Faculty & Staff

GFS Deadlines and Information

Winter 2014-2015 information will be posted here in early December 2014.

Winter Quarter 2013-2014

Anticipated Aid/Disbursement

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. Winter bills for graduate students were issued on November 20, 2013, 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 Balance". 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 Winter Quarter will begin on January 1, 2014. 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 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 the University Cashier's Office will begin producing stipends/refunds for Graduate students on January 2, 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. Refunds are deposited electronically into the student's checking or savings account, providing the student has opted for Online 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 upon request of the student. (This is a change from previous protocol in which we refunded cash automatically; it will streamline processes and improve customer service since excess payments will simply roll forward to pay charges on the next bill.) 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-Monthly" 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 January, the deadline to have the aid line entered and approved is 1/27/14.
  • If Start Date is anytime in February, the deadline to have the aid line entered and approved is 2/24/14.
  • If Start Date is anytime in March, the deadline to have the aid line entered and approved is 3/25/14.

The "NM-Monthly" 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 or Postdoc dependent health insurance). 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 Winter Quarter Assistantships on January 22, 2014. Assistantship salaries need to be entered and approved in GFS and Workflow by 5 pm on January 15, for students to receive a paycheck on January 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 January 15, 2014. Any aid from departments needs to be entered, approved and disbursed by midnight on January 15 for the students to avoid late fees. If aid is entered and approved after January 15 due to department oversight, we would expect the responsible department to make a payment from their departmental funds equal to the late fee charged to the student.

Health Insurance Subsidy Deadline

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 Winter Quarter the deadline is Wednesday, January 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.

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 ReportMart1 and 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 - 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 grad-insurance@stanford.edu.

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, requesting GFS Item Types, training requirements, and requesting authority for this process can be found at the 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, requesting GFS Item Types, training requirements, and requesting authority for this process can be found at PeopleSoft at Stanford website.

PeopleSoft at Stanford

Required training modules for the PeopleSoft Functions, Completion Certificates, and PS Authority Grantors are available at the PeopleSoft at Stanford website. 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.

GFS Help

HelpSU

For technical problems with GFS data entry or approval, please send a HelpSU ticket. 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 now part of the Financial Aid Office website, and has the same url, gfs.stanford.edu. The information in this email will also be posted on the website,
For additional information please contact Nancy Child, GFS Trainer, at (650) 725-8272 or nancy.child@stanford.edu.

Updated on September 9, 2014 12:52 PM