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

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

Consideration before starting a payment request: 

•  If the student being awarded the scholarship is not yet a supplier, please see the How can I add a new supplier? knowledge-base article and add the student in the UWinsite Finance address book. 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 the following ticket to Request Access to the Payment Request 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. 

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

2. Under Request Forms click Payment Request.  

3. Ensure all fields with asterisk (*) 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) 
• Currency: CAD 
• Supplier: Select the UWindsor Student to whom you would like to issue the scholarship. 
• Supplier Site: Confirm it is the desired Supplier Site 
• Under Attachments, click the Plus Sign (+) 
  • Click Browse and select appropriate files for upload. Please upload a completed 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 the Shopping Cart and select Review. 

• Review the following information:  

  • Requestor: Your Name or Delegator’s Name
  • Deliver to Location: UW – Main Campus – Receiving Doc 
  • If Deliver To Location is not setup the system will not allow you to submit the request. 
  • Project Costing Details: 
  • Project Number: Enter the Project Number in the Project Number field and 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, enter the Project Number and the Percentage amount for each account. 

6. Click Save and then Save and Close, if not completed or click Submit to process. 

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

Special Note: 

If setting up multiple scholarship recipients as suppliers in the TDX Supplier Request ticket, you can consolidate the Supplier request  into one request

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