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Scholarship payment process – Guidance Notes
- Flowchart – quick checklist
- Introduction
- General Points
- Scholarship Registration Form
- Continuations
- Vacation Scholars
Introduction
The University administers maintenance awards to c.850 postgraduate students. Presently these payments are made monthly in advance via the University payroll. As they are paid in advance it is important that the necessary departments are notified early enough to ensure time for processing – 6 weeks lead time.
For Departments/Faculty
Students must provide bank details as soon as possible – send page 2 of Scholarship Registration Form with award letter. Scholarship Registration Form. Where the student is from abroad and require first payment to open bank account Payroll can raise a cheque but only to max of £1000. Departments/Faculty to advise students from abroad to ensure they have some money with them for first few weeks in case there is a delay in opening an account.
Students must be matriculated – a matriculation number can be applied for before the student arrives at the University.
Student fees – details of where these are to be paid from must be notified to Registry reg.fees@admin.gla.ac.uk as soon as possible – list Department; Student name; Matriculation number; Project Codes; Amounts per Project Code; Duration. Alternatively details can be entered directly to WebSurf – contact Registry for how to do this; or send as spreadsheet if wish to notify a number at once.
New Awards
Faculty/Department complete page 1 of Scholarship Registration Form Scholarship Registration Formas soon as acceptance confirmation received from Student.
The form should be sent to the appropriate section of Finance Office to confirm that sufficient funds are available in project codes detailed on form. If no Finance Office authorisation is required the form should be forwarded directly to HR, Data Management Section.
Where a number of students are being appointed and paid the same rate from the same project code for the same duration they will be allocated the same post number therefore the same page 1 can be used for more than one student i.e. send one page 1, indicate how many it is for e.g. 5 students, but require separate Page 2 for each scholar.
Terminology
| Field | Description |
|---|---|
| *Award type | Detail the awarding body e.g. ESRC; MRC; Wellcome Trust. Where there are set rates for an awarding body and HR have details of these increases the rates will be applied as a pay award automatically each year. HR will send confirmation lists to Departments to confirm rates being paid. |
| Actual Award Start Date | Date student been advised to start with the University |
| Actual Award Expected End Date | Date student expected to finish their studies – if it is known that award is for 3 years this is the date that should be detailed regardless of where funding is sourced for any period of the award |
| Payroll Start Date | First of the month in which a payment will be processed for student – normally month before Actual Award Start Date |
| Payroll End Date | Last day of month on which student will receive final payment – normally month before Actual Award Expected End Date |
| Award Amount –per annum | The rate for a full year of an award regardless if it is for 6 months or 2 years |
| From | Date that applies to the project code listed in this section. If whole award to come from same code or up to two codes for full duration of award only this first section needs to be completed. Where different project codes; % splits; amounts for different dates complete further sections |
| To | Date that applies to the project code listed in this section. If whole award to come from same code or up to two codes for full duration of award only this first section needs to be completed. Where different project codes; % splits; amounts for different dates complete further sections |
| Project codes/% for above dates | Complete cost centre; project code; % fields for amounts and /or dates detailed in From To. If whole award from one project code for full duration of award only require to complete one line of this section. Complete subsequent sections if different details for different dates and/or amounts. If details of subsequent years not known at completion of this form send on a Scholar Amendment Form - Individual |
| Faculty/Dept Authorised Signature & Date | Department/Faculty authorisation signature and Date signed |
| Faculty/Dept Signatory Name | Detail above name in block capitals |
| Departmental Contact Name & Phone | Person to contact if any queries regarding the form |
Continuations
Human Resources Data Management Section (DMS) will send a list each summer of all Students on the database with current value; project code; etc. Where new value is known it will be detailed in column ‘New Value’. Additional columns for Fee amount & project code will be noted. Any changes to details will be requested. On return DMS will forward lists to Finance Office and Registry for information.
Vacation Scholars
Vacation Scholarships administered by the University are paid via HR database also. To qualify as a vacation scholarship the student must have a supervisor and must submit a report on their project to their supervisor. If they do not fulfil these conditions they are employees and payments are taxable and insurable. Vacation Scholarships are normally for 4 to 8 weeks duration. They are normally paid in arrears, i.e. real time on the last banking day of the month.
Scholarship Forms
