ࡱ> IKH bjbj22 .*PgPg  ,h.&^NNNN)"K W-------$0D3 .)) .NN". NN--k+,NptJ/ +-8.0h.,3.3(,3,_0"___ . ..___h.3_________ X b: Santa Clara University Procedures and Guidelines Student Stipends Overview In specific circumstances, the University may pay a student a stipend rather than an hourly wage if the student meets the legally defined criteria for a stipend as defined by IRS regulations identified in Internal Revenue Code (IRC) 117. The University must determine if the position renders a service to the University or is an extracurricular activity that provides a benefit to a group other than the University. To determine whether the amounts received are for services rendered or qualify for a stipend payment, the following questions must be answered. To ensure an accurate evaluation, please contact the Manager of Student Employment at  HYPERLINK "mailto:studentemployment@scu.edu" studentemployment@scu.edu if you have any questions regarding the meaning of any terms used. Position Description: The following detailed description of the position or activity must be provided: The stipend amount, including the anticipated schedule in which payment(s) to the student will be made. The description and purpose of the position or activity itself, including start/end dates. The essential duties and responsibilities the student is expected to satisfy; and Any prerequisites or eligibility criteria the student must satisfy to be considered for this position. And the following answers must be marked as yes or no: Is the activity conducted primarily for the benefit of the student? Is the activity part of the students overall educational program? Is the activity such that the University does not currently and would not in the future hire an employee to perform the activity? Is the activity one which requires close supervision or mentorship of the student? Determination of Status Before making any commitment to the student regarding the status of the position as a stipend or student employment, the supervisor or manager must complete the Student Stipend Authorization Form. If the supervisor or manager, as a result of completing the form, finds that the student does not qualify for payment as a stipend, then the supervisor or manager should use the Student Employment hiring procedures. All student employees are required to receive an hourly wage for services rendered. If after completion of the form, the supervisor or manager believes the student qualifies for payment as a stipend, the completed form with a job description attached must be sent to the Manager of Student Employment for review. The Manager of Student Employment will notify the supervisor or manager of his/her final determination. All students working for stipend-approved positions are not student employees, and the University has not established an employment relationship with them. Policies and procedures governing students in these positions are found in The Student Employment Manual from Human Resources. If it is determined that the student qualifies for payment as a stipend, the payment must be submitted to Accounts Payable via Expense Report with the Stipend Position Number from the approved Student Stipend Authorization Form. A position being considered for a stipend needs to be approved only once and if approved, can then be used by all students qualifying for the position. Further approval for the position would only be required if the job description is changed. The questions above define whether the students activities constitute service as defined by the IRS. Students eligible for these stipends are not considered to be providing a service to the institution. The student will NOT receive a Form 1099-Misc from SCU. It is the students responsibility to determine whether or not the payment needs to be included in earned income reported on their Income Tax Form. The University cannot offer individual tax advice. Payment Process Authorized staff or faculty process student stipends through Workday using the  HYPERLINK "https://docs.google.com/document/d/1e133iIt0z3KK4Euhec7hswxv9iscrar96-G7fGvrKlM/edit?tab=t.0" \l "heading=h.mdevfcietznh" Create Expense Report for Non-Worker. After obtaining approval on the  HYPERLINK "chrome-extension://efaidnbmnnnibpcajpcglclefindmkaj/https:/www.scu.edu/media/offices/finance-office/financial-files/Stipend-Authorization-Form_2026.pdf" Student Stipend Authorization Form, which contains an assigned stipend number and approval from HR-Student Employment, complete the  HYPERLINK "chrome-extension://efaidnbmnnnibpcajpcglclefindmkaj/https:/www.scu.edu/media/offices/finance-office/financial-files/Student-Stipend-Form_10.25.20241.pdf" Accounts Payable Student Stipend Payment Request Form, which contains the student information, the assigned stipend number, and payment details, and attach both documents to the expense report. The request will route to the appropriate Cost Center Manager and Accounts Payable for approval and disbursement. For payment processing questions or inquiries, please email  HYPERLINK "mailto:accountspayablehelp@scu.edu" accountspayablehelp@scu.edu. 1BCL X q * 3 > S ~     ! 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