Submitting Student Stipends, Prizes and Awards Form in ServiceNow
KB06001641 •375 Views • Updated 20-May-2025
Purpose
This document outlines the steps to complete the Student Stipends, Prizes, & Awards Form via the Services Portal.
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Keep in Mind
· Review the UChicago Prizes and Awards Page.
· Information Required for Stipends, Prizes, and Awards:
· Student Name
· Payment Description, Details, and Amount
· Type of payment request
· Financial Account details funding the reimbursement: Chart of Account (COA) and/or Project Cost Collection Segments (POETAF).
· The Chart of Accounts (COA) is a 10-segment string of numbers used to track income and spending at the University.
· The 10 segments that make up the COA string are: Entity, Organization, Account, Fund, Purpose, Program, Activity, Site, Affiliate, and Future.
· Only specific Account values can be used for student reimbursement. See the Allowable COA and POETAF Values for Student Stipends, Prizes, & Awards hyperlink located immediately below the Payment Description field to view a list of allowable values.
· Project Cost Collection Segments (POETAF) are accounting segments used to collect business transaction details for capital projects, individual awards and discretionary funds (IADF), grants, and other internal projects.
· POETAF comprises six specific segments: Project Number, Organization Type, Expenditure Type, Task, Award, and Funding Source.
· Only specific Expenditure Type values can be used for student reimbursement. See the Allowable COA and POETAF Values for Student Stipends, Prizes, & Awards hyperlink located immediately below the Payment Description field to view a list of allowable values.
· If you are utilizing the Favorites Financial Accounts option in Service Now, you must make sure the financial account type is correct before selecting the COA/POETAF.
· When (1) Financial Account Type, (2) Type of Payment Request indicated, and (3) submitted supporting documentation do not match, the payment will be canceled.
· A new ticket must be re-submitted with the correct matching information. Tickets cannot be reopened once canceled.
· The Financial Account type submitted on the Service Now form drives the Earn Type paid to the student. The Earn Type cannot be modified by Payroll Services.
Steps
1. Log into the Services Portal.
2. Select the HR/Payroll/Benefits tile and then locate the Student Stipends, Prizes, & Awards Form.
3. To access the form, select Request this Service in the top-right corner of the page.
4. The requester’s name and department will appear under the Who is submitting this form? and What is the submitter's organization? fields.
a. If someone should receive notifications of the status of this request, type their name in the textbox under Who should be copied on this request? Otherwise, leave this field blank.
b. If individuals with non UChicago emails should be notified of the status of the request, check the Specify non UChicago emails that should be copied on this request box, and enter the desired non-UChicago email addresses in the corresponding field that appears when the box is checked.
5. Type the student's name in the Student Name field.
a. After selecting the student's name, their Student ID number will appear.
6. Enter Payment Description (this is like the memo line of a check). It cannot exceed 100 characters.
7. Using the dropdown, answer the question: Is this a summer stipend request?
8. Under the Financial Accounts with Approvers section, select the Add button to enter the details of the account(s) being charged for the expense.
9. The Add Row screen will display.
a. Enter the Amount being charged to the specific account.
b. Select the Financial Account Type, either COA UC or POETAF. NOTE: Although the form allows the entry of UCMed Accounts, these should not be used, as the form cannot be submitted with such values.
i. NOTE: If the Use a Favorite Financial Account box displays and is checked, then a Favorite Financial Account drop-down menu will appear with a list of any financial accounts that have been saved as a favorite. If the financial account being used is a favorite, select the applicable account from the Favorite Financial Account drop-down menu. To enter a different financial account, uncheck the Use a Favorite Financial Account box and proceed to the next step.
c. If entering a COA UC financial account, fill out the UC COA Entity, UC Organization, UC Account Number, UC Fund, and UC Purpose fields. If needed, check the Additional COA Details box to enter the UC COA Program, UC COA Activity, UC COA Site, UC COA Affiliate, and UC COA Future segments. These values will default to Unspecified if not changed.
i. NOTE: Only certain values can be used for the UC Account Number field; select one of the options from the table below when entering a value for this field. This information is also available directly in the form through the hyperlink labeled Allowable COA and POETAF Values for Student Stipends, Prizes, & Awards.
|
Value |
Description |
|
71400 |
Bonus |
|
74120 |
Student Prizes & Awards |
|
75515 |
M&P Stipends |
|
75615 |
PhD Fellowship Stipends |
|
75415 |
Undergrad Stipend |
|
75702 |
Visitor/Non-Degree Stipends |
d. If entering a POETAF financial account, make sure the Expenditure Item Date is today’s date; otherwise, the request cannot be submitted. Fill out the UC POETAF Project, UC POETAF Expenditure Org, UC POETAF Expenditure Type, UC POETAF Task, UC POETAF Award, and UC POETAF Funding Source fields.
i. NOTE: Only certain values can be used for the UC POETAF Expenditure Type field; select one of the options from the table below when entering a value for this field. This information is also available directly in the form through the hyperlink labeled Allowable COA and POETAF Values for Student Stipends, Prizes, & Awards.
|
Value |
Description |
|
71400 |
71400-SAL: Bonus |
|
74120 |
74120-SMG: Student Prizes & Awards |
|
75515 |
75515-SCH: M&P Stipends |
|
75615 |
75615-SCH: PhD Fellowship Stipends |
|
75415 |
75415-SCH: Undergrad Stipend |
|
75702 |
75702-SCH: Visitor/Non-Degree Stipends |
e. After the COA/POETAF values are entered, the Approver field will appear. Use the dropdown menu to select the appropriate individual.
f. (Optional) If the financial account being used has not been saved as a favorite, the option to check the Add to Favorite Financial Accounts box is available. Checking this box saves the COA/POETAF combination and requires entry of a Favorite Account Nickname. When COA/POETAF combinations are saved as favorites, it makes data entry easier for future requests, as users will be able to select them from the Favorite Financial Account dropdown referenced under step 9b.
g. After information is added, the Status field near the top of the page must reflect as Valid before selecting Add at the bottom right of the screen. An error message will result upon submission if the Status is Incomplete or Invalid. In this case, review each field for completion and accuracy, and correct any errors. Specific things to check include, but are not limited to:
i. Ensuring the account(s) are active in Oracle.
ii. Verifying that the segments added are a valid data combination in Oracle.
iii. Making sure the Expenditure Item Date is today’s date.
iv. Confirming the UC Account Number and/or UC POETAF Expenditure Type are from the list of available values.
v. See the Chart of Accounts Cross-Validation Rules (as of 7/16/2024) Knowledge Base Article for more information.
h. When the Status indicates Valid, select Add at the bottom right of the screen.
10. Once an account has been entered, use the Pencil icon or the Crossmark icon under the Actions column to edit or delete the row, respectively. To delete all rows, select the Remove All button.
11. To enter additional accounts, repeat step 8 & step 9.
12. In the Payment Details field, provide a reasonable business purpose for the expense.
13. Using the dropdown, answer the question: What type of payment request is this?
14. The Total Due to Student field auto-fills and cannot be modified.
15. Select Add Attachments in the bottom-right corner of the screen to insert required documentation. This includes:
a. Documents Required to be Attached by Submitter:
i. Stipend/Award/Prize Letter of Communication
b. Documents Required to be Attached by Student:
i. US Person
1. W9
ii. Permanent Resident
1. W9
2. Copy of Permanent Resident Card
iii. Foreign National
1. Sprintax Calculus Summary.
a. While utilizing Sprintax Calculus is recommended and preferred for all foreign nationals, it is only required when a tax treaty is being taken. Otherwise, the UPP-192 Form is still acceptable.
2. W8BEN
3. Immigration Document (I-20, DS-2019)
4. I94 Arrival/Departure Record
5. SSN, ITIN, or receipt for SSN or ITIN
16. Once all information has been entered, select Submit on the right side of the page.