TGS Student Onboarding, Fall 2025
Incoming TGS PhD and MFA graduate students must complete the following items by the deadlines below to be paid by Northwestern at the end of September:
- (All students - Strongly recommended) Friday, 9/12 through Tuesday, 9/23
Set up Direct Deposit- In myHR, navigate to myHR > Pay > My Direct Deposit and enter your U.S. bank information to receive your payments electronically.
- Students who do not provide complete and accurate information by this deadline may experience a delay in receiving their stipend payment.
- Only U.S. bank accounts may be used for direct deposit. See further details at Direct Deposit: Human Resources - Northwestern University.
- (U.S. citizens and permanent residents only - Optional) Submit W-4 tax forms
- Friday, 9/12 through Tuesday, 9/23: Enter Federal W-4 online in myHR > Pay > W-4 Tax Information.
- Friday, 9/12 through Friday, 9/19: Submit paper or electronic State W-4 to askHR. Submission instructions at Tax Information: Human Resources - Northwestern University. No typed signatures accepted.
- Important: No tax is removed on scholarships; see scholarship/fellowship tax withholding information.
- See “Tax Information” online for further information.
- (Foreign nationals only - Required) Thursday, 9/11/2025 FNIS/ Foreign National Information System – Further details are below.
- Form I-9 Sections 1 and 2 – Further details are below.
FNIS/ Foreign National Information System
FNIS is required of all foreign national individuals paid through myHR. This includes teachers, researchers, temporary employees, and students receiving assistantship or scholarship income (stipends). It is NOT required for unpaid individuals. All steps in this process must be completed within 5 days of starting at Northwestern or pay may be delayed.
Foreign nationals that have been within the U.S. for 31 days or more in 2025 must complete FNIS by September 11. This process can be completed from outside the U.S.
Login details will be emailed to each foreign national student via their Northwestern email address prior to the start of Fall classes. See the step-by-step instructions for completing the FNIS online here. Email the Foreign National Tax Team directly with tax-related questions.
Form I-9
Any graduate student in a job that earns wages, including assistantships, additional pay, and temp work, must complete the Form I-9 process by their third day of work. Wage earning jobs are paid through account codes starting with 6xxxx.
See instructions for completing Form I-9
PhD-seeking graduate students receiving only Fellowship have their I-9 deadline delayed until they start receiving wage payments instead of fellowship. Fellowship jobs are paid through account codes starting with 7xxxx.
Students’ department administrators should be able to clarify payment method if students have questions or concerns.