Requesting New and Continuing Awards

New Awards 2025/2026

Please find attached a blank template spreadsheet for you to enter your new starters’ fee and stipend awards for the 2025/26 academic year. Please complete all relevant cells for each student’s award on the spreadsheet as per row 14 (this shows an example and guidance).Enter your awards underneath the example line and please do not change the format of the spreadsheet by adding or deleting any columns or adding formulas etc. The standard fee and stipend amounts for 2025/2026 are highlighted in the pink and blue boxes at the top of the spreadsheet; please note they have all increased from last year. Where a student has multiple awards (e.g. an industry top-up or match funding), please insert a separate line for each funding source and different cost code to be charged. Make use of the notes column (column Q) to advise of any further relevant information needed to ensure the award is processed accurately e.g. if less than 12 months funding remaining or late starter.

Departments should not include scholarships such as Chancellor’s International, ESRC, AHRC M4C, CADRE, China Scholarship Council, Leverhulme DTC, Pathway, WTMSS or Global Partner Scholarships as this information is sent separately via other areas.

Below is the list of Global Partners, please contact Kate Whiston if you have any queries:

·Aramco Overseas

·ASEAN UK: SAGE Women in STEM

·Bolashaq

·Bseisu Foundation

·Chevening (both varieties)

·COLFUTURO

·Commonwealth Scholarships (all varieties)

·DAAD

·Egyptian Embassy

·El Yurt Umidi Foundation

·FIDERH

·Fulbright

·FUNED

·GREAT scholarships

·Guatefuturo

·HESPAL

·Hondufuturo

·MARA

·Marshall

·Ministry of HE Oman

·OJK (Indonesian Financial Regulatory Authority)

·Said Foundation

·Turkish Ministry of Higher Education

Please email your new awards spreadsheet for processing to pgscholarships@warwick.ac.uk as soon as possible, no later than Friday 15 August 2025.If you need to send more than one batch due to waiting for information for some students, please do this rather than delay your whole return.This will help us manage the workload to ensure everything is processed in time for the October payment run.Please indicate if there are more to follow and only send the remaining awards, not any that have already been processed to avoid the risk of duplication.

New SAP codes

Students funded from training grants or match funding (A and E SAP codes): please ask your PGR Funding contact for codes before submitting your spreadsheet.If you are unsure who the relevant contact is, email RCFunding@warwick.ac.uk and they will advise you accordingly. However, do not hold back sending awards if you are waiting for SAP codes from other areas of the university (e.g. Research Project Codes) to be setup, just enter “not known” in the SAPCODE field, we can still process and you can let us know what the code is later. There is no need to send a spreadsheet to advise us of this, just detail this information in an email.

PGT Alumni Discount Scheme Process – PLEASE READ

The 10% Alumni Discount Scheme introduced in 2020 is continuing for the 2025/26 cohort and includes part time as well as full time students.The process for these will remain the same as last year.

Please DO NOT include Alumni Discounts on your New Awards spreadsheet.Only include any additional department 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 students’ accounts during their enrolment process.

In November, we will produce a report from SITS to include all Alumni Discount costs and process to department cost codes provided by your DST Finance Manager.

FYI – for those students who are eligible for the Alumni Discount who are on part time modular courses, departments will need to request that the discount is applied separately for each module at the same time as requesting module invoicing from Student Finance.

Please contact Nicola Attridge with any specific queries.

PGR Overseas Fee funding - E.GSOS.0001.FEE

To be used for UKRI and ERC Funded students only. Overseas students are eligible for UKRI grant funding for stipend and home PGR fee rate only and the difference between home and Overseas fees is funded by a department fee waiver and not charged to the student.

The full guidance for EU PGRs 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 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). Please note this process is only approved for use for students in receipt of funding from the following schemes:

·UKRI Training Grants (all students who will require a J-es record setting up).

·ERC Scholarships

·Central Doctoral College Scholarship Schemes processed centrally by the DC.

For Overseas students funded on any other scholarship, you will need to provide a SAP code, having gained relevant budget holder approval in advance.

Student Bank Account Details

All new students will need to enter their UK bank account details online (as per attached Bank Details upload document) to receive a monthly stipend and one-off payments. Departments should advise students of this process.Students need to be enrolled before they can upload their bank account information and payments can only be made once the students are fully enrolled. 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.

Continuing Awards 2025/2026

Please find attached your department’s current awards spreadsheet. It contains the names of the students who have received a fee and/or stipend award during the 2024/2025 academic year. Note there may be two tabs (new and continuing awards). Please complete all relevant cells of the BLANK 2025/2026 template spreadsheet for each student/award you expect to continue into 2025/2026. The first line of the spreadsheet contains an example and guidance on what should be entered into each cell.Enter your awards underneath this example line and please do not change the format of the spreadsheet by adding or deleting any columns or adding formulas etc.

The standard fee and stipend amounts for 2025/2026 are highlighted in the pink and blue boxes at the top of the spreadsheet; note that these have all increased. Where a student has multiple awards e.g. an industry top-up or match funding, please use a separate line for each award/separate cost code and where there is any external funding, the fees are charged for the same duration as the stipend.

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.

Continuing awards spreadsheets should be completed and emailed to pgscholarships@warwick.ac.uk by Friday 16 May 2025.

10% Alumni Discounts for part-time students

For part-time PGT students who started in 2024/2025 and are continuing their studies in 2025/2026, their Alumni Discount will be processed automatically to the same 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 Team for each module.

Ongoing – Please do let us know as soon as possible when any funded student takes temporary, permanent withdrawal or changes their mode of attendance so that we can stop or adjust their payments accordingly.

PLEASE NOTE – for UKRI funded students, the maximum amount of temporary withdrawal allowed in total is 12 months (excluding any maternity / paternity leave taken) and therefore should not be approved without reference to your CDT / DTP administrator or the Doctoral College so that prior written permission can be sought from the Research Council before the TWD commences. Please make sure all your students are aware of this (and other relevant UKRI rules) to assist with their expectations and study planning.