student notice of awards version 3.0

Student Notice of Awards Version 3.0

Online Application Process

Objectives ~• Simplify the process• Automate eligibility verification• Automate notification process• Creators, CAO’s and PI’s will be able view all

AWARDS created• Ongoing Project

Online Form ~• Document creator is tracked through system log-in to MyUTEP.edu

Portal SNOA Icon. Contact Information for the document creator:

~ This will be automatically populated from information tracked through your log-in

• Upon completion, the form will be automatically forwarded for approvals through the proper authorization chain.

• Email notifications will be automatically sent throughout the process to the persons specified in the approval authority.

Online Form ~• Available in the UTEP portal by accessing My UTEP

Steps:1. Open Internet Explorer2. Go to http://www.utep.edu/3. Click on the My.UTEP.edu Login link4. Logon using your Miners Domain

credentials

Once you’ve logged into My UTEP, navigate to the My.Home tab and click on the SNoA Icon

When you have logged-on to the SNoA Web App, click on the Create Award link or Approve Award link (depending on what you wish to do).

*NOTE: You must contact the Office of Student Financial Aid in case you need access to create awards.

PIs can approve any pending awards by clicking on the APPROVE AWARDS button. PIs can also review the status of an award by clicking on the APPROVAL HISTORY button.

Award Creators can do the same by clicking on the MY CREATED AWARDS button.

Type the student’s full UTEP ID Number (nine digits) and click on the Find Student button to begin creating the award.

*NOTE: All searches/entries are being documented as per security policy.

Depending on your accurate responses of the IRS Questions for Compensation, you will either a message with instructions on how to proceed or you will be able to proceed with the awards creation as illustrated in the two following slides, respectively.

Line-by-Line Instructions ~• Award Information (cont.):

– Type in the Total Award amount– Type in the appropriate Account

• Click on either Multiple Disbursements or Lump Sum• If you choose the Multiple Disbursements you will see:

– Multiple Disbursements» The system will pre-populate the payment amounts for both fields.

Total Award amount divided by 2. 1st disbursement will occur at the beginning of semester and 2nd disbursement will occur around the same time in the second month of semester. After these two disbursements there will only be one Full Disbursement.

Line-by-Line Instructions cont. ~• Supervising Professor Information/ Account

Signatory:

Enter the Name - OR –Use the drop down box to find the Name and click on it

~ If known, the project experience can be entered by the Creator or by the Professor upon their approval

Click the Submit Button !

Award Confirmation Email to Creator

You have created the following Student Notice of Award:

Award Type:Departmental Academic Award Student Name: cncoronado@miners.utep.edu Total Amount: $1.00 Account: 26-1234-5678 Payment Schedule: Lump Sum Semester: 201020 Aid Year: 2010 Contact Information Department: INFORMATION TECHNOLOGY UserName: padame Address: UNW LL Extension: 747-7955 Supervising Professor / Principal Investigator / Director Information Name: Adame, Pablo E UserName: padame@utep.edu Project Experience Description as related to degree program: testing. Thank you.

Award Notification Email to PIA Student Notice of Award requires your verification and approval.

Award Type:Departmental Academic Award Student Name: cncoronado@miners.utep.edu Total Amount: $1.00 Account: 26-1234-5678 Payment Schedule: Lump Sum Semester: 201020 Aid Year: 2010 Contact Information Department: INFORMATION TECHNOLOGY UserName: padame Address: UNW LL Extension: 747-7955 Supervising Professor / Principal Investigator / Director Information Name: Adame, Pablo E UserName: padame@utep.edu Project Experience Description as related to degree program: testing. Please sign in at the following site to verify and approve the document. https://adminapps.utep.edu/snoa/ Thank you.

You have updated the following student award and the amounts below are the original award information: Award Type:Departmental Academic Award Student Name: Coronado,Catherine N Total Amount: $1.00 Account: 26-1234-5678 Payment Schedule: Lump Sum Semester: Spring 2010 Aid Year: 2010 Contact Information Department: INFORMATION TECHNOLOGY UserName: padame Address: UNW LL Extension: 747-7955 Supervising Professor / Principal Investigator / Director Information PI Name: Adame, Pablo E Project Experience Description as related to degree program: testing.

Please login to the SNoA Application at https://adminapps.utep.edu/snoa to review the updated award.

Tax Statement: I understand that the University may not be required to report these payments to the IRS. However, the amount of payment that exceeds the

cost of tuition, fees and books, may represent taxable income and as such should be disclosed on my tax return (Please consult IRS publication 520 for detailed information). I further understand that this award will be included in the total amount of financial aid and may affect the amount of aid for which I qualify.

Thank you.

Update Email to the Creator

Update Email to the PIThe following student award has been updated and the amounts below are the original award information: Award Type:Departmental Academic Award Student Name: Coronado,Catherine N Total Amount: $1.00 Account: 26-1234-5678 Payment Schedule: Lump Sum Semester: Spring 2010 Aid Year: 2010 Contact Information Department: INFORMATION TECHNOLOGY UserName: padame Address: UNW LL Extension: 747-7955 Supervising Professor / Principal Investigator / Director Information PI Name: Adame, Pablo E Project Experience Description as related to degree program: testing.

Please login to the SNoA Application at https://adminapps.utep.edu/snoa to check the updated award.

Tax Statement: I understand that the University may not be required to report these payments to the IRS. However, the amount of payment that exceeds

the cost of tuition, fees and books, may represent taxable income and as such should be disclosed on my tax return (Please consult IRS publication 520 for detailed information). I further understand that this award will be included in the total amount of financial aid and may affect the amount of aid for which I qualify.

Thank you.

Rejection Email to the PIYou have rejected the following student award. Below is the original award information: Award Type:Departmental Academic Award Student Name: Lewis,Shaun Total Amount: $1.11 Account: 19-1234-5678 Payment Schedule: Lump Sum Semester: Spring 2010 Aid Year: 2010 Contact Information Department: INFORMATION TECHNOLOGY UserName: padame Address: UNW LL Extension: 747-7955 Supervising Professor / Principal Investigator / Director Information PI Name: Adame, Pablo E Comments: test Project Experience Description as related to degree program: updating the PI Tax Statement: I understand that the University may not be required to report these payments to the IRS. However, the amount of payment that

exceeds the cost of tuition, fees and books, may represent taxable income and as such should be disclosed on my tax return (Please consult IRS publication 520 for detailed information). I further understand that this award will be included in the total amount of financial aid and may affect the amount of aid for which I qualify.

Thank you.

Please login to the SNoA Application at https://adminapps.utep.edu/snoa to review the updated award.

Rejection Email to the CreatorThe following student award has been rejected. Below is the original award information: Award Type:Departmental Academic Award Student Name: Lewis,Shaun Total Amount: $1.11 Account: 19-1234-5678 Payment Schedule: Lump Sum Semester: Spring 2010 Aid Year: 2010 Contact Information Department: INFORMATION TECHNOLOGY UserName: padame Address: UNW LL Extension: 747-7955 Supervising Professor / Principal Investigator / Director Information PI Name: Adame, Pablo E Comments: test Project Experience Description as related to degree program: updating the PI Tax Statement: I understand that the University may not be required to report these payments to the IRS. However, the amount of payment that

exceeds the cost of tuition, fees and books, may represent taxable income and as such should be disclosed on my tax return (Please consult IRS publication 520 for detailed information). I further understand that this award will be included in the total amount of financial aid and may affect the amount of aid for which I qualify.

Thank you. Please login to the SNoA Application at https://adminapps.utep.edu/snoa to review the updated award.

Approved Email to the PIYou have approved the following Student Notice of Award: Award Type:Departmental Academic Award Student Name: Coronado,Catherine N Total Amount: 2.5100 Account: 26-1234-5678 Payment Schedule: Lump Sum Semester: Spring 2010 Aid Year: 2010 Contact Information Department: INFORMATION TECHNOLOGY UserName: padame Address: UNW LL Extension: 747-7955 Supervising Professor / Principal Investigator / Director Information PI Name: Adame, Pablo E Project Experience Description as related to degree program: testing modification. Tax Statement: I understand that the University may not be required to report these payments to the IRS. However, the amount of payment that

exceeds the cost of tuition, fees and books, may represent taxable income and as such should be disclosed on my tax return (Please consult IRS publication 520 for detailed information). I further understand that this award will be included in the total amount of financial aid and may affect the amount of aid for which I qualify.

Thank you.

Approved Email to the CreatorYour Student Notice of Award has been Approved: Award Type:Departmental Academic Award Student Name: Coronado,Catherine N Total Amount: 2.5100 Account: 26-1234-5678 Payment Schedule: Lump Sum Semester: Spring 2010 Aid Year: 2010 Contact Information Department: INFORMATION TECHNOLOGY UserName: padame Address: UNW LL Extension: 747-7955 Supervising Professor / Principal Investigator / Director Information PI Name: Adame, Pablo E Project Experience Description as related to degree program: testing modification. Tax Statement: I understand that the University may not be required to report these payments to the IRS. However, the amount of payment that

exceeds the cost of tuition, fees and books, may represent taxable income and as such should be disclosed on my tax return (Please consult IRS publication 520 for detailed information). I further understand that this award will be included in the total amount of financial aid and may affect the amount of aid for which I qualify.

Thank you.

Items to Emphasize• No Paper forms will be accepted going forward

• The Students need to be enrolled in the current semester. However, the student is not enrolled, please specify the following information within the “Project Experience” section:– 1. The reason for the award– 2. That the student is not enrolled.– 3. And that the PI has authorized payment without enrollment (this is how I will

know to that system needs to be overwritten manually)

• All Creators and PIs can review the award status at any stage of the approval process.

• There must be an explanation under “project experience” section for awards that are created for another department.

• Anyone that needs view access to the database need to request it from the Office of Student Financial Aid (Liz Hidalgo)

Cont. Item to Emphasize• Tuition Support Awards – Only pays for tuition and fees regardless

of the amount of award submitted

• Multiple Disbursement Payment Schedule – ONLY occur at the beginning of semester example:– Fall 1st Disbursement on 8/17/09– 2nd Disbursement on 9/17/09

• ORSP/Grad School – Please make sure to click on the SAVE and CLOSE button when approving an award. Otherwise the award will not route to Financial Aid.

CAO ListCAO or designated CAO EmailAddress College / Department

Abbud, Lilia B. lbabbud@utep.edu ENGINEERING (COLLEGE OF)

Quezada, Sukie sukie@utep.edu ELECTRICAL & COMPUTER ENGINEER

Rodriguez, Sara E. serodriguez@utep.edu MODEL INSTITUTIONS FOR EXCELLE

Casillas, David E. decasillas@utep.edu HEALTH SCIENCES (COLLEGE OF)

Locke, Kenneth R. krlocke@utep.edu BUSINESS ADMINISTRATION

Loya, Chris cloya2@utep.edu LIBERAL ARTS (COLLEGE OF)

Graves, Penny PGraves@utep.edu PSYCHOLOGY

Prieto, Oscar E oeprieto@utep.edu SCIENCE (COLLEGE OF)

Ladewig, Sandra sladewig@utep.edu GEOLOGICAL SCIENCES

Chavira, Roy rchavira@utep.edu EDUCATION (COLLEGE OF)

Bustillos, Julia G jbustillos8@utep.edu EDUCATION (COLLEGE OF)

Shaffino, Armida baschaffino@utep.edu EDUCATION (COLLEGE OF)

Vigil, Frank (School of Nursing) vigilf@utep.edu SCHOOL OF NURSING

Grijalva, Frank fgrijalva@utep.edu STUDENT AFFAIRS

Lopez, Lupe mglopez2@utep.edu UNIVERSITY COLLEGE

• You must email/report any new users who need to use the SNoA Online Application to the Office of Student Financial Aid.

• You must email/report any users who will no longer use the SNoA Online Application to the Office of Student Financial Aid.– Someone at your college must report any CAO or designated CAO who

will no longer need access to the SNoA System Application to the Office of Student Financial Aid.

Access to SNoA 3.0 is Exclusive!What this means for each college:

• MS Outlook detects emails from saaprover@utep.edu as spam mail.– Due to consistency in email body.

• Email was inadvertently selected as spam mail by the PI.– The email can become designated a “Safe Sender.”

MS Outlook 2003 & 2007Some PI’s may continue to experience SNoA Emails stored in either their Junk Mail or Deleted folder. Reasons why this occurs:

1. Click on the Actions taba. select Junk E-mail

– select and click on Junk E-mail Options

2. Next, select the second tab titled, Safe Senders Email was inadvertently selected as spam mail by the PI.

a. Click on the Add… button towards the right-hand side.3. And enter the following email address into the prompt’s text field

a. Then click on the OK button4. The newly added “trusted” email address will no longer get place

into your Spam Folder (and for some this email gets automatically deleted).

MS Outlook 2003 & 2007 (con’t.)How to resolve this issue:

Contact InformationElizabeth HidalgoOffice of Student Financial Aid (915) 747-5204ehidalgo@utep.edu

Paul AdameEnterprise Computing(915) 747-7955padame@utep.edu

Please don’t hesitate to call or email if you have questions !