Congrats, You Received An Award for Summer Internship Funding! Now What?

Make sure to complete the list of items specific to your situation. We can get your funding to you as quickly as possible, with the lowest possible tax withholding!

  • US Citizens or PRs Interning in the US: Items 1, 2, 3, 4, 8 and 9
  • International Students Interning in the US: Items 1, 2, 3, 4, 5, 6, 8 and 9
  • US Citizens or PRs interning abroad: Items 1, 2, 3, 4, 7, 8, and 9
  • International Students Interning Abroad: Items 1, 2, 3, 4, 7, 8, and 9

Failure to follow the required steps will result in delays or possibly the cancellation of your award.

1. Kickoff Event

All students who are awarded funding MUST register and attend 1 of our kickoff events at our office (Dewey 4-200) to complete the following steps and receive funding:

If you are unable to attend any of the kickoffs due to studying abroad this semester, please email Rory-Stefan Affoon (raffoon@ur.rochester.edu) so that alternative arrangements can be made.

2. Remote Access to University systems (Before you leave campus for the summer)

REQUIRED! Set up two-factor authentication (Duo) and download the university’s VPN to access university sites from off-campus. This includes UR Student, where you must set up direct deposit for your award check and other critical systems.

3. Travel Registry (By May 15)

If your internship or experience will take place outside the US, you MUST register it via the Student International Travel Registry. This registration helps us support you should an alert or crisis happen in the country, region or city you will be in. This includes all internship-related travel outside of the US, even if you are returning to your home country.

Your travel information must be entered into the travel registry no later than May 15. If you haven’t yet confirmed exact travel dates, do your best, and you can edit the registration later. Funding will NOT be disbursed to you unless you have an active travel registration for your experience.

4. Internship Credit:

All students receiving university internship funding MUST register for the CASC 394i – Special Internship course before starting their internship. This .5 credit course is available in all academic terms with no associated tuition fees.
Students who have accepted an internship should register for CASC 394i by making an appointment with Lynn Donahue via Handshake as soon as possible.

5. International Students and Non-Resident Aliens:

In addition to step 4, all F-1 students MUST file for CPT authorization when meeting with Lynn Donahue to register for CASC 394i. It should be utilized for both paid and unpaid internship opportunities to ensure your internship has the structure and requirements necessary to protect your current and future work authorization. Students must be registered and receive an updated I-20 from ISO BEFORE starting their internship.

6. Create or update your Sprintax/Calculus profile and tax documents.

Please note: The US government may withhold a portion of your award; the tax withholding rate on your summer internship payment will depend on your home country’s tax relationship with the US.  

  • If you do not already have one, you will need to set up a Sprintax/Calculus account. The University payroll office will set up your account. Once your profile is created, you should receive an email from noreply@sprintax.com containing a link to set up a password for your account. Your email address and the password you set up will be the credentials you use to sign in to your account in the future.
  • You will then need to take the setup steps on pages 4-13 in the SprinTax Calculus guide.
  • IF YOU WILL BE PHYSICALLY IN THE US FOR YOUR INTERNSHIP – You will want to check and update your Tax Forms Info (starting on page 14). You will select the income type 16 for this stipend, Scholarships or Fellowship grants.
    • If you also have an on-campus job, TA or RA stipend, etc., you will also want to check off Compensation during studying and training (income code 20).
  • See the Examples on pages 16-19. This shows what to put in each compensation box. The last box on page 19 shows where you would put in your Summer Internship Funding amount (as well as any other grants or scholarships you’ll receive this year).
  • Once you complete all the documents, download and sign them, then submit them online through the TDS Documents Exchange (pg 27).

This process will correctly adjust your tax withholding to the lowest amount possible for your summer funding payment.

Additional information can be found online at https://www.rochester.edu/payroll/foreign-students-faculty-and-staff/ and http://www.rochester.edu/payroll/faqs/foreign-nationals-faq/

Those with additional questions about the above information are encouraged to connect with payroll at fnpayroll@ur.rochester.edu

7. All Students Interning Abroad (Mid to Late-May)

The Payroll Office will email you a FOREIGN-SOURCED INCOME STATEMENT form to certify that your experience occurs outside the US. You must sign and return the supplied form to FNPayroll@ur.rochester.edu immediately upon receipt, or your stipend will not be paid out.

8. Log in to UR Student and set up or confirm direct deposit (Around May 25), AND check your mailing address for accuracy.

Log in to UR Student (Duo to access) and follow these directions to set up payment election:

  • Go to the search bar at the top of the page.
  • Type “payment elections’ in the search bar and click the task that appears when it auto-populates.
  • On the payment elections page, you can add your bank account information at the top.
  • Next, scroll to the bottom of the page to the section labeled “Payment Elections”.
  • Under the Student Payment Election Rule, select Direct Deposit and add the bank account that you just added.

*If you run into any issues, please continue to try over the following days. Your stipend hire must be completed in the system for you to be granted access if you have not previously held an on-campus job.
** If you are an international student and DO NOT have a Social Security number, you may not be able to set up direct deposit. Please send an email to FNpayroll@ur.rochester.edu for instructions on setting up direct deposit without a Social Security number.

If you need to update your mailing address for the summer, please do so in URStudent, so your paycheck goes to the right place. For those working internationally, please consult with the payroll office.

9. Tell us about (and show us) your internship! (mid-July)

We’ll reach out in early July to ask for a picture of you at your internship or in front of your employer’s location/sign. We’ll also ask a couple of questions about your experience.