Set up Budgets in SDB

SFS is responsible for setting up new budgets in SDB in accordance with instructions submitted by the departments on a Request for SDB Budget Set-up. Once new budgets are set up, departments may use them to enter and monitor individual student awards.

Important! It is the department’s responsibility to ensure that budget setup on SDB is in compliance with the specific fund requirements.

Caution! SDB does not have edits that check for accuracy of budget setup. Departments must review the budget setup to ensure it is complete and correct.

Complete Request for SDB Budget Set-up
  1. Determine the current status of your budget in SDB – whether it has been set up in the past or if you’ll need it set up for the first time: You may verify this information on Menu 7 - 14 ( SFT 809)
    • Menu 7 - Action 14
      SDB M6 17
    • This budget was set up on 5/12/06*
  2. If your budget is already set up in SDB, review the information on the screen to determine if any changes are needed. You may view your budget setup on the SDB screens below:
    • Menu 7- Action 14 (SFT809)
      • Check!
        • Budget name and number
        • Aid type code
        • Object code
        • Eligible quarters
        • Department's contact info - need updates?
          SDB M7 14
    • Menu 7 - Action 15
      • Check!
        • Access screen by budget number and aid year
        • Total Fiscal Year Funds available (Note: 999999999=unlimited)
        • Total Summer offer limit
          SDB M7 15
    • Menu 7 - Action 16
      • Check!
        • Nonresident tuition
        • Resident tuition components:
        • Sub-total 1 = Building Fee
        • Sub-total 2 = Operating Fee
        • Sub-total 3 = Services & Activities Fee
        • Sub-total 4 = Technology Fee
        • Sub-total 5 = IMA Bond Fee
        • Sub-total 6 = Fields and Renovation Fee
        • Sub-total 7 = Bothell Only - Activities and Rec. Center Construction
        • Sub-total 8 = Bothell Only - Activities and Rec. Center Programming
        • Miscellaneous fees (e.g. Housing, Insurance, Tuition-related course fees, etc.)
        • Nonresident and Resident credit hour surcharge fees
          SDB M7 16
    • Menu 7 - Action 17
      • Check!
        • Disbursement restrictions – Cash Only or On Account Only
        • Class code requirements
        • Minimum enrollment requirements
        • College and major codes
          SDB M7 17
  3. If you are setting up a new budget not already available in SDB, or you are revising the terms of an existing budget, complete a Request for SDB Budget Set-up. If the budget is already set up and no changes are needed, you may go directly to SDB to authorize awards for students from that fund.
  4. Complete all parts of the Request for SDB Budget Set-up that are applicable. Please note that those fields marked on the form with a red asterisk are required – to avoid delayed processing of your form, please do not leave these blank.

New/Revision (required) – you have already checked the status of your budget number in SDB as instructed above. If the budget is not yet set up in SDB, mark your form as New; if the budget was found in SDB but needs to be modified, mark your form as a Revision.
Aid Year (required) – select the desired ‘financial aid year’ from the drop down menu. The aid year (AY) starts in Summer quarter and ends the following Spring quarter, and is referred to by the year in which it ends. For example: AY 2008 = Summer 07 through Spring 08.
Budget Number (required) – enter a valid budget number that you have confirmed has been set up in SDB (see above). This budget number must also be set up in FIN. Please be aware of the State budgets that are not allowed to pay tuition or pay cash and do not use these.
Object Code (required) – select the correct object code for your budget type:

  • 08-0100 – for scholarship budgets
  • 08-0500 – for budgets on the 60-xxxx & 80-xxxx budget ranges

Budget Name (required) – enter the name of the budget. * SFS may need to abbreviate it to fit the field in SDB.
Department (required) – enter your department name (the department responsible for administering the budget)
Contact Name (required) – enter your name as the department contact for the budget. *SFS will contact you if there are any problems with your Request for SDB Budget Set-up and/or budget number
Box Number (required) – enter your department’s campus box number
Phone (required) – enter your campus telephone number as the departmental contact person
Staff Authorized to Enter Student Awards from this Budget – if there are departmental staff (including yourself) that you would like to have access to your budget on SDB, enter their names and SDB Usercodes. Budget access is required if you want to post student awards to the system. * Enter SDB usercodes – not the number that appears on your SecurID tag.

A. Method of Disbursement (required) – select how the funds from the budget are to be disbursed to students.
There are three choices:

  • Cash only – the budget will not pay any charges on the student’s account; the full award amount will be issued to the student as cash (by Direct Deposit or aid check).
  • Account only – the budget will only pay charges on the student’s account; if there are unspent funds remaining, they will not be released to the student.
  • Open Disbursement – the budget will pay all eligible charges on the student’s account; if additional funds remain, they will be released to the student (by Direct Deposit or aid check).

B. Major Category (required) – from the drop-down menu, select the category that most closely describes your budget.

C. Type/Source of Funds (required) – from the drop-down menu, select the category that most closely fits your budget.

D. Selection Criteria for Recipients (required) – from the drop-down menu, select the category that most closely represents the recipient selection criteria for your budget.

E. Tuition and Fees Payment Selections (required if you selected #2 or #3 in section A above) – if you indicated that awards from your budget are to pay charges on the student’s account, this section is used to specify which charges are eligible for payment.
Check all that apply:

  • Tuition charges are a combination of mandatory components: building fee, operating fee, services & activities fee, technology fee and IMA bond fee. If the student is a nonresident (for tuition purposes), a nonresident tuition amount is also charged. Tuition rates and the breakdown are posted annually by the Office of Planning and Budgeting.
  • Nonresident Tuition – if a student is classified as a nonresident for tuition purposes, this category is for the nonresident portion of tuition only (the amount in excess of Resident tuition that is assessed to nonresidents).
  • Resident Tuition – all students must pay the Resident portion, which is comprised of eight tuition components. You may authorize your budget to pay all or any combination of these fees:
    • 1) Building Fee – included in Resident tuition charges, all students are assessed this mandatory fee
    • 2) Operating Fee – included in Resident tuition charges, all students are assessed this mandatory fee
    • 3) Services & Activities Fee – funds student activities and programs such as ASUW & GPSS Activities, Student Publications, Student Loan Fund, Hall Health Primary Care Center, recreational sports programs, childcare, student legal services, Ethnic Cultural Center, Student Union facilities and UW CARES. This fee is included in Resident tuition charges, all students are assessed this mandatory fee
    • 4) Technology Fee – gives students access to the Internet, World Wide Web, email, computer and multimedia workstations and laboratories, computer software and dial-up internet service. The technology fee is charged based on the number of credits for a student is enrolled. This fee is included in Resident tuition charges, all students are assessed this mandatory fee
    • 5) IMA Bond Fee – used to fund expansion of the Intramural Activities (IMA) building and improvements to recreational sports programs facilities. This fee is included in Resident tuition charges, all students are assessed this mandatory fee (students may not opt-out if they don’t use the IMA).
    • 6) Resident Tuition: Facilities Renovation Fee - FR fee revenue is used to pay debt service associated with the renovation of the Husky Union Building, Ethnic Cultural Center, and Hall Primary Care Center.
    • 7) Resident Tuition: Bothell Only- Activities and Rec. Center Construction - This charge is only for Bothell students to support the construction of the Activities and Recreation Center.
    • 8) Resident Tuition: Bothell Only- Activities and Rec. Center Programming - This charge is only for Bothell students to support the Activities and Recreation Center Programming.
  • Nonresident over 18 credit hour surcharge – Additional tuition charge (surcharge) assessed if a student is enrolled in more than 18 credits as a nonresident student.
  • Resident over 18 credit hour surcharge – Additional tuition charge (surcharge) assessed if a student is enrolled in more than 18 credits as a Resident student.
  • Housing Charges – Charges for University Housing are normally billed through the Housing Office. However, a student may add a Housing charge to the tuition account upon request, for the purpose of paying it with financial aid.
  • Student Insurance – Premium charges for student health insurance (if the student enrolled in the plan by the 7th calendar day of the quarter)
  • Penalties and Fees – There are a variety of penalty (late) fees, but most common are the Change of Registration fee and the Tuition Late Payment fee.
    Caution! A late fee is assessed when tuition payment is received in Student Fiscal Services after the tuition due date – even if the payment is being made by a departmental scholarship. If a late fee is incurred by a scholarship recipient, you may authorize your budget to pay it (if eligible). If not, the student will be responsible for paying the fee.
  • U-Pass (10-11) – The quarterly U-Pass fee for UW Seattle students.
  • Tuition Related Fees (includes Lab and Course Fees) (12-18) – Some credit courses may have additional fees (e.g. lab fees, course fees) charged by the academic departments and billed separately on the tuition account. It also includes the SeattleU-Pass.
  • Other Optional Charges (20-29) – The quarterly fee for the U-Pass for bus
    transportation for Bothell and Tacoma only.
    The 20-29 reference is the charge code range on SDB that covers the U-Pass; it is not a dollar amount. It’s included on the Request for SDB Budget Set-up for SFS reference purposes only.
  • Miscellaneous Fees (30-59) – Miscellaneous fees in the 30-59 charge code range.
  • Miscellaneous Registration Fees (60-89) – Miscellaneous registration fees in the 60-89 charge code range.
  • Aid Repay (90-99) - Funds can be used to repay financial aid or
    other repayment charges.
    *If you want to authorize a specific charge to be paid and don’t know which category it falls under, make a clear note in the ‘Comments’ field at the bottom of the form (e.g. “Pay concurrent enrollment fee from this budget”).

F. Student Restrictions Applicable to this Fund – SDB uses a complex system of codes that restrict disbursement of aid funds to only those students who are eligible. You may set specific eligibility requirements that students must meet exactly before funds will disburse to them. Setting these additional restrictions is optional; if you do not set restrictions here, funds will disburse to enrolled students to whom you authorize awards without any additional edits.

  • Resident Codes – Enter eligibility codes based on the students’residency status.
  • GPA Requirements – Enter the minimum GPA required by the fund for award recipients
  • Class Codes – Enter the eligible class codes for award recipients.
  • College Codes – Enter the eligible college code(s) for award recipients.
  • Major Codes - Report exists as an Academic Report in the EDW– Enter the eligible major code(s) for award recipients.
  • Minimum Credit Hours – Enter the minimum number of enrollment credits required to receive funds from this budget (must be 1.0 or greater).

Comments – Enter any text in this field that will help clarify or validate the budget setup request.

Submit / Reset – if you’d like to start over with a new form, click the reset button. If your form is ready for processing, click the submit button. This will electronically send your request to Student Fiscal Services and will also send a copy of it to you by email.

If you would like to keep a paper copy of your form before you submit it, click the Print button on your web browser to print a file copy. To save an electronic copy of your Request for SDB Budget Set-up, be sure to save the confirmation email that will be sent immediately after you submit your form.