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Student Payments

In support of efficient payment processing to students, refer to the departmental steps associated with student wages, fellowships, and prizes or awards.

Processing Payments to Foreign National Students

Prior to receiving any form of payment (i.e. wage, fellowship, supplier invoice, etc.) from the University, Foreign Nationals must register in Sprintax Calculus (replaced FNIS and Tax Navigator).

Please ensure foreign national students email foreignnationaltax@brown.edu to request a username and password.
See the Foreign National Tax Office for additional information.

Student Wages

Payment Type	Student Type	System/Process	Departmental Steps
Hourly Wages	Undergraduate Student	Workday (Payroll)	Create Requisition and Post Job Add Job Screencasts and job aides available in Workday Learning Additional Information on Student Employment website Paid bi-weekly
Hourly Wages	Graduate Student (non-exempt)	Workday (Payroll)	Create Requisition and Post Job Add Job Screencasts and job aides available in Workday Learning Additional Information on Student Employment website Paid bi-weekly
Stipend Appointments	Graduate Student (exempt)	Workday (Payroll)	Grad Student Appointment initiated by Department in GSIM Stipend Initiated by the Graduate School Paid monthly
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
Stipends for Unrelated Work	Graduate Student(exempt) with Stipend – Unrelated Work	Workday (Payroll)	Submit brief job description to student_employment@brown.edu Create Position and Requisition for approved exempt positions only Add job Screencasts and job aides available in Workday Learning Paid monthly

Student Fellowships

The 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.

IRS Guidance on Fellowships

Payment Type	Student Type	System/Process	Departmental Steps
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
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
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 requests should be submitted via UFunds If the student is located overseas at the time of payment OR if they hold a non-exempt position in Workday, the department must request the student be registered as a misc. payee. See Supplier Management for more information. Complete the Brown University Student Fellowship Form
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 Appointment	Graduate Student (exempt), Nonresident Aliens Outside of the US	Workday (Accounts Payable)	Grad Student Fellowship Appointment initiated by Department in GSIM Fellowship payments initiated by Graduate School If the student is located overseas at the time of payment OR if they hold a non-exempt position in Workday, the department must request the student be registered as a misc. payee. See Supplier Management for more information. Complete the Brown University Student Fellowship Form
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: Sarah_Peri@Brown.edu. 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

Student Prizes/Awards

1099 reportable if over $600/year.

Payment Type	Student Type	System/Process	Departmental Steps
Prize or Award	Undergraduate and Graduate Students	Workday (Accounts Payable)	The department must request the student be registered as a misc. payee. See Supplier Management for more information. One student is registered, attach form to Supplier Invoice in Workday