Frequently Asked Questions

Visas

Reimbursements

How long does it take to receive a reimbursement?

Approximately 7 business days.

How do I submit a reimbursement to LSFS?

Currently, there are four different methods of submitting reimbursements to LSFS, one for faculty members; one for staff, post-docs, and students; one for non-U.S. citizens and visitors, and one for contractors.

• Faculty members:
  
  For the time being, your reimbursements will be entered into PeopleSoft by the accounting assistants in the LSFS office. Please fill out the New LSFS Travel and Entertainment Expense Report or the New LSFS Non-Travel and Entertainment Expense Report and put accompanying receipts in your reusable "LSFS Expense Receipts" envelope. Place your completed expense report and envelope in the "T&Es/Reimbursements" mailbox at the front of the LSFS office.
  
  
• Staff, Post-Docs, and Students:
  
  All benefits eligible employees, with the exception of non-U.S. citizens, can enter their own reimbursements in PeopleSoft. In order to do this, please contact Cathryn Smeyers at
  c-smeyers@northwestern.edu to schedule a training session. If you have been trained and just need an extra copy of the training guide, you can find it on the Project Cafe website.
  
  
• Non-U.S. Citizens and Visitors:
  
  Tape all expense receipts to a piece of paper (8.5 X 11).
  
  Fill out the electronic version of the Visitor's Expense Report (NOTE: Leave the "Voucher #" and "Visitor Vendor Code" portions blank. Type "LFS" in the "Dept Code" field; this will automatically change the bar code on the expense report, making it unique to LSFS). When the electronic form is complete, print out a hardcopy, and get the necessary signatures.
  
  Finally, bring the Visitor's Expense Report and expense receipts page to an accounting assistant in the LSFS office.
  
  
• Contractors:
  
  Fill out a W-9 Form and Contracted Services Form in order to receive payment for your services. If you need to be reimbursed for any associated expenses, you must also complete the electronic version of the Visitor's Expense Report (NOTE: Leave the "Voucher #" and "Visitor Vendor Code" portions blank. Type "LFS" in the "Dept Code" field; this will automatically change the bar code on the expense report, making it unique to LSFS). When the electronic form is complete, print out a hardcopy, and get the necessary signatures.
  

If I pay for meeting registration or for the conference before the event, can I be reimbursed before I travel?

No. The university's policy states reimbursements can only be requested after the travel takes place. To avoid this issue, all registrations should be prepaid by university check.

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Purchase Orders

How do I gain access to the department's on-line purchase order system?

Please fill out the On-line Purchase Order Access Form, and return it to the business office.

Why is my order on hold?

Orders are held for many reasons. PeopleSoft does not generate a purchase order number until your order has been faxed by the university (this happens every two hours). Consequently, the LSFS accounting assistants will place your order on hold until they get the purchase order number from the system. Once it arrives, they will log your PO# in the comments field.

If your order is delayed for some reason (there is a significant price discrepancy, the item is out of stock, etc.) there should be a note, entered in the comments field, detailing the reason for the hold. If you need additional information, please contact the accounting assistant who posted the comment.

Why does LSFS contact me about open orders?

If the invoice is for a different amount than the original purchase order request, the business office often needs to contact the lab regarding the accuracy of the invoice before paying it.

Who faxes the purchase order when I select "Fax by University"?

An LSFS accounting assistant enters your order into PeopleSoft, it goes through the necessary approval process, and then NU Purchasing Resource Services faxes your order to the vendor.

When I submit a comment after I place the order, does the LSFS accounting assistant receive notice that a comment has been entered?

No. The accounting assistant will only see a comment if they are in the order to approve it. If you need to add a comment, email the accounting assistant who placed your order.

What do I do if I need to remove items from a purchase order or cancel an order altogether?

If you need to remove an item or items from a purchase order, make a comment in the online purchase order system, email the accounting assistant who placed your order, and contact the vendor directly.

If you need to cancel an entire order, first cancel the order in the online purchase order system and then contact the vendor directly.

What do I do if I receive special pricing from a vendor?

Obtain a quote from the vendor and bring it to an LSFS accounting assistant. He or she will then scan the quote and submit it with your order.

What if my order requires specialized shipping and handling? How can I communicate this to the vendor?

If you have specific shipping instructions for your order, include these in the "comments" field of the online purchase order system.

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PayrollPayroll

I have a question about an item on my paycheck.

Here is a breakdown of your paycheck.

I would like to know how changing allowances and deductions will affect my income.

Use the check calculation tool at www.paycheckcity.com.

I need to change my address or direct deposit banking information.

Use the Self-Service website to control your address or banking information.

I want to know how much my check will be, can I view it before the paydate?

You can use the Self-Service website to view your check 2-4 days before your paydate.

I was already in the payroll system, so why do I have to fill out another Personal Data Form and I9?

You must complete a new I9 if you have not been paid in the past 6 months. A new Personal Data Form (PDF) is required with any new job or to change information on your original PDF.

I am a graduate student and I was charged tax that I shouldn't have been, how can I recover my money?

If you register for classes after the deadline, FICA will be taken out of your check. To recoup your tax, please bring LSFS a copy of the check that was charged tax and a print out from Caesar showing you are registered for the quarter as a full time student (this print out must show the dates of the quarter in question). Refunds will be submitted to the payroll office and generally take 2-4 weeks to process.

What documents are needed for Life Sciences Financial Services to assist in hiring a work-study?

If the work-study student is new to NU, we will need 1) The Personal Data Form completed by the student and the supervisor (we can assist in entering the Job, Department and Account codes); 2) The I-9 and W-4 federal and state forms; 3) Required documents listed on the back of I-9 form should accompany the other documents; 4) The work-study Authorization form. 5) Direct deposit application. If the student has worked for NU within the last six months we only need 1) The Personal Data Form completed by the student and the supervisor; 2) The work-study Authorization form.

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Visas

How long does it take to process an H1B visa?

You must have all of the completed forms to the LSFS Office by six months before your current visa expires. Please visit the International Office's website for all of the required forms.

How long does it take to process an H1B visa extension or change in status?

You must have all of the completed forms to the LSFS Office by five months before your current visa expires. Please visit the International Office's website for all of the required forms.

How long does it take to process a J1 visa?

You must have all of the completed forms to the LSFS Office by one month before your current visa expires. Please visit the International Office's website for all of the required forms.

What is OPT and who should apply for it?

OPT is Optional Practical Training that is granted by INS to students that were holding F1 visas. The OPT is granted after the F1 visa has expired for employment purpose only (students that would like to stay and work after they have completed their degree program). The OPT is only granted for one year, after which students would need to apply for a change of status to H-1B visa in order to continue working. A person will not be able to work if their OPT expires and their H-1B is not approved. Please visit the International Office's website for additional information.

Can an exchange student who is coming to perform only research apply for an F1 visa?

No, the exchange student will need to apply for a J1 visa. J1 visa is for research purposes while F1 visa is for students coming to take classes along with doing research.

What are other important differences between F1 & J1 visas?

J-1 students can receive 18 months of academic training after program completion; F-1 students can receive 12 months of work authorization (OPT); (2) J-2 dependents can receive work authorization; F-2 dependents cannot. (3) J-1 students should receive substantial (50%) institutional support, and are usually subject to a 2-year home residency requirement after the completion of their program. The differences can be found on the International Office website.

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