Student Payroll at Stanford
STUDENT PAYROLL AT STANFORD: HOW, WHEN, AND WHERE?
Any student employee (RA, TA, grader, etc) must meet several requirements before receiving a paycheck. You must be registered in any quarter in which you are paid (including summer), make suitable academic progress, and maintain good standing in the University.
If this is your first employment by Stanford, you will also have to fill out several forms:
- An "I-9 Verification" for the University and INS. To complete, bring the dept. Student Services Manager:
Permanent Residents: an unexpired resident alien card
F1/J1 visa holders: unexpired passport & visa and a current I-20 or DS-2019 form
U.S. Citizens: a U.S. passport; or a Certificate of U.S. Citizenship or Naturalization; or
two documents: a state-issued driver's license or I.D. card with photograph (to establish identity) AND an original Social Security card or U.S. birth certificate or unexpired INS Employment authorization (to establish employment eligibility).
The Student Services Mgr. will have to see and photocopy these documents; you will both sign the I-9 form.
- A Tax Data form (to instruct the University how much tax to withhold from your salary). This can be done on-line or you can submit a paper form. https://fingate.stanford.edu/students/taxinfo/quick_steps.html
- If you do not have a social security number, a copy of your application (and then a copy of the actual social security card, when you receive one).
- (recommended) A Direct Deposit agreement, arranging for deposit of your paychecks directly to your bank; instead of paper, go to the Website https://fingate.stanford.edu/students/universbill/quick_steps/enroll_direct_deposit.shtml
Each of these forms only needs to be filled out at the start of employment, but if there is a gap in your employment by Stanford you should check to be sure they are still on file.
Note: If any of these forms is missing or outdated, your paycheck s will be delayed!
International students may also qualify for "tax treaty" status: some countries have agreements with the U.S. which exempt their students from some or all taxes. To claim an exemption, the appropriate forms must be filed annually. For payroll, file IRS form W8BEN and a country attachment; these are on the Web at https://fingate.stanford.edu/students/taxinfo/quick_steps.html
First Time TAs - International Students Only
If you are an international student TAing for the first time, you must obtain language clearance from the Linguistics Department prior to starting the TA position. https://www.stanford.edu/group/efs/tascreen.html
*How You Are Paid*
Assistantship or grader salaries are processed through Stanford's regular Payroll system. Assistants and graders are University employees. (Fellowships are entirely different-you receive a lump sum stipend check at the start of each quarter)
Deductions: Federal, state, and social security taxes are withheld from salary checks. This withholding is reported like any other salary. Tuition amounts are not taxable or reported. (Student bill items like ASSU fees, telephone charges, housing fees, etc. are not withheld)
Schedule: Tuition is automatically paid at the beginning of the quarter.
Payroll checks or direct deposit statements come twice a month, to the Economics reception desk on the second floor. Work performed from the 1st to the 15th of a month is paid on the 22nd; the second half of the month is paid on the 7th. Student appointments follow a standard quarterly schedule:
Appointment Span First Check Last Check |
|||
Autumn |
Oct 1 - Dec 31 |
Oct 22 |
Jan 7 |
Winter |
Jan 1 - March 31 |
Jan 22 |
Apr 7 |
Spring |
Apr 1 - June 30 |
Apr 22 |
July 7 |
Summer |
July 1 - Sept 30 |
July 22 |
Oct 7 |
*If A Check Does Not Arrive On Time*
It is your responsibility to inform the Student Services Officer of your funding source. Check your account in Axess PRIOR to the start of each quarter to make sure that you see anticipated aid. If not, contact the Student Services Officer immediately so that your paychecks are not delayed and you can receive the health subsidy. You need to make sure that the SSO is informed about your funding arrangements - specifically if you have been hired as an RA. Ask your hiring faculty to send the SSO an email confirmation of the appointment.
Direct deposit pay stubs and hard copy paychecks will by placed in your mailbox. Still can't find it?...
First, examine your own status. Are you registered for at least 8 units (3 if summer quarter) or TGR? Is there a Hold on your registration? If this is your first check, have you filed all the appropriate paperwork? If you changed jobs, the check might be either at Econ, or (more likely) at the department where you were most recently hired - look both places.
If you are an international student who is TAing, did you get language clearance from the Linguistics Department?
Then, come to the Student Services office to report either the problems. For an RA, the faculty member may have forgotten to initiate or renew your appointment for the quarter. Have them contact the Student Services Officer to activate the appointment.
NOTES ABOUT REGISTRATION FOR RAs & TAs
- You must be registered each quarter you receive an RA/TA
- You must enroll in the exact number of units to which you are entitled each quarter (as a 50% RA/TA: 8, 9 or 10 units until you are TGR). Note that summer quarter enrollment is usually 3 units.
- If you are eligible for TGR status, you must change to TGR status to hold an assistantship.
- Your assistantship does not pay for any of the non-tuition items on your student bill, and you will be charged late fees if any of those items is not paid on time (by registration day). Contact Student Financial Services to arrange payroll deductions for on-campus housing. https://fingate.stanford.edu/staff/bankcommerce/quick_steps/elect_payded_SCP.html
- The tuition which is paid by your assistantship will not accrue any late fees even if the assistantship is processed late. However, if your appointment is processed late, you may not receive the full health subsidy.
- U.S. citizens on a 50% assistantship may not be employed more than an additional 8 hours per week; students on F-1 and J-1 visas are limited to 20 hours/wk employment, so therefore may not work in addition to a 50% RA/TA.