Procedures for Designating

PROCEDURES FOR USING

DEPARTMENTAL GRADUATE SCHOLARS ALLOCATION

Your Departmental Graduate Scholar allocation must be used to provide a Graduate Scholars Fellowship to a TA/GA. Fellowships are paid to students through separate payment procedures and are not contingent on the student’s accepting an assistantship; additionally, no services are expected in return. The only stipulation is that the recipients continue to be full-time, registered graduate students in good academic standing.

Payment procedures vary depending on whether the recipient is a U.S. citizen or an international student. Please refer to the appropriate section below.

When Recipients are International Students

Because taxes must be withheld from all fellowship payments made to international students, payment to international students can only be made through the Research Foundation Payroll only, which has adequate controls in place to withhold these tax payments.

Step 1 in appointing your international Departmental Graduate Scholar is to send the recipient an offer letter. A sample offer letter may be found at:

The letter should include both the acceptance form and the Research Foundation’s Academic Fellowship Form (see below); these forms are available from the Research Foundation Personnel/Payroll Office in AD-208. You are responsible for obtaining recipient information on the form.

Step 2: For each recipient, you should prepare the Research Foundation Academic Fellowship Form. The student should be asked to complete the top half of the form and sign. You should complete the field named “Sponsor” by providing the words: “Departmental Graduate Scholars Fellowship.” Use the following Project/Award details:

Project: 1034786

Award: 29917

Once completed and signed by the student, send the Fellowship form to the Graduate School for signature; we will forward the form along to the Research Foundation.

Fellowships in the amount of $2,000 or more should be paid in two lump-sum payments, one in early in fall semester and one early in the spring semester. In this case, two fellowship forms will be needed. For fellowships of less than $2,000, you may wish to make the payment in only one lump sum.

Recipients will be asked to pick up these checks in AD-208. International students or Permanent Residents must also visit the RF Personnel/Payroll Office in AD-208, to present visa documentation or Permanent Resident card.

Step 3 is to inform the Graduate School of your recipient. To appoint an individual as a Departmental Graduate Scholar, you will use the on-line form found at:

Select the form entitled: “Appoint a Graduate Scholar.” The Source of Fellowship Funds should be “Department Graduate Scholar Allocation.”

When Recipients are U.S. Citizens

Step 1 in appointing your domestic Departmental Graduate Scholar is to send the recipient an offer letter. A sample offer letter may be found at:

The letter should include the acceptance form.

Step 2 is to inform the Graduate School of your recipient. To appoint an individual as a Departmental Graduate Scholar, you will use the on-line form found at:

Select the form entitled: “Appoint a Graduate Scholar.” The Source of Fellowship Funds should be “Department Graduate Scholar Allocation.”