Faculty & Staff
GFS Deadlines and Information
Summer 2014-2015 information will be posted here in early June 2015.
The category of "Anticipated Aid" that shows 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.) If GFS aid has been entered and approved when the bills are issued, the student will be able to accurately determine the amount s/he needs to pay from personal funds. Summer bills for graduate students were issued on May 20, 2014 by Student Financial Services. Aid completed and approved before that date appears as Anticipated Aid on the student's bill. Anticipated Aid on AXESS is updated nightly. It is available to students in Stanford ePay under "Current Account Summary". A view of the student’s current balance is available to staff in AXESS under Student Financials > Charges and payments > STF Account Summary.
Note: GFS aid disbursement to the student's account for the Summer Quarter will begin on Monday, June 16, 2014. 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.
Note: GFS Disbursements for 2013-2014 run nightly. Disbursements for the four prior years (2013, 2012, 2011 and 2010) will automatically run on Fridays.
Stipend and Refund Disbursement
Student Financial Services will begin approving refunds and producing stipends/refunds for Graduate students on Wednesday, June 18, 2014. Stipends/refunds will be processed every Monday, Wednesday and Friday for the remainder of the quarter. We highly recommend students sign up for Direct Deposit in order to receive their stipends/refunds as quickly as possible; Direct Deposit refunds are deposited electronically into the student's checking or savings account within 24-48 hours of processing. http://studentaffairs.stanford.edu/sfs/bill/steps-direct-deposit. Refunds for students without Direct Deposit are mailed to the student’s current mailing address on record.
Refunds of excess cash payments for graduate students are processed, beginning Monday, July 21, 2014. 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 07/27/14.
If Start Date is anytime in August, the deadline to have the line entered and approved is 08/25/14.
If Start Date is anytime in September, the deadline to have the line entered and approved is 09/24/14.
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 at: icenter.stanford.edu/students/current/itin_student.html
Students will receive their first paycheck for Summer Quarter Assistantships on July 22, 2014.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 the Financial Management Services website, fingate.stanford.edu/staff/payemployee/res_jobaid/payroll_schedule_deadline.html . 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, 2014. 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.
The deadline for entering and approving aid in GFS, in order for the student to receive a university-funded Cardinal Care subsidy, is the same deadline as the Payroll deadline for Assistantship salaries and the Late Fee deadline. For Summer Quarter the deadline is Tuesday, July 15, 2014, by 5 pm. 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 $492 for those eligible for the full subsidy and $246 for those eligible for a partial subsidy - the standard charge for summer quarter is $984 for new enrollees.
For questions about the health insurance subsidy, contact grad-insurance@stanford.
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 learnps.stanford.edu .
PeopleSoft at Stanford
Required training modules for the PeopleSoft Functions, Completion Certificates, and PS Authority Grantors are available at the PeopleSoft at Stanford website, learnps.stanford.edu . Click on the "Online Learning Player Support” for tips on running the training modules. The basic GFS functions are all explained and illustrated in the "GFS Entry" Online Training Module.
For technical problems with GFS data entry or approval, please send a HelpSU ticket, helpsu.stanford.edu. 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 MANUAL
The GFS Policy Manual is part of the Financial Aid Office website, gfs.stanford.edu . The information in this email will also be posted on the website,
We plan to open GFS for "Aid-Year Activation" and data entry for the 2014-2015 academic year on Friday, August 1, 2014. Further information will be sent about the automatic Aid-Year Activation.Updated on September 9, 2014 12:53 PM