Procedure: 101.A-Departmental Scholarship Authorization
Date: 05/31/02
Statement of Procedure:
- Prior to filling out Payment to Individual Report (PIR) and Scholarship Authorization forms:
- Gift (fund 133) and Trust (fund 161) accounts - all accounts must have spending authority for your department UDDS, activity 9 and class 5711. If your department UDDS code needs to be added to either a Gift or Trust account please send a written request to your Dean’s Office. If you need to establish a new account complete a Transmittal Form and send it to your Dean’s Office for approval. Please do this before submitting the Scholarship Authorization Forms.
- Verify the balance in the Account. Make sure that the total you are authorizing does not exceed the balance in the account.
- Check terms and conditions.
For Gift Accounts verify terms and conditions from your individual scholarship files and/or those provided by the UW Foundation. Note: the gift account must be active. If an account is not active, the statements "DEACTIVATED" and "BLOCK: BUD REQ DSB" will appear on 3270 transaction INQM. Accounts may be deactivated if not used within three years. Once an account has been deactivated you must complete a Transmittal Form to establish a new account. This transmittal form requires a Dean’s Office signature and is then submitted to Research and Sponsored Programs.
For Trust Accounts review the listing of account terms and conditions supplied by Trust Fund Operations.
- Procedures for Completion of the PIR and Scholarship Authorization Form (grid)
- Prepare a PIR form along with a Scholarship Authorization Form each semester. The total amount by semester and the award date must be entered in the scholarship section in the upper right corner of the PIR. In the space for name on the PIR form please type "see attached" to refer to the names on the Scholarship grid form. Fill in all information asked for on the Scholarship Authorization Form which is located at our Web site http://www.bussvc.wisc.edu/acct/forms.html
- If you choose to develop your own version of this form make sure all fields are identical to ours.
- You may use any number of fund-account combinations on the Scholarship grid form. In the funding section in the upper left corner of the PIR form please type "see attached" to refer to the funding on the Scholarship grid form. The total amount on the PIR form must agree with the total amount on the Scholarship grid form.
- Check handling instructions - please indicate in the "mail check to" section (below name area) on the PIR form the campus address where the checks should be sent or if you choose to pick them up at Accounting Services provide a name and phone number to contact.
- After the forms are complete please verify that you have the correct campus (student) I.D. number assigned and that names are spelled correctly. The Completed PIR form with the Scholarship Authorization form attached should be sent through your Dean’s Office, to the Office of Student Financial Services, 432 N. Murray St. The forms should arrive at least 30 days prior to the start of the semester in order to have the checks available at the beginning of the semester.
Special Notes:
For scholarships awarded to Nonresident Alien Students (International Students) see http://www.bussvc.wisc.edu/acct/tax/foreign/acimmtax.html to view the manual titled Payment to Foreign Nationals Immigration and Tax Considerations.
If the payment you are making is for a prize or award, not a scholarship, use the appropriate activity code, your departmental UDDS code and class code 3153. Send these completed PIR forms through your Dean’s Office, directly to Accounting Services 21 N Park St., Suite 5301, Madison, WI 53715-1218.
If you have an event planned at which you want to distribute the checks we must have the completed forms at least 3 weeks prior to the date of the event.
Related Policy:
Who should know this procedure?
Deans, Directors, and Staff who prepare payments
Related Documents:
Contacts:
E-mail uwtravel@bussvc.wisc.edu with questions.