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New Hire & Payroll Info

Faculty & Staff Gateway

https://www.stanford.edu/faculty-staff-gateway/


Sponsorship

In advance of your appointment start date, the Department of Art & Art History will provide you with basic university sponsorship, allowing early access to most of Stanford’s systems (excluding email) to allow sufficient time for you to complete required trainings in advance of your appointment. Full sponsorship begins on the first day of your appointment.

If you do not yet have a SUNet ID, the sponsorship notification will invite you to create one.


SUNet ID (accounts.stanford.edu)

All faculty and instructors 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. The Assistant Manager will send your Employee ID number before your sponsorship begins.

  1. Begin with: https://accounts.stanford.edu/
  2. Click on: Create a new SUNet ID.
  3. Select "I am faculty, staff, or student" box
  4. Enter your Stanford Employee ID number, Last Name and Birth Date
  5. Continue through the prompts to create your SUNet ID and password

Stanford Email

A Stanford email address will be active during your appointment dates only. You may access your Stanford email address by logging in to https://webmail.stanford.edu. The default email address is your SUNetID@stanford.edu.


Online Hire Paperwork (axess.stanford.edu)

Log into Axess (axess.stanford.edu) 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: https://www.uscis.gov/system/files_force/files/form/i-9-paper-version.pdf

Due to COVID-19 restrictions, the I-9 submission process is arranged using pre-scheduled appointments with the H&S HR Office and may be completed in advance of your start date.

  • Appointments are scheduled weekly on Wednesdays from 9:00am to 12:00pm at the Littlefield Management Center located at 365 Lasuen Mall. The sign up form will be updated weekly with new appointments depending on demand, need, or any new directives issued by the University and the State of California.
  • Prior to your appointment date, you will need to complete Stanford’s COVID-19 Hygiene Best Practices online training.
  • One to two hours before your appointment, you will be required to fill out the Stanford Health Check Tool and provide a valid Onsite Access Badge when you arrive at the appointment.

The I-9 documentation should not be emailed or mailed in advance, but must be completed in-person at the Humanities & Science’s Human Resources (HSHR) Service Center office, 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.

I-9 paperwork is processed at the HSHR Service Center office in room 331 of the Littlefield Center at 365 Lasuen Street, Stanford, CA 94305.

  • When approaching the building from the Main Quad, use the entrance to your right.
  • Take elevator to the 3rd floor. Exit the elevator and walk down the corridor on your right.
  • HR Service Center office is located in room 331 (first door on your left).

Hours are M-F from 9:00 am to 4:00 pm. No appointment is necessary.

Please take the appropriate original documents listed in page 3 of the I-9 form when you visit the HSHR Service Center office.


ID Cards

Due to the COVID-19 restrictions, the ID Card Office is available by appointment only.

The ID Card Office is currently issuing cards only to those that are required to perform their job duties in a University building. Once restrictions are lifted, the ID Card Office will be able to issue all other cards.

If your courses will be online in the 2020-21 academic year, securing a Stanford ID Card is not required.

Please note that you cannot obtain an ID card until your employment record is active, after the first day of your appointment.

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. For more information, including office hours and location, please visit https://itservices.stanford.edu/service/campuscard/cardoffice.

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. The Assistant Manager collects your cards when your employment at Stanford ends.

 


Stanford Mobile App

The Stanford Mobile App now provides ID card information on your mobile device.  See https://uit.stanford.edu/stanford-mobile for download. (Note: this provides useful text/picture/barcode information, but will not unlock campus doors with proximity readers.)