How To: Request Subsistence Payment and Travel Grant for Visitors

Who does this?  Stanford administrators in cooperation with payment recipient

When?  The department offers a subsistence payment and/or travel grant (fellowship) to a visitor (non-Stanford employee). See Overview: Student Awards and Travel and Book Grants.

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

IMPORTANT!

The SU-21 is NOT for use for payment for services, nor for fellowship payments to Stanford students. It is to request fellowship payments (subsistence payment and travel grant) for Visitors.

The SU-21 is also used to request an award check to be present during a ceremony to Stanford students, and reimbursment for conference / training fees, travel expenses, and computer, book and supplies purchases to medical residents and clinical fellows (SHC or LPCH employees).

See Determine Best Payment Method for Expense Reimbursements / Allowances.

Request Subsistence Payment and/or Travel Grant for Visitors (9 steps)

step 1

Open or print the SU-21 Form.

step 2

Select a Payment Type:

  1. Select Fellowship payment type.
step 3

Complete Payee Information:

  1. Enter Payee's Name (last, first).
  2. Check the Social Security Number or ITIN box unless Payee (visitor) has a Stanford ID Number and enter the 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.

    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.
step 5

Complete PTA Information and Payment Amount:

  1. Enter PTA account information for payment.
  2. Enter number of payments (if repetitive; enter 1 for one-time payment).
  3. Enter the date range if repetitive payments.
  4. Specify Amount of each payment.
  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

Subsistence payments and travel grants 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.

Subsistence payments and travel grants 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

step 7

Enter Preparer's information:

  1. Type in Preparer's name.
  2. Enter Preparer's phone extension (i.e., x-xxxx).
  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. .
  4. Collect approval signature, phone extension and date.
  5. Attach all required backup documents.
step 9

Submit the form to Payroll (MC: 8440), or fax to 1-650-723-7238.

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What Happens Next?

Questions?

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