Purpose
This document refers to awards, prizes, stipends, and reimbursements paid to students and submitted through the Service Portal. This document walks through the notifications a student may receive while awaiting their Payment/Reimbursement and how the student can confirm payment via Workday.
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Student Payment/Reimbursement Request Workflow
Student Notifications
Student Payment/Reimbursement Request – Approved
· Notification 1: Student receives an email informing them a Student Payment/Reimbursement Request form was submitted on their behalf.
· Notification 2: In limited circumstances, if there is required payroll documentation missing with the submission, (i.e. W-9, W8-BEN, etc.) a student will get a notification requesting they attach the required documentation. This will only occur when a Student Stipends, Prizes and Awards Form is submitted.
· Notification 3: If Payment/Reimbursement is approved by Payroll: Student and submitter receive an email informing them the Student Payment/Reimbursement Request form was approved and will be paid based on the applicable biweekly pay period.
· Student has until the payroll deadline to update mailing address and/or direct deposit information in Workday.
· Please review the following Knowledge Base articles more information on how to update a mailing address and direct deposit information.
· For a list of payroll paydates, please review the Payroll website.
· Notification 4: Student and submitter receive an email informing them the case was closed.
Student Payment/Reimbursement Request – Rejected
· No Student Notification: If Payment/Reimbursement is rejected by Authorized Signer: submitter will receive and email informing them the Student Payment/Reimbursement Request was rejected and the case is Cancelled.
· Notification 1: If Payment/Reimbursement is rejected by Payroll: Student and submitter receive an email informing them the Student Payment/Reimbursement Request form was rejected and the case is Cancelled.
Workday – Sign up for Direct Deposit
Students should sign up for direct deposit to receive reimbursements. Review the Adding/Changing Payment Elections in Workday Knowledge Base article for more information. Note that the deadline for adding direct deposit is the payroll close deadline, not the payment date.
Workday – Accessing Payslips
Review the Accessing and Reading Your Payslip in Workday Knowledge Base article for more information.