How To: Process Miscellaneous Types of Receipts

Who does this?  Staff, Faculty, Students

When?  When there is a need to process a miscellaneous type of University receipt (a payment to the University) that is not department income, a gift, or sponsored project receipts

How?  Instructions vary depending upon the type of receipt. See sections below

 

On this page:

Salary, Sick Leave & Disability Reimbursements (2 steps)

Reimbursements of salary or sick leave / disability can involve complex tax issues (made even more complex if they cross calendar years). As a result, they should be corrected immediately upon discovery of the overpayment.

step 1

First submit a HelpSU Request for assistance in calculating the appropriate repayment amount, net of taxes and benefits, using:

  • Request Category: Financial Support
  • Request Type: Payroll
Note 1:  For student salary repayments, be sure to also correct the necessary line(s) in GFS.

Note 2:  Salary repayments can also occur when Stanford faculty visit another University for an extended period of time, but stay on Stanford's payroll. Stanford bills the other University for the amount of the faculty member's salary and benefits. Any such reimbursement checks should be sent to Payroll.
step 2

After receiving the correct repayment amount, deliver the reimbursement check to the Payroll Office with a memo indicating the relevant employee ID number and PTA to be credited.

Note:  For continuing employees, you can also make arrangements with Payroll to deduct the overpayment from future paychecks. See How To: Adjust for Employee Overpayment.

 

Questions?

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Graduate Stipend (Student Aid) Overpayments (2 steps)

step 1

In the case of graduate stipend (student aid) overpayments, the appropriate student services representative should process a correcting transaction in the Graduate Financial Support (GFS) Module prior to receipt of any repayment.

step 2

Once the correcting GFS transaction is reflected on the appropriate student's bill, any repayment check should be taken to the Student Services Center (SSC) and applied directly to the student's account.

Note:  For postdoc stipend overpayments, see the above section on Salary, Sick Leave & Disability Reimbursements.

 

Questions?

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Externally Awarded Financial Aid (1 step)

step 1

Externally awarded financial aid payments (i.e., payments where an external agency has chosen the specific student to whom the aid should be awarded) should be delivered to:

Financial Aid Office
355 Galvez Street
MC: 3021

 

What Happens Next?

  • The Financial Aid Office will assign the aid directly to the correct student within the financial aid system.

Questions?

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Travel and Other Advance Adjustments

 

Questions?

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Patent or Software Licensing Fees (1 step)

step 1

Royalty and patent payments for licenses held by the Office of Technology Licensing (OTL) should be forwarded to:

3000 El Camino Real
Building 5, Suite 300
Palo Alto, CA 94306-2100

or by ID Mail: 1850

Similarly, copyright payments for items copyrighted by Stanford University Press should be forwarded to:

425 Broadway St.
Redwood City, CA 94063-3126

or by ID Mail: 8460

All other copyright or royalty payments may be processed via the University Payments Office (formerly University Cashier's Office).

 

Questions?

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Surplus Property Sales (1 steps)

step 1

Departments may not give or sell property to non-Stanford entities or individuals, including Stanford employees. If a department arranges to sell property, the transaction must go through Surplus Property Sales. The check from the buyer must be made payable to Stanford University and must include sales tax.

 

Questions?

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