The UW Student Data Base (SDB) is a university-wide system for managing student records and student data. AST works with Student Fiscal Services Office (SFS) to award scholarship payments to students who are enrolled at the University of Washington. Departments that wish to disburse funds to students from departmental budgets must have the Driver Worktag/Corresponding Fund (aka Budget) set-up in SDB.
AST Form for SDB Requested Actions
- SDB Awards
- Request Up to 5 SDB Awards
- Attach a Spreadsheet of SDB Award Requests
On this Page...
- Resources
- SDB Checklist
- Disbursement of Financial Aid
- Workflows
- SDB Processing Time and Workflow
- Frequently Asked Questions
- How should I request payments to students through SDB?
- What happens if my fund isn't set up for payments in SDB?
- Can I make changes to how my SDB fund is currently set up?
- What should a student do if there is an aid hold?
- Who can students contact if they have questions regarding their awards or financial aid?
Resources
Back to TopSDB Checklist
When submitting a SDB request, have the following ready:
- 6-digit SDB Fund Number
- SDB can ONLY accept 6-digit fund numbers. If you have a new Workday Finance driver worktag (such as a grant), you'll need to submit an SDB Fund Number Setup Request to SFS.
- Note: If you need to submit an SDB Fund Number Setup Request, SFS may provide you a new 6-digit SDB fund number that is mapped to your driver worktag. Be sure to provide AST with the new fund number so that our team can award the funds to student accounts.
- The date and quarter the award should post. Student Financial Aid has some key dates that you should be aware of with regard to applying for financial aid, receiving aid, and the first day and last day of each quarter.
Disbursement of Financial Aid
AST recommends if your student receives loans, scholarships, and/or grants, they should sign up for direct deposit. They may do this on MyUW under Direct Deposit Transfer Setup. They must set up direct deposit account at least five days before aid can be deposited to their bank account. For further assistance, please read How To Set Up Direct Deposit.
Note: This is separate from UW Payroll direct deposit in Workday.
If students are not signed up for direct deposit, any refund or financial aid checks will be mailed to their local address on file. Encourage them to check their address information on MyUW and update it if necessary to avoid any postal delays. Aid checks may take up to 10 business days to reach them by mail. Signing up for direct deposit is strongly encouraged to receive their funds quickly and safely.
Workflows
Back to TopSDB Processing Time and Workflow
AST’s HR/Payroll team strives to enter transactions in accordance with AST’s best practice timelines. However, the time for overall completion of these processes varies greatly as they require approvals from several different offices, many outside the College.
The following workflow image links to a PDF where you can scale to your liking. This workflow is also available as a Word document.
Frequently Asked Questions
Back to TopYou can submit requests through AST’s SDB intake form.
Request the fund setup through SFS’s Request for SDB Fund Number Setup. SFS will be provide you with a 6-digit SDB fund number keep for your records.
Yes. You can request revisions (e.g., disbursement method) to an SDB fund via SFS's Request for SDB Fund Number Setup.
Students need to submit a Holds Inquiry Form with SFS to resolve their holds.
If your student has any questions regarding their SDB awards, please have them contact SFS at sfshelp@uw.edu. If your student has any questions regarding their financial aid, please have them contact the Office of Student Financial Aid (OSFA) at osfa@uw.edu.
For Further Support
Back to TopReach out and we will route your questions, comments, and/or ideas to the appropriate subject matter experts on our team and keep an eye out for monthly updates via AST's Newsletter.
Last Updated: Wednesday, January 08, 2025