Stipend/Fellowship Payments

Stipend/Fellowship Disbursement Voucher Basic Requirements (For UH-Hilo use only)

Department Responsibilities

The payee’s vendor code must be set up prior to creating a DV. Attach all required forms (WH-1, visa/passport, I-94, DS-2019, I-20, etc.)in the PVEN eDoc when creating/updating the vendor code.

Do not attach the WH-1 or any other forms with personal information to the DV (visa/passport, I-94, etc.).

Update the vendor code in KFS when there are any changes for a US or Non-US citizen that will affect their status. (WH-1, visa/passport, etc.)

Create a Stipend/Fellowship Disbursement Voucher in KFS:

• Description: Input - 056 Stipend (recipient’s name)
• Payment Reason Code: Use S – Grant-in-Aid
• Payee ID: Search for ID by the recipient’s name
• Check Amount: Should be the same as the Accounting Lines amount section
• Check stub text: Input brief description

Accounting Lines:

• Chart: HI – UH Hilo
• Account: Input account number
• Object Code: Student (6500-6543) Post Doctorate (6503)
  • 6500 – Grant-In-Aid, Scholarship/Fellowship
  • 6503 – Grant-In-Aid, Scholarship/Fellowship (Reportable)
  • 6510 – Grant-In-Aid, Tuition
  • 6514 – Grand-In-Aid, Tuition (Loan Repayment)
  • 6540 – Grant-In-Aid, Travel (attach receipts with proof of payment)
  • 6543 – Grant-In-Aid, Travel (Reportable) (Attach receipts with proof of payment)
• Amount: Input amount of claim
• Goods/Services Rec’d Date: Input
• Invoice Rec’d Date: Input the date the DV was generated

Grant-in-Aid tab:

Information for Financial Aid

• 1. Input student UH ID. Leave blank if a post doctorate.
• 2. Input Semester/Term. Leave blank if a post doctorate.

Type of Payment

• Select 2 for the allowable criteria for this type of payment. If 1, 3, or 4 is selected, this payment cannot be processed as a stipend and must be processed by other payment methods.
• If 1 is selected, this payment needs to be processed via Banner.
• If 3 is selected, this payment needs to be processed via PO w/Non-employee invoice.
• If 4 is selected, this payment is applicable to Employees for travel expenses which needs to be processed via eTravel.

Notes and Attachments:

• Input if the recipient is a Student or a Post Doctorate