1112.3 - Procedure for Paying Graduate Students

Summary

This procedure describes methods of payments to graduate students.

Body

Title

University of North Carolina at Chapel Hill - Procedure for Paying Graduate Students

Procedure Statement

This procedure describes methods of payments to graduate students.

Compensation through Payroll Services

  • The "Hire an Employee" ePAR should be initiated in ConnectCarolina for service appointments.
  • Graduate students with teaching or research assignments should be employed on the monthly payroll cycle. A memo addressing payments to graduate students is issued annually around the end of May.
  • Pre-Doctoral Fellow trainees are paid monthly.

For non-compensation payments in Gradstar

Student payments for stipends, fellowships, scholarships, and awards are deemed financial aid and must be entered in the Gradstar system and recipients will receive the payment as a refund check from the University Cashier. Financial Aid recipients are issued federal tax Form 1098-T by the Cashier’s Office.

Payments through Disbursement Services

Enrolled Students

In emergency situations, if a student is tasked with conducting University business, if acting on behalf of a student organization, or if they receive an award that is open to the general public, departments may utilize the campus voucher system in Accounts Payable for reimbursement purposes. Outside of these unique situations, normal procurement rules apply, and personal funds should not be used. 

Non-Enrolled Students

Stipends/awards and other financial aid for non-enrolled students should be paid through the accounts payable voucher system, using account 558430 in the chartfield string. Attach form 706.1.1f.

Forms and Instructions

Related Data

The job codes to be used for compensation can be found on the ConnectCarolina Info website.

Other Related Links

Related Policies

Related Procedures

History

Revised:

  • April 25, 2022: Inserted Revisions from Graduate School, AP, Accounting Services, and Payroll
  • June 30, 2016: Reviewed for accuracy
  • July 29, 2015: Updated Procedure Statement and Related Data information.
  • July 8, 2013: New link to Starlight added.
  • July 20, 2011: Changed some terms, added a form with link.
  • July 9, 2010
  • June 30, 2009

Details

Details

Article ID: 131388
Created
Thu 4/8/21 9:07 PM
Modified
Wed 1/10/24 12:49 PM
Responsible Unit
School, Department, or other organizational unit issuing this document.
The Graduate School
Issuing Officer
Name of the document Issuing Officer. This is the individual whose organizational authority covers the policy scope and who is primarily responsible for the policy.
Beverly Wyrick
Issuing Officer Title
Title of the person who is primarily responsible for issuing this policy.
Associate Dean for Finance and Operations
Policy Contact
Person who handles document management. Best person to contact for information about this policy. In many cases this is not the Issuing Officer. It may be the Policy Liaison, or another staff member.
Beverly Wyrick
Next Review
Date on which the next document review is due.
04/28/2024 12:00 AM
Last Review
Date on which the most recent document review was completed.
04/28/2022 12:00 AM
Last Revised
Date on which the most recent changes to this document were approved.
04/28/2022 12:00 AM
Effective Date
If the date on which this document became/becomes enforceable differs from the Origination or Last Revision, this attribute reflects the date on which it is/was enforcable.
04/28/2022 12:00 AM
Origination
Date on which the original version of this document was first made official.
05/16/2005 12:00 AM