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Student Award Definitions and Information
Generally, all payments to students must be reported to the Student Financial Aid Office. This includes waivers, scholarships, grants, tuition remission, etc. The only exception is payments that are made to a student for work performed, which must go through the payroll system and would not be considered financial aid.
Waivers
A waiver is an award to a student that is usually directly charged to an institutional collections fund, not a department fund.
- A waiver is posted to the student's account by Student Account Services or the Graduate School (for graduate tuition waivers). Student Account Services or the Graduate School will notify Student Financial Aid of the award.
- The waiver process allows for the automatic adjustment of the amount of the award based on the student's actual enrollment/charges.
- Waivers are not refunded as excess aid to the student.
Scholarships
A scholarship is an award to a student that is directly paid from a University fund. A scholarship is usually awarded based on financial need and/or merit. Students will receive funds through the normal financial aid disbursement process and refunds delivered according to the refund preference the student selected through their UND Pride Card.
- Scholarships must be awarded as a fixed amount per semester (i.e. $500 for fall semester, $500 for spring semester for a total award of $1000).
- See "Other Types of Awards" below for an award that is paid from a University fund for tuition, fees, disbursed on a monthly basis, or would not be considered a scholarship.
- Scholarships can have a minimum enrollment requirement per semester but the amount cannot be adjusted based on actual enrollment/charges.
- Scholarships are not adjusted if the student is enrolled in more or less credits after the census date (the last day to add a full term course), including if they withdraw after the award is disbursed.
- Example:minimum enrollment requirement is 6 credits: scholarship will be disbursed if the student is enrolled in at least 6 credits on the census date (last day to add a full-term course). The amount is not adjusted if the student is enrolled in more or less credits after the census date.
Scholarships are reported to the Student Financial Aid Office using the Department Scholarship Award Reporting Form below.
Grants
A grant is an award to a student that is directly paid from a fund starting with 4XXXX and having a project number. Students will receive funds through the normal financial aid disbursement process and refunds delivered according to the refund preference the student selected through their UND Pride Card.
A grant may be awarded for the following purposes per the terms and conditions of the grant or contract:
- Scholarships
- Subject to the same limitations as indicated above under “Scholarship”.
- Tuition or Fee Remission
- May be paid out only once per semester.
- For each student, provide the maximum dollar amount allowable for the period if the student meets the minimum credit hour requirement.
- Enrollment will be monitored by the Student Financial Aid Office and the award adjusted if necessary after the last day to add a full term course each semester.
- Any changes to the award after this date must be monitored by the department and reported to the Student Financial Aid Office.
- Fellowships/Stipends
- May be paid out either monthly or once per semester.
- Other Awards - all other purposes for an award such as dependency allowance or book allowance
- May be paid out either monthly or once per semester.
Grant awards to students (that are not payroll payments) are reported to the Student Financial Aid Office using the Department Grant Award Reporting Form below.
Other Types of Awards
All non-scholarship payments (see the Scholarships section above) to students from a University fund (that are not payroll payments) are reported to the Student Financial Aid Office using the Department Other Award Reporting Form below.
An award may be made for the following purposes per the terms and conditions of the funding source:
- Tuition or Fee Remission
- May be paid out only once per semester.
- For each student, provide the maximum dollar amount allowable for the period if the student meets the minimum credit hour requirement.
- Enrollment will be monitored by the Student Financial Aid Office and the award adjusted if necessary after the last day to add a full term course each semester.
- Any changes to the award after this date must be monitored by the department and reported to the Student Financial Aid Office.
- Fellowships/Stipends
- May be paid out either monthly or once per semester.
- Other Awards - all other purposes for an award such as dependency allowance or book allowance
- May be paid out either monthly or once per semester.
- If you have a situation that does not seem to fit the descriptions above, please contact the Student Financial Aid Office to discuss your specific situation.
Important Notes for Monthly Awards
- Monthly payments to students are allowed only if required by the grant or contract or other funding source.
- If the award is from a grant, Grants & Contracts will determine whether this is required by the grant. If the award if from another source, the department will be required to provide documentation and Student Financial Aid will make that determination.
- Monthly awards are paid to students in equal monthly installments during the award period indicated on the reporting form.
- Your entries in the spreadsheet (uploaded with the reporting for is submitted) for each student should reflect the total amount to be disbursed to the student in equal installments for the corresponding number of months.
- Fall = 4 months (September - December)
- Spring = 5 months (January - May)
- Summer = 3 months (June - August)
- Any other period for disbursement should be noted in the comments.
- Monthly disbursements will be set up to pay out to the student’s account automatically. Additional notifications to the Student Financial Aid Office are not required for this to occur, however if there are any changes to the student’s eligibility for the award, the Student Financial Aid Office must be notified immediately.
- Monthly disbursements will occur on the first working day of each month except for September. The September disbursement will be at the same time as the beginning of financial aid disbursement for fall (September 6 for Fall 2011). Students will receive funds through the normal financial aid disbursement process and refunds delivered according to the refund preference the student selected through their UND Pride Card.
- Note: While disbursement occurs on the first working day of the month, the award will not post to the student's account until the next day.
Staff/Department Forms
The following Dynamic Forms are submitted to the UND Student Financial Aid Office electronically when you electronically sign the form after completion. If you choose not to electronically sign the form, you must print and send the form to the Student Financial Aid Office for processing. This may significantly delay processing.
To submit awards for UND Medical Students, complete the form and DO NOT sign it electronically, instead, select SAVE and PRINT, print out the form and send the form to Stop 9037 or fax to 777-4942.
Priority Processing Dates:
Complete and approved (if needed) award notifications will be processed within 5 business days of receipt by the Student Financial Aid Office. However, due to the high volume at the beginning of each semester, the following priority dates apply:
- Notification of the award must be received by the Student Financial Aid Office no later than August 1 for fall semester or academic year; December 1 for spring semester or May 1 for summer session to ensure timely disbursement to the student.
- Award notifications received after the priority dates will be processed, however, the student's financial aid awards may require adjustment and the student may owe repayment to UND for financial aid already disbursed.
Department Grant Award Reporting Form
If the student will receive additional funding from other sources, please provide this information on the Department Other Award Reporting Form or Department Scholarship Award Reporting Form below.
Student awards must always be reported for the full academic year if the student is expected to receive funds both Fall and Spring Semesters.
If a student's award changes at any time during the year, report this to the Student Financial Aid Office by contacting Josh Lindenberg at joshua.lindenberg@und.edu immediately for adjustment.
Important Information About this Form
The form below allows for the upload of student data on an Excel Spreadsheet. The spreadsheet must contain the following fields:
- Grant or Contract Name & Project Number
- 2011 - 2012
- Student ID / Last Name / First Name / Account Code / Frequency / Fall Amount / Spring Amount / Summer Amount / Comments
Please use the following account codes (as defined by UND) as determined by the requirements of the grant contract (definitions provided above under Student Award Definitions and Information):
- 661005 – Scholarships
- May be paid out only once per semester.
- 661007 - Tuition or Fee Remission
- May be paid out only once per semester.
- 661010 – Fellowships/Stipends
- May be paid out either monthly or once per semester.
- Monthly payments to students are allowed only if required by the grant contract.
- 661025 - Other Awards - all other purposes for an award such as dependency allowance or book allowance
- May be paid out either monthly or once per semester.
- Monthly payments to students are allowed only if required by the grant contract.
This form must be reviewed by UND Grants & Contracts Administration (GCA) prior to processing by Student Financial Aid. You will be asked to provide the e-mail address of GCA when you first enter the form. Doing so will allow this form to be automatically routed for review.
Please use the following name and e-mail address:
- First Name: Grant
- Last Name: Contracts
- Email: und.grantcontracts@research.und.edu
The department contact person who initially submitted the form will receive an e-mail notification when the form has been reviewed and submitted by Grants & Contracts Administration.
Click here for the Department Grant Award Reporting Form for 2011-12 Awards
Click here for the Department Grant Award Reporting Form for
Summer 2012
Department Other Award Reporting Form
This form is used for reporting student funding that is not from a grant or department scholarship source. Note: Graduate tuition remission must be reported to the Graduate School, not on this form.
If the student will receive additional funding from other sources, please provide this information on the Department Grant Award Reporting Form above or Department Scholarship Award Reporting Form below.
Student awards must always be reported for the full academic year if the student is expected to receive funds both Fall and Spring Semesters.
If a student's award changes at any time during the year, report this to the Student Financial Aid Office by contacting Josh Lindenberg at joshua.lindenberg@und.edu immediately for adjustment.
Important Information About this Form
The form below allows for the upload of student data on an Excel Spreadsheet. The spreadsheet must contain the following fields:
- Award Name:
- 2011 - 2012
- Student ID / Last Name / First Name / Account Code / Frequency / Fall Amount / Spring Amount / Summer Amount / Comments
Please use the following account codes (as defined by UND) as determined by the expense/purpose of your student award:
- 661007 - Tuition or Fee Remission
- May be paid out only once per semester.
- 661010 – Fellowships/Stipends
- May be paid out either monthly or once per semester.
- Monthly payments to students are allowed only if required by the funding source, documentation is required.
- 661025 - Other Awards - all other purposes for an award such as dependency allowance or book allowance
- May be paid out either monthly or once per semester.
- Monthly payments to students are allowed only if required by the funding source, documentation is required.
Click here for the Department Other Award Reporting Form for 2011-12 Awards
Academic Year and 2012 Summer Session Awards must be reported as separately submitted forms. Summer Session awards may be reported beginning April 1, 2012.
Department Scholarship Award Reporting Form
This form is used to report Department Scholarship awards from non-grant sources only. Department scholarship awards must be reviewed by the Student Financial Aid Office for eligibility before reporting on this form.
Please contact the scholarship staff at und.scholarships@email.und.edu if you have any questions or revisions to the awards after the form has been submitted.
The form below allows for the upload of student data on an Excel Spreadsheet. The spreadsheet must contain the following fields:
- Scholarship Name:
- 2011 - 2012
- Student ID / Last Name / First Name / Fall Amount / Spring Amount / Summer Amount / Comments
Click here for the Department Scholarship Award Reporting Form for 2011-12 Awards
Academic Year and 2012 Summer Session Awards must be reported as separately submitted forms. Summer Session awards may be reported beginning April 1, 2012.
FWS Departmental Funding Request Form
The department may make an additional ceiling request that is a one time increase designed to get you through the year or a special project. The department may also make a request for an increase in your original base fund. This request can only be made in the spring for the next fiscal year.
FWS Departmental Funding Request Form FY12
The FWS Allocations Committee will meet in October 2011 to consider funding requests for 2011-12.
Student Employment Forms
