The university's standard method of processing and depositing departmental receipts is electronically through Stanford CASHNet. However, departments receive a wide variety of receipts, and processing them requires special attention to the specific instructions for each type.  

  • Reimbursements of salary, sick leave or 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.
  • If you are collecting any student-related deposits, please contact the University Payments Office at 1-650-498-7526 before signing up for Stanford CASHNet.
  1. Submit a Support Request for assistance in calculating the net of taxes and benefits for the appropriate repayment amount
  2. Correct the necessary line(s) in Graduate Financial Support (GFS) for student salary repayments

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.

  1. 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
  2. For continuing employees, make arrangements with Payroll to deduct the overpayment from future paychecks. Refer to How To: Adjust for Employee Overpayment for more information.
  • If you are collecting any student-related deposits, please contact the University Payments Office at 1-650-498-7526 before signing up for Stanford CASHNet.
  1. The appropriate student services representative should process a correcting transaction in the Graduate Financial Support (GFS) Module for graduate stipend (student aid) overpayments prior to receipt of any repayment

Once the correcting GFS transaction is reflected on the appropriate student's bill:

  1.  Take any repayment check to the Student Services Center (SSC) to be applied directly to the student's account For postdoc stipend overpayments, the Salary, Sick Leave and Disability Reimbursements [anchor link] steps should be followed.
  • If you are collecting any student-related deposits, please contact the University Payments Office at 1-650-498-7526 before signing up for Stanford CASHNet.
  1. Deliver payments where an external agency has chosen the specific student to whom the aid should be awarded to Financial Aid Office:

    Financial Aid Office
    355 Galvez Street
    MC: 3021

The Financial Aid Office assigns the aid directly to the correct student within the financial aid system. Contact Financial Aid Office for questions or more information.

  • If you are collecting any student-related deposits, please contact the University Payments Office at 1-650-498-7526 before signing up for Stanford CASHNet.
  1. Enter ofweb.stanford.edu in the browser
  2. Click Login
  3. As prompted, log in using SUNet ID and password
  1. Select SU Expense Requests

Contact the Office of Technology Licensing for royalty and patent payment questions when patents are held by Stanford's Office of Technology Licensing. Contact Stanford University Press for copyright payment questions when copyrights are held by Stanford.

  • When a department has a piece of working equipment that is of salable quality and no longer needed by any campus department, Surplus Property Sales (SPS) should be notified. SPS will make an attempt to locate a buyer for the equipment.
  • If you are collecting any student-related deposits, please contact the University Payments Office at 1-650-498-7526 before signing up for Stanford CASHNet.
  1. Confirm the check must:
    • Include sales tax
    • Made payable to Stanford University

For further information on surplus property sales, refer to Administrative Guide Policy 5.2.4: Surplus Property Sales or contact Surplus Property Sales at 650-723-3001.

Questions?

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