The Office of Human Resources

Graduate Student Worker Policies

Payment Guidelines for Brandeis University Graduate Students

The following guidelines outline how graduate students at Brandeis University are to be paid based on their payment type and geographic location. Exceptions to these guidelines must be approved in writing by the Provost and Executive Vice President for Finance and Administration unless otherwise indicated. These guidelines are consistent with existing university policies for student employment and will be added to the student employment website here and/or Payroll guidelines for processing payments to students here.

In all cases it is ultimately the responsibility of the person being paid to make sure their work location (and any other addresses) are up to date in Workday.  Failure to do so may result in the individual not being able to be paid.

Graduate students who will be abroad also need to follow related university policies on travel and risk. 

Fellowships/living stipends (NOT in exchange for services)

  • Fellowships to be paid to students who are out-of-state/country must be approved by the dean of the student’s graduate school (no central approval is necessary, but a list of these students should be shared with the Provost’s Office each semester)
  • Schools will need a process through which to monitor when their students will be residing out-of-state/country

Research Assistantship (in exchange for services)

  • RAs out-of-state/country for more than one month and less than three months do not require central approval, but should still be approved by the dean of their graduate school.
    • Such payments to a student who is outside of the United States are only permissible if the student has otherwise been residing in Massachusetts, or an approved state, and payments have been, and continue to be, made to a US bank account.
  • RAs out-of-state/country for three months or more
    • If the placement is within the University approved states (NH, VT, ME, CT, RI, NY and CA as of July 2023) central approval is not required, but the placement still needs to be approved by the dean of the graduate school. The alternate work location must still be reported to Payroll and Human Resources.The graduate student is responsible for the listing of their work and home address locations in Workday. Payroll/HR will adjust the work location in Workday which will ensure appropriate tax withholdings.
    • If the placement is outside of the University approved states, the placement must be submitted to the Provost’s Office for review/approval.
      • Approved out-of-state placements may likely still be processed through Payroll. Approved out-of-country placements will need to be set up through Accounts Payable.
      • Departments may want to consider whether a contract/sub-award with the remote institution may be more appropriate.
      • Departments should be aware that unapproved states may require an acceptance of additional annual costs before approval. These costs must be covered by the requesting department/graduate school.

Teaching Assistants/Course Assistants/Teaching Fellows/Graders paid via stipend (in exchange for services)

  • Teaching Assistant, Course Assistant, and Teaching Fellow assignments must follow the modality of the course (i.e., in-person courses require in-person TA/CA/TF work)
  • No additional approval is required from central administration
  • Out-of-state residence may be okay for TA/CA/TF/Grader assignments  (when in alignment with course modality for TA/CA/TF assignments); these assignments may NOT be completed from outside of the country [wages generally cannot be paid to individuals outside of the United States].
  • The student’s school will need to know of the alternate work location so that it may be reported to Payroll/HR. Payroll/HR will adjust the work location in Workday which will ensure appropriate tax withholdings.

Summary of who can approve which type of out-of-state placements

  • Not permitted
    • TA/CA/TF/Grader assignments residing outside of the US
  • No additional approval required, but must be reported to school business administrator who will in turn share with Payroll/HR
    • TA/CA/TF/Grader assignments within the US, but outside of MA
  • Graduate School dean approval required (also must be reported to school business administrator)
    • Fellowships paid to students out-of-state/country
    • Research Assistants 
      • Placed in University approved states (NH, VT, ME, CT, RI, NY and CA as of July 2023)
      • Within US, but outside of the University approved states AND for less than 3 months
      • Outside of the US AND less than 3 months
  • Provost Office approval required (also must be reported to school business administrator)
    • Research Assistants 
      • Within US, but outside of the University approved states AND 3 months or longer
      • Outside of the US AND 3 months or longer (through AP)