Student Data Base (SDB)

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.

Resources

SDB Checklist

When submitting a SDB request, have the following:

6-digit SDB Fund Number
- SDB can ONLY accept 6-digit budget numbers. If you have a new Workday Finance driver worktag (such as a grant), you'll need to submit a 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.

Note: If you need to submit multiple SDB awards, feel free to list the additional award details in intake form or attach them as a spreadsheet. Be sure to include student first and last name, Student ID #, budget number, and amount for each additional award.

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 your direct deposit account at least five days before aid can be deposited to your bank account. For further assistance, please read How To Set Up Direct Deposit.

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

SDB 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 workflow image below links to a PDF where you can scale to your liking. This workflow is also available in a Word document.

FAQs

How should I request payments to students through SDB?

You can submit requests through AST’s SDB intake form.

What happens if my budget isn’t set up for payments in SDB?

Request the budget setup through SFS’s SDB Fund Number Setup.

What should student do if there is an aid hold?

Students need to submit a Holds Inquiry Form with SFS to resolve their holds

Don't see your question? Please fill out our General Inquiry form and keep an eye out for website updates via AST's Newsletter.