Definition 

Multiple types of payments can be made to students, including but not limited to, scholarships, awards, travel, and payroll. Student employment categories are listed on the Jobs Groups & Subgroups page of the UW–Madison Human Resources site.

There are four acceptable systems to process payments to students at UW–Madison. It is important to understand the correct method for each individual set of circumstances to facilitate accurate treatment and reporting for both the student and the university. 

1. 1. Student Information System (SIS): For awards supporting the student’s direct education and education-related expenses (e.g., scholarships/fellowships, grants), as well as non-credit external internship and non-recurring research support payments.
   2. Payroll System (Workday): For compensation related to services performed and recurring scholarship and research support payments.
   3. Expense Reimbursement (Workday):   For reimbursing students who travel on behalf of UW–Madison for university business.
      • If primary benefit is for student education or enrichment, funds will count as Estimated Financial Assistance (EFA) for Financial Aid (FA) purposes.
      • If funds used are not restricted, use SIS for payment; if funds are restricted, use expense reimbursement for payment.
   4. Payment to Individual Report (PIR): Appropriate only in rare circumstances for payments to students, such as payment of a cash prize in a contest open to the general public.

Related Reference Guide(s): UW Payroll Costing Allocation, UW Expense Reimbursement, UW Payment to Individual Report (PIR) & Direct Payment (DP)

Who

Department/Unit Initiators

• • SIS: Department Fiscal Initiator – non-Workday security role
  • Payroll: Reference the UW Payroll Costing Allocation - "Who" section
  • Expense Reimbursement: Reference the UW Expense Reimbursement - "Who" section
  • PIR: Reference the Payment to Individual Report (PIR) & Direct Payment (DP) - "Who" section

Department/Unit Approvers

• • SIS: No required approvals in Workday
  • Payroll: Reference the UW Payroll Costing Allocation - "Who" section
  • Expense Reimbursement: Reference the UW Expense Reimbursement - "Who" section
  • PIR: Reference the Payment to Individual Report (PIR) & Direct Payment (DP) - "Who" section

Obtaining Access

• SIS: Access is not required for processing student payments. Student payments processed through SIS are uploaded directly to the Bursar’s Office secure upload site. The Dean's Office-Fiscal Affairs (smphfiscal@med.wisc.edu) can also help facilitate payments if needed.
• Payroll: Reference the UW Payroll Costing Allocation - "Obtaining Access" section
• Expense Reimbursement: Reference the UW Expense Reimbursement - "Obtaining Access" section
• PIR: Reference the Payment to Individual Report (PIR) & Direct Payment (DP) - "Obtaining Access" section

Training

• SIS: No training required.
• Payroll: Reference the UW Payroll Costing Allocation - "Training" section
• Expense Reimbursement: Reference the UW Expense Reimbursement - "Training" section
• PIR: Reference the Payment to Individual Report (PIR) & Direct Payment (DP) - "Training" section

Prerequisites

• • • N/A

How

SMPH Standardized Workday Pre-Transaction Process

• • Determine the type of payment to students and follow guidance accordingly.
    • Refer to the Student Payment Guide for details on how to complete the payments. It is recommended that Departments use the Student Payment Tool to determine which method of payment to use.
    • Utilize these reference guides as well depending on the method of payment:
      • Payroll: Reference the UW Payroll Costing Allocation - "How" section
      • Expense Reimbursement: Reference the UW Expense Reimbursement - "How" section
      • PIR: Reference the Payment to Individual Report (PIR) & Direct Payment (DP) - "How" section

Core Workday Job Aids

• •  See appropriate reference guides as noted in the Standardized Process above.

Related Workday Job Aids

• • See appropriate reference guides as noted in the Standardized Process above.
    

Related Reports

• • See appropriate reference guides as noted in the Standardized Process above.

Questions

If you have specific questions on making a payment to a student, please contact smphfiscal@med.wisc.edu.  

For help with content questions or technical issues, please visit the ATP in SMPH – How to Get Help section. It includes instructions for submitting tickets and connecting with SMPH subject matter experts or technical support teams.

References

Policies

• • N/A

Guidelines

• • UW Division of Business Services Payment to Students
  • Student Payment Guide
  • Student Payment Tool
  • Student Payment Categories by Tax

Forms

• • Student Payment Form
  • Request to Establish Student Support Program in SIS Form
  • Request New Item Type Form