The following FAQs answer many common questions for Graduate Fellowships. If you cannot find an answer to your question, please submit the question to firstname.lastname@example.org.
1. Transition from HR to Financial Aid
Fellowships carry no service obligation and are considered financial aid/support. Therefore, an employee-employer relationship does not exist. Since the HR System is restricted to employees only, transitioning the fellowships to into Financial Aid provides a delineation between actual employment and financial aid/support (6/27/13).
The transition took effect with the Fall 2012 semester, beginning August 2012 (6/27/13).
The Financial Aid calendar year begins August 1st and ends on July 31st. Fellowship money designated for Fall and Spring semesters will always disburse over 5 months for each term (Fall: August through December; Spring: January through May). Summer Session I always pays in June and Summer Session II always pays in July (6/27/13).
2. Necessary Documentation
A completed copy of the Graduate Fellowship Payment Information Form (GF-PIF) and a copy of the award letter are required. These should be submitted via email to email@example.com or via campus mail to Graduate Fellowships at CB# 7102 (8/7/12).
The form can be found on the Graduate School website in the Graduate Administrative Handbook, Section 4.2. It can also be found under Faculty and Staff > Graduate School Forms on the Graduate School website (8/7/12).
The department should save a copy of the completed GF-PIF for each student’s fellowship. However, since the forms are specific to the current financial aid year and are updated occasionally, you should check the Graduate Administrative Handbook, Section 4.2, for the most current form (8/7/12).
If the student received this award directly and is named in the grant, then a copy of the grant should be attached to the GF-PIF. If the PI received the grant and has chosen the student as the recipient of the fellowship, then a copy of the award letter that was provided to the student is required (8/7/12).
A copy of the GF-PIF and letter/grant should be submitted to the Graduate School by the 15th of the month in which the award/stipend payment should begin. All forms received after 15th of the month in which the award/stipend should begin are not guaranteed to be entered in time for that month’s disbursement (8/7/12).
The 2013-2014 GF-PIF is available via the Faculty and Staff > Graduate School Forms on the Graduate School website. The 2012-2013 GF-PIF will be available until the beginning of the fall semester (6/27/13).
3. Student/Department Responsibilities
Yes. The student must sign up for direct deposit in Student Financials (Direct Deposit in Student Financials info), and foreign national students must have a valid social security number on file with the University (8/7/12).
The payment will be withheld until the direct deposit information has been completed. Once the information has been submitted, the payment will disburse on the next pay cycle. Keep in mind, this may take several days! (8/7/12)
A student should first consult the department (see section 8, Viewing Fellowship Database below). If the department has further questions, they can contact the Graduate School via firstname.lastname@example.org (8/7/12).
4. International Students
Yes, foreign national fellows will continue to be taxed. Foreign nationals must meet with the Foreign National Tax Specialist for a tax assessment. Please refer the student to the OIS website to schedule an appointment, and remind them to complete/submit the Foreign National Information form 24 hours prior to their appointment (8/7/12).
You can view whether or not the student has a valid SSN on file with the University and/or has had their tax assessment completed via the Student Fellowships panel in Student Information System (SIS). The path in MyPack Portal to reach this panel is as follows: Student Information Systems > Admin Services > Finances > Student Fellowship. Once you enter the student’s ID, click on the “Other Info” tab. The panel will appear as below (10/1/12).
The student will not receive their first payment if he or she has not met with the Foreign National Tax Department. The payments will be withheld until the student has met with the Foreign National Tax Department.
Some leniency will be given to allow foreign nationals adequate time to apply and provide a valid SSN. We will allow one payment to be disbursed without a valid SSN provided a tax assessment has been completed. Once their taxes have been assessed and SSN has been placed on file with the University, payments will be disbursed on a regular payment cycle. Keep in mind, if the foreign national does not complete a tax assessment, it could take an additional 2 weeks before the first payment is disbursed! (8/7/12)
5. Enrollment (Class Registration)
Yes, a student must be enrolled as a full-time student in the fall and/or spring semesters during which they will receive stipend/award payments (8/7/12).
An edit in the Financial Aid system will stop payments once a student has withdrawn. Please also send a revised GF-PIF to the Graduate School indicating that the student withdrew from the University and the effective date of the withdraw in the “Comments” section (8/7/12).
6. Disbursements, Disbursement Schedule, & Funding
Students will receive equal monthly payments for each term selected on the GF-PIF via direct deposit. The terms will always be as follows (8/7/12):
Fall: August through December
Spring: January through May
Summer I (SSI): June
Summer II (SSII): July
Disbursements will be made into each student’s NCSU account at the end of each month with the exception of December wherein the disbursement will be made mid-month. Once the disbursement has been made into a student’s NCSU account, it may take up to 48 hours for the disbursement to transfer to the student’s bank via direct deposit. (8/7/12).
2012-2013 Disbursement Dates
Fall 2012 Term
Spring 2013 Term
SSI 2013 Term
SSII 2013 Term
2013-2014 Disbursement Dates
Fall 2013 Term
Spring 2014 Term
SSI 2014 Term
SSII 2014 Term
Yes, you can adjust the amount and months in which the fellowship pays. Adjustments should be made in the Alternate Schedule on the GF-PIF. The actual disbursement dates, however, cannot be modified (6/27/13).
Mid-Year Change: If you know in advance that your funding source will change mid-year AND you know the new project number, complete the GF-PIF with the original financial project number and put a note in the “Comments” with the effective date of the change and the new financial project number.
End of Term Change: If the financial project number will change at the end of a term, complete separate GF-PIFs for each term. Be sure that each form shows only the stipend/award amount to be disbursed for that particular term (8/7/12).
The project number cannot be changed by the Graduate School for disbursements already processed, but the project number can be changed for all payments going forward. Resubmit the GF-PIF, indicating “Existing Award Change” and put the effective date of the change and the new project number in the “Comments.” To ensure that we do not overlook any necessary changes, please highlight all changes to be made to the existing award. The department will be responsible for entering any Journal Vouchers to adjust monies as project numbers change (8/7/12).
No. If a fellowship is to extend beyond the end of the Financial Aid year (July 31st), a new GF-PIF must be completed for the subsequent Financial Aid year. Next year’s GF-PIF will be by Summer Session I of the current Financial Aid year (8/7/12).
7. Retroactive Changes
The project number cannot be changed by the Graduate School for disbursements already processed, but the project number can be changed for all payments going forward. Resubmit the GF-PIF, indicating “Existing Award Change” and put the effective date of the change and the new project number in the “Comments”. To ensure that we do not overlook any necessary changes, please highlight all changes to be made to the existing award. The department will be responsible for entering any Journal Vouchers to adjust monies as project numbers change (8/7/12).
8. Viewing Fellowship Database
MyPack Portal: Student Information Systems > Records and Enrollments > Custom Graduate Records > Student Fellowships …. and enter the student’s ID. If this is a new student and no records are found after you search via the student’s ID, then their fellowship has not been entered into the system. Otherwise, the screen below will be shown (8/7/12):
If you click on the icon that the arrow above is pointing to, it will show you the details of the fellowship (in this case, Fellowship 1). The details will appear like the following (8/7/12):
From the original pagelet (two images above), click the downward arrow beside “Aid Year (respective year).” This will provide you with a chart that lists the specific months and payments made/to be made. The chart below shows that no payments have been made. Once a payment has been disbursed, the amount paid will appear under the “Disbursed” column (8/7/12).
Yes, you have access to the queries listed below. They can be accessed via the following path: Student Information Systems > Admin Services > Finances > NCSU Fellowship Queries (10/1/12).
9. Fellowships Crossing Multiple Financial Aid Years
You need to submit a GF-PIF for the current Financial Aid year (which will capture the July payment) as well as a GF-PIF for next Financial Aid year. For example, in this case you would submit a 2012-2013 GF-PIF to capture the July payment as well as a 2013-2014 GF-PIF to capture August - June payments. Even though two forms are necessary to process the fellowship, a single copy of the letter is sufficient (6/27/13).
No. They must be purchased through the Transportation website as students (8/7/12).
As the Graduate School Administrative Handbook, section 4.2, indicates:
“A primary fellowship is one that pays a stipend/award of $3,000 or more for the Fall or Spring academic term. Health insurance benefits, in-state tuition awards, and tuition remission (if applicable) must be provided under the terms and conditions of the Graduate Student Support Plan, if the student meets the Plan's registration requirements.”
“A supplemental fellowship is one that pays a stipend/award less than $3,000 for the Fall or Spring academic term. Supplemental fellowships are not used to determine eligibility for health insurance, in-state tuition awards, or tuition remission.” (8/7/12)