Notification for Student Payment/Reimbursement Request Forms


 

Purpose

This document refers to awards, prizes, stipends, and reimbursements paid to students and submitted through the Shared 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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Library of Workday Knowledge Base Articles

Student Payment/Reimbursement Request Workflow

Student Notifications

Student Payment/Reimbursement Request - Approved

· Notification 1: Student receives an email from the UChicago Service Desk 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 Shared Services: Student and submitter receive an email informing them the Student Payment/Reimbursement Request form was approved and will be paid based on the bi-weekly pay period.

· Student has until the payroll deadline to update mailing address and/or direct deposit information in Workday.

· Notification 4: Student and submitter receive an email from UChicago Service Desk 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 Shared Services: Student and submitter receive an email informing them the Student Payment/Reimbursement Request from was rejected and the case is “Cancelled”.

Workday - Sign up for Direct Deposit

Students should sign up for direct deposit to receive reimbursements.

1. Log into Workday.

2. Click on the Pay application.

3. Under the “Actions” box on the left, click “Payment Elections”.

4. Click Add.

5. After adding your account, ensure that you change all “Payment Elections” from “Check” to your newly added account number.

Please allow one biweekly payroll cycle for your request to be processed.

Workday - Accessing Payslips

1. Log into Workday.

2. Click on the Pay application.

3. Under the “View” box on the right, click “Payslips” to see Payment/Reimbursement details.