How To: Reimburse SHC Medical Residents / Clinical Fellows

Who does this?  Stanford administrators in cooperation with payment recipient

When?  The department reimburses for conference / training fees, travel expenses, and computer, book and supplies purchases to medical residents and clinical fellows (SHC or LPCH employees).

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

Reimburse SHC Medical Residents / Clinical Fellows (9 steps)

step 1

Open or print the SU-21 Form.

step 2

Select a Payment Type:

  1. Select SHC Medical Resident / Clinical Fellow payment type.
step 3

Complete Payee Information:

  1. Enter Payee's Name (last, first).
  2. Check Stanford ID Number (preferred) and enter the ID number.
    Note:  If Payee is from a country with a Tax Treaty with the U.S. and would like to benefit from the treaty, provide a Social Security Number or ITIN.
  3. Enter Payee's Mailing Address.
  4. Enter requesting Department Name.
  5. Enter requesting Dept. Mail Code.
step 4

Select Payment Delivery Method:

  1. Select Send check to Dept. Mail Code.

  2. ~ OR ~

  3. Select Hold check for pick up at Payroll & Payments Services Will Call.
step 5

Complete PTA Information and Payment Amount:

  1. Enter PTA account information for payment.
  2. Enter number of payments (#PMTS) (if repetitive; enter 1 for one-time payment).
  3. Enter the date range in From and To fields if repetitive payments.
  4. Specify Amount of each payment (Each PMT).
  5. Indicate the business purpose / program description for the payment and special instructions, if any, in the Remarks field (limit entry to field visible area).
step 6

Declare Payee's tax status information:

Tax Information

Reimbursement 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 Form 1040-ES at the IRS web site and 540-ES at the State of California Franchise Tax Board web site. A letter summarizing the payments greater than $600.00 is mailed to recipient each January and should be used in year-end tax reporting.

Reimbursement to Non-Resident Aliens 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. Recipients may need to make quarterly tax payments to State of California. See Form 540-ES at the State of California Franchise Tax Board web site.

U.S. Citizen

  1. Select I am a U.S. Citizen.

    Note:  Payee's signature is required. Obtain the signature after the form is completed and printed.

  2. Continue to Step 7.

U.S. Permanent Resident

  1. Select I am a U.S. Permanent Resident (Green Card holder).

    Note:  Payee's signature and a copy of U.S. Permanent Resident card are required. Obtain the signature after the form is completed and printed.

  2. Continue to Step 7.

Non-Resident Alien (neither U.S. Citizen nor U.S. Permanent Resident)

  1. Select I am not a U.S. Citizen AND I am not a U.S. Permanent Resident.
  2. Provide Payee a LA-6 Form to list all dates of his/her presence in the U.S.

    Notes:
    1. The information on the LA-6 Form is used to determine the Payee's tax status in the U.S.
    2. If Payee is from a country with a Tax Treaty with the U.S. AND would like to benefit from the tax treaty, Payee needs to complete a W8-BEN Form. A Social Security Number or ITIN is required in 2 of 7 – Payee Information on the SU-21 Form.
    3. The following documents are required from Payee:
      • A copy of foreign passport
      • A copy of signed DS-2019 or I-20 (sponsored by Stanford, issued from Bechtel)
      • A copy of I-94 Card (Departure Card)
      • Completed LA-6 Form
    4. Payee's signature is required. Obtain the signature after the form is completed and printed.

step 7

Enter Preparer's information:

  1. Type in Preparer's name.
  2. Enter Preparer's SUNet ID.
  3. Enter the date.
step 8

Gather signatures and required documents:

  1. Print the completed SU-21 Form.
  2. Collect Payee's signature in the 5 of 7 – Declaration of Tax Status section where tax status selection is made, and/or required documents (see Step 6).
  3. Collect approval signature, approver's SUNet ID, and approval date.
  4. Attach all required backup documents.
step 9

Submit the form to Payroll:

  • Scan and send via secure email to su21payments@stanford.edu (put Secure: anywhere in the subject line of the message)
  • OR, ID mail to: MC 8440

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What Happens Next?

Questions?

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