These instructions are intended for staff who do not have access to the Grad Track$ forms in BANNER and who need to pay a fellowship to an academic graduate student from departmental funds. Stipend fellowships, Tuition & Fee fellowships, and Nonresident Supplemental Tuition (NRST) fellowships are paid to academic graduate students via the Banner Student Information System (SIS). The fellowship expense associated with each Banner fellowship payment is charged to a corresponding Aggie Enterprise account.
Need to pay an undergraduate or professional degree student? Visit the Financial Aid and Scholarships website.
Before Beginning
Please be sure that a fellowship award letter has been issued to the student before proceeding with payment. Need to write a fellowship award letter? Here are some examples and best practices.
A few items to note:
- An account can only be used once per quarter, so we cannot process both a one-time payment and a monthly payment from the same account for the same quarter.
- Fellowships disburse at the end of the month (paid in arrears). Therefore, if you want a payment made to a student on June 1st, you would need to submit a payment request in mid-May. The disbursement schedule may be found here.
- The last day for payment requests for the academic year is June 1st.
- In order to receive a fellowship, students must be enrolled full-time (12 units or more) during the quarter. Students on part-time status, PELP, or Filing Fee cannot receive a fellowship.
Aggie Enterprise Account Requirements
Before a student financial support fellowship can be processed in Banner, a Banner Fund Code must be initiated to link the banner payment to the Aggie Enterprise account. For general ledger accounts, the account must allow "78" purpose code. Additionally, unless the fellowship is a tuition and fee only fellowship and has been classifed as a GSR Fellow or GSR Trainee, the fund source cannot require effort, service or work be performed. This excludes most sponsorsed research accounts from being used for student financial support fellowships. If your account is a sponsored research account, please be prepared to provide justification that the funds do not require effort.
Once Your Account is Established
Step 1: Is your account brand new or never been used to pay a fellowship before?
Yes! If a fellowship has never been paid from an Aggie Enterprise account, you must first submit a request to initiate a new Banner fund code via our online Graduate Studies Banner Fund Code Request form. In order to access this form, you must log in in via CAS (Kerberos login). The Aggie Enterprise account must be fully approved before a Banner Fund Code can be processed. Once you have completed this form, please proceed to Step 2.
No! If the account has been used before, please proceed to Step 2. Unsure if your account has been used before? Send an email to gspayments@ucdavis.edu.
Step 2: Submitted your Banner fund code request, or have an account that has already been used to pay a fellowship?
Fill out the appropriate Graduate Student Fellowship Payment Request (GS503) form.
- For student financial support fellowships where there is no expectation of service or employment in exchange for the funds, use the GS 503-1 for Student Financial Support Fellowships.
- For tuition and fees for fellowships or traineeships that fall under the GSR union, use the GS 503-2 for Trainees and Fellows.
For new accounts or accounts that have never been used to pay a fellowship, the Banner Fund Code Request form (Step 1) must be submitted prior to, or concurrently with, the submission of the GS Fellowship Payment Request form.