Student Disbursement
Overview
Student disbursement refers to the process by which Wake Forest University distributes financial aid funds—such as scholarships, grants, loans, or work-study payments—to eligible students. This typically happens after a student’s aid has been approved and all necessary documents have been submitted.
Make sure the expenses on this request are not related to services performed as part of a student’s employment or fellowship (excluding URECA). Also, any such service-related payments must be processed through the appropriate Human Resources procedures. Additionally, any reimbursable expenses related to the student’s employment should not be processed on this request, but instead on an Expense Report in Workday.
Key Reminders:
Varying Gross-Up Amounts: If students will have different gross-up amounts, please complete a separate disbursement request form for each student.
International Students: Only one student is allowed per disbursement request.
Domestic Students: If split-funded, only one student is allowed per disbursement request.
Active Students: Only active students can be used to completed via the process.
FAQ
Yes, you can enter multiple students in one disbursement form. However, the request must be for the same type of payment.
No, any reimbursable expenses related to the student’s employment should not be processed on this request, but instead on an Expense Report in Workday.
No, a paper form must be used for all students not currently active in Workday.
No, only the initiator can update the request after it is sent back by the CCM. This is different than native Workday.
Draft – The form is currently in draft status. Under Actions, click the Edit icon to access, modify, and submit your draft.
Submitted – The form was successfully submitted and is being routed through the approval process.
Sent Back – The approver has stated a reason for the request to be modified. Complete the modifications and re-submit.
Successfully Completed – The request process has successfully been completed.
Denied – The form was submitted, but an approver has denied it. An email should be sent to the initiator with the reason.
Yes, because student disbursements can have impacts to Financial Aid and/or Tax, a Student Disbursement Request should be completed so those areas have visibility. We ask that you complete the Student Disbursement transaction in Workday first and reference the SDE transaction number on your expense report or supplier invoice request.
Training, Tools, and Guide
Note: The files associated with the processes to Student Disbursement are accessible to WFU users via Google Drive. If you are not signed in to Google, you will be asked to sign in with your Wake Forest username and password prior to accessing related files.
- Student Disbursement Training (Workday)
- Completing a Student Disbursement (Job Aid)
- Student Disbursement Guide (pdf)
Forms
- To access the Student Disbursement Request Form, go to Workday and type “Student Disbursement Request” in the search bar. The new form provides tracking and transparency by allowing the user to see where the student disbursement is along the approval process.
- Missing Receipt Affidavit Form