New Hire & Payroll Info

SUNet ID

All new employees must apply for a SUNet ID, a unique 3-8 character account name that identifies you as a member of the Stanford community. The SUNet ID serves as your login ID to many of Stanford's online systems which you will need to access throughout your affiliation with Stanford.

To obtain a SUNet ID you must first have a Stanford Employee ID number, which is available once your appointment has started and will be provided by Assistant Director of Finance and Operations.

Note: Once created, your SUNet ID can never be changed. Please keep this in mind when selecting your SUNet ID.

Stanford Email

A Stanford email address will be active during your appointment dates. You may access your Stanford email address by logging into Stanford Webmail. The default email address is your SUNetID [at] stanford.edu (SUNetID[at]stanford[dot]edu).

Online Hire Paperwork

Log into Axess with your SUNet ID/Password and follow these directions:

W-4 and DE-4 (Tax Forms) 

• Go to the Employee Center Tab
• On left hand side, under “Pay”, click “View/Edit Withholdings”
• Follow the instruction to enter deductions for both forms.

If you need assistance, please contact a tax advisor; Stanford employees are not permitted to give advice on this matter. 

Direct Deposit 

• Go to the Employee Center Tab
• On left hand side, under “Pay”, click “Direct Deposit”
• You can add a new account or edit/delete an existing one. Once you have completed this, your paychecks will be automatically directed to your bank.

SU-18 Agreement 

As mentioned in your offer letter: All employees are required to sign a Stanford University Patent and Copyright Agreement (SU-18). This is done through Axess. Please take a moment to complete the following steps. You can print the page if you would like a copy for your records.

• Go to the Employee Center tab
• On the left hand side, under the “Compliance Forms” Section, click on the link under “SU Patent Agreement (SU-18)”
• Read it through and click the “I agree” button at the bottom of the page

Emergency Contact Information (StanfordYou)

This information is only seen by HR professionals on campus and is not broadcast to the general public, unless you choose to make it public.

• Go to the Employee Information tab
• On the left hand side, under the “Related Links” Section, click on the link called “StanfordYou”
• Click “Maintain Your Directory and AlertSU Emergency Contact Information”
• Enter your email address and any phone numbers (home, cell, work etc). These numbers will be used by the University to contact you in the event of an on-campus emergency.
• Click “Maintain Your External Emergency Contact Information”
• Click Add new contact. Any contact you enter will be used by Stanford to notify a friend or loved one in the event of an emergency involving you on campus. 

I-9 Documentation

A copy of the I-9 form can be obtained directly from the IRS website.

Beginning July 6th, I-9 verification will be centralized by the university. New employees should make an appointment at one of the 3 locations on campus (Huang Engineering, Tresidder, or Nora Suppes) or at the Redwood City location. 

The I-9 documentation should not be emailed or mailed in advance, but must be completed in-person within the first three days of your employment. All employees of the University are required to fill out an I-9. Paychecks are withheld until this information is completed and if it is not completed shortly after employment begins, the appointment is automatically terminated. Please take the appropriate original documents listed in page 3 of the I-9 form when you go to your in-person verification appointment. Photocopies of original documents are not accepted.

Remote I-9 verification is discouraged and only approved by the department in rare occasions. If you are not able to verify your I-9 on campus, please contact your administrator (DFO or ADFO). 

ID Cards

To get your picture identification card, you will need to go to the Stanford ID Card Office. Be sure to bring identification with you, such as a driver’s license or passport, and a copy of your offer letter. Please note that you cannot obtain an ID card until your employment record is active, starting on the first day of your appointment. Once your card is activated, please notify the joe.lewis12 [at] stanford.edu (Facilities Manager) to obtain full building access of the McMurtry facilities.

More information, including office hours and location

When your employment status changes to one which is no longer entitled to campus privileges, your card will not grant you access to university facilities and services.