University requesting departments will be responsible for ensuring that the following are completed and accurate:

1. DEV
2. Federal Traineeship Authorization Form
3. Stipend Information Form

DOWNLOADS:

[Stipend Information Form (Acrobat Reader - PDF)]  

[Federal Traineeship Authorization Form (Acrobat Reader - PDF)]  

[Federal Traineeship Authorization Form (MS Excel - XLS)]   


[free Adobe Acrobat Reader software to read PDF forms]  

If the request meets approval guidelines, i.e., stipends are allowable expenses of the contract or grant being charged, and then Contract/Grant should ensure that the following are in place:

1. DEV vendor name field is complete with the name and address of the individual to receive the check. If the individual is a student and on the Columbia Campus, the check needs to be picked up in the Student Loan Accounting Office and should be addressed as such. Any other Student from any other campus should be addressed to that respective student's campus' Business Office.
2. Analytical field reflects the individual's Social Security Number, i.e., S000-00-0000 (put an S in front of the SSN for non-taxable students and a T in front of the SSN for post-docs/taxable). The class code should be 54530 (Stipends/Fellowships -- Non-Reportable (Non-Taxable) - Students and 54531 for Stipends/Fellowships -- Reportable (Taxable). Generally, all will be a non-taxable class code, but always double check rules and form.
3. Controller's office will coordinate with the International Department regarding Internationals and tax issues.

If all the paperwork is in order and the expense is allowable, then C&GA will:

1. Approve and send to the Controller's Office for processing of a check.
2. Approve the Traineeship Authorization Form and send to Anthony Edwards (Graduate School) (7-6399), keeping a copy for C&G file. Anthony will then forward this form to Ashleigh Speaks in Student Financial Aid. There may be times when the Federal Traineeship Form is not for stipends, but for Tuition, Books, etc. These may be approved and sent directly to Anthony Edwards and then on to Ashleigh Speaks's Office.
3. Send a complete copy of the DEV, Traineeship Form, and Information Form to Thomas Hennix in Student Loan Accounting (7-3557) .

Tuition

When a request comes from a department for tuition, a Federal Traineeship Authorization form is required from the department. Contract/Grant will review for allowability, budget line items, availability of funds, etc. and after approving will forward the original Federal Traineeship Form to Anthony Edwards in the Graduate School.

Books

When a request comes from a department for books, a Federal Traineeship Authorization form and a DEV is required from the department. Contract/Grant will review for allowability, budget line items, availability of funds, etc. and after approving will forward the original DEV to the Controller's Office for processing and the original Federal Traineeship Authorization Form to Anthony Edwards in the Graduate School.