Departmental Scholarships and Fellowships

Workday Launch update

Workday has launched and many processes have changed, university-wide. Like other departments, SFS is experiencing processing delays as we adapt to the new system. We apologize for any inconvenience and thank you for your
patience.
Where to go for Help for Workday finance, procurement and supply process questions or issues:
  • Go to UW Connect Finance (UWCF), click on Knowledge Base, and on search your topic, i.e. Worktag. Review the information and job aids as you may find your answer.    
  • If you do not find your answer: 
    • For UW Academy - reach out to your Shared Environment or your Finance Team for assistance.
    • For UW Medicine – reach out to our manager or shared services organization.  
  • If they cannot assist, reach out to UW Connect Finance (UWCF) and go to Request Forms. You can search by Short Description or in the Search on top, use a keyword to take you to the right support ticket form.
    • Example:  Enter “Worktag” in search to access the request form for Worktag support.   

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)

  • Driver Worktag. You will need to verify in Workday that it has the following Worktag Types:
    • 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
    • SC1534 – which is used for all scholarships, stipends, and other departmental aid
    • For funds that require a different Spend Category, contact SFS to discuss
  • Company
    • UW1861 or School of Medicine
  • In addition:
    • 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:

 Request for SDB Fund Number SetupAward Cancellation RequestRequest for Assistance
Form and Purpose   
Set up Driver Worktag/Corresponding Fund (aka Budget) allowances and restrictions in the Student Database (SDB)Request cancellation of an award that has been disbursed (requires SFS adjustments)Request troubleshooting assistance from SFS staff by emailing sfsaid@uw.edu 
New Driver Worktag/Corresponding Fund (aka Budget)RequiredAs NeededAs Needed
Existing Driver Worktag/Corresponding Fund (aka Budget)Revisions onlyAs NeededAs Needed

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

Student Fiscal Services
543-4694

Grant and Contract Accounting
543-5021

Graduate School
543-7152

  • Process Request for SDB Fund Number Setup online forms
  • Help departments troubleshoot problems with their online awards in SDB
  • Provide information about Fund Numbers used to pay tuition for students with Graduate Service Appointments
  • Process journal voucher transfers involving grant and gift budgets for tuition expenditures
  • Serve as a contact for questions regarding NRDs
  • Provide information regarding job classes for Graduate Service Appointments

Nonresident Differential (NRD)

The Fellowship and Assistantship Division of 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.