Scholarships and Fellowships
Scholarships and fellowships are allowable on sponsored agreements only when approved by the sponsoring agency. All scholarships and fellowships must have a separate grant in workday:
- Spend category SC0112: Scholarships is used for tuition, fees, housing, food service, travel, and books.
- Spend category SC0111: Graduate Fellowships are used for stipends for graduate students
- Spend Category SC0114: Undergraduate Fellowships are used for stipends for undergraduate students and students not required to be enrolled as a stipulation of the award (non-LSU students)
To assist in determining how to process student stipends and scholarships, there is a Fellowship/Scholarship Decision Tree on the SPA website for Undergraduate, Graduate and Postdoctoral students.
To request a transaction (TRX) code for a Scholarship/Fellowship account, the department must complete an AS498 form. Approval routing is located at the bottom of the form. Once a TRX code is established, SPA will load the tuition exemptions for the appropriate students upon notification from the PI or the designated departmental contact. Departments are responsible for loading the SAE documents for stipend payments in the Student Award Entry system (SAE).
Documentation of scholarship criteria must be attached to the AS498.
Fellowships are cash awards frequently given for academic excellence but in some cases they are given on the basis of need. Fellows do not have a work component.
Fellowships/stipends are paid on the following dates but will usually hit the ledger a few days before; therefore, the payment on the 1st of the month will usually show up on the ledger preceding that month:
| Fall Term | Spring Term | Summer Term |
|---|---|---|
| August (one week before class begins | January (one week before class begins) | June (one week before class begins) |
| September 1 | February 1 | July 1 |
| October 1 | March 1 | |
| November 1 | April 1 | |
| December 1 | May 1 |
If a department decides to pay the students less than 5 installments, they will be
paid beginning the first payment date. For example: 2 installments will be paid on
August 1 and September 1 or 3 installments will be paid on August 1, September 1 and
October 1.
SAE is term based and will only release funds to students upon completion of registration. If a student is not enrolled and the TRX code is set up for a LSU student, the funds will never be released. If a student is not required to be enrolled as a condition of the award, ensure the Non-LSU Students box is checked on the AS498.
Exemption reports are available in myLSU>Financial Services>Reporting Tools and should be reconciled to the expenditures in Workday monthly. The exemption reports may be viewed or printed by accessing Reporting Tools>Accounts Receivable, and then either Exemption/Cash Award Activity Report or Accounts Receivable Transaction Activity Report. If using the Workday Account to run the report, the account is the FDM translation number.
Manual journals cannot be utilized to correct the grant for scholarships and fellowships. The department must process entries through SAE (one entry removing the award from the incorrect grant’s TRX code, and another entry charging the award on the correct grant’s TRX code). Both entries must be processed at the same time with a note to Student Aid to release both entries together so that the student’s account is not affected.
For cash incentive payments paid to participants in sponsored programs ($50 or less), see FASOP: AS-13
To view awards in SAE:
Logon to the Information Management System (IMS) in Mainframe
- From the User Menu screen, type “X” for TPX (Terminal Productivity Executive), then press Enter
- Type in Logon ID and Password, then press Enter
- Press F2 to logon to IMS
- Type in Logon ID and Password again, then press Enter
- The screen will then display the message “Sign-On Successful, Session Ready for Input.” The user is now logged on to the IMS system. Press F1 for the System Menu.
- Type in SAE, then press Enter
- PF 2 To find an award document
- Enter the TRX CODE, then press Enter
- Select document, then press Enter