Annually in May, departments are required to submit details of stipend and fee awards for their students continuing into the following academic year. The current year's spreadsheet, containing the students who are currently funded and an updated blank spreadsheet template showing the revised stipend and fees rates for the new year will be provided, for departments to fill in and return to pgscholarships@warwick.ac.uk

In July / August, a blank excel template is provided for departments to complete for all of their new students starting in the following academic year who have been awarded fees and/or stipend funding. The template includes full instructions for completion on the worksheet named “Key”.

The deadline for the 2024/25 Continuing Awards return is 17^th May 2024.

The deadline for the 2024/25 New Awards return is 16^th August 2024.

Multiple Funding Sources – Where a student has multiple awards (e.g. a top-up or match funding) please insert a separate line for each funding source and/or cost code to be used.

Schemes to exclude –Departments should not include centrally administered scholarships including

• Chancellor’s International,
• ESRC,
• AHRC
• M4C,
• CADRE,
• China Scholarship Council,
• WTMSS,
• international scholars jointly funded by Warwick in partnership with an external organisation,

as this information is sent by other areas. If you are unsure, please check with them.

New SAP codes – For students funded from training grants or match funding (A codes and E codes) please ask your PGR Funding contact for the code before submitting. If you are unsure who the relevant contact is, email RCFunding@warwick.ac.uk . For other funding sources, where you are waiting for a SAP cost code to be provided (e.g. Research project code) please do not delay returning your awards for processing, just enter “not known” in the SAPCODE field and we can add the code later. There is no need to send a spreadsheet to advise of the SAPCODE just detail this information in an email.

PGT Alumni Discount Scheme

The 10% Alumni Discount Scheme introduced in 2020 is continuing for the 2024/25 cohort and includes part time as well as full time students. For part time students who started in 23/24 who were eligible for the AD and now continuing in 24/25 their AD will be processed automatically to the same SAP cost code as last year. For all modular students departments need to request the 10% discount at the same time as requesting the invoicing from Student Fees for each module.

Please DO NOT include Alumni Discounts on your New Awards spreadsheets. Please only include any other department or funded awards. Centrally, we will update students' SITS sponsor screens (SSP) for all eligible student accounts at the beginning of August. This will ensure that the discount shows correctly on the student account during their enrolment process.

In October, we will produce a report from SITS to include all Alumni Discount costs and will advise each department and request departmental cost codes to cover these discounts.

Please contact Nicola Attridge with any specific queries.

PGR Overseas Fee funding

Up to 30% of students funded by a UKRI training grant have overseas fee status. Overseas students may receive UKRi grant funding for stipend and home PGR fee rate only. In response to this the University has made the decision that the difference between home and OS fees will be funded by a department fee waiver and not charged to the student.

This applies to students on UKRi and ERC scholarships only and the full guidance can be found here. Where the student is fully supervised within your department (i.e. the department receives 100% of the fee income) please provide a departmental cost code for the OS fee difference on a separate line of the spreadsheet. For students with split supervision across multiple departments please use the code E.GSOS.0001.FEE. The waiver will then be recharged to departments in line with fee income distribution based on supervisor splits at Q1. (If you are unsure of the supervisor, use the E.GSOS.0001.FEE code). For students on department or other scholarships, where the awarding department has agreed to provide an OS fee waiver, a departmental cost code must be provided and the central E.GSOS.0001.FEE should not be used.

Student Bank Details

All new students will need to enter their UK bank account details online to receive their monthly stipend. Departments should advise students of this process. Students need to be enrolled before they can upload their bank account information. Please also see World at Warwick webpage for separate information regarding opening a UK bank account from abroad.

We are only able to process payments to UK bank accounts, payments to overseas accounts must be made via the Accounts Payable team.