Funding Award

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) 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 complete an itinerary through the University travel registry system. 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 – Update your GLACIER RECORD (By May 15)

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.  

  • You must have a US Social Security number and an up-to-date GLACIER tax software account.
  • Log into your Glacier account and click the toggle next to the following options:"Non Serv 6000 6001 6002 6003 6100 6101 6102 6103" AND "Scholarship or Fellowship"
  • Once you complete the online process, download the PDF of your tax documents and follow the instructions for submission.You will need to sign two forms, make copies of some of your immigration forms (I-20, I-94, possibly passport) and then mail or deliver these to the payroll office (attn.: PERC/Sharon Ruthman). All instructions on the submission process are in the PDF you will download and print.

See the GLACIER Information and Resources PDF or the International Services Office website for more information. Those with additional questions about the above information are encouraged to connect with Human Resources at glacier@hr.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 glacier@hr.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 22), AND check your mailing address for accuracy

Login to the University human resource management system (HRMS) (if you are off campus you’ll need to use VPN and Duo to access). Go to the main menu tab at the top àSelf Service àPayroll and Compensation àDirect 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.

*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.

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.