Grad Fellows
A. Graduate Fellowships Explained

B. Necessary Documentation

C. International Fellows

D. Enrollment (Class Registration)

E. Disbursements, Funding & Taxation

F. Direct Deposit Information

G. Retroactive Changes

H. Viewing the Fellowship Database

I. Fellowships Crossing Over Multiple Financial Aid Years

J. Miscellaneous

A. Graduate Fellowships Explained
Students admitted to the Graduate School may be awarded financial support in the form of a fellowship (sometimes referred to as a traineeship). A Graduate Fellow (Trainee) is a student who is provided a stipend that has no corresponding service obligation. Stipends from graduate fellowships (traineeships) are based on academic scholarship and/or financial need criteria. Students may contact the DGP for information on fellowships (traineeships) that may also provide tuition, fees and/or educational expense allowances. For more information, including eligibility requirements, please refer to the Graduate Administrative Handbook, Section 4.1.

Prior to August 2012, fellowships were housed in the HR System and were on the same biweekly pay schedule as assistantships. As of August 2012, fellowships were moved into the Financial Aid System as they are more closely aligned with scholarships/financial aid and furthermore carry no service obligation. Since the HR System is restricted to employees only (and fellowships do not have an employee-employer relationship), transitioning the fellowships into Financial Aid provides a clear delineation between actual employment and financial aid/support.

Fellowships run on the financial aid year, which is different than the academic year or fiscal year. The dates for each "year" are provided below:

  • - Financial Aid Year: August 1 to July 31
    - Academic Year: August 16 to May 15
    - Fiscal Year: July 1 to June 30

The Financial Aid System processes awards and scholarships on a year-by-year basis; therefore, our office only enters fellowships for one year at a time. If a fellowship is to extend for multiple years, the department must submit a new Graduate Fellowship Payment Information Form each year.

B. Necessary Documentation
To process a fellowship, our office requires a completed and signed Graduate Fellowship Payment Information Form (GF-PIF) and a signed copy of the award letter that has been provided to the student. A template for the award letter as well as current GF-PIFs may be found on the Graduate School Forms website. Departments are encouraged to utilize our template to insure that all required components have been included within the letter. If a department chooses not to utilize our template, please insure that all information in bold within the template has been included in the letter.

These documents are due to the Graduate School by the 15th of the month in which the award/stipend payment should begin. All forms received after 15th of the month in which the award/stipend should begin are not guaranteed to be entered in time for that month’s disbursement.

Documents should be emailed to grad-fellowships@ncsu.edu or mailed via campus mail to Graduate Fellowships, CB# 7102.

If a fellowship is extending over multiple financial aid years, the department must submit a new Graduate Fellowship Payment Information Form for each renewed year. If the original letter states that the fellowship will extend for "X" years or through "X" date, then a new letter is not required for each renewed year unless other terms of the fellowship are changing (e.g., award amount).

For more information regarding processing graduate fellowships, please refer to the Graduate Administrative Handbook, Section 4.2.

C. International Fellows
International students must meet with the Foreign National Tax Office to complete a tax assessment for their fellowship(s). If the student fails to meet with the Foreign National Tax Office before the first fellowship disbursement, their payment will be withheld. Future payments will also be withheld if the student does not complete this requirement.

International students must also apply for a social security number from the Social Security Administration and provide this to the Foreign National Tax Office before they are able to register for direct deposit. Some leniency will be given to allow international students adequate time to apply and provide a valid social security number. The Foreign National Tax Office will allow one payment to be disbursed without a valid social security number.

D. Enrollment (Class Registration)
Students must be enrolled as a full-time student in the fall and/or spring semesters during which they will receive the award payments. If a student withdraws mid-semester, a new Graduate Fellowship Payment Information Form must be submitted to the Graduate School as soon as possible to cancel the remaining payments. Please make sure to note in the comments that the student withdrew.

E. Disbursements, Funding & Taxation
Please click here for the disbursement schedule.

Fellowship awards and/or monthly disbursement amounts may be adjusted by completing a new Graduate Fellowship Payment Information Form and submitting it to the Graduate School. Adjustments can only be made for future payments; no retroactive adjustments are allowed.

If a project/funding source changes mid-year and the department knows in advance, the department should complete a new Graduate Fellowship Payment Information Form with the new project and effective date of change, and note in the comments that a change to the project has occurred. If the project changes and the award has already disbursed, the department is responsible for entering any Journal Vouchers to transfer the award monies internally from the old project to the new project.

For information regarding taxation of fellowships, please refer to the Graduate School Administrative Handbook, Section 4.2.

F. Direct Deposit Information
Students must enroll in direct deposit through Student Financials (instructions found here) regardless of whether they have enrolled in direct deposit in the Human Resources System as direct deposit does not feed between the two systems. If the student does not enroll in direct deposit by the date of the fellowship disbursement, the payment will be held in the student's NC State Student Account until direct deposit information has been entered and confirmed by the student's bank (may take up to 5 business days for bank confirmation).

International students must additionally meet with the Foreign National Tax Office to complete a tax assessment, and apply for a social security number from the Social Security Administration. The international student will not be allowed to sign up for direct deposit until he/she has completed both the tax assessment and provided the Foreign National Tax Office with a social security number. Furthermore, he/she will not receive their first payment until they have met with the Foreign National Tax Office.

G. Retroactive Changes
Retroactive changes are not permissible within the Financial Aid System. Therefore, the department is responsible for recovering any overpayments and entering any Journal Vouchers to adjust monies as project numbers change.

H. Viewing the Fellowship Database
In order to view the Graduate Fellowship Database, the user must have the "Graduate Fellowship Inquiry" role. Please consult your IT/SAR approver for access to this role. Once access has been granted, follow the following breadcrumb in MyPack Portal: Student Information Systems > Admin Services > Finances > Student Fellowships. If a student has a fellowship, you should be able to enter the student's ID or search by name.

The database is equipped with queries that have been created to pull all data for your department/college. Information pulled from the queries is restricted by security to the department(s)/OUC(s) for which you have access. The queries page is found in MyPack Portal under: Student Information Systems > Admin Services > Finances > Fellowship Queries

I. Fellowships Crossing Over Multiple Financial Aid Years
Fellowships run on the financial aid year, which is different than the academic year or fiscal year. The dates for each "year" are provided below:

  • - Financial Aid Year: August 1 to July 31
    - Academic Year: August 16 to May 15
    - Fiscal Year: July 1 to June 30

The Financial Aid System processes awards and scholarships on a year-by-year basis; therefore, our office only enters fellowships for one year at a time. If a fellowship is extending over multiple financial aid years, the department must submit a new Graduate Fellowship Payment Information Form for each renewed year. If the original letter states that the fellowship will extend for "X" years or through "X" date, then a new letter is not required for each renewed year unless other terms of the fellowship are changing (e.g., award amount).

J. Miscellaneous

  • Payroll Deducted Parking Permits
    Fellows are no longer eligible for payroll deducted parking permits. Fellows must purchase the permits through the Transportation website as students.
  • Supplemental v. Primary Fellowships
    To determine if a fellowship is primary or supplemental, please refer to the Graduate School Administrative Handbook, Section 4.2.
  • Graduate Fellowship Calendars
    The Graduate Assistantships & Fellowships Calendar provides all necessary dates pertaining to graduate fellowships, including, disbursement dates and"due dates" for paperwork. To incorporate this calendar into your Google Calendar, go to the Graduate School Administrators Calendar, click the arrow beside "Agenda" at the top of the calendar and select "Graduate Assistantships & Fellowships Calendar," then click the "+Google Calendar" link at the bottom of the calendar.
  • Another calendar that may be very helpful is the Composite Calendar that our office puts together each year. It only includes dates relevant to graduate assistantships and fellowships.