Deadlines and Information

Autumn Quarter 2015–2016

Anticipated Aid/Disbursement

"Anticipated Aid" shown on the student's account in AXESS and on the Stanford ePay bill includes Fellowship Stipend, Fellowship Tuition, and TAL that has been completed and approved in GFS but has not yet disbursed to the student's account.  (Note: The student's bill will NOT show anticipated salary.)  Autumn bills for graduate students were issued on August 21, 2015, by Student Financial Services.  Aid completed and approved before that date appears as Anticipated Aid on the student's bill and helps students accurately determine the amount to pay from personal funds.  Anticipated Aid on AXESS is updated nightly and is also displayed to students in Stanford ePay under "Current Account Summary".  Student account activity is available to staff in AXESS under Student Financials > Charges and Payments > View Financial History by Term. 

GFS aid disbursement to the student's account for the Autumn Quarter will begin on Saturday, September 12, 2015.  Students, except TGR and Honors Co-op students, must be enrolled in 8 units in order for anticipated aid to disburse to their student account.

Note:  GFS disbursements for 2014-2015 and 2015-2016 run nightly. Disbursements for the four prior years (2014, 2013, 2012 and 2011) will automatically run on Fridays. 

Stipend and Refund Disbursement

Student Financial Services will begin sending Autumn term stipends/refunds for Graduate students on September 16, 2015.

Stipends/refunds for all terms are processed every Monday, Wednesday and Friday. Watch the Direct Deposit enrollment instruction video for instructions.  Please use it to strongly encourage your students to sign up for Direct Deposit so that their refunds will reach their checking or savings account within 24-48 hours of processing.  Paper checks for students without Direct Deposit are mailed to the student’s mailing address.

Any overpayments (ePayments, wires) are held on student accounts to pay future charges. Remaining cash overpayments after the end of the academic year will be refunded in late August. Students may request immediate processing of any "Refund Pending" noted in Stanford ePay by using HelpSU (Request Category: "Student Services", Request Type: "Student Services Center").

Effective 2014-2015, any overpayments (ePayments, wires) are held on student accounts to pay future charges. Students may request immediate processing of any "Refund Pending" noted in Stanford ePay by using HelpSU (Request Category: "Student Services", Request Type: "Student Services Center").

Monthly Stipend Disbursement Schedule

Stipend checks with Disbursement Plan of "NM-Payroll" disburse as follows:

The monthly checks will print in time to arrive at departments by the last business day of the month.  Direct deposits will be sent to post one day prior to that -  

  • If Start Date is anytime in October, the deadline to have the aid line entered and approved is 10/26/15
  • If Start Date is anytime in November, the deadline to have the aid line entered and approved is 11/22/15
  • If Start Date is anytime in December, the deadline to have the aid line entered and approved is 12/7/15  (Please note the early approval deadline for December, which is required to ensure the payments are processed prior to the Winter Closure.)

The "NM-Payroll" Disbursement Plan is used for Postdocs and other non-matriculated graduate students.

The “NM-Fee” Disbursement Plan is used for monthly fees on the student bill (e.g., VSR Fees).  Completed and approved aid lines will disburse to the student account on the 15th of each month.

Additional information may be viewed at the web:

Payroll Information and Deadlines

All applications for Social Security numbers (SSN) should have been completed, so Payroll will not release Financial Aid to students without an SSN or an Individual Taxpayer Identification Number (ITIN). Aid will be disbursed to students entering the U.S. for the first time due to restrictions on when SSN and ITIN applications can be made. Students are expected to apply for, and provide, an SSN or ITIN as soon as they are able to apply. Information on the application process is available on the Bechtel International Center website.

Students will receive their first paycheck for Autumn Quarter Assistantships on October 22, 2015.  Assistantship salaries need to be entered and approved in GFS and Workflow by 5 pm on October 15, for students to receive a paycheck on October 22.  Payroll deadlines can be viewed at the Financial Management Services website. Please note that students being paid on the alternate quarter dates must have salaries entered and approved by the appropriate deadline.

Late Fee Deadline

Graduate student bills are due October 15, 2015.  Any aid from departments needs to be entered, approved and disbursed by midnight on October 15 for the students to avoid late fees.

Graduate Health Insurance Subsidy Deadline

For Autumn Quarter the deadline is October 15, 2015, by 5 pm, for entering and approving aid in GFS, in order for the student to receive a university-funded Cardinal Care subsidy – this is the same deadline as the Payroll deadline for Assistantship salaries and the Late Fee deadline.  If aid is entered and approved after that date due to department oversight, we would expect the responsible department to make a payment from their departmental funds equal to the amount of the subsidy.

University-funded subsidies are processed nightly.  The subsidy will be automatically entered after the stipend or assistantship has been approved (by 5 pm on October 15).  An inquiry page to view the subsidy status (eligible, ineligible, health waiver) is available at: STF Grad Financial Support > STF Graduate Financial Support > Inquire > Health Subsidy Status.  Also, a Report published in, GFS Health Ins Subsidy Rpt (PS_GFS031) is updated nightly and provides information on students who were considered for the Health Insurance Subsidy eligibility and their status.

Reminder - if there is something blocking the disbursement of the student's aid, e.g., non-enrollment or some other kind of hold, this will NOT affect the student's eligibility for the subsidy.  However, the subsidy will not disburse to the student's account until the other aid disburses.

For questions about the health insurance subsidy, contact General information about Cardinal Care is at the Vaden Health Center website and information about the subsidy is on the Vaden Health Center: Cost and Coverage Dates webpage.

New PostDoc Tuition Process

Postdoc tuition is now paid on behalf of ALL Postdocs by the Provost or SOM Dean, regardless of how the Postdoc is paid (salary, stipend, and outside-funded).  As such, effective term 1162 (Autumn Quarter 2015-2016) and thereafter, Postdoc tuition payment is being automated and will no longer be entered in GFS.

For Postdocs who have NO salary, simply enter the stipend or Info-only pay line, complete, and route for approval; no other action is needed.

For Postdocs who have salary payments, you will still be required to click on the Calc TAL button; however, the TAL will be blank (or $0).  Complete and route the salary pay line for approval, and leave the TAL line in Pending/Pending status.

A new job aid has been posted to both the Postdoctoral website and to the GFS Policy website. This direct link can be used to download the job aid for Post Tuition Payments Beginning Autumn 2015. See more on the general Postdoc Job Aid website.

Please contact the Office of Postdoctoral Affairs via a HelpSU ticket (Central Office Issues > Postdoctoral Affairs) with any questions.

Oracle Financials PTA (Project, Task, Award) Set Up

Department Oracle Financials PTA (Project, Task, Award) setup may take up to four business days once the PTA request is received by the central office. Once a PTA is set up an Item Type must be created so awards can be made in GFS.  Item Type setup requests are processed in GFS nightly.  Information about the GFS Item Type Requestor function, training requirements and Completion Certificate, can be found at the PeopleSoft Training Requirements website.

PeopleSoft at Stanford

The PeopleSoft at Stanford website includes PS Training Requirements, PS Authority Grantors, links to the required training modules for the PeopleSoft Functions and Completion Certificates.  The basic GFS functions are explained and illustrated in the "GFS Entry" Online Training Module.

GFS Help


For technical problems with GFS data entry or approval, please submit a HelpSU ticket - use the File a GFS HelpSU Ticket button on the GFS Policy website go to HelpSU, choose Request Category: "Administrative Applications", Request Type: "PeopleSoft GFS".

In-Person GFS Help - Friday Open Labs

Users who would like personalized help with their GFS questions, or who would like to go through the online training in a lab setting with a knowledgeable user on hand, are encouraged to attend a drop-in lab:

Days: Every Friday morning
Time: 9:00 - Noon
Where: Birch Modular, Lab B, 215 Panama Street

GFS Policy Website

The GFS Policy website is at

For additional information please contact Nancy Child, GFS Trainer, at (650) 725-8272 or

Updated on September 1, 2015 2:47 PM