Procedures: Fellowships Non-Student
UNIVERSITY OF KANSAS
Changing for Excellence Phase III - SSC
Affected Areas
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Department
Shared Service Center – Finance (SSC-F)
KUCR
Central Accounting Services (CAS, for non-students only)
Process Overview Notes
The process detailed below describes the granting of fellowships to non-students. Information relevant to
fellowship processing is found in the following systems:
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IFAS (the primary financial system of KUEA)
DEMIS (the primary data warehouse of UKANS and KUCR)
PeopleSoft Financials
PeopleSoft Enroll and Pay module (students only)
Departmental Spreadsheets and Databases
Process Requirements and Guidelines – Non-Students
The following section provides details on the steps required to process a scholarship for non-KU students – from the
time they are identified until the moment when the payment is disbursed. Any optional or recommended actions are
identified as such; all other elements should be considered mandatory components of the process.
Note: Before the Department is able to identify fellowship recipients, the SSC must have provided sufficient
information to make this decision. The person performing this process must have familiarity with, and access
to, each of the systems listed above in order to identify and project funds and commitments and to maintain
accurate records. Workflow is managed and administered by the full range of Affected Areas mentioned
above.
The SSC must have extensive familiarity and a strong working relationship with the Department/Dean/Director/Chair
for which it is working.
The SSC must be able to effectively use Datamart, DEMIS, IFAS and the PeopleSoft Enroll and Pay module to
identify and export data which is critical to accurate planning and cooperation with the Department.
1. Gather preliminary allocations. Use IFAS (KUEA), DEMIS, and other systems as necessary.
o Owner: SSC-F
2. Departments identify fellowship recipients.
o Owner: Department
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Procedures: Fellowships Non-Student
UNIVERSITY OF KANSAS
Changing for Excellence Phase III - SSC
o
It is assumed that prior to this time the SSC has provided financial reports to the
Dean/Chair/Director which allow him/her to make fellowship decisions based on availability of
funding.
3. Review the award and sponsor requirement s to ensure sufficient funding, allowability, eligibility/project dates,
and any other pertinent details.
o Owner: SSC-F
o If fellowship funding is awarded to the individual and not the University, then the faculty member or
post-doc will have to relinquish any benefits provided by the University. KU offers different forms of
compensation for these unique situations. The links below detail the options available to individuals who
are forced to relinquish KU benefits.
 https://documents.ku.edu/policies/provost/Supplemental_Salary_Funding/SSF_Policy.htm
 https://documents.ku.edu/policies/research/Post%20Doctoral%20Fellowship%20Payment%20
Benefit%20Considerations.htm
4. Request that the non-student be setup as a vendor in PeopleSoft in order to make the fellowship payment.
o Owner: SSC-F
o Non-students must be setup as vendors in PeopleSoft in order to be paid.
o This step is only required for first-time payees.
5. See the Check Request process for detail on the steps which must be completed to process payments to
independent contractors or other non-purchase order procurement.
o Owner: SSC-F
6. If the fellowship is funded through KUCR, KUCR will determine the international status and withholding for
recipients and will direct international non-students to complete the online GLACIER registration with KUCR’s
assistance. Non-students must return documentation to KUCR before continuing.
o Owner: KUCR
o KUCR should contact the non-student and request that they complete GLACIER paperwork and return
it in person so the appropriate tax rate can be applied, and so tax-related documents can be
copied/scanned in compliance with applicable regulations or country tax treaties.
o KUCR retains scanned copies of fellowship payments to non-students on network storage as it does for
other types of disbursements.
7. If the fellowship is funded through UKANS/KUEA, CAS will determine the international status and withholding
for recipients and will direct international non-students to complete the online GLACIER registration with CAS
assistance. Non-students must return documentation to the CAS before continuing.
o Owner: CAS
o CAS should contact the non-student and request that they complete GLACIER paperwork and return it
in person so the appropriate tax rate can be applied, and so tax-related documents can be
copied/scanned in compliance with applicable regulations or country tax treaties.
o CAS retains scanned copies of fellowship payments to non-students on network storage as it does for
other types of disbursements.
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Procedures: Fellowships Non-Student
UNIVERSITY OF KANSAS
Changing for Excellence Phase III - SSC
Post-Process:
The SSC should continue monitoring fellowships using system access and ensure compliance is met and payments
are disbursed appropriately.
KUCR/CAS will perform periodic audits to review previously approved fellowships.
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