Award Holder's Guide

Recipients of external graduate awards, scholarships, and fellowships are advised to download and read a copy of the Award Holder's Guide on the appropriate award agency’s website. Some Award Holder's Guides:

Other major fellowships have different guidelines. Please refer to your offer letter and/or the agency's website for guidelines.

Senate Regulations Governing University Awards

Awards holders are responsible for reviewing and adhering to the Senate Regulations Governing University Awards.

Registration in Courses

Award payments will only be made to students who are registered as full-time UBC graduate students. Award holders are required to maintain registration for the duration of their award funding period.

Employment

Award holders are required to limit their number of hours of employment to an average of 12 hours per week.

Award Payments

Graduate awards are paid out either through the Student Service Centre or through UBC payroll, depending on the award type.

Payroll Awards

Award payments are made on a semi-monthly basis (15th and last day of each month) through UBC Payroll, and thus are not reflected on the Student Service Centre. Award holders are required to update their contact information with UBC Payroll in addition to updating their address on the Student Service Centre, in cases when their contact information changes after the initial activation of their award.

SSC Awards

With the exception of tuition awards (which are normally paid in three instalments per year), award payments are made according the following schedule:

  • Total award amount under $1,000 - paid out entirely in one term
  • Total award amount $1,000 - $5,999 - paid out in two terms (equal instalments)
  • Total award amount $6,000 or greater - paid out over the three terms of the year (33.3% in September, 33.3% January, and 33.4% in May).

Payroll Deduction of Tuition Fees

Payroll award holders who are not receiving funding that covers their tuition in full, may request that their tuition fees be deducted from their semi-monthly award payments. The Payroll Deduction Form must be submitted to the Faculty of Graduate Studies six weeks before fees are due (otherwise students will have to wait until the next term before payroll deduction can be initiated).

Income Tax

Income tax is not withheld from SSC awards, NSERC, SSHRC and Four Year Fellowship payments. Income tax is withheld by UBC  Payroll from all other payroll awards. UBC Payroll and Student Services will provide T4A forms at the end of the calendar year. Students can download T4As from the Student Service Centre and from Payroll Management Systems Portal. Students are responsible for filing income tax returns on these awards.

Conditional Acceptance

External Payroll Awards

In order to take up an external award, students are required to be unconditionally accepted to their UBC program. In cases when students are offered conditional acceptance to their program, those conditions must be met before the award can be activated and award payments be made.

UBC Payroll Awards

UBC payroll awards (like Four Year Fellowships) will be processed without confirming that the condition of admission was met. However, students are still responsible to meet the condition of their admission by the deadline specified in their offer letter (typically within 12 weeks of starting their program). If the condition of admission is not met, the UBC payroll award will be cancelled, and student will be required to repay all funds received from the award.

SSC Awards

Most SSC awards will be assigned to students who still have a condition of admission on their record. If the condition of admission is not met by the deadline specified in their offer letter (typically within 12 weeks of starting their program), the SSC award may be cancelled.

Completion of Program

Awards are prorated to the end of the month in which students complete their degree program, including submission of their thesis to the Faculty of Graduate Studies (with the exception of CIHR-funded awards, which are prorated to the program completion date). To avoid any overpayments, please advise Graduate Awards of your completion date as soon as possible. In case of SSC awards, students might have to repay a portion of funds they already received (e.g. if a student receives $1,000 in September, and completes his/her program in November, he or she might need to repay $250 - the December portion of the award).

Withdrawal from Program

Awards are prorated to the effective date of withdrawal from a degree program. To avoid any overpayments, please advise Graduate Awards of your withdrawal date as soon as possible. In case of SSC awards, students might have to repay a portion of funds they already received (e.g. if a student receives $1,000 in September, and withdraws on November 15, he or she might need to repay $375 - the amount for the November 15 to December 31st period).

Leave from Program

Award holders are not eligible to receive award payments while on approved academic leave from their program. Please advise Graduate Awards to arrange for the suspension of your award payments until your return from on-leave status.

Students who hold external fellowships that allow paid leaves of absence, should contact the funding agency and The Faculty of Graduate Studies to request a paid leave of absence well in advance of the leave start date.

Conditions for paid leave of absence differ between funding agencies. Students should refer to the relevant funding agency's website for further information.

Other major fellowships have different guidelines. Please refer to your offer letter and/or the agency's website for guidelines.

Award Overpayment

Award holders will be required to return any excess amounts issued to them. This includes overpayment for the time period after their effective completion or withdrawal date, payroll or Student Service Centre errors, etc. 

Progress Reports

Award holders of multi-year fellowships must submit a progress report to the Faculty of Graduate Studies six weeks before the anniversary of their award start date. Failure to submit a progress report will result in award payments being suspended until a satisfactory progress report is received. Multi-year fellowships can include NSERC, SSHRC, Killam Doctoral Fellowships, Four Year Fellowships, Aboriginal Fellowships, Rick Hansen Fellowships, and Affiliated Fellowships.
 

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