Departmental Scholarships and Fellowships

Source: https://finance.uw.edu/sfs/uw-depts/departmental-scholarships-and-fellowships Parent: https://finance.uw.edu/sfs/tuition-fees/tuition-overview?utm_source=whitebar&utm_medium=click&utm_campaign=apply&utm_term=tuitionandfees

Departments may use certain Driver Worktag/Corresponding Fund (aka Budget) to authorize scholarships, fellowships, stipends, grants and prizes/awards to currently registered students. Depending on the terms of the Driver Worktag/Corresponding Fund (aka Budget), these payments may be paid directly to the student, or can be applied directly to the student account to pay allowable expenses such as tuition, student insurance or related fees. These payments are authorized by the department managing the Driver Worktag/Corresponding Fund (aka Budget), and are disbursed through the Student Database (SDB).

Departmental Responsibilities

When requesting Access to Driver Worktag/Corresponding Fund (aka Budget)

Worktag Type:

• Gift
• Grant
• Program
• Stand-Alone Grant

Driver Worktag:

You will need to verify in Workday that it has the following

• Balancing Unit
• Cost Center
• Function
• Fund
• Resource

Note: Any driver worktag missing any of fields listed above cannot be setup in SDB and will be returned to you for further research 

Spend Category:

Will be determined by the Worktag Type you are setting up

• All SPONSORED GRANT set-ups will be coded to SC2789
• All other requests will be coded to SC1534

Company:

• UW1861 or School of Medicine

For Sponsored Grants, only choose from the following tuition components:

• Resident tuition
• Non Resident tuition
• Building Fee
• Operating Fee
• Tech Fee
• U-Pass (10-11)
• Tuition Related Fees (12-18)

Any additional selections will not be included in the setup

Sponsored Grants can only be setup with a Disbursement Method of Account Only.

For additional guidance on Sponsored Grants, please reach out to Grant and Contract Accounting via gcahelp@uw.edu or via Award Portal before initiating the fund set-up.

Departmental responsibilities also include:

• Determine student award recipients (amount of award and correct academic quarter/s)
• Authorize department student awards online in the Student Database (SDB)
• Confirm that student awards posted are accurately disbursed to recipients
• Reconcile Workday regularly - dollar amount posted to correct student for authorized quarter/s

Authorizing Student Awards

Departments that wish to disburse funds to students from departmental budgets must have the Driver Worktag/Corresponding Fund (aka Budget) set-up in SDB. Refer to the Departmental Scholarship User Guide for details.

Forms you may need to make your student awards:

New Fund Setup or Revision of Fund Setup

Form for New Fund Setup or Revision of Fund Setup

SDB Fund/Driver Worktag Access

Request for SDB Fund/Driver Worktag Access

Awards and Prizes

Departments may give students awards or prizes to recognize their academic accomplishments. These may be posted into the SDB using the same procedures as for departmental scholarship awards (see Departmental Scholarship User Guide for details). As these payments are taxable for nonresident alien students, please consult the Tax Office Forms and Policies or email taxquest@uw.edu for more information.

Resources

• SDB 101 screencast - online learning module for basic SDB screens
• Departmental Scholarship User Guides
• SDB 101 User Guide
• If, after consulting the User Guide, you still have questions or problems, request assistance at sfsaid@uw.edu for troubleshooting help.
• Other information resources:
• Questions about grant or gift Driver Worktag/Corresponding Fund (aka Budget) setup – contact your department’s Principal Investigator or the Grant & Contract Team for your Driver Worktag/Corresponding Fund (aka Budget) or use Grant Tracker
• Questions about Driver Worktag/Corresponding Fund (aka Budget) used for TA/RA appointments, contact the Graduate School

Tuition Processing Responsibilities

Nonresident Differential (NRD)

The Graduate School authorizes and processes the nonresident differential (NRD) waivers for eligible fellows and trainees. If a student has a qualified stipend appointment in the Workday system, the Student Data Base system will post the NRD waiver automatically on the student’s account.