REU Student Summer Housing

The information on this page is intended for UND Departments who are sponsoring REU students for the summer session.

Making Room & Board Payments to Attendee

• UND department submits affiliate forms to Human Resources so that they are classified as affiliates, which enables services to be provided (ID cards, door access, meals, etc). HR creates affiliate ID# to be used for billing, etc.

• HR provides affiliate ID#’s to UND department.

• UND department provides affiliate ID#’s to appropriate departments that are providing services (such as Housing).

• Housing submits Room & Board charges to account (through THD system). Student Account Services posts room & board charges to individual’s account.

• UND department submits payment spreadsheet to Accounting Services for Room & Board stipend, made payable to each individual attendee and requests that payments are pay by check and are held for the department to pick up.

• UND department obtains endorsement from each attendee and checks are delivered to Student Account Services to be applied to each individual’s account (to make payment for Room & Board charges).

• Any excess (stipend is greater than actual charges that are posted) will be refunded directly to the student, unless the department requests a Refund Hold. If a Refund Hold is requested, it will be the UND department’s responsibility to notify Student Account Services to remove the Refund Hold (such as at the end of the program). When the Refund Hold is removed, a refund will be issued to the attendee.

• If the individual is not currently and never has been an enrolled student, the refund will be processed by Student Account Services as a refund through AP. Either a check will be cut and mailed, or a direct deposit will be initiated, if the DDP information is on file with Accounting Services.

• If the individual is a student, the refund will be processed electronically through the refund preference in place through UND’s 3rd party refund servicer.

• The Room & Board payment to the attendee will be included on a 1099 form for the attendee.

If an Attendee Drops Out of the Program

• No refund should be issued to the student.

• Housing will initiate a journal entry that will return the funds to the Grant

• Housing will work with the Grants & Contracts Office to ensure the correct chartfield is credited.

• A/R Credits will not be posted to the individual’s account, since the refund must go back to the grant.

• Housing will provide Allison, Accounting Services, a copy of the journal entry, along with the name(s) of the person(s) that have dropped out.

• Accounting Services will make manual 1099 adjustments for those that have dropped out.

Periodic Stipend Payment

• UND department will submit payment spreadsheet to Accounting Services for the periodic stipend payments.

• Stipend payments are issued individually to each attendee, according to the REU program

• The account code used should be 621330 - Participant Fees.

• Stipend payments will be included on a 1099 form for the attendee.