Deadlines and Information

Winter Quarter 2016–2017

Important Dates

Date

Subject

November 22, 2016 (Tuesday)

Winter Quarter Bills Issued

January 2, 2017 (Monday)

GFS disbursement for Winter Quarter begins

January 4, 2017 (Wednesday)

Refund/stipends generated by Student Financial Services for Winter Quarter begin

January 15, 2017 (Sunday)

Winter Quarter deadline for Assistantships and Health Insurance Subsidy. Graduate student bills are due.

January 25, 2017 (Wednesday)

Monthly Stipend deadline for January

February 22, 2017 (Wednesday)

Monthly Stipend deadline for February

March 27, 2017 (Monday)

Monthly Stipend deadline for March

Tuition, Fees and Salary 2016-2017

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/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.) Winter bills for graduate students were issued on November 22, 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 Winter Quarter will begin on Monday, January 2, 2017. 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 2017 run nightly.  Disbursements for the four prior years (2016, 2015, 2014, 2013) will automatically run on Fridays. 

Stipend and Refund Disbursement

Student Financial Services will begin sending Autumn term stipends/refunds for Graduate students on Wednesday, September 21, 2016.

Student Financial Services will begin sending Winter term stipends/refunds for Graduate students on Wednesday, January 4, 2017.

Stipends/refunds for all terms are processed every Monday, Wednesday and Friday.  Any refund delays may be due to a hold to allow time to review and charge federal tax withholding. Students should be directed to the Student Services Center to inquire about any delay.

Please strongly encourage your students to enroll in Direct Deposit (view a 'how-to' video). 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 2016-2017 academic year will be refunded in August 2017Students 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 Winter Quarter Assistantships on January 20, 2017. Assistantship salaries need to be entered and approved in GFS and Workflow by 5 pm on January 15, for students and Postdocs to receive a paycheck on January 20. 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.

Bill Payment Deadline

Graduate student bills are due January 15, 2017.  Any aid from departments needs to be entered, approved and disbursed by midnight on January 15 for the students to avoid late fees. 

Graduate Health Insurance Subsidy Deadline

For Winter Quarter the deadline is January 15, 2017, 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.

University-funded subsidies are processed nightly. The subsidy will be automatically entered after the stipend or assistantship has been approved (by 5 pm on January 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 bi.stanford.edu, 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—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 cardinalcaresubsidy@stanford.edu. Reference general information about Cardinal Care and information about the Cardinal Care Subsidy.

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 January, the deadline to have the aid line entered and approved is 1/25/17
  • If Start Date is anytime in February, the deadline to have the aid line entered and approved is 2/22/17
  • If Start Date is anytime in March, the deadline to have the aid line entered and approved is 3/27/17  

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:

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.

GFS Training Requirements

GFS roles/functions and training requirements are included on 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 Policy classes for 2017 will be added to STARS soon; you register for this class via STARS, AS-9035.

GFS Help

HelpSU
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 or go to HelpSU, choose Request Category: "Administrative Applications", Request Type: "PeopleSoft GFS".

In-Person GFS Help - Friday Open Labs – Second and Fourth Friday of Each Month
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—for information and schedule go to University IT: Enterprise Systems Open Labs.
         Days:   Friday – Second and Fourth Friday of Each Month
         Time:   9:00 - Noon
         Where:  Birch Modular, Lab B, 215 Panama Street  

GFS Policy Website

The GFS Policy website is at http://gfs.stanford.edu

Updated on December 12, 2016 1:05 PM