Stipend Payments and Payroll Process

As part of their financial aid package, PhD students receive a monthly stipend. Payments are made over the academic year (September through August) in 12 equal payments. Stipend payments are deposited on the last business day of the month. If your stipend payment is not credited to your bank account or you encounter any type of issue, please contact Susan Jackman.

In order to receive your first stipend payment on Monday, September 30, 2019, you must complete the necessary payroll paperwork with Northwestern University. Due to the guidelines set by Homeland Security, we have to verify that our doctoral students are eligible to work in the United States and have the required documentation.

Please note the important payroll deadlines below. You must meet these deadlines in order to qualify for your first stipend payment on September 30.

Payroll forms to be completed upon your arrival on Campus 

1.  You must complete the E-Verify Sections 1 and 2 of the
electronic I-9 form. Please contact Northwestern's Payroll Office if you require any assistance. Their phone number is (847) 491-7362.
  • Sections 1 and 2 of the E-Verify form must be completed by September 20, 2019.
You are required to meet with Northwestern's Payroll Office to complete the E-Verify Section 2 process and paperwork for payroll. The Payroll office is located at 720 University Place, 2nd Floor. Their hours are 8:30 a.m. to 5:00 p.m. At that time, you will need to provide the required documentation outlined below:
  • For US citizens, please bring your driver’s license and Social Security card or your passport.
  • For US permanent residents, please bring your residency card (otherwise known as the "green card”) and your Social Security card.
  • For international students, please bring your passport, I-94 and I-20 or DS-2019 documents. You will also need your Social Security card that lists your Social Security Number (SSN) or your Individual Taxpayer Identification Number (ITIN). The University is obligated by law to request from you a SSN or ITIN number so this information can be included on an information return to be filed with the Internal Revenue Service.

2.  You will also need to complete the following forms:

3.  If you do not already have a Social Security Number or Individual Taxpayer Identification Number, you will need to apply for one.

This is an issue for international PhD students.  For payment purposes, students are required to present a Social Security Number (SSN) or Individual Taxpayer Identification Number (ITIN) to Northwestern for tax reporting purposes.  Please note the qualifications below for a SSN and ITIN:

  • To qualify for a SSN, you must have a job at Northwestern and receive wages for work performed. Please note that doctoral students in their first year of study receive fellowship only and no work is required for the fellowship; consequently, no wages are paid. Unless you will be employed by the department or a professor as a teaching or research assistant in your first year, you do not qualify for a SSN.  You would then apply for an ITIN.
  • Students who are not working at Northwestern will need to apply for an ITIN for tax identification purposes. These are nonresident aliens who will receive payments from a fellowship but will not be employed in any other way, such as an assistantship or other confirmed temporary employment. 
  • For more information please review Human Resources' Social Security and Tax ID Number Information page.

Please Note: For those applying for a Social Security Number or Individual Taxpayer Identification Number, your stipend payments for September and October will be paid without the SSN or ITIN.
Students have a two-month grace period while they are waiting for the SSN and ITIN to be assigned. You must provide the SSN or ITIN to Northwestern's Payroll Office by November or your November payment will be held pending your SSN or ITIN. Therefore, as soon as you receive your SSN or ITIN, please stop by Northwestern's Payroll Office immediately. 

For more information on applying for a Social Security Number or Individual Taxpayer Identification Number, click here.