Note: the following forms can be found at the Controller's Office Web Page:

I-9, LA-6, SU-32 (Tax Data), Form 1001(Ownership, Exemption, or Reduced Rate Certificate), Form 8232 (Tax Exemption for Foreign Students), Direct Deposit

There are two classifications for student employees: Research Assistantships and Postdoctoral Research Affiliates. Each classification will be addressed separately below.

1. Each Department/Lab is responsible for completing all required payroll forms and gathering all required information for students to be newly appointed in a Research Assistantship(s). The forms/information required to make a new appointment into this category are:

• Research Assistantship or Post-Doctoral Appointment Form (School of Engineering Form) dated 7/97 (hereinafter "Appointment Form")

• Patent and Copyright Agreement for Stanford Personnel (SU-18) dated 2/96.

• Employment Eligibility Verification (Form I-9) dated 5/7/87 [This is a US Government form]

• W-4 (Employee’s Withholding Allowance Certificate [federal and state]) (SU-32) dated 1/99

These forms are available as follows:

• Appointment Forms and SU-18’s will be furnished by Engineering Research Administration (ERA)/Payroll by calling extension 31379 for mailing through ID mail. Or the forms may be picked up in Room 102, Godzilla Modular.

• Forms I-9 and SU-32 may be ordered on-line via BT.

2. The completed forms referenced in 1. above shall be distributed as follows:

• Appointment Form should be forwarded to your ERA Administrator in Godzilla Modular, Mail Code: 3027

• Form I-9 and SU-32 should be forwarded to Payroll/Records, 855 Serra, Mail Code: 6112.

• Patent and Copyright Agreement should be forwarded to the Office of Technology Licensing, 900 Welch Road, Mail Code: 1850.

3. Department Student Services personnel shall enter the I-9, SU-32 and SU-18 information into the student’s record in the Network for Student Information (NSI) system.

4. Processes within ERA:

• Upon receipt of the Research Assistantship Appointment form, the Research Administrator (RA) reviews the form to verify the appropriateness and the amount of the anticipated charge(s) to the project(s) indicated. If the appointment is allowable and dollars are available, the RA will initial the box indicated "R A" and forward the form to ERA/Payroll. If the information is not correct, the RA will work with the appropriate departmental/lab personnel to get the correct information, initial the form and forward it to ERA/Payroll.

• ERA/Payroll inputs the Research Information from the Research Assistantship Appointment form into the NSI system.

• The NSI system will automatically route the appointment to the appropriate Departmental Student Services Personnel.

• If there are no pay errors and the established payroll deadlines have been met, the appointment will route through the NSI system and interface with Stanford University Consolidated Human Resources Information System (CHRIS) payroll system. A paycheck will be generated for the employee for the next pay period. (If payroll deadlines were not met, see Late Appointments below.)

• An ERA/Payroll file is initiated for the new employee:

• Copy of Personnel Action Form (PAF) (always filed on top). This is a Stanford University on-line form generated by ERA/Payroll.

• White Copy of Research Assistantship/Post-Doctoral Appointment Form.

• Back-up documentation in descending chronological order.

• Copy(s) of action taken and back up documentation associated with the transaction(s) are forwarded to the appropriate RA.

2. The Postdoctoral Research Affiliate forms are to be obtained from the Graduate Admissions Office, Old Union, Room 137.
3. Completion of forms:

• Complete Form A and attach a copy of the letter of invitation and submit the package to your Department Administrator for approval.

• Form B is to be completed by the Postdoctoral Research Affiliate. Postdoctoral Research Affiliates requiring a visa should complete Form B at least two months prior to the start of his/her appointment.

• Research Assistantship or Post-Doctoral Appointment Form (School of Engineering Form) dated 7/97 (hereinafter "Appointment Form"). Postdoctoral Research Affiliate rates are listed in the Administrative Guide, Guide Memo 24.2S, under "Research Appointment: Salary Table, 1996-97".

• Patent and Copyright Agreement for Stanford Personnel (SU-18) dated 2/96.

• Employment Eligibility Verification (Form I-9) dated 5/7/87 [This is a US Government form]

• W-4 (Employee’s Withholding Allowance Certificate [federal and state]) (SU-32) dated 1/99

• Appointment Forms and SU-18’s will be furnished by Engineering Research Administration (ERA)/Payroll by calling extension 31379 for mailing through ID mail. Or the forms may be picked up in Room 102, Godzilla Modular.

• Forms I-9 and SU-32 may be ordered on-line via BT.

2. The completed forms referenced in 1. above shall be distributed as follows:

• Appointment Form should be forwarded to your ERA. Administrator in Godzilla Modular, Mail Code: 3027

• Form I-9 and SU-32 should be forwarded to Payroll/Records, 855 Serra, Mail Code: 6112.

• Patent and Copyright Agreement should be forwarded to the Office of Technology Licensing, 900 Welch Road, Mail Code: 1850.

3. Department Student Services personnel shall enter the I-9, SU-32 and SU-18 information into the student’s record in the Network for Student Information (NSI) system.

4. Processes within ERA:

• Upon receipt of the Appointment Form, the Research Administrator (RA) reviews the form to verify the appropriateness and the amount of the anticipated charge(s) to the project(s) indicated. If the appointment is allowable and the dollars are available, the RA will initial the box indicated "R A" and forward the form to ERA/Payroll. If the information is not correct, the RA will work with the appropriate departmental/lab personnel to get the correct information, initial the form and forward it to ERA/Payroll.

• ERA/Payroll inputs the Research Information from the Appointment Form into the NSI system.

• The NSI system will automatically route the appointment to the appropriate Departmental Student Services Personnel.

• If there are no pay errors and the established payroll deadlines have been met, the appointment will route through the NSI system and interface with Stanford University Consolidated Human Resources Information System (CHRIS) payroll system. A paycheck will be generated for the employee for the next pay period. (If payroll deadlines were not met, see Late Appointments below.)

• An ERA/Payroll file is initiated for the new employee:

• Copy of Personnel Action Form (PAF) (always filed on top). This is a Stanford University on-line form generated by ERA/Payroll.

• White Copy of Postdoctoral Appointment Form

• Back-up documentation in descending chronological order

• Copy(s) of action taken and back up documentation associated with the transaction(s) are forwarded to the appropriate RA.

A late appointment is defined as an appointment to a Research Assistantship or Postdoctoral Research Affiliate position whereby the individual has already worked before the appointment process has officially taken place and missed payments for work previously performed during prior pay periods have to be made.

Each Department/Lab is responsible for completing all required payroll forms and gathering all required information for students to be newly appointed in a Research Assistantship(s)/Postdoctoral Research Affiliate position. The forms/information required for this late action are the same as those required to make a new appointment into these categories—see Research Assistantship and or Postdoctoral Research Affiliates New Appointments, above.

Procedures for Missed Pay

1. If the student has missed one or more pay periods, ERA/Payroll will submit a "One Time Pay Form" to Payroll/Records to prompt payment of the missed pay. The missed pay will be included on the following regular pay period.
2. If the delay in the missed pay causes the student undue financial hardship special arrangements can be made as follows:

• Upon request, ERA/Payroll will attach a Special Salary Processing (SSP) Request to the One Time Pay Form which will specify the date Payroll/Records will process payment to the student. A $10.00 processing fee is charged for this service. The SSP Request must indicate the unrestricted account number to which the service fee will be charged.
• An ERA Mail and Courier Service Request form should be completed in order for the check to be picked up and delivered to the appropriate person.

1. An ERA/Payroll file is initiated for the new employee:

File Tab = White

File Contents:

Copy of PAF (always filed on top)

White Copy of Research Assistantship/Post-Doctoral Appointment Form

Back-up documentation in descending chronological order

Copy of One Time Pay Request Form

Copy of SSP Request Form

2. Copy(s) of action taken and back up documentation associated with the transaction(s) are forwarded to the appropriate RA.

Any changes to existing appointments (e.g., salary changes, account changes, continuations, cancellations, terminations, etc.) should be made on an Appointment Form with proper signatures affixed.

Continuing Research Assistantship or Postdoctoral Research Affiliate Appointment

1. Department/Lab completes a Research Assistantship/Post-Doctoral Appointment form and sends it to the appropriate ERA Research Administrator (RA), located in Godzilla Modular, Mail Stop: 3027.
2. The RA reviews the form to verify the appropriateness and the amount of the anticipated charge(s) to the project. If the appointment is allowable and the dollars are available, the RA will initial the form and forward it to ERA/Payroll.
3. ERA/Payroll inputs the revised information into the NSI system.
4. If there are no pay errors, the appointment will route through the NSI system and interface with the CHRIS Payroll system, thereby generating a pay check for the next pay period.
5. A copy of the revised PAF, generated by ERA/Payroll and the associated backup documentation is filed in the student’s personnel file.
6. A copy of the action taken and all back up documentation associated with the transaction(s) are given to the appropriate RA.

Cancellation/Termination of Research Assistantship or Postdoctoral Research Affiliate Position

1. Department/Lab initiates action to cancel/terminate an appointment by completing an Appointment Form and clearly marking "Cancel Appointment". Additionally, it is very important that the comments clearly state the reason for the cancellation/termination as this affects the way that tuition payments are to be handled per Stanford University policy. The completed form is forwarded to the appropriate RA in Godzilla Modular, Mail Stop: 3027.
2. The RA reviews and initials form, and forwards the form to ERA/Payroll for input into the NSI system.
3. Tuition Remission is adjusted per the Graduate Financial Support Policy Manual, Guide Memo 24.2, 12-a/b, based upon the comments provided by the department/lab.
4. Cancellation/termination action is routed through the NSI system.
5. If the action is a termination and the student is leaving Stanford University, ERA/Payroll must process an on-line Termination Action in the CHRIS system to officially change the status to a terminated employee.
6. A copy of the PAF and all back-up documentation is filed in the student’s personnel file.
7. Copies of the action taken and back up documentation associated with the transaction(s) are given to the appropriate RA.
8. The termination date is marked on the outside of the personnel file. The file will however, remain in the active files until the next purging date (approximately 6 months). (Periodically terminated post docs are rehired.)