New Employee Checklist

Welcome to the NIU team! Use this checklist to stay on track as you get started in your new role.

Log-in Information

Find Account ID

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, your A-ID is a1234567.

Tip: Your A-ID is created after you turn in your paperwork and we enter you in our system. If you started your job and can't find your A-ID, email

Change Password

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:​.
  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.

Tip: NIU uses multi-factor authentication to secure your account. You'll sometimes need to enter a one-time code sent to you via text or email when you log in.

Financial Information

Update Tax Withholding

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.

Note: while online completion of these forms is best, if you cannot complete them online, please complete Federal Form W-4 (PDF) or State Form W-4 (PDF), print, sign and send to or drop off at the HRS office.

Update Direct Deposit

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.

Benefits and Retirement

Choose Benefits

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

Tip: If you don't enroll within 30 days, you'll be defaulted into the Quality Care Plan for medical and dental, and your dependent(s) won't be covered.

Enroll in Optional Plans

You can also enroll in these optional plans:

SURS DCP Auto-Enroll

All employees newly certified in SURS on or after July 1, 2023, are auto enrolled in the SURS Deferred Compensation Plan (DCP) at a 3% pre-tax contribution on the first day of the calendar month following the 30-calendar day notification period outlined in the VOYA letter sent to your home address. If you wish to opt out of this automatic contribution, please follow the directions and deadline dates in that letter.

Choose Retirement Plan

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.

Read more about the SURS Deferred Compensation Plan.

Tip: If you don't enroll within six months of your state date, you'll be defaulted into the Traditional Plan.

ID and Parking Permit

Get ID Card

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.

Purchase Parking Permit

You'll need a permit to park on campus, unless you opt to utilize the AMP Mobile Pay zones located throughout campus for short-term parking. If you park in a permit-required lot without a permit, you could get a ticket. Get your parking permit.


Review Ethics, Harassment and Discrimination Prevention and Sexual Misconduct Awareness Training

This training focused 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 Questions about the policy can be directed to the university’s ethics officer at 815-753-5560 or

Complete Information Technology Training

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.

Review Emergency Response Guide

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

Review University Policies

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 universitywide policies that are updated regularly. Visit often, and if you should have questions, please contact our University Policy Librarian, Rebecca Hunt, at

Human Resource Services (HRS) provides a list of policies you should be aware of.

Accommodations and Accessibility

Request Accommodations or Report Barriers

If you need an accommodation to do your job (specific equipment, modified schedule, etc.), you can request a reasonable accommodation. We’ll work with you to help you succeed. Read our policy on accommodations under the Americans with Disabilities Act (ADA).

Please report any barriers to accessibility you encounter at NIU. A campus committee regularly reviews and addresses these reports.


  • 30 days from start: Enroll in benefits.
  • 30 days from start: Complete sexual misconduct training.
  • 30 days from start: Complete IT training.
  • 60 days from start: Enroll in long-term disability coverage.
  • 6 months from start: Choose retirement plan.
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