Payment Information - UChicagoGRAD | The University of Chicago

1. Enrolling in Direct Deposit (Workday and my.uchicago.edu)

To ensure timely disbursal of university-sourced income, we recommend enrolling in direct deposit through both the Workday system and your my.uchicago.edu portal as soon as you have access to a US bank account. At this time, only US bank accounts can be added into Workday.

Types of payments issued through Workday: fellowship stipend income, assistanship income (research and teaching), reimbursements, awards, and other on-campus hourly roles.
Types of payments issued through my.uchicago.edu: emergency assistance from the Bursar (emergency loans/emergency grants, loan refunds, and student account refunds).

Updating Payment Elections

If you do not have access to a US bank account, you will receive university payments via paper check (if a US address is provided) or by wire transfer via Flywire (if no US address is provided; see below). It is your responsibility to ensure there is accurate address information in both your my.uchicago.edu portal and Workday record. Payments cannot be reissued via direct deposit for at least 10 days (and in some situations, up to 30 days—please contact gradhelp@uchicago.edu if you have not received a payment issued to you via check or wire transfer.

If you do not set up direct deposit in the relevant payment system and have a US address on file in Workday, your payment will be issued as a check and mailed to the address listed. Please ensure this is your correct address and you have access to mail sent to that location. If you do not provide an address on Workday, the system will default to the primary address listed on your my.uchicago.edu portal. We recommend students who are outside the United States and do not have a US bank account plan to receive funds via wire transfer. If you do not have a US bank account or US address to receive payments, your payment will disburse to you via international wire transfer through Flywire. This will incur a fee (typically 1.25-2.5%) which is taken from the payment itself. If you have questions about the process for receiving an international wire transfer, please contact gradhelp@uchicago.edu.

2. Checking Your Payslips in Workday

You can view a detailed records of all payments disbursed to you via Workday by reviewing your payslips. If you are looking to find out how much you received in funding during a calendar / tax year, check your final payslip from that year and look at the total amount in the column labelled YTD (year-to-date). Using payslips is especially helpful for declaring appropriate income amounts if you have no tax withholding associated with your pay.

How to Access Payslips in Workday

3. Uploading Personal Documents to Workday

When you complete any paperwork associated with a payment from the University—whether this is for stipend payments, the completion of a W-9, or paperwork related with job onboarding—you will need to upload this paperwork into your Workday profile so it can be verified by Payroll/Financial Services.

How to Upload Personal Documents to Workday

4. Updating Your Primary Address

Review and/or update your address as soon as you have access to Workday, or when a change occurs, to make sure this information is accurate. Your student record must accurately reflect your physical location, and your tax responsibilities may depend on your location, so we recommend that you revise this information at least once per academic year.

How to Update Your Address in Workday

If you are making an update to your address in Workday, please make sure you are also updating your address in your my.uchicago.edu profile. Tax forms are mailed to the primary address listed during the months of January and February—these forms may include a W-2, 1042-S, or a 1098-T. If you have questions about what forms you should be receiving from the university, did not receive forms you were expecting, or have general questions related to tax responsibilities, please contact gradhelp@uchicago.edu.

5. Updating Tax Withholdings (Federal and State)

Federal and state withholdings can be updated electronically in Workday, and you can make changes to this information at any time—you do not need to wait for a qualifying life event or the start of a new academic year. To make updates to your withholding elections, you will need information regarding your income, current rate of withholding, desired rate of withholding, effective date, and marital status.

How to Update Tax Withholdings in Workday

Under federal law, all new employees must complete Form I-9 and submit documentation to verify their identity and eligibility for employment.

As of June 2023, the Graduate Administrative Services Team at UChicagoGRAD will begin processing I-9 forms for graduate students who will be or intend to be employed at the University of Chicago. For incoming graduate students who haven’t yet been hired as an employee at the university, we still strongly recommend completing the I-9 process upon arrival to the university to be prepared for future employment.

Under federal law, all new employees must complete Form I-9 and submit documentation to verify their identity and their eligibility for employment. You can find more information about the I-9 process on the U.S. Citizenship and Immigration Services website.

Your I-9 documentation requirements will vary depending on your citizenship status and place of residence. To see which documents you will need to have ready to submit for I-9 processing, please see this table. Be prepared to present original documents in person.

You must complete Form I-9 and submit the required documentation on or before your first day on the job. Students who do not complete this process within the required timeframe will not be able to continue in their student employment position.

The Student Employment Team will be offering I-9 documentation verification on the following dates at UChicago Human Resources, 6054 South Drexel Avenue:

Tuesday, June 6, 10:00 a.m.–4:00 p.m.
Tuesday, June 13, 10:00 a.m.–4:00 p.m.

The Graduate Administrative Services Team will be offering I-9 documentation verification on the following dates in UChicagoGRAD Headquarters (Third Floor, Bookstore Building):

Wednesday, June 7, 10:00 a.m.–12:00 p.m.
Thursday, June 8, 5:00–8:00 p.m.
Monday, June 12, 3:00–6:00 p.m.
Wednesday, June 14, 10:00 a.m.–12:00 p.m.
Wednesday, June 14, 4:00–6:00 p.m.

The Graduate Administrative Services Team will be offering individual appointments starting early July 2023. You will be able to schedule an appointment in Symplicity.