Fellowships Payment Timeline
A Fellow, or their Host Organization, should receive the first stipend payment approximately one month prior to the Fellow’s start date. Please plan accordingly, using the following timeline for guidance. If payment needs to be accelerated, please contact the Financial Assistant in the Business Office.
Requests for funds to be disbursed for the fall should not be submitted to the Business Office until after July 1. This ensures the expense is posted in the proper fiscal year.
ASAP: Non-U.S. Post Graduate Fellows
If a Fellow is not a U.S. Citizen or U.S. Permanent Resident (green-card holder), find out their Country of Permanent Residence and their Visa Type, then contact the Business Office. (Some visa types will not allow fellowship payments to be made for fellowships in the U.S. Also, tax treaties rarely apply to fellowship payments: 14% is usually withheld from visa types F1, J1, M1, or Q and 30% is withheld from other visa types.) The Business Office will also let you know what international documents need to be obtained from the fellow.
At Least Twelve Weeks Prior to Fellow's Start Date: Notification to Fellow
Send Fellowship Letter, Information Form, and Assumption of Risk Form (if applicable) to the fellow. Provide a four-week deadline for signed letters and completed form(s) to be returned to you.
Paying Stipend to the Host Organization
Eight Weeks Prior to Fellow's Start Date: Collect Vendor Information/Documents
If you receive back from the Fellow a Fellowship Letter and Information Form instructing Yale to pay their Host Organization, contact the Business Office to find out if the host organization already exists in the Yale system as a vendor. If it does not, for U.S. organizations you will need to include a blank W-9 Form with the Host Organization Letter that you will send to the host. For Non-U.S. Organizations, you will need to include a W-8BEN-E with their letter. Ask the organization to fill out the appropriate tax form and return to you. Signed, scanned versions returned by email are acceptable. Provide a deadline of two weeks for the organization to return the requested documents to you.
Six Weeks Prior to Fellow's Start Date: Prepare and Submit a Check Request
If the host organization is already in the system, or the W-9/W-8BEN-E has been received back, prepare a Supplier Invoice Request using the information from the Fellow’s returned Information Form.
Payment processing time takes approximately two weeks. The Business Office Financial Assistant will track the payment and email you when payment is complete.
Paying Stipend to the Individual
Six Weeks Prior to Fellow's Start Date: Prepare a Supplier Invoice Request for Payments 1 of 2
When the Letter and Information Form have been received back indicating the stipend is to be paid to the individual, prepare a Supplier Invoice Request for the first ½ of the fellowship and ½ of the health insurance cost, if applicable, using the information from the Fellow’s returned Information Form.
Payment processing time from the time is approximately two weeks. The Business Office Financial Assistant will track the payment and email you when payment is complete.
Two Weeks Prior to Mid-Year Stipend Due Date: Prepare and Submit a Supplier Invoice Request Form
Prepare a Supplier Invoice Request for the second ½ of the fellowship and second ½ of the health insurance cost, if applicable. Follow the “Payment 1” instructions above. Please include required backup documents again.
The Business Office Financial Assistant will track the payment and email you when payment is complete.