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What's New


Note: Housekeeping changes are in the following section at the bottom of the page.


November 2, 2015 Update

AGM 3.2.1: Responsibility for University Funds

  • Retitled from “Authorizing Expenditures”
  • Added new Section 5: “Expenditures of Gifts” with new content
  • Throughout: minor text changes that do not change policy meaning, and updates to URLs

AGM 5.4.1: Expense Advances

  • Authority change to Sr. Associate VP for Finance from VP for Business Affairs & CFO
  • Added new content in Section 1.c.: “All advances for travel must include supporting documentation detailing the estimated travel expenses. Human Subject incentives greater than $200.00 per subject cannot be advanced and must be processed as a direct non-purchase order payment in the Expense Requests system.”
  • Retitled Section 2.c. from Check Delivery to Delivery of Funds
  • Added new Section 3: Expense Reporting, moved 1.e. and 1.f. to this section; added link in 1.e. to Fingate on how to clear advances.

AGM 5.4.2: Travel Expenses

  • Authority change to Sr. Associate VP for Finance from VP for Business Affairs & CFO
  • Reorganized content from 15 sections to four sections, with Section 2 titled Roles and Responsibilities and Section 3 titled Policies
  • Added new subsections to Section 3: Principles: Reasonable and Necessary Expenditures and Economical Transportation Required, which included new text and clarifying text throughout, along with new links to get further details on Fingate and on the Dean of Research websites

AGM 5.4.3: Reimbursable Expenses

  • Title change to “Reimbursable Expenses” from “Reimbursement of Expenses”
  • Authority change to Sr. Associate VP for Finance from VP for Business Affairs & CFO
  • Clarifying content and links added throughout; content reorganized into one section (from two), with three subsections: Stewardship of University Resources, Reimbursable Expenses and Non-Reimbursable Expenses. Content under "Reimbursable Expenses" that was previously in paragraph form now presented in table form.

AGM 5.4.4: Petty Cash Funds

  • Authority change to Sr. Associate VP for Finance from VP for Business Affairs & CFO
  • Clarifying content and links added throughout; content reorganized into four sections (from seven): Overview and Purpose, Principles, Uses of Petty Cash Funds, and References

September 4, 2015 Update

AGM 3.2.2.: Cost Transfers

Section 1.c., Cost Transfer Policies has been modified to add a requirement for documentation: The allocation methodology used if transferring expenses to multiple PTAs.

AGM 10.2.1: Graduate Student Assistantships

  • Section 2.b., Assistantship Eligibility Criteria:
    Added “childbirth accommodation” to list of exceptions to the enrollment requirement.
  • Section 5: Percentage and Period of Assistantship Appointments:
    • Changed percentage of one type of permitted assistantship from 55-90% to 60-90%
    • Added subsection: 5.e., Shortened Summer Assistantships—NEW!
  • Various housekeeping updates, including updating of the link to TAL tables.

September 1, 2015 Update

AGM 10.1.1: Undergraduate Student Employment

  • Changed title by omitting “on campus” from end of title

Section 1. Definitions and Distinctions – NEW section
Newly added section contains 6 subsections: Student Hourly Employment, Stipend; Student Residence Roles; Contingent (Casual or Temporary) Employment; Federal Work-Study (FWS); Off-Campus Internships and Off-Campus Employment.

Section 2: Listing Student Jobs
-2.a. Job Listing Services: Added the Handshake system and its URL.
-2.b.: Hours Worked Per Week: Added “During break periods between quarters undergraduates may be employed full time. Thanksgiving recess is not a break between quarters.
-Added new subsections:  International Students on F-1 or J-1 visas, and Students on Financial Aid

Section 3. Schedule of Job Categories:
-Added phrase that the schedule is designed to promote consistency in student pay.
-Changed term  “salaries” to “wages”
-Added URL to suggested wage scale, which is updated annually

Section 4: Hiring, Paying and Supervising Students
a. Hiring: Added new information on the process of hiring students into the appropriate Job Classification Code.
b. Payment: Deleted mention of FWS Authorization Form and added Axess and pay period information.
e. Sick Time: NEW subsection on procedures for sick time benefits for hourly student employees.

Housekeeping Changes

Changes do not affect policy content, but may include corrected cross-references to other policies, corrected titles, change of authority for the policy, changed URLs, addresses, and phone numbers or very minor text changes for clarity. The changes below are listed by the order in which they were updated.

November 24, 2015

Chapter 3, AGM 3.2.2: Cost Transfers and AGM 3.2.3: Allocations and Offsets; correct URL for the Understanding Cost Policy class.

November 11, 2015

Chapter 1, AGM 1.2.1: University Organization

  • Section 2.d.: name change of one of the committees to: Committee on Audit, Compliance and Risk

September 14, 2015

Chapter 1: Sexual Harassment

September 10, 2015

Chapter 12: Global Activities
12.2.21: Global Telecommuting: Added qualifier that a global telecommuting request may not be possible depending on each country’s immigration laws.
Various minor updates to other guide memos (12.2.1, 12.2.5, 12.2.8, 12.2.20, 12.2.21, 12.3.1, 12.3.3, 12.4.1, 12.5.1 and 12.5.3) include changing term "international" to "global" and clarifying definitions of "affiliated entities" and "affiliates."


September 3, 2015

AGM 6.1.1: Administrative Computing Systems: Added link to Online Accessibility policy.
AGM 6.2.1: Computer and Network Usage Policy: Added link to Online Accessibility policy.
AGM 10.1.1: Undergraduate Student Employment: Updated name of "Career Development Center" to "BEAM, Stanford Career Education."

All updates are archived. For previous changes, please contact the Guide Editor at