COE-HR
email address listing for general and payroll related stuff goes on link tiles
Welcome to COE HR. Please use these addresses to contact us for HR-related instances.
- coe-hr@uic.edu – for everything HR related EXCEPT timesheet approvals.
- coeadminpayroll@uic.edu – for timesheet approvals and PAYROLL related question ONLY.
My UI Info enables University employees to securely view and update their personal and employment information. If you still have questions and prefer to talk (in person or online) schedule a meeting using the link below:
HR Requests
All forms must be completed and submitted by Engineering Faculty/Staff.
To submit a request visit: https://go.uic.edu/HRreqs
List of Available HR Request Forms
Available Request Forms
To access available forms Faculty/Staff are required to log in using their UIC credentials. If you are off campus, you will need to log in to the VPN.
Background Check Request
- For requesting background checks on employees, students, and volunteers; valid for 2 years and takes 2 weeks minimum to complete. Required for POM.
Courtesy Appointment Request
- For 0% adjunct/affiliate appointments.
Graduate Student Hiring Request
- For Grad Assistant (GA), Grad Hourly (GH), Teaching Assistant (TA), Hourly TA, and Fellow appointments.
J-1 Exchange Visitor Request
- For sponsoring international J-1 visitors. Processing: New J1s (60+ days prior to start date / J1 Ext (60 days minimum).
Labor Distribution Change Request
- To change salary funding source from one CFOPAL to another CFOPAL
Overcompensation Request
- To pay for teaching/administrative services in excess of over 100%. To be filled out by Department Head/Business Manager ONLY.
Reappointment Request
- ONLY for reappointing Postdocs, Academic Hourly, Adjunct/Term-by-Term Faculty, and foreign employees.
Undergraduate Student Hiring Request
- For hiring undergraduate students or posting an open student position to Handshake.
Vacancy Request
- For filling open positions within the department.
Engineering Hourly Employees
How to submit a timesheet (step-by-step instructions) >>
*** TIMESHEETS ARE DUE THE SECOND FRIDAY OF THE PAY-PERIOD BY 5:00 PM ***
timesheet submission process, late time entry, faqs
2025 Bi-Weekly Payroll Schedule
| Pay Period | Timesheet Due Date | Pay Date |
|---|---|---|
| 12/22/2024 - 1/4/2025 | 5 pm, Friday, Jan. 3 | 1/15/25 |
| 1/5/2025 - 1/18/2025 | 5 pm, Friday, Jan. 17 | 1/29/25 |
| 1/19/2025 - 2/1/2025 | 5 pm, Friday, Jan. 31 | 2/12/25 |
| 2/2/2025 - 2/15/2025 | 5 pm, Friday, Feb. 14 | 2/26/25 |
| 2/16/2025 - 3/1/2025 | 5 pm, Friday, Feb. 28 | 3/12/25 |
| 3/2/2025 - 3/15/2025 | 5 pm, Friday, March 14 | 3/26/25 |
| 3/16/2025 - 3/29/2025 | 5 pm, Friday, March 28 | 4/9/25 |
| 3/30/2025 - 4/12/2025 | 5 pm, Friday, April 11 | 4/23/25 |
| 4/13/2025 - 4/26/2025 | 5 pm, Friday, April 25 | 5/7/25 |
| 4/27/2025 - 5/10/2025 | 5 pm, Friday, May 9 | 5/21/25 |
| 5/11/2025 - 5/24/2025 | 5 pm, Friday, May 23 | 6/4/25 |
| 5/25/2025 - 6/7/2025 | 5 pm, Friday, June 6 | 6/18/25 |
| 6/8/2025 - 6/21/2025 | 5 pm, Friday, June 20 | 7/2/25 |
| 6/22/2025 - 7/5/2025 | 5 pm, Thursday, July 3 | 7/16/25 |
| 7/6/2025 - 7/19/2025 | 5 pm, Friday, July 18 | 7/30/25 |
| 7/20/2025 - 8/2/2025 | 5 pm, Friday, Aug. 1 | 8/13/25 |
| 8/3/2025 - 8/16/2025 | 5 pm, Friday, Aug. 15 | 8/27/25 |
| 8/17/2025 - 8/30/2025 | 5 pm, Friday, Aug. 29 | 9/10/25 |
| 8/31/2025 - 9/13/2025 | 5 pm, Friday, Sept. 12 | 9/24/25 |
| 9/14/2025 - 9/27/2025 | 5 pm, Friday, Sept. 26 | 10/8/25 |
| 9/28/2025 - 10/11/2025 | 5 pm, Friday, Oct. 10 | 10/22/25 |
| 10/12/2025 - 10/25/2025 | 5 pm, Friday, Oct. 24 | 11/5/25 |
| 10/26/2025 - 11/8/2025 | 5 pm, Friday, Nov. 7 | 11/19/25 |
| 11/9/2025 - 11/22/2025 | 5 pm, Friday, Nov. 21 | 12/3/25 |
| 11/23/2025 - 12/6/2025 | 5 pm, Friday, Dec. 5 | 12/17/25 |
| 12/7/2025 - 12/20/2025 | 5 pm, Friday, Dec. 19 | 12/31/25 |
instructions
*** TIMESHEETS ARE DUE THE SECOND FRIDAY OF THE PAY-PERIOD BY 5:00 PM ***
Steps on submitting timesheet for approval (Employee):
- Log in to Banner Self-Service via https://apps.uillinois.edu/ (Click on the “Student & Faculty Self-Service” button)
- Select “UIC” and log in using your credentials
- Select the “Employee” tab on the top of the page
- Select “Time Sheet”
- Select your position, ensure the current pay period is selected, press “Time Sheet”
- Enter hours worked for each day during the first week and SAVE.
- Click the “Next” button at the bottom of the page.
- Enter hours worked for each day during the second week and
- After you submit click “Preview” and PRINT to PDF in landscape orientation.
- IMPORTANT: Please make sure that both weeks are visible on PDF
- IMPORTANT: PDF File name should be: Last Name_First Name_PayDates
- Email PDF timesheet to your supervisor for approval
- Email Subject should be: Timesheet: Last Name_First Name_PayDates
- DO NOT cc COE HR during this step.
Steps on submitting student’s timesheet with approval (Supervisor):
- Forward student’s email with PDF timesheet to coeadminpayroll@uic.edu
- Email Subject should remain as: Timesheet: Last Name_First Name_PayDates
- Add the following to the email body: Timesheet approved.
instructions
1. The department staff is not responsible for collecting signatures from your direct supervisor for your Web Time entry.
2. If you are trying to submit hours for a previous pay period after deadline has elapsed, the Web Time entry will not allow you to enter your hours. Please complete the Late Time Report Form (link below) and enter your hours on this form. Please note that you will need to complete the same steps in obtaining your supervisor’s approval for this late-report form that you typically follow with your Web Time entry. The unit will manually enter your hours in the system on your behalf once the Late Time Report Form has been signed and completed.
3. If you incorrectly submit your hours on Web Time entry, please contact coe-hr@uic.edu. Your Web Time entry can be returned to you for correction.
4. Do not submit more hours than what was listed on your contract. If you feel that you need to work extra hours, please consult with your supervisor and obtain advance approval from the HR coordinator before you work the additional hours.
For payroll related questions, please email coeadminpayroll@uic.edu
Pay, Taxes, Salaries, and Wages question
- Where can I find my earnings statement?
- How do I view/change my direct deposit details?
- Is my pay considered taxable income?
- Yes, income received from UIC is taxable.
- I missed the time-sheet deadline, but I submitted a Late Time Report Form. When will I get paid?
- It takes up to 1.5 weeks to process the payments for late time report submissions, so you should receive your pay two weeks after your form is submitted.
- I do not remember my UIN. Is there a place I can look it up?
- Find your UIN here.
- Note: Not everyone has or needs a UIN. If you were affiliated with any University of Illinois location before 1996, it’s possible you weren’t issued a UIN. If you never had a UIN, you don’t need one to order transcripts.
Protection of Minors
Protection of Minors
The University of Illinois recognizes a fundamental obligation to protect minors when they are on university premises participating in university programs designed to include minors, or are in the care of university staff. A minor is anyone under 18. If you plan to allow minors in your lab or event, please complete the Protection of Minors Event Form below. This form must be approved and completed at least 14 days prior to start date of this minor shadowing your lab.
- Please send completed Protection of Minors Event Form to uicpom@uic.edu
Fraud and prevention
Unemployment fraud and identity theft resources thru IDES and SSN site.
Job and Internship Scams
Protect yourself: common digital threats awareness and prevention tips.