonus before performing the work, it will be considered an incentive payment. An incentive payment must be included in average hourly earnings when calculating overtime pay for the eligible period whereas a bonus payment does not.
What is the difference between a bonus and an incentive payment?
How can I submit a requisition to have a job reviewed and/or posted?
Log into UChicago Career Planner and determine which job classification best meets your business need.
Log into UChicago Jobs and use the create "From Template" option to create the requisition using the Title, Job Code, Career Track, or Job Family fields to find the appropriate job classification. Select "An Exception Template" for any position that does not fit into a new job classification.
Edit the Unit Job Summary, Unit Education, Unit Experience and Unit Competencies fields to your specific business need. Select the relevant Working Conditions and Physical Effort.
Submit the requisition to Compensation Review or BSD Approval (for units in the BSD).
Please contact Compensation Services at compensation@uchicago.edu for access to UChicago Career Planner and UChicago Jobs.
How can I submit a requisition to have a job reviewed and/or posted?
How can I give an employee a bonus or incentive payment?
Incentive or bonus payments are made through the Monthly Extra Service Payment Request Form for employees in exempt positions and the Biweekly Additional Payment Form for employees in non-union, non-exempt positions. Bonus payments to Local 743 employees are made through the Local 743 Bonus Request Form. All incentive or bonus payments must be approved by the appropriate unit administrator prior to submission to HRS. A supervisor or unit Human Resource Administrator must consult with HRS before establishing or committing to an incentive pay plan or bonus and before communicating any such payment to an employee. See Personnel Policy 307: Incentive/Bonus Pay for more information.
When must a position post on UChicago Jobs?
A position must post if it is a new position or a vacated position that needs to be filled. A competitive selection process must be completed in order to fill the position. There may be other situations where positions must post. Compensation will handle this on a case-by-case basis.
Can an employee receive off-cycle base pay adjustments?
Yes. In certain situations, it is possible to increase base pay outside of the merit increase process which is effective July 1 of each year. Acceptable reasons for off-cycle pay adjustments include equity/pay compression, compensation for new duties, and counter offers. Off-cycle pay adjustments are not granted to reward performance. Requests for off-cycle pay adjustments, which are subject to approval by Compensation, must be submitted as a requisition via UChicago Jobs. Justification, entered as a note in the “Notes/History” field of the requisition in UChicago Jobs, must accompany any request for a pay adjustment. In the case of a counteroffer, evidence of the offer must also be included. In instances where there may be a need to decrease an employee’s pay, please contact Compensation for this type of adjustment.