PhD | Research Assistantship

Overview

Research Assistants (RAs) work on research projects under the supervision of a faculty member. RAs receive Research Assistantships (RAships) which are available only through the request of a faculty member.

Enrollment and Percentage

During an Academic Quarter (Autumn, Winter and Spring): Students must be enrolled full-time, 8 to 10 units, which means the max RAship they can receive is 50% (20 hours per week work expectation). A 50% RAship will cover the 8-10 unit tuition rate and pay the student a salary which is disbursed as 6 paychecks over the quarter. Note: Some students may receive a lower RAship percentage (10% - 40%) due to other priorities / circumstances or if they are receiving other fellowships. This also means the salary and tuition allowance for that lower RAship percentage will be lower as well.

• Enrollment Requirement: At least 3 of the 8-10 unit enrollment must be in CS 499 with their advisor (or equivalent with your advisor, if aligned outside of CS faculty).

Summer Quarter RAship: It is important for students to discuss their summer plans with their advisor as RAship percentages can range from 10% up to 90%. Please note, the 60% through 90% RAships are only allowed in the Summer quarter and are at the discretion of the advisors if they will provide them. Also keep in mind that as the percentage goes up the salary and hours per week work expectation goes up, while the number of units needed goes down.

• Enrollment Requirement: Any student planning on receiving a RAship needs to be enrolled in a minimum 3 units of CS 499 with their advisor (or equivalent with your advisor, if aligned outside of CS faculty).

Questions regarding enrollment requirement based on the percentage of RAship received during summer, please email phdstudentservices@cs.stanford.edu

RA Academic and Payroll Information

All student employees must meet several academic requirements before receiving a paycheck. 

• Must be registered in the quarter in which they are paid (including Summer)
• Must make satisfactory academic progress
• Must maintain good standing in the CS Department

Student employees need to ensure their employment forms are current and on-file with the Payroll Office. 
Important Note: If any requirement or form is missing or outdated, paychecks will be withheld, most likely until the next pay period.

• I-9 Verification: This is required for all graduate students who will hold an assistantship (RAship, CAship, TAship) and will only need to be completed once every 3 or 4 years or depending on the expiration date selected. For the CS department, the Welcome Center manages this process. This link will take you to the I-9 verification page, which will provide next steps on how to get this completed.
• Set Up Deductions: Federal, state, and social security taxes are withheld from salary checks. This withholding is reported like any other salary. Tuition amounts are not taxable or reported. This can be found on Axess.
• Direct Deposit: Although it is not required, RAs typically set up Direct Deposit to ensure their paychecks from the RAship get deposited into their personal bank account rather than paper checks being sent to their address in Axess.

RAship Disbursement

RAship tuition support is automatically disbursed at the beginning of the quarter if approved in GFS before the quarter starts or it will disburse once the RAship is approved in GFS after the quarter starts. The amount disbursed will be determined by the RAship percentage. A 50% RAship will cover the full-time tuition cost for the 8-10 unit enrollment.

Assistantship salaries are processed through Stanford's regular payroll system and follow the University pay periods. This means that work performed from the 1st to 15th of a month is paid on the 22nd and the 16th to the end of the month is paid on the 7th of the next month. Paychecks will either be disbursed via a paper check mailed to the student’s address in Axess or by direct deposit if the student has it set up.

• Deductions: Federal, state, and social security taxes are withheld from salary checks. This withholding is reported like any other salary. Tuition amounts are not taxable or reported.
• Schedule: Tuition is automatically paid at the beginning of the quarter.
• Payroll checks come twice a month to the Department or direct deposit to your bank can be arranged. Work performed from the 1st to 15th of a month is paid on the 22nd; the second half of the month is paid on the 7th.

RAship appointments follow a quarterly schedule:

What happens if your check doesn't arrive on-time?

• First, review your own status to ensure you meet both the payroll and academic requirements. Are you registered? Is there a Hold on your registration? If this is your first check, have you filed all the appropriate paperwork?
• If you meet all the requirements, the next step is to check in with your advisor about that quarter’s RAship. The faculty member may have forgotten to initiate or renew your appointment for the quarter. If this is the case, please connect them with us via email (phdstudentservices@cs.stanford.edu) for further support on resolving the issue.

Health Insurance

All Students are automatically enrolled and active in Cardinal Care each year. Vaden Health Services manages this program and would be who you contact with any questions you may have or for next steps on waiving it should you already have health insurance.

Students on Assistantships, or Fellowships, providing a salary / stipend equal to a 25% appointment or higher can be eligible for the Cardinal Care Subsidy which is offered by the University if they meet the criteria and have their funding entered and approved in GFS before the First Payroll Deadline for that quarter. Eligibility Criteria and more information can be found on the Central Financial Aid Website.

If funding is entered and approved past the First Payroll Deadline, this Subsidy will not be awarded. Should this happen, students need to reach out to their advisor providing the RAship to discuss Health Insurance support if the student is enrolled in Cardinal Care and it will be needed.

Tax Information

Our department does not have a tax expert nor are we qualified to give tax advice. We are able to provide the resources the University makes available to students so they can use them to figure out their taxes. There is general information and guidance found on the Student Service Center website, however, please use this as a resource for where to find tax documents and how to replace them. Detailed information can be found on the IRS website.

• Tuition Support (Assistantships and Fellowships): This will be tax exempt and reported on the Form 1098-T for U.S. citizens and a 1042-S for international students.
• Salary (Assistantships):
  • Taxable and subject to withholding (but not FICA, Medicare or VDI).
  • Reported by Stanford on a W-2 Form.
  • International students may qualify for federal "tax treaty exemption" if one exists between the US and their country (Form 8233, Payroll office). The exempt amount is reported on Form 1042-S. They should also file federal Form 1040NR (available at the International Center at tax time and online) each year, and probably CA Form 540 (also available online).
• Stipends (Fellowships): U.S. citizens, permanent residents, and resident aliens for tax purposes:
  • Stipends are taxable; however, it is not subject to withholding or reporting by Stanford.
  • Students are responsible for making any necessary estimated tax payments.
  • Federal Form 1040-ES is available in the Bursar's office. California Form 540-ES is enclosed with the CA tax return (or call 1-800-338-0505).
  • All fellowship recipients can reduce their taxable income by amounts spent on fees, books, supplies, and equipment (usually not computers) specifically required for courses. This is why students should keep all receipts for these items.
• Health Insurance (if enrolled): Students on Cardinal Care will receive Form 1095-B which confirms their health insurance coverage. For more information, contact the Vaden Insurance and Referral Office.

• International students:

  • Bechtel provides tax resources specific to our international students, so this is another good place to check for tax documents and information that would be relevant to their taxes.
  • Stipends are subject to 14 percent withholding; however, students may be eligible for a tax exemption if their country has a tax treaty with the US (Form W-8Ben, Payroll office).
  • Stipends and tax withholding are reported by Stanford on Form 1042-S (not W-2) and mailed to the student. Students should file federal tax Form 1040NR and CA Form 540 at tax time each year.