Payroll Requirements
Please note that in most cases new faculty should expect to come to campus to complete the hiring process. An overview of the hiring process is included below. If you have any questions about these steps or have extenuating circumstances that prevent you from coming to campus, please reach out to your program's Faculty Affairs contact directly, or by emailing [email protected].
Required Paperwork
Once an initial offer has been extended, you will receive an email requesting a few documents be completed before the hiring process can begin. These documents must be submitted before a formal offer can be issued by the Faculty Affairs department.
- Instructional Eligibility Form: This form verifies faculty course load for the fiscal year, and ensures that we remain compliant with the university's faculty workload policies.
- Personnel Information Form: This form provides the Faculty Affairs department with important information necessary for processing your employment. This form will be provided to you at the time that your Instructional Eligibility Form is distributed to you. You will only need to complete this form once; you are not required to resubmit this information at the start of each semester unless there is an update to your information (i.e. a change in address, a new degree earned, an update to your tax situation, etc).
- Resume: An updated resume is required each semester a faculty member teaches with the school. Native PDF or word documents are required, scanned copies will not be accepted.
Federal and state tax forms are required for all new employees, and those who have had a break in service for more than 12 months.
*Please note that Faculty Affairs is unable to provide any guidance on tax forms. For questions on completing your tax forms, please contact your tax professional, or accountant, or visit the IRS website at https://www.irs.gov.
For questions on completing the NY State tax forms please visit the NY State website at https://www.tax.ny.gov/.
Please note that Columbia University must comply with the requirement to complete Section 2 of the I-9 in person. This is required by federal law to work in the United States. Section 1 of the Form I-9 must be completed on or before your first day of work. Section 2 of the Form I-9 must be completed, in person, with original documentation, by the end of the 3rd business day from your start date.
To complete this form, please follow the instructions below:
- Complete Section 1 of the I-9 HERE.
a. When you complete section 1 of the form, you will be asked for your employment start date. Please make sure to complete this using your contract start date indicated in your offer letter.
- After section 1 is complete, please complete section 2 at Studebaker I-9 Center (615 W 131st St, 4th Floor), Monday-Friday, 9:00 a.m. to 4:30 p.m. Appointments are not required.
- Once you have completed Section 2 of the I-9 at Studebaker, please inform your Faculty Affairs contact.
If your circumstances will not allow you to visit Studebaker to complete section 2 of your I-9, please contact your Faculty Affairs contact immediately.
For additional information regarding the I-9 process, please visit https://humanresources.columbia.edu/I9-everify.
In addition to the documents listed above, the following documents must be submitted in order for our team to process your faculty appointment and be included with university payroll.
- Ethnicity Form: This form is voluntary, however, if you choose not to disclose your race and ethnicity, please select the appropriate boxes, sign, and return the form to our office. This is required in order to acknowledge that you received this document and were offered the opportunity to complete this information.
- Please note that both questions should be answered.
- Please note that when there is any position change, the Provost Office requires faculty to submit a new Ethnicity Form.
- NYS 195.1 - Wage and Labor Agreement: This document is created by Faculty Affairs and sent with the remainder of your hiring paperwork. It lists the amount you will receive per paycheck for the duration of the semester.
- This document is required to be signed and returned to Faculty Affairs for each semester a faculty member is hired.
- Please see the University's payroll calendar here.
- Offer Letter: This document is created by Faculty Affairs and sent with the remainder of your hiring paperwork. It lists the duration of your contract, and your total salary for the semester.
- This document is required to be signed and returned to Faculty Affairs for each semester a faculty member is hired.
There may be additional documents required in order to process your payroll paperwork. If necessary, your Faculty Affairs contact will reach out to obtain the supplemental paperwork.
Coordinating Logistics
University Network IDs (UNIs) are issued during your hiring appointment with Faculty Affairs. Your UNI consists of your initials plus an arbitrary number. It is the key to accessing computer services and electronic resources at Columbia. You may use your UNI to gain access to restricted library information, payroll and benefits information, Canvas course sites, and other university systems. Please remember to type your UNI in lower case when you log in.
- Activate UNI or Email
- Change Password - if you know your password and want to change it
- Forgot Password - if you need to self-reset your password, or after Service Desk assistance
- Multifactor Authentication - learn about using multifactor authentication with your mobile device
- Email Alias - choose or remove an email alias
- Change Published Email Address - change your email address in the online directory and change the address you use to send email
- Update Security Question - update your security questions and answers
Your Columbia email address (ex: [email protected]) is the primary form of communication for all things related to employment. If you do not plan on checking this email on a regular basis, we recommend forwarding it to your personal email to ensure you receive important information in a timely manner.
The CUID is the official identification card of Columbia students, staff, and faculty. The CUID may be used as an identifier, an access key, and a payment type.
The Student Service and ID Center in 210 Kent Hall is open, Monday, Wednesday, Thursday, and Friday from 9:00 a.m. to 5:00 p.m. and Tuesday, from 9:00 am to 4:00 pm. Students, faculty, and staff are now required to upload ID photos prior to coming to Kent Hall to obtain their ID Cards. Photos cannot be taken at the ID center. This requirement is designed to reduce the number of people visiting the ID Center.
Your CUID allows you to access various campus locations, such as libraries and dining halls. It also provides free or discounted entry into certain off-campus locations.
On campus, your CUID can be used to access the following:
- Dodge Physical Fitness Center
- Columbia University Libraries
- Lerner Hall
- Various other academic buildings during the day or after-hours
- All Columbia athletics events for free
- Off-campus, access includes Bobst Library at NYU and a host of other events, museums, and discounts to be found at the Arts Initiative Discounts page.
In the event of an urgent situation, the University's Emergency Text Message Notification System is the most convenient and reliable means of getting real-time up-to-date information to you. Some possible scenarios for Columbia choosing to send you a text message include weather emergencies, major transit interruptions and campus closures.
To register with the Columbia University Text Message Notification System, please follow the instructions below:
- Log in with your UNI and password at https://my.columbia.edu.
- Select “Faculty & Staff” at the top of the page.
- Click "Update Personal Information.”
- Select “Change phone numbers.”
- Select “Add a phone number.”
- Next, select one of the “Campus Alert” fields from the drop-down menu.
- Enter your mobile number (University-provided or personal).
- Use the remaining two “Campus Alert” fields to enter up to two other mobile numbers you would like to receive emergency notifications.
- Click “Save.”
Text message notifications will be used only in rare circumstances to notify you of critical information regarding urgent situations.
The University typically conducts tests of the Text Message Notification System twice a year. Members of the community are notified of the test in advance. These tests will not require you to do anything, and will provide familiarity with the text message notification system in the event that we need to use it for urgent information.
Alternative means of receiving information about events that may impact normal University operations include:
- Checking www.columbia.edu and the Alerts and Announcements page on this site regularly.
- Calling the Columbia main switchboard at (212) 851-1754 to hear recorded updates.
- Tuning to local television and news radio for the most recent updates about any mass illnesses or weather situations and where to seek help.
- Checking your Columbia email regularly.
- During times of widespread danger, emergency phone numbers may be overwhelmed. Only call police or Public Safety if you are in immediate danger.
- For emergency phone numbers, visit Emergency Contacts.
*Disclaimer: please be aware of the following current campus access restrictions.
We recommend that all faculty enroll to receive an electronic W-2 for ease and convenience. To do so, please follow the instructions below.
- Go to https://my.columbia.edu
- Log in with your UNI and password
- Select the tab ‘Faculty and Staff’
- Under ‘Self-Service’ select ‘My W-2’
- Under ‘Account Settings’ select ‘Manage Contact & Electronic Statement Options’
- Complete requested information
Disclaimer: Your appointment must be active in our payroll system before you are eligible to enroll in this service. This cannot be done after employment has ended.
If you choose not to enroll in electronic delivery, your W-2 will be mailed to the permanent address on file by January 31st of the following year. For questions regarding W-2 delivery, contact [email protected].
Pay Resources
Pay Days
- University Officers of instruction, research, administration, and libraries, and student officers, are on a semi-monthly pay frequency.
- Stipend and fellowship payments are paid monthly.
- Support staff and casual employees are generally paid every other Friday for the previous two-week period.
- Some service, maintenance, and dining service employees are paid weekly.
View your statement online:
- Log on to People@Columbia using your UNI and password (You will get the DUO authentication)
- Click on Payroll & Compensation tile
Note: Your year-to-date pay statement balance is reflected in each paycheck.
Employees of the University are encouraged to sign up for the direct deposit program. Please note that regardless of when you sign up for direct deposit, it is likely that your first paycheck of a given semester will be disbursed via a physical check mailed to your address. Please ensure your Faculty Affairs contact has your most recent address.
How to Set Up Direct Deposit
- Log into the MyColumbia portal with your UNI and password
- Go to the "Faculty & Staff" page
- Under the "Personal Data Tab", choose "View and/or Update Personal Data"
Resources:
- Video: Setting Up Direct Deposit in PAC
- Note: when you click on the video link above, you will be asked to sign in with your UNI and password. Once on the page, simply click the blue "Enroll" button to begin.
Questions regarding your direct deposit status and enrollment should be directed to the HR Service Center.