Process for Grant Fellowships

1. Identify Fellows full name, last 4 of SS#, dollar amount of fellowship per student , semester of payment, account #, account name, departmental accountant name, and department. (see form)
2. Be aware of start and end dates for each grant year.  Mark payment as HOLD for start date.  (Example:  HOLD Jan 1 or Oct 1 for grants with start date of Jan 1 or Oct 1).
3. Email form to Dean’s Office Accountant for approval.
4. Dean’s Office Accountant approves.  Then sends form on to Joanne Sorrows at jsorrow@uga.edu in Student Financial Aid.
5. Joanne Sorrows processes Financial Aid of Students, takes into account support of fellowship, calls student to adjust financial aid if necessary, counsels student
6. Joanne Sorrows gives list to Bursar
7. Bursar distributes to students – IN AUGUST OR JANUARY OR INDICATED HOLD DATE
8. Dean’s Office Accountant checks for payment in IMS
9. When payment hits the account – Dean’s Office Accountant requests itemized payment schedule for files and record of each student paid
10. Dean’s Office accountant post record to “m” drive
11. Departmental Accountant gives PI copy if requested from “M” drive

Due Date to Office of Student Financial Aid

• Fall Semester – July 31
• Spring Semester – December 1
• Summer Semester – April 15

• Fellowship Form
• Research Participant Incentive Payment Policy and Procedures – (from OVPR – 10/21/2009)