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 Form I-9
- Requesting a SUNet ID
- Two-Step Authentication
- Enrolling in Direct Deposit
- Declaring Withholding Allowances (W-4 / DE-4)
- Entering Time and Leave
- Pay Dates and Pay Periods
- Viewing Online Pay Statement
- Additional New Employee Resources
Submitting Your Form I-9
To comply with U.S. law, Stanford must verify eligibility for employment for all new employees by collecting Form I-9. 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 Form I-9 for a list of acceptable documents, Frequently Asked Questions on the Form I-9, and How To: Verify Employment Eligibility (I-9).
Requesting a SUNet ID
A SUNet ID is a unique three to eight character account name that identifies members of the Stanford community. All employees are eligible to register for a free SUNet ID. 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. To request a SUNet ID, visit the Stanford University SUNet ID web site.
It is strongly recommended that employees set up two-step authentication for their SUNet ID to further secure personal information. Two-step authentication builds on your SUNet ID login and password, adding the requirement that a unique authentication code be generated and entered. Visit Accounts to learn more or to set your two-step preferences.
Enrolling in Direct Deposit
Employees are encouraged to sign up for the free direct deposit program. Employees may elect to automatically deposit their pay to up to five bank accounts each pay period. Enrollment is available on the Stanford Axess web site on the Employee tab. Reference How To: Enroll / Update / Cancel Direct Deposit. Two-Step Authentication (see above) is required for direct deposit enrollment due to the sensitive nature of this information.
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 tab on the Stanford Axess web site. Reference How To: Declare or Change Withholding Allowances.
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 Axess online timecard application. Ask your supervisor which method is used in your school or department. Reference Overview: Time and Leave Reporting.
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.
Viewing Online Pay Statement
Each pay period, employees with direct deposit 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 two business days prior to payday. Reference How To: View Current or Historic Pay Statements.
Additional New Employee Resources
New employees and hiring supervisors / managers will want to visit the Stanford New Hire web site. The site contains useful information to help new employees during their first year like Action Steps, Benefits & Perks, Typical New Hire Questions, Stanford Organization and Policies, and more. The Manager's Guide to Onboarding provides checklists, templates, and recommendations to facilitate the successful onboarding of new hires.