Congrats, You Received a Summer Internship Funding Award! Now What?
Make sure to complete the list of items specific to your situations we can get your funding to you as early as possible, as quickly as possible, and with the lowest tax withholding possible!
- US Citizens or PRs Interning in the US: Items 1, 5 and 6
- International Students Interning in the US: Items 1, 3, 5 and 6
- US Citizens or PRs interning abroad: Items 1, 2, 4, 5, and 6
- International Students Interning Abroad: Items 1, 2, 4, 5, 6
Failure to follow through on required steps will result in delays or possibly cancellation of your award.
1. Remote Access to University systems (Before you leave campus for the summer)
REQUIRED! Set up two-factor authentication (Duo) as well as download the university’s VPN to be able to access University sites from off-campus. This includes the HRMS site where you will need to set up direct deposit for your award check, as well as other critical systems.
2. Travel Registry (By May 15)
If your internship or experience will be taking place outside of the US, you MUST register your internship via the Center for Education Abroad. 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 a 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 without an active travel registration for your experience.
3. International Students and Non-resident Aliens – Create or update your Sprintax/Calculus profile and tax documents.
Please note: A portion of your award may be withheld by the US government; the rate of tax withholding 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 where you can 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 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). For this stipend, you will select the income type 16, 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 will show what to put in each of the compensation boxes. 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 of the documents, you will be able to download and sign them, and then submit them online through the TDS Documents Exchange (pg 27).
Doing 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
4. 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 takes place 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.
5. Login to HRMS and set up or confirm direct deposit (Around May 25), AND check your mailing address for accuracy.
Login to the University human resource management system (HRMS) (Duo to access). Go to the main menu tab at the top – Self Service – Payroll and Compensation – Direct Deposit and add an account. The order of the account does not matter if you are only putting in a single bank account to send your payment to. There are full instructions at https://www.rochester.edu/policies/policy/paycheck-deposits/
*if HRMS does not grant you access due to not having an account, please continue to try over the following days. Your stipend hire has to be complete in the system for it to grant you 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 instruction on how to set 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.
6. Tell us about (and show us) your internship! (mid-July)
We’ll be reaching out in early July to ask for a picture of you at your internship, or in front of your employer location/sign. We’ll also ask a couple of questions about your experience.