Deadlines and Information

Summer Quarter 2014-2015

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.)  Summer bills for graduate students were issued on May 20, 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 > STF Account Summary. 

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

Note:  GFS aid disbursement to the student's account for the Summer Quarter will begin on Monday, June 15, 2015.  Students, except TGR and Honors Co-op students, must be enrolled in at least one unit in order for anticipated aid to disburse to their student account.

Stipend and Refund Disbursement

Student Financial Services will begin sending Summer term stipends/refunds for Graduate students on Wednesday, June 17, 2015.  Stipends/refunds for all terms are processed every Monday, Wednesday and Friday.  A Direct Deposit enrollment instruction video is available at Student Financial Services: Direct Deposit .  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"). 

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 July, the deadline to have the line entered and approved is 07/19/15
    Note: earlier date due to the PeopleSoft Database Split Project
  • If Start Date is anytime in August, the deadline to have the line entered and approved is 08/25/15.
  • If Start Date is anytime in September, the deadline to have the line entered and approved is 09/24/15.

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

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.

Late Fee Deadline

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

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 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.  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 $537 for those eligible for the full subsidy and $269 for those eligible for a partial subsidy—the standard charge for summer quarter is $1074 for new enrollees.

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

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 how to request item types, training requirements and requesting authority for this process can be found at

PeopleSoft at Stanford

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 at Stanford—PeopleSoft Training Center website 

GFS Help


For technical problems with GFS data entry or approval, please send a HelpSU ticket, Choose Request Category: "Administrative Applications", Request Type: "PeopleSoft GFS". 


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 expert 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

The GFS Policy website is at . The website has been enhanced with a new format and improved navigation. The information in this email will also be posted on the website, under Deadlines and Information.

Additional Information:

We plan to open GFS for "Aid-Year Activation" and data entry for the 2015-2016 academic year on Monday, August 3, 2015.  Further information will be sent about the automatic Aid-Year Activation.

Updated on June 5, 2015 10:47 AM