Processing Payments to Students

Processing Payments to Foreign Nationals: Prior to receiving any form of payment (i.e. wage, fellowship, supplier invoice, etc.) from the University, Foreign Nationals must register in Sprintax Calculus (replaces FNIS).  Please ensure they email [email protected] to request a username and password.  See the Foreign National Tax Office for additional information.

PAYMENT CATEGORY PAYMENT TYPE STUDENT TYPE SYSTEM / PROCESS DEPARTMENTAL STEPS
WAGES Hourly Wages Undergraduate Student Workday (Payroll)
WAGES Hourly Wages Graduate Student (non-exempt) Workday (Payroll)
WAGES Stipend Appointments Graduate Student (exempt) Workday (Payroll)
  • Grad Student Appointment initiated by Department in GSIM
  • Stipend Initiated by the Graduate School
  • Paid monthly
WAGES Supplemental Stipends Graduate Student (exempt)

with Stipend - Related Work
Workday (Payroll)
  • Department amends Graduate Student Appointment in GSIM
  • Stipend Initiated by the Graduate School
  • Paid monthly
WAGES Stipends for Unrelated Work Graduate Student
(exempt)

with Stipend – Unrelated Work
Workday (Payroll)
FELLOWSHIP

* See note below
A one time fellowship payment

(not a Fellowship Appointment)
Undergraduate Student, or

Graduate Student
(non-exempt)

All students
Except Nonresident Aliens Outside of the US
Workday (Activity Pay)
  • Fellowship requests should be submitted via UFunds
  • Student needs to complete an I-9 with the HR Service Center in order to receive a payment through Activity Pay
FELLOWSHIP

* See note below
A one time fellowship payment

(not a Fellowship Appointment)
Graduate Student
(exempt)

All students
Except Nonresident Aliens Outside of the US
Workday (Payroll)
  • Fellowship requests should be submitted via UFunds
  • If the graduate student is not overseas at the time of payment AND  holds an exempt position in Workday, enter a one-time payment through Payroll.  This must be approved before payroll deadlines
FELLOWSHIP

* See note below
A one time fellowship payment

(not a Fellowship Appointment)
Undergraduate, and Graduate Students, who are

Nonresident Aliens Outside of the US
Workday (Accounts Payable)
FELLOWSHIP

* See note below
Fellowship Appointment Graduate Student (exempt),

All students, Except Nonresident Aliens Outside of the US
Workday (Payroll)
  • Grad Student Fellowship Appointment initiated by Department in GSIM
  • Fellowship payments initiated by Graduate School
  • Paid monthly
FELLOWSHIP

* See note below
Fellowship Appointment Graduate Student (exempt),  

Nonresident Aliens Outside of the US
Workday (Accounts Payable)  
 
FELLOWSHIP

* See note below
Stipends for Brown REU Participants Undergraduate Students, REU Participants

National Science Foundation’s Research Experience for Undergraduates
UFunds &
Workday (Activity Pay)
  • Regardless if your department is supported by Financial Operations or not, please email Sarah Peri at: [email protected].  Sarah and her team will assist in setting up the appropriate UFunds application for the department. 
  • Stipend payments are made via Activity Pay as an undergraduate Fellowship payment initiated in UFunds. 
  •  See “REU Guidance” slides for more information
PRIZES/
AWARDS

1099 reportable if over $600/year
Prize or Award Undergraduate and Graduate Students Workday (Accounts Payable)

*Please Note:  The above Fellowship payments are not reportable on any tax form.  Individuals will not receive a W-2 or a 1099.  Students need to maintain a list throughout the year and determine if they are taxable when completing their annual income tax return. 

 *For IRS guidance on Fellowships, please the following links: