University Student Sponsorships

Previous to this change, the only sponsorships that could be submitted through a workflow process was during the 3G appointments. The new process is meant to allow 3G sponsorships as well as non-3G related sponsorships. This new process keeps all internal KU sponsorships running through one process for all parties to submit and apply a student sponsorship.

For a single coverage student, the department sponsoring the student should submit the form.

For a student being split funded by departments or sponsored projects should be submitted by the department with the majority coverage for the student. This coordination ensures a student's sponsorship package is considered as a whole which will lead to a more accurate student account and better experience for our students.

You can submit a correction form.  On the correction form, you will need to explain if this is a change to the overall level of sponsorship a student has or if it is a straight swap.  This will determine if the sponsorship needs to be taken off of a student account or if we only need to make note of the funding shift for KUCR approval.

No. The new process has an enrollment holding queue.  We will hold the form until the student enrolls and then it will be moved to Student Accounts for processing.

Work with your unit leadership to verify the correct contact, then email Student Accounts at stu.account@ku.edu.

The contact listed will be the individual or departmental account to receive the sponsorship bill to pay.

Once the sponsorship has been submitted, the timing can vary depending on the complexity of the student's situation.

• If the student is already enrolled and has moved through workflow to Student accounts, it can take 1-3 business days for the sponsorship to be applied.
• If student is not enrolled yet for the term being covered, student accounts will not receive the sponsorship to apply.

Use the magnifying glass on the form by Sponsoring Department and then scroll to the bottom for 'Add dept - Dept Not Listed'. This opens up the form fields for Department Name, Billing Contact Name, and Billing Contact Email.  Once Student Accounts gets your sponsorship form they can add a new department in Enroll & Pay.  When the new department is active in Enroll & Pay, it will be picked up in the search for the next day.

We have created the form to collect the least amount of information required to get a student sponsored.  For KUCR funded transactions, there needs to a review of allowability for project funds.  

Error message "No Department Found" means your entered name to search did not match exactly what Enroll and Pay has.  

• Please check spelling, missing or leading parts of a department name and search again.
• Delete everything in the search field and click on the magnifying glass to view alphabetical list of all departments in Enroll & Pay.
• If still not found, you can select the Add New at the bottom of the list to get a new department setup.

Error message "Requirements Missing - A New Sponsorship form for this student/semester already exists.  Please submit your form as a Correction or Cancellation."

• This means the system found an existing "New" form for that student ID and semester.  A correction form is needed instead.  Utilize 'Perceptive Content/Documents/University Sponsorships All' to search for previously submitted form and coordinate with the original submitter regarding the submission of a Correction form.