UofL Departmental Portal

This Department Portal is strictly for U of L department contacts. Information and forms pertain to departmental funding and federal work-study processing.

U of L Scholarships

Review a list of important dates in the awarding process.

Information regarding federal, state, and institutional policies, and other information pertaining to department awarding is available on our Departmental Policies & Information webpage.

Report Departmental Funding Recipient(s) to our office for an award to be paid to a student from your department account. Completion of this form will generate a request for our office to award a student from your department account. The average processing time is 5 to 7 business days. During high volume months, such as August and January, it may take 7 to 10 business days for your request to be processed. Before authorizing an award, please read the Departmental Policies & Information webpage to ensure compliance with federal, state, and institutional policies.

Payroll, Student Financial Aid, and Controller's Office have collaborated to form a Payment Matrix with purpose of assisting departments in determining how payments should be processed in accordance with IRS and Federal Regulations. Please contact the appropriate office listed if additional information is needed.    

Request an item type number for a new account that you will use to give an award to a student. Completion of this form will notify our office to request an item type number for you from the Bursar's Office. Processing times may vary because of coordination required between our office and the Bursar's Office for the setup of the new item type number. It may take 7 to 10 business days for your request to be processed.

University Reports
If you do not have access to University Reports, then please contact Katie Baker for instructions on requesting access to University Reports.

Run various queries from University Reports to view awards made from specific item types by year and semester as well as to find speed types associated with departments. Through University Reports, you can also run queries to find item types by speed types or speed types by item types.

Scholarship Contacts

To advertise a U of L or outside scholarship on our website, please email us with the eligibility criteria, application deadline, contact information, and application instructions.


Federal Work-Study

 

Fall 2014/Spring 2015

Guidelines for Federal Work-Study (FWS) Program (pdf)
(E-mail sent to UBMs on 8-4-14)

Department Responsibilities (pdf)

Department Hire Form (DHF)
(Complete on each student at the time of hire)

Record of Earnings Form (ROE) (pdf)
(Form to record student's earnings each bi-weekly payroll)

Record of Earnings Form (ROE) (xls)
(Form to record student's earnings each bi-weekly payroll)(Calculates earnings automatically)

Request to Post/Update FWS Job Description
(To request new FWS PCN or to update job description or contacts)

Cards CareerLink Instructions (pdf)
(For departments and students to view FWS job listings)

Letter to Students (pdf)
(Letter mailed on 8-1-14 to students who were awarded FWS)

Student Responsibilities (pdf)

SFAO Responsibilities (pdf)

 

Summer 2014

Guidelines for Federal Work-Study (FWS) Program (pdf)
(E-mail sent to UBMs on 4-15-14)

Summer Department Hire Form (DHF)
(Complete on each student at the time of hire)

Record of Earnings Form (ROE) (pdf)
(Form to record student's earnings each bi-weekly payroll)

Request to Post/Update FWS Job Description
(To request new FWS PCN or to update job description or contacts)

Department Responsibilities (pdf)

Student Responsibilities (pdf)

SFAO Responsibilities (pdf)

 

Work-Study Contact


Report/Data Requests

While federal regulations allow for disclosure of certain student financial aid data to school officials who have been determined to have a legitimate educational interest, this access is limited. As a general rule, the Student Financial Aid Office does not share or disclose student financial aid information to internal departments or external entities except when required to do so to support student aid programs administered by our office.

All data requests involving the release of information outside of the university, as well as most information released within the university, must be provided by Institutional Research and Planning (IRP). This includes data necessary for surveys, grant proposals, publications, state and federal reporting. As directed by the Provost’s Office, all reporting of race/ethnicity data must be coordinated with IRP to ensure data reporting consistency. Their data request form is available at http://louisville.edu/institutionalresearch/institutional-research-planning/data-request-forms-1/2011-data-request-form. FBI agents should be advised to contact the Student Financial Aid Office directly for assistance.

Request a Report or Data directly from the Student Financial Aid Office in situations where IRP does not have the type of financial aid data necessary to meet your needs.

If the Student Financial Aid Office develops a report for your department, it is never permissible to share the information internally or externally.  In addition to adhering to FERPA (Family Educational Rights and Privacy Act), users granted access to Student Financial Aid data must adhere to U.S. Department of Education Recordkeeping, Electronic Processes, and Privacy regulations.  These regulations include FTC (Federal Trade Commission) Standards for Safeguarding Customer Information (Gramm-Leach-Bliley Act).