Quick Steps: Request Subsistence Payment, Travel Grant or Student Award Payment

Who does this?  Stanford administrators

When? 

• A visitor is offered a subsistence payment and/or travel grant.
• A student receives an award.

How?  Stanford administrators complete the SU-21 Form and forward the original form and required backup to Payroll for payment.

On this page:

• Request Visitor Subsistence Payment and/or Travel Grant
• Request a Student Award

Request Visitor Subsistence Payment and/or Travel Grant (3 steps)

Download and print the SU-21 Form.

Note:  The SU-21 is not for use for service payments or for fellowship payments to Stanford students.

Complete the SU-21 Form:

1. Select the Type of Payment:
• One-Time Payment or Repetitive Monthly Payment



Note:  Repetitive monthly payments are mailed to arrive to the department mail code by the last day of each month. Repetitive payment recipients are encouraged to enroll in direct deposit.
2. Enter Payee Information:
• Payee Name
• Payee Social Security Number
• Payee Local Address
• Payee Permanent Address
3. Enter Department Information:
• Requesting Department
• Department Mail Code
4. Select Delivery Method for the Check:
• Send to Department Mail Code or Hold for Will Call
5. Enter Payment Information:
• PTA for Payment
• Number of Payments (if repetitive)
• Amount of Each Payment
• Total Amount of All Payments
6. Enter Remarks:
• Enter the business purpose / program description for the payment
• Indicate special delivery instructions, if any
7. Complete Tax Status Information:
• U.S. Citizen: Payee indicates tax status and signs the SU-21
• U.S. Permanent Resident (Green Card): Payee indicates tax status and signs the SU-21.
• Non-Resident Alien: Payee completes a LA-6 Form



Note:  The information on the LA-6 Form is used to determine the payee’s tax status in the U.S.
8. Approve the Payment
• Enter Preparer’s Name
• Enter Preparer’s Extension
• Department Approval Signature
• Enter Approver’s Extension
• Date

Documents substantiating legal entry to the U.S. are required for payments to non-U.S. Citizens. Collect the following documents:

• For U.S. Permanent Residents (Green Card Holders):


• Copy of Green Card



Tax Information:  Fellowship payments to U.S. citizens, permanent residents and residents for tax purposes are taxable to the recipient, but not reported by Stanford on a tax document. Stanford does not withhold tax from these payments. Recipients may need to make quarterly tax payments to IRS and State of California. See Forms 1040ES at http://www.irs.gov and 540ES at http://www.ftb.ca.gov. A letter summarizing the payments greater than $600.00 is mailed to recipient each January and should be use in year end tax reporting.
• For Non-Resident Aliens:


• Copy of Foreign Passport
• Copy of Signed DS-2019 (sponsored by Stanford, issued from Bechtel)
• Copy of I-94 Card (Departure Card)
• Completed LA-6 Form listing all dates of presence in the U.S.
• W8-BEN if Payee is from a country with a Tax Treaty with the U.S. A Social Security Number or ITIN is required to submit this form.



Tax Information:  Fellowship payments to non-resident of the U.S. are subject to 14% Federal tax withholding and are reported on Tax Form 1042-S. Form 1042-S is mailed yearly by March 15. Non-residents from a country with a tax treaty agreement with the U.S. get Form 1042-S as well. Recipients may need to make quarterly tax payments to State of California. See Form 540ES at http://www.ftb.ca.gov.

Request a Student Award (3 steps)

Download and print the SU-21 Form.

Note:  The SU-21 is used to request surprise award checks for Stanford students. If the award is not a surprise, the amount should be added as fellowship in GFS (graduate) or in Financial Aid (undergraduate).

Complete the SU-21 Form:

1. Select the Type of Payment:
• Student Award



Note:  Tax treaty benefits are not available for award payments.
2. Enter Payee Information:
• Payee Name
• Payee Stanford ID Number
• Payee Social Security Number
• Payee Local Address
• Payee Permanent Address
3. Enter Department Information:
• Requesting Department
• Department Mail Code
4. Select Delivery Method for the Check:
• Send to Department Mail Code or Hold at Will Call
5. Enter Payment Information:
• PTA for Payment
• Amount of Award Payments
6. Enter Remarks:
• Enter the business purpose / program description for the payment
• Indicate special delivery instructions, if any
7. Complete Tax Status Information:
• Have student complete a LA-6 Form



Note:  Attach a completed LA-6, if possible. If not possible, the department administrator should select the appropriate citizenship box on the SU-21 Form. Indicate in Remarks: ‘Records in PS’.
8. Approve the Payment
• Enter Preparer’s Name
• Enter Preparer’s Extension
• Department Approval Signature
• Enter Approver’s Extension
• Date

Documents substantiating legal entry to the U.S. are required for payments to non-U.S. Citizens. Collect the following documents:

• For U.S. Permanent Residents (Green Card Holders):


• Copy of Green Card



Tax Information:  Award payments to U.S. citizens, permanent residents and residents for tax purposes are taxable to the recipient, but not reported by Stanford on a tax document. Stanford does not withhold tax from these payments. Recipients may need to make quarterly tax payments to IRS and State of California. See Forms 1040ES at http://www.irs.gov and 540ES at http://www.ftb.ca.gov. A letter summarizing award payments greater than $600.00 is mailed to recipient during January and should be used in year end tax reporting.
• For Non-Resident Aliens:


• Copy of Foreign Passport
• Copy of Signed DS-2019 (sponsored by Stanford, issued from Bechtel)
• Copy of I-94 Card (Departure Card)
• Completed LA-6 Form listing all dates of presence in the U.S.



Tax Information:  Award payments to non-resident of the U.S. are subject to 30% Federal tax withholding and are reported on Tax Form 1042-S. Form 1042-S is mailed yearly by March 15. Recipients may need to make quarterly tax payments to State of California. See Form 540ES at http://www.ftb.ca.gov.

What Happens Next?

• SU-21 one time payments are processed each Friday and are available from the Campus Service Window at the University Cashier's Office after 3 PM.
• Cashier's Office hours are 9 AM - 5 PM Monday - Friday.

Questions?

• If you have questions, please submit a HelpSU ticket.