Grant Funded Student Stipends Job Aid

STEP 1

VERIFY IF STUDENT IS ALREADY A SUPPLIER

❖ In the Workday search bar, type the student’sname

❖ In the left sidebar menu, click on Procurement

➢ If the student’s name appears, verify “supplier” is listed below their name

▪ they may be in the system as an employee, new hire, but not as supplier

▪ it may be necessary to click on “more categories” to ensure you have pulled up all the information for the student

➢ If the student is a supplier – go to Step 3

➢ If the student is NOT a supplier go to Step 2

STEP 2

CREATE STUDENT AS A SUPPLIER

You can create requests for suppliers that are not set up in Workday. After entering the required information, the request will route to the supplier administrator for approval and completion.

From your Home page:

1. Navigate to the Create Supplier Request task.

   1. • Click on Create Supplier Request 

    2. Include Supplier Information

1. 1. • Supplier Name (required)

        • Include student’s full name as listed on the W9

      • Supplier Category

        • Select Student Stipends

      • Tax ID

        • Enter student’s social security number

          1. Must match W9

          2. Must include dashes

      • Justification

        • Enter why this supplier is needing to be built

3. Scroll down to enter at least one piece of contact information and select one as primary.

4. Attach W9 on every request and other supplier forms as needed

1. 1. • Ensure W9 is legible

5. Select OK.

STEP 3

SUBMIT SUPPLIER INVOICE FOR PAYMENT

1. In the search bar at the top of the screen type in Create Supplier Invoice request.

2. Fill out the form wint all required information marked with a red asterick*

NOTE: Supplier Invoice Number & Memo fields should contain the following information and match this field on the Request for Student Stipend form.

Month/Term Year Grant Name (can be abbreviated) Stipend

Examples: Apr 2024 UB Stipend

Spring 2024 RMMP Stipend

3. Add invoice lines by indicating it is a Service Line.

•  Fill out the form with all required information marked with a Red asterisk*

4. Add the completed Request for Student Stipend form by clicking on Attachments in the designated area by dragging and dropping or selecting the Select files button. 

• Add any further documentation as necessary.

b. Please note: The address on the student stipend form should match the address on the student’s W9 on file. If the address is different, please attach a new W9.

5. Submit

6. If initiated by Project Director, it will route to Grant Manager for approval.  

a.If it is not initiated by the Project Director, it will route to the Project Director for approval and then to the Grant Manager.

7. Grant Manager will then be given the options of:

a. Approve

b. Send Back (send back to employee with comment of change needed)

c. Deny (cancels invoice and it will need to be re-created)

d. Cancel

8. Additional approvals may be required. Once all necessary approvals are completed the invoice will route to Accounts Payable for payment.

9. Please complete a spreadsheet with all the students’ names and respective amounts and send it in an email to the Business Office Program Coordinator requesting checks be held for pick up.

Not Seeing What You Need?  To Request a Job Aid, Click Here.

Need Help?  Visit our Getting Help Page 

Functional Office Contact for this Page

Jody Mortensen 

719-587-7736 

jmmorten@adams.edu