Dept Scholarship User Guide - FAQ

Access to the Student Database (SDB)

I already have SDB access, how do I add budgets to the list that I can authorize?

Fill out a SDB Budget Access Request

How can I tell if I have access to a budget?

There are two ways to tell

  1. you can access the budget on M7-14
  2. you can post an award on M6-19

On M7-14 if you do not have access you will get the message, Your user id does not give you access to the requested fund
SDB M7-14 screen

On M6-19 if you do not have access you will get the message, Your user ID does not have update access to this fund This means the budget is set up but you do not have access on your user profile on SDB. You need to submit a budget access request.

SDB M6-19 screen

When I input my budget I get the message, Your user id does not have access to this fund. What is wrong?

SDB M6-19 screen

This means the budget is set up but you do not have access on your user profile on SDB. You need to submit a budget access request.

I submitted a budget set up form or a budget access form and got an email back but when I go to enter the budget I get the message “YOUR USER ID DOES NOT HAVE ACCESS TO THIS FUND” What is wrong?

The system is set-up to automatically send you a confirmation email when you submit an online form. This does not mean your request has been processed. Currently this is not an automated process, it requires someone in Student Fiscal Services (SFS) to go in and set your budget up on four different screens. The normal turnaround time is 24 hours. You will receive an email confirmation with the word “processed” in the body of the email once it’s set up.

Student Lookup and Navigation on SDB

I don’t have a student number; how do I get that information? Can I look up a student by name instead?

Yes, see our instructions for SRF500

Payments on SDB

How can I authorize departmental student payments?

You need to get access to SDB

I posted my award on M6-19; why is it not showing when I go to M6-17?

There are two possible reasons:

  1. You posted in a quarter other than the current one.
    • To determine this, go to M6-19 and enter the budget and current aid year, then hit the outside enter.
      SDB M6-19 screen
    • If no awards come up:
    • try checking previous aid years by updating the year field and hitting outside enter
      • if you find an award in an incorrect quarter, follow the [cancellation instructions]
    • the award may not have taken on the student’s record
    • to make sure that you didn’t accidentally post to the wrong student, you may veiw all screens that you have previously accessed by paging up
  2. The award did not post on SDB
    • Here are some common errors that cause the award not to take
    • user does not have access to the budget
    • posted on the wrong budget
    • posted on the wrong student
    • number lock is off
    • caps lock is off
    • budget not looked up before posting the award
Did I do something wrong? I’m trying to post my award but when I pull up my budget I get the message “REQUESTED AWARD DOES NOT EXIST FOR STUDENT AND YEAR ENTERED”

This is an informational message. It does not mean you have made an error. The message means the budget is set up in the system and an award has not been posted for this student. Usually this message comes up when a department is about to post an award.

SDB M6-19 screen

I posted an award on SDB a week ago, but the student has still not received their cash award and I do not see in on the BAR. What’s wrong?

If you are awarding some funds that are going directly to the student one of two things needs to occur
1. the funds will go direct deposit or
2. a check must be requested and mailed to the students. If they have direct deposit it will go automatically.
*Look for ACH Requested at the top right of M6-17
SDB M6-17 screen

If they do not have direct deposit, the student needs to request a check be mailed out. This can be requested online.via a check request form at the student forms page

In order to receive funds a student must be registered in the quarter you post the award.

I posted an award for tuition, but the student still owes $250. What did I do wrong?

To troubleshoot, look at how your budget is set up. There are 5 parts to resident tuition and an additional flag if your budget is paying the nonresident differential. You may check this by entering the budget and aid year on M6-21.
SDB M6-21 screen

  • all flags should be Y
  • all percentages should be set to 100

If paying a fee-based/self-sustaining tuition charge that is posted on SDB, you need to check for a different flag in the budget setup. The ‘tuit related’ flag should be set to Y.
SDB M6-21 screen

Budget setup on SDB

What does Missing Aid Fund Record mean when I enter my budget?

SDB M6-19 screen
It means that your budget has not yet been set up. You will need to submit a Reqest for Budget Setup

My budget is setup for nonresident tuition, but not all of it is being paid.

Nonresident tuition consists of two parts:

  1. Resident tuition - the base rate paid by everyone
  2. Nonresident differential - the additional amount that nonresidents pay

When you set up a budget on M7-16 there are individual flags for each part of tuition.
SDB M7-16 screen
The nonresident tuition flag is set when you request that nonresident tuition be paid from your budget.
To pay all of tuition, you also need to select the resident portions of tuition:

  1. building
  2. operating
  3. services and activities
  4. technology fee
  5. IMA bond fee

Fellowship and Assistantship Tuition Payments*

Do students with Graduate Service Appointments have the technology fee waived?

They may have it waived if they meet the following criteria:

  • paid on a grant budget (budget type 05)
  • paid for five out of six consecutive pay periods during the quarter
  • 50% FTE or greater
  • taking more than 10 credits
Do students with fellowships have the technology fee waived?

They may have it waived if they meet the following criteria:

  • in job class 0859, 0860, 0861, 0862, 0863 or 0864
  • paid on grant budget (budget type 05)
  • paid for five out of six consecutive pay periods during the quarter
  • paid $800 or more a month
  • taking 10 or more credits

Usually the system will post the tech fee waiver automatically.

Where do I send the Nonresident Differential form (NRD) and how often must I fill it out?

The NRD form is sent to the Graduate School. This form must be submitted each quarter that the waiver is being requested.

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