How to Create a Payment Request for a Research Scholarship in UWinsite Finance

Research Scholarships are being paid through UWinsite Finance as of Dec. 1, 2024. 

To consider before starting a payment request: 

•  If the student being awarded the scholarship is not yet a supplier in the UWinsite Finance system, please refer to the "How can I add a new supplier?" Knowledge-base article and add the student in the UWinsite Finance address book. A supplier profile is required for anyone receiving a payment via a Payment Request, including students. One TDX Supplier request ticket can be used to add multiple scholarship recipients, see the "How can I add a new supplier?" Knowledge-base article. 

• If you do not have the Procurement tile within UWinsite Finance, you can request access with this ticket  to submit Payment Requests and Purchase Orders. Or you can contact the finance manager or administrative assistant within your department or Faculty to assist you with the Purchase Requisition process. 

To Enter the Payment Request:

1. In UWinsite Finance, click Procurement and select Purchase Requisitions.  

2. Under Shop by Category click Request Forms then Payment Request.

3. Ensure the following fields are complete:

• Item Description: Payment Request for Research Scholarship – Student’s Name 

• Category Name: Scholarships and Bursaries 

• Amount: Value to be paid. (Note: No HST nor statutory benefits will be applied to Scholarship payments. If taxes are added, they will be removed before payment.) 

• Currency: CAD 

• Supplier: Select the UWindsor Student to whom you would like to issue the scholarship. You can search by typing in their name, or by clicking on the Magnifying glass icon and searching their Supplier number.

• Supplier Site: Confirm it is the desired Supplier Site.

• Under Attachments, attach Research Scholarship form in the Drag and Drop section. 

• Click Drag and Drop and select appropriate files for upload. Please upload a completed Research Scholarship form. [ADD NEW FORM TO THE WEBSITE & LINK IT]

• The Title field will self-populate with the name of the file, enter in the Description of the file. 

4. Once all supporting attachments have been added, click Add to Cart. 

5. Click Cart at the bottom of the screen and click the truck icon (Edit Delivery and Billing Details)

• Review the following information:  

  • Requestor: Your Name or Delegator’s Name

  • Deliver to Location: UW – Main Campus – Receiving Doc 

    • Note: If Deliver To Location is not setup the system will not allow you to submit the request. 

  • Billing Details: 

  • Distribution 1 account will be a default account. You can change by clicking (…) > edit on the right hand side of the screen.

  • Project Number: Enter the Project Number in the Project Number field. Click the Tab button or Save after entering. DO NOT alter the Charge Account field. The Charge Account field will be adjusted once saved. It is very important that the charge account string is NOT manually adjusted, as it will not be routed properly. 

  • Task Number: 1.1.1. Research Scholarships and Bursaries (Note: If this task is not appearing, please speak with your Project Manager, as a scholarship may not be an eligible expense). 

  • Expenditure Item Date: Date of Scholarships issuance 

• Expenditure Type: Select the appropriate type based on the recipient 

  • Graduate Domestic – MAS Domestic Scholarships 

  • Graduate International – MAS International Scholarships 

  • Doctorate Domestic – DOC Domestic Scholarships 

  • Doctorate International – DOC International Scholarships 

• Expenditure Organization: Department assigned to the Project Number being charged. 

• Charge Account: Remains as the Default Expense Account assigned to your UWinsite Profile. DO NOT change this account, once you save your Payment Requisition, the Charge Account will be updated based on the Project Number and Expenditure Organization fields entered. 

• If you need to split the cost between different accounts, click Split from (…) under billing, enter the Project Number of the second account and the Percentage or amount for each account. 

6. Click Save and then Save and Close, . Check off your created requisition then click Submit

The requisition will route to the one-up approver, Research Finance, to the PI (grant holder) and then to accounts payable for payment. 

ONCE ALL APPROVALS HAVE BEEN COMPLETED, the submitter will receive an email with the PO# (UW10XXXXX). Once received, please proceed to “Receive the goods/services”:

1. From UWinsite Finance, click Procurement and select My Receipts.

2. From the Receive Items page, enter in the required information. NOTE: Different Advanced Search parameters can also be used.

3. Requestor: Your Name

4. Items Due: Any Time

5. Requisitioning BU: UW BU

6. Click Search (all other fields should be left blank).

7. Under Search Results, Highlight the desired Requisition and click Receive.

8. In the Current Receipts page, the remaining amount owing is shown in the Quantity field. Enter in the Amount Received, to be paid to the supplier, based on the Scholarship value to be paid, and click Submit. NOTE: The Quantity amount will reflect the received amount once a receipt is submitted.

9. Confirmation page will be displayed – You created the following receipt numbers: XXXXX, click Ok.

10. Once you receive an invoice, please email a copy of that invoice (scholarship form) along with the PO number to apinvoices@uwindsor.ca, to initiate the payment.

Special Notes:

• You will not be notified to receive your goods / services. Please ensure you perform the receipting function in UWinsite Finance monthly to ensure the University’s records are accurate and up to date.

• Until the receiving of goods or services is complete, the student will not be paid.

• If you have received an invoice for your goods / services please email it to apinvoices@uwindsor.ca along with the PO number, after receiving your items.

• The preferred method for Student Payments is by e-transfer. This helps expedite receipt time of student payments.

See the FAQ found in related documents to troubleshoot any problem you may have with paying a research scholarship.