Deadlines and Information
May 20, 2016 (Friday)
Summer Quarter Bills Issued
June 13, 2016 (Monday)
GFS disbursement for Summer Quarter begins
June 15, 2016 (Wednesday)
Refund/stipends generated by Student Financial Services for Summer Quarter begin
July 15, 2016 (Friday)
Summer Quarter deadline for Assistantships and Health Insurance Subsidy. Graduate student bills are due.
July 25, 2016 (Monday)
Monthly Stipend deadline for July
August 25, 2016 (Thursday)
Monthly Stipend deadline for August
September 26, 2016 (Monday)
Monthly Stipend deadline for September
Tuition, Fees and Salary 2015-2016
Please remember to check the Aid Year and amount of the tuition, fees and salary whether you are entering aid in GFS, and/or approving aid as a Home Department Approver or Financial Approver. Tuition and Fees are posted on the Registrar's Office website.
"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.) Summer bills for graduate students were issued on May 20, 2016, 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 Summer Quarter will begin on Monday, June 13, 2016. Students, except TGR and Honors Co-op students, must be enrolled in one unit in order for anticipated aid to disburse to their student account.
Note: GFS disbursements for 2016 run nightly. Disbursements for the four prior years (2015, 2014, 2013, and 2012) will automatically run on Fridays.
Stipend and Refund Disbursement
Student Financial Services will begin sending Summer term stipends/refunds for Graduate students on Wednesday, June 15, 2016.
Stipends/refunds for all terms are processed every Monday, Wednesday and Friday. Any refund delays may be due to 1) a hold to allow time to review and charge federal tax withholding or 2) a reduction in charges since disbursement requiring an additional review to confirm appropriate enrollment (or override) and related charges remain. Students should be directed to the Student Services Center to inquire about any delay.
Please strongly encourage your students to enroll in Direct Deposit—a 'how-to' video is available at Student Financial Services: Direct Deposit . Direct Deposit refunds reach the student's bank account within 24-48 hours. Paper checks are mailed to the student's mailing address.
Any overpayments (ePayments, wires) are held on student accounts to pay future charges. Remaining 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").
Assistantship Information and Payroll 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 and Postdocs entering the U.S. for the first time due to restrictions on when SSN and ITIN applications can be made. Students and Postdocs 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 Summer Quarter Assistantships on July 22, 2016. Assistantship salaries need to be entered and approved in GFS and Workflow by 5 pm on July 15, for students and Postdocs to receive a paycheck on July 22. Please note that Graduate students being paid on the alternate quarter dates must have salaries entered and approved by the appropriate deadline.
Administrators are reminded to make sure that aid lines are entered and approved by the Payroll deadline of each pay period to ensure that pay for students and Postdocs disburse as expected. Payroll deadlines can be viewed at the Financial Management Services website.
Summer Quarter Assistantships
During Summer Quarter, students do not need to enroll in any specified number of units in order to hold an assistantship appointment - however, they must be enrolled (either for one or more units, or TGR status) in order to have an assistantship appointment, up to 90%. Since there is no "full enrollment" requirement during the Summer, in order to avoid Unapplied Aid, departments entering Summer Quarter assistantships in GFS should make sure that the TAL being provided does not exceed the student's enrollment, and if it does, they should adjust the TAL appropriately.
40% assistantships are not allowed during the Academic Year, but are allowed during Summer Quarter, as long as the student will enroll for LESS than 8 units. The hiring department will need to reduce the TAL on such appointments to match the student's actual enrollment. Both 40% and 60% assistantships provide 8 units of tuition allowance, but students enrolled in 8 or 9 units will be charged for 10 units. Appointments of either 45% or 55% are not allowed in any quarter, including Summer.
Remember that the maximum Summer Quarter assistantship is 90% (36 hours per week) with a corresponding TAL of 3 units. Students who enroll in 1, 2 or 3 units will be charged for 3 units. If you wish to hire a student to work 40 hours per week, the student will be a temporary employee, and the job will be processed through our HR system, not GFS. Students working 40 hours per week are not expected to enroll, and do not receive tuition allowance.
Health Insurance Subsidy Deadline
This is relevant only to students who will have a Cardinal Care charge for Summer Quarter – only those who were not enrolled in Autumn, Winter or Spring.
For Summer Quarter the deadline is July 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 Bill Payment 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. The subsidy will be entered by the FAO after 5 pm on July 15 (this is a different process from the other quarters). The Subsidy amount will be $585 for those eligible for the full subsidy and $293 for those eligible for a partial subsidy - the standard charge for summer quarter is $1170 for new enrollees.
For questions about the health insurance subsidy, contact email@example.com. General information about Cardinal Care is at Vaden Health Center and information about the subsidy is at Vaden Health Center: Cost and Coverage Dates and Financial Aid: Cardinal Care Subsidy.
Bill Payment Deadline
Graduate student bills are due July 15, 2016. Any aid from departments needs to be entered, approved and disbursed by midnight on July 15 for the students to avoid late fees.
Postdoc/Non-Matric Fellowship Deadlines
The monthly stipend 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 July, the deadline to have the aid line entered and approved is 7/25/16
If Start Date is anytime in August, the deadline to have the aid line entered and approved is 8/25/16
If Start Date is anytime in September, the deadline to have the aid line entered and approved is 9/26/16
The "NM-Payroll" Disbursement Plan is used for Postdocs and other non-matriculated graduate students stipends.
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 following websites:
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, simply enter the Assistantship pay line, complete and route the salary pay line for approval; you no longer click on the Calc TAL button, it has been disabled.
A job aid has been posted to the GFS Policy website, Job Aid for Postdoc Tuition Payments.
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.
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.
IN-PERSON GFS HELP—FRIDAY OPEN LABS—EVERY OTHER WEEK
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: Friday—every other week
- Time: 9:00 - Noon
- Where: Birch Modular, Lab B, 215 Panama Street
GFS POLICY WEBSITE
The GFS Policy website is at gfs.stanford.edu . The information in this email will also be posted on the website, under Deadlines and Information.
We plan to open GFS for "Aid-Year Activation" and data entry for the 2016-2017 academic year on Monday, August 1, 2016. Further information will be sent about the automatic Aid-Year Activation.