New Employee Checklist

You'll need your NIU account ID (A-ID) to complete the steps on this list. You'll use your A-ID to access email and other online campus resources.

1. Go to the NIU directory.
2. Search for and select your name.
3. A new window will open. The first part of the email address in the new window is your A-ID. Example: If your email address is a1234567@mail.niu.edu, your A-ID is a1234567.

To log in for the first time, you'll use a default password, which you'll update. Your new password will be good for one year, then you'll be prompted to change it.

1. Go to Password Self-Service.
2. Select Register Your Account and enter your A-ID in this format: a1234567@mail.niu.edu​.
3. Enter the default password, which is your date of birth in this format: NIU.YYYYMmmDD​. Example: If your birthdate is March 4, 1976, your default password is NIU.1976Mar04.
4. Follow the prompts to register your account and change your password.

You should submit a W-4 form to Payroll with your tax withholding elections.

1. Go to MyNIU and Click on the MyNIU Human Resource System.
2. Log in with your NIU account ID (A-ID) and password.
3. Select the Payroll tile.
4. Choose Tax Withholding in the left navigation.
5. Be sure you have Adobe uploaded to your computer in order to complete the form electronically.
6. Select the arrow on the right side of the federal form.
7. Select the arrow on the right side of the Federal Withholding Allowance Certificate.
8. Be sure to not proceed if you are on a public computer as the warning indicates.
9. The form will download to your computer. Complete it, sign it (you can sign it electronically) and submit.
10. Repeat steps 6-9 for the state form as well.

You can update the direct deposit information you provide during onboarding at any time:

1. Go to MyNIU and click on MyNIU Human Resource System.
2. Log in with your NIU account ID (A-ID) and password.
3. Select the Payroll tile.
4. Choose Direct Deposit in the left navigation.
5. Click on the Accounts box. Edit the information in the Edit Account box that appears.

If eligible, you have 30 days from your start date to make benefit choices for the following:

• Medical
• Dental
• Vision (automatic with medical enrollment)
• Term Life Insurance
• Flexible Spending Accounts

You can also enroll in these optional plans:

• Voluntary long-term disability (PDF): send enrollment form (PDF) to HumanResources@niu.edu within 60 days of your start date.
• Supplemental retirement plans (PDF): send contribution agreement (PDF) to HumanResources@niu.edu at any time during your employment.

If you're eligible for a retirement plan, the State Universities Retirement System (SURS) will send you information via US mail once you're entered in their system. You must then choose and enroll in a plan. Your choice is final. Once selected, your plan can't be changed. 

If you are enrolling in the Retirement Savings Plans, state contributions do not begin until the pay period after you notify SURS of your election.

You'll use your NIU ID card, called a OneCard, for many things around campus, such as printing documents and attending athletic events. Get your OneCard.

You'll need a permit to park on campus, unless you park in the visitor lot, which costs $5 per day. If you park in a permit-required lot without a permit, you could get a ticket. Get your parking permit.

This training focuses on promoting ethical behavior at NIU, defines harassment and discrimination and their prevention, as well as sexual misconduct awareness. This training is required for all employees, and you should have already completed it on the NIU onboarding portal. You will also complete this training annually online each fall. We'll email you when it becomes available.

A copy of the policy that you reviewed in onboarding is available on the Ethics and Compliance office web page. It is suggested that you print or save this policy for easy access when questions or concerns arise.

If you have any questions about the training, call 815-753-9192 or email ethicstraining@niu.edu. Questions about the policy can be directed to the University’s Ethics Officer at 815-753-5560 or eco@niu.edu.

You'll receive an email with information on two IT trainings, one on NIU's information security policies and one on cybersecurity awareness. You must complete both within 30 days of receiving the email. You'll need to complete IT training every year. If you have any questions, contact the Division of Information Technology.

The Emergency Response Guide will help you learn how to handle emergencies on campus. A printed copy will be available in your department.

Knowing the NIU policies and procedures are important to a successful career. More important is knowing where to find them and the resources to help you if you have questions.

Please visit the University Policy Library. It contains university-wide policies which are updated regularly.  Visit often, and if you should have questions, please contact our University Policy Librarian, Rebecca Hunt, at rhunt@niu.edu.

Human Resource Services (HRS) also has many policies and procedures you should be aware of. Questions about these can be directed to Human Resources at HumanResources@niu.edu.