Department Information

Use the Item Type Request Form to request setup of a new item type for charges billed through Campus Connection. Before submitting a request, all charges must be reviewed and approved by the Business Charges Committee. Requests submitted without prior approval cannot be processed.

1. Select Template

Choose the appropriate template:

• Student/Non-Student Charge Template
• Student/Non-Student Credit Template
• External Org Charge Template
• External Org Credit Template

2. Complete Template Fields

Note:

• Charges and credits must be on separate forms.
• Individuals (students and non-students) must be on separate forms from external organizations.
• Multiple item type numbers can be included on the same upload form (as long as credits and charges, individuals and orgs, are not on the same form).

Complete the template as follows:

• • Setup ID: und01
  • EMPLID or ExtOrgID: 7 digit ID# (including leading zeros)
  • Amount: Dollar amount to be posted, formatted as 7 characters decimal point 2 characters = 0000000.00. This should always be a positive number, even for credits
  • Item Type: 12-digit number, created by Student Finance – posts the description on the customer account and the transaction on the general ledger 
  • A Date: leave blank
  • Due Date: leave blank (This will be assigned by Student Finance) 
  • Term: 4-digit term code (ex: Spring 2023 = 2330, Summer 2023 = 2340, Fall 2023 = 2410)
  • Ref Nbr or Description: Optional 30-characters – to be used to provide any additional information to the customer. The customer will already see the item type description, so it is not necessary to repeat that information here. Can be left blank. 

3. Complete Header Information

Complete the top section of template with departmental contact information.

• Enter the total number of lines and total dollar amount (these fields are used as an audit check to ensure the amount and lines posted tie to the intended amount and number of lines).
• Type the name of the authorize signer in the designated cell. The person “signing” the form must be authorized to sign for the department per the Departmental Signature Authorization List on file with Payment and Procurement Services.

4. Submit Form

The authorized signer will then email the completed form to und.arposts@UND.edu.  Once the charges/credits are posted, Student Finance will email the sender confirmation and, in some instances, a posting report.

When a department needs to bill a business through Accounts Receivable, an external org # is required. To request an external org #, contact:

Office of Student Finance
und.arposts@UND.edu

Include:

• Organization Name 
• Description or business function of the organization
• Billing address

This form is used to report department grant awards from grant sources only.

Before You Submit

Please review the following requirements before submitting student awards:

• Student awards must always be reported for the full academic year if the student is expected to receive funds for both Fall and Spring Semesters. 
• If the student will receive additional funding from other sources, include that information on the
•  Department Grant Award Reporting Form or
•  Department Scholarship Award Reporting Form

• If a student's award changes at any time during the academic year, notify the Office of Student Finance at scholarships@UND.edu.

Deadline

Reporting forms must be received by the Office of Student Finance by the following deadlines:

• Summer: April 15
• Fall Only: August 15
• Fall & Spring: August 15
• Spring: January 15

Account Codes

Use the following UND account codes as determined by the requirements of the grant contract:

• 661005 – Scholarships
  • Paid out only once per semester.
• 661007 - Tuition or Fee Remission
  • Paid out only once per semester.
• 661010 – Fellowships/Stipends
  • Paid out either monthly or once per semester.
  • Monthly payments to students are available when specified by the grant contract; please provide the grant language that outlines this requirement.
• 661025 - Other Awards
  • All other purposes for an award, such as dependency allowance or book allowance.
  • Monthly payments to students are available when specified by the grant contract; please provide the grant language that outlines this requirement.

Department Grant Award Reporting Form

Deadline

Waivers forms must be received by the Office of Student Finance by the following deadlines:

• Summer: May 1
• Fall: July 15
• Spring: December 1

Department Waivers

Complete the Department Waiver Reporting Form.

Contact

Office of Student Finance

Heidi Smart
701.777.4701
heidi.smart@UND.edu

Deadline

Waiver forms must be received by the Office of Student Finance by the following deadlines:

• Summer: May 1
• Fall: July 15
• Spring: December 1

Graduate Waivers

Complete the Graduate Waiver Reporting Form and attach the Graduate Waiver Recipient Template.

Using the definitions below, complete column D of the Graduate Waiver Recipient Template:

• Graduate Teaching Assistantship (GTA) - Graduate Teaching Assistants are selected by the department in which the student is pursuing their major field of study and in which the teaching assistant duties are to be performed. GTA appointments are initiated by the major department chairperson and require approval from the Dean of the college/school in which the instruction occurs and the Dean of the School of Graduate Studies. If a tuition waiver is provided as part of a GTA appointment, the GTA category should be selected rather than the Graduate Tuition Waiver category.

• Graduate Research Assistantship (GRA) – Graduate Research Assistants are selected by the faculty research supervisor with the concurrence of the student’s major department chairperson. GRA appointments are initiated by the research supervisor and require approval from the major department chairperson and the Dean of the School of Graduate Studies. If a tuition waiver is provided as part of a GRA appointment, the GRA category should be selected rather than the Graduate Tuition Waiver category.

• Graduate Service Assistantship (GSA) – Graduate Service Assistants are selected by the administrator of the service unit. GSA appointments are initiated by the service unit administrator (e.g., the School of Graduate Studies, Memorial Union, etc.) and require approval from the Dean of the School of Graduate Studies. If a tuition waiver is provided as part of a GSA appointment, the GSA category should be selected rather than the Graduate Tuition Waiver category.

• Graduate Tuition Waiver– Graduate tuition waivers are provided to graduate students who receive tuition support without holding an employment-based assistantship appointment (GTA, GRA, or GSA). This category may include institutionally funded tuition support, recruitment awards, fellowship-related tuition coverage, or other approved tuition waiver arrangements not associated with assistantship work responsibilities.

Contact

Office of Student Finance
Heidi Smart
701.777.4701
heidi.smart@UND.edu

Scholarship Central is UND’s online scholarship management platform, providing a single location for students to search for, apply to, and manage scholarship opportunities. Use of Scholarship Central is required for all UND-funded and Alumni Association-funded scholarships administered by UND colleges and departments. The only exception is the School of Medicine & Health Sciences, which utilizes a separate scholarship application and management system.
The platform offers centralized access to scholarship applications, eligibility criteria, and award information, serving students, faculty, and staff throughout the scholarship process.

Timeline

• October 1: Application Opens for the following academic year
• October 25: Endowment Payout
• January 31: Immediate scholarship gift deadline
• February 1: Application deadline for New/Incoming Students
• Mid February: UND campus units notified of scholarship budget for next fiscal year
• March 1: Application deadline for Current/Returning Students
• April 15: Deadline for departments to notify Student Finance of scholarship recipients' selection
• May 1: Departments notify students of next year’s awards
• Early September: Fall scholarships are disbursed
• Mid January: Spring scholarships are disbursed

TIBCO Reports

Visit the UND Controller's group webpage for information regarding UND Foundation Flow-Through Funds.

This form is used to report department scholarship awards from non-grant sources and not processed through Scholarship Central only. All department scholarship awards must first be reviewed by the Office of Student Finance to confirm eligibility before submitting the Department Scholarship Award Reporting Form.

Deadline

Due to the high processing volume at the beginning of each semester, the  Department Scholarship Awarding Form must be received by the Office of Student Finance by the following deadlines:

• Summer: April 15
• Fall: April 15
• Spring: December 1

Important Note:

• The Office of Student Finance must review all awards to ensure they remain within a student’s cost of attendance and financial aid regulations

Office of Student Finance
UND.scholarships@UND.edu
701.777.4407

UND Scholarship Policy

Department Scholarship Award Reporting Form

Non-scholarship student support funds, including Open Door and Angel Fund, must be managed through Student Finance. Departments may not maintain separate funds or processes. Eligible students must apply through a central application,  and all funds are administered according to Student Finance guidelines.

For more information, refer to UND Policy Accepting & Managing Philanthropic Gifts.

Donations received by the UND Alumni Association and Foundation (UNDAAF) for Open Door or Angel Fund must be identified, deposited, and pooled accordingly. Student Finance distributes these funds based on established criteria, and students must complete the central application to be considered.

Any monetary award or prize provided by or through the university to a student are treated as a scholarship, and should be processed through the Office of Student Finance. Payments as a result of a contest are considered a scholarship, if any, but are not limited, of the following conditions apply:

1. The recipient is eligible to receive the funding because he/she is a student.
2. The recipient is required to use the disbursement for educational purposes.
3. The contest is related to the student’s university courses or degree completion.

Promotional items and incentives given away to promote a particular program, department, or organization, or to encourage the participation in a program, event, or study are not considered scholarships. If the promotional items or incentives indicate that it must be used for education related expense, it becomes a scholarship, and is treated like a prize.

• Complete the U Card Department Billing Approval Form to authorize U Card billing to the department.
• Complete the Department Badge Authorization Form to approve an individual to receive a department badge.
• After approval has been submitted, card and badge holders must submit an online request for their card/badge.

For help using UND E-Forms, visit eForms Support Request.

Information on the Gift Deposit Documentation Form can be found on the UND Treasury webpage.