Overview: Getting Started as a New Employee

Welcome to Stanford! This overview provides information that every new employee should know.

On this page:

Submitting your I-9 Form

To comply with U.S. law, Stanford must verify eligibility for employment for all new employees by collecting an I-9 Form. New employees must complete Section 1 of this form no later than close of business on their first day of work. After completing Section 1, employees must show original documents establishing their eligibility to work to their department administrator. Refer to the I-9 Form [link] for a list of acceptable documents.

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Requesting a SUNet ID

A SUNet ID is a unique 3-8 character account name that identifies members of the Stanford community. Your SUNet ID will give you access to Stanford systems, including the Stanford Axess web site that you will use to view and change your employee information. All employees are eligible to register for a free SUNet ID. Reference Request Quick Steps: Request a SUNet ID [link].

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Enrolling in Direct Deposit

Employees are encouraged to sign up for the free direct deposit program. Employees may elect to automatically deposit a specific amount or all of their pay to their bank account each pay period. Funds are automatically deposited to your bank account each payday. Enrollment is available for the Stanford Axess web site on the Employee Info tab. Reference Quick Steps: Enroll / Update / Cancel Direct Deposit.

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Declaring Withholding Allowances (W-4 / DE-4)

Federal and state income taxes will be deducted from your Stanford paycheck. To electronically submit your withholding allowance declaration (Federal Form W-4 and California State Form DE-4), visit the Employee Info tab on the Stanford Axess web site. Reference Quick Steps: Declare or Change Withholding Allowances.

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Entering Time and Leave

Non-exempt staff and hourly employees are required to report their time and/or leave each pay period. Exempt staff are required to report their leave each pay period. The most common method used to report time and/or leave taken is in the Kronos online timecard application. Ask your supervisor which method is used in your school or department. Reference Quick Steps: Time and Leave Reporting [link].

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Pay Dates and Pay Periods

Pay dates for Stanford employees are the 7th and the 22nd of each month, or the nearest preceding business day if the pay date falls on a weekend or holiday.

Pay dates correspond to pay periods as follows:

  • Pay date on the 7th for pay period beginning the 16th and ending the last day of the month
  • Pay date on the 22nd for pay period beginning the 1st and ending the 15th of the month

The tax year begins with the paycheck issued on January 7th of each calendar year for the pay period of 12/16 – 12/31 of the previous calendar year.

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Viewing Online Pay Statement

Each pay period, employees with direct deposit who do not elect to receive hard copy check advice notices will receive an email notice when their online pay statement is available to view. Employees can view and print online pay statements for the current and historic pay periods from the Stanford Axess web site. Online pay statements are generally available to view 2 business days prior to payday. Reference Quick Steps: View Current or Historic Pay Statements.

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