Enhancements to SDB Tuition Processing for Sponsored Awards

 Enhancements to SDB Tuition Processing for Sponsored Awards

Dear colleagues,

We are reaching out to share important updates regarding the processing of tuition components and fees when charging to Sponsored Awards through the Student Database (SDB). These changes are designed to enhance alignment with Workday, improve reconciliation processes, and ensure continued compliance with grant funding requirements.

What’s Changing

At go-live, all tuition components and fees charged to Sponsored Awards were incorrectly posting as scholarships, a classification that does not comply with federal and institutional grant regulations. To address this, the system has been updated so that when a Sponsored Award Worktag Type is selected, these charges will now correctly post as tuition, ensuring proper classification and alignment with Workday financials. The following tuition components are now eligible to post as tuition on Sponsored Awards, provided the appropriate Sponsored Worktag Type is selected:

• Building Fee
• Operating Fee
• Technology Fee
• UPass
• Mandatory Course Fees
• Self-Sustaining Tuition

All remaining tuition components must be paid by the student directly or covered using non-Sponsored Award funds.

Request Form Updates

Several modifications were made to the SDB Request Form to support these changes:

• The “Type” field will be renamed to “Worktag Type”, with the following options:
  
  • PG – Program
  • GF – Gift
  • GR – Sponsored
  • GR – Stand Alone
• The Spend Category field will be removed. This value will now be system-derived based on the Worktag Type:
  
  • PG, GF, and GR- Stand Alone: SC1534 (Ledger 61000)
  • GR- Sponsored Grants: SC2789 (Ledger 40070)

We are in the process of making it a smart form that will fill in details based on user selection.  In the meantime, the Disbursement Method for Sponsored Grants will default to “Account Only” in SDB regardless of the selection on the form itself. To process tuition using this method, at least one of the eligible components must be selected (listed above).

Timeline

These changes are now live in production. Central Units will be partnering with Shared Environments to retroactively clean up and correct data for the period spanning June 2024 through the implementation date of June 2025 (FY24 corrections occurred June/July 2024). If you have any questions or need further guidance, please contact Student Fiscal Services at  sfshelp@uw.edu. Thank you for your attention to this important update and for your continued partnership in supporting students and maintaining research compliance.

Sincerely,

Juan Lepez on behalf of Student Fiscal Services