scholarships & student aid office (ssao) what’s what bsac

1

Who’s who/What’s what Terminology Fund Management Budget Management Award Processing Award Maintenance Eligibility Reporting Support

2

Who’s who• Scholarships & Student Aid Office (SSAO)

• Student Funding (SF)• Award Processing Support Service (APSS)

• Graduate & Post Doctoral Studies (GPS)What’s what• BSAC/BSA• FAA Admin

3

• Aid Year (Academic Year)• A complete aid cycle for which student

aid/award is being tracked. McGill defines as academic year i.e. September 1st to August 31st

of the following year. • Fiscal Year - May 1st through April 30th . • Grant Year - Twelve consecutive months as determined

by the Granting Agency. The most common but not limited to is Tri-Agency which runs from April 1st through March 31st.

4

• An Aid Fund Code in BSA is a unique code that is used to distinguish an award entity

• These codes identify specific awards, e.g. institutional scholarships, external fellowships, stipends, etc. with properties

• An aid fund for a monetary award is associated to a FOAPAL and is given an Allocation

• More than one aid fund may be associated to one FOAPAL (but only one FOAPAL can be associated to an aid fund.)• An award that should come from two FOAPALs is

processed as two awards.

Coding convention: 1st character =>Award Type S-Scholarship, F–Fellowship; R–Agency; I–Stipend; T - Travel2nd-6th character => Finance Fund7th character =>Program StageEntrance, In-Course & Convocation8th – 9th character =>sequential number assigned or G/S

• Aid Fund names for Agency Awards are based on the FIS fund title• Aid Fund names for Student Stipends begin with STP – [researcher last

name] – first characters of the FIS fund title

R 213875C0G I 217818C0GF 179518C00

5

• Disbursement • Release award and pass award info to the

system that pays it:• Accounts Receivable (AR) – award pays for tuition,

etc.• Accounts Payable (AP) – Student gets a cheque or

direct depositNote: If a payment is future dated it is still “disbursed”

• The payment of an award on the scheduled pay date

• Memo - Future-dated disbursements (payments) not yet paid

• Payment - The payment of an award on the scheduled pay date

Award– basedonacademicmerit,extra‐curricularorcommunityactivities,travelsupportordemonstratedneed

Stipend– paidfromaresearchersgrantforthestudenttoworkonthesisresearch(Support)◦ ThefundingsourceisdepictedintheFinancesystemasaGrant(2For2M).◦ SuchpaymentsaresubjecttoapprovalbytheRFMSinFinancialServicestoensurecompliancewithgrantingagencyrestrictionsandthresholds.

6

• Support• Students may be “working” in a lab with the

Researcher but it is not considered “pay for work” if:• The research is in support of the student in qualifying for a

degree or other scholastic recognition in their field• There is no work schedule• There is no contract• There is no timesheet

• Employment Income• Research Assistantships or other forms of

employment• Treated as employment income with T4 and Relevé 1 slips issued• Pay for work performed (e.g. laboratory work)• Pre-arranged terms – hourly rate, # hours, specific work days

• Under specific direction of researcher or co-researcher=>Work for pay example: Student has graduated and received their degree but researcher wants to keep them on working in the lab for 6 months

• See ‘Student Stipends’ link http://www.mcgill.ca/studentfunding/faa-admin-toolkit/factsheets/studentstipends

• ***Agency requires PI signature. Use ‘Student Stipend Payment Authorization form’ (retain for 7 years) found at http://www.mcgill.ca/studentfunding/forms/paymentauthorization***

• The Student:• is not eligible for the university benefits plans including,

but not limited to Group Life, Health, Dental, LTD and Pension.

• is not eligible for federal and provincial government deductions and benefits such as: Employment Insurance, Quebec Pension Plan, Quebec Parental Insurance Plan and Medicare.

• is not subject to the 4% vacation pay or any form of vacation accrual or payment

• will not be entitled to collect Employment Insurance upon completion of the payments.

• will receive T4A/Releve 1 receipts for income tax purposes for both the Federal and Quebec governments.

7

A disbursement schedule is the calendar of award payments. ◦ Awards are released for payment based on the disbursement

schedule and transmitted to the student’s bank account within 1 – 4 business days

Some award types may have a default disbursement schedule (Fellowships often have a ten payment default schedule, Scholarships have two – Fall & Winter term)

The disbursement schedule wizard can automatically generate a schedule of payments based on a monthly or semi-monthly schedule

Disbursement schedule dates drive which aid year, grant year or fiscal year the transactions are posted to.◦ BSA does not have a trail out period like FIS at yearend. The

last day of the year is the last day to process i.e. A payment with an April scheduled pay date that

was delayed and only paid in May will be charged in May. We cannot back date records for posting purposes

• Default• pre-determined schedule established on a Aid fund

code• Carry forward same schedule year after year• Ideal to pay Fall awards in August

• Required• No schedule exists – it must be created upon

submission of an award using the award processing form

• Custom• A schedule that has been created using the award

processing form

8

Monthly/Semi-Monthly/Customize Pay frequency determined when

generating a new disbursement schedule. Customize is an option that allows you to

design your own disbursement schedule e.g. lump sum payment, 50/50 split for fall/winter term

Accounts Payable (A/P)◦ Award payment made via Direct Deposit to a

student’s personal bank account Accounts Receivable (A/R)◦ Award payment made via Student Accounts to a

student’s individual fee account

9

Forecast◦ Award has not been disbursed

Accepted◦ The award has been submitted, and is awaiting processing by

the Central Office. Revoked/Rescinded◦ The award was revoked after at least one payment was made. ◦ Used when an award is being taken away from the student /

revoked. ◦ Visible to the student in Minerva Financial Aid & Awards tab

Cancelled◦ The award was canceled before any payments were made.◦ Cannot be used for awards that have been disbursed.◦ Not visible to the student in Minerva Financial Aid & Awards tab◦ Award processor cancels award in Minerva

10

• Direct Deposit

• Student Fee Account

• Central aid office create• Fellowships & Scholarships approved by CESA

(Committee on Enrolment and Student Affair) automatically

• All other Fund types (not 2C, 2E, 2F, 2M with grants) upon request

• Requests are made using Aid Fund Request Form –http://www.mcgill.ca/studentfunding/forms/aid-fund-request-form

• Award Processors create• Student Stipends and Agency Awards (2C,2E, 2F &

2M grants only)• Requests are made using ‘On the fly’ Aid Fund

Request Form

11

21

Understanding Award Properties

Aid Fund code is associated to a FOAPAL

12

• Aid Fund code that has not been used can have the ORG/Prog changed

• Aid Fund code that has been used must be terminated and a new code created with the new FOAPAL combination• Implicates

• Future dated memos on old FOAPAL• Reassignments • If Finance journals are done

• BSA will be out of sync with FIS• It may implicate user security

Aid Fund Codes will pick up the termination date from Finance through a nightly process

Finance funds that get re-activated do not get picked up in BSA

Users must notify student.funding that the Fund is re-opened

13

Endowment Income or Direct Spending

Finance fund types:2A medals2B prizes2C scholarships2D bursaries2E fellowships

“Institutional Awards”

Allocated to Faculty/Departments by Central Aid Office

Finance fund types:1A operating

“Institutional Awards”

Proportions not accurateGranting Agency awards to Student

Finance fund types:2C scholarships2E fellowshipsLinked to Grant Code

“Agency Award to Student”

From PI’s research grant

Finance fund types:2F grants2M contractsLinked to Grant Code

“Student Stipends”

14

BSA budget: every Aid Fund (monetary award type) that is set up in BSA requires a corresponding budget

Budgets in BSA are separate from FIS budgets How budgets are set in BSA depends on the fund

type of the FOAPAL to which it is attached

Finance Funds used exclusively for institutional awards and agency awards (2A to 2E fund types)◦ Nightly refresh from Finance budgets to set Budget to

‘actual’ in FAA Researcher’s funds for student stipends (2F & 2M fund

types)◦ No upfront budget required. System will self-adjust

budget based on disbursements scheduled. Operating and Other funds (not 2A-2E, 2F, 2M fund types

and not linked to a grant)

Note: BSA Budgets are only a guide and do not necessarily reflect the available balance in Finance. BSA Budgets can be adjusted upon request

15

Budget Setup/Adjustments◦ BSA Budget Adjustment Request form Only funds that are not part of the

automated nightly refresh Excludes 2A -2E, 2F, & 2M

◦ The form requires the FFM, FFO, FST or KFC to be copied on the request Allows for disapprovals to occur Central Aid Office processes within 1-3

business days

Based on the disbursement schedule, BSA will pass encumbrances to Finance for future dated payments◦ Up to the end of the fiscal year◦ Or, if a grant, up to the end of the current active

grant year◦ Up to the End of the Aid Year

Once the future payment date = today◦ Encumbrance cancelled as payment is issued (and

therefore expense is recorded) Will be encumbered only when disbursed◦ Future years are not disbursed until the year

becomes active

16

If payment date is beyond the current fiscal year:

No encumbrance On the 1st day of the fiscal year within which the

memos are to be disbursed (e.g. June 1st for 2014), original encumbrances are batch loaded.

Payment schedule set on Oct 8th:◦ Pay immediate $400 to student fees◦ Pay immediate $600 as direct deposit◦ Pay $1000 on March 1st

◦ Pay $1000 on July 1st.

32

Exp $ Enc $ Future$ BSA Ref PostedDate

PaymentDate

400 0 0 458185 Oct 8 Oct 8600 0 0 I0901234 Oct 8 Oct 8

0 1000 0 E0008900 Oct 8 Mar 10 0 1000 Oct 8 July 1

17

Payment schedule set on Oct 8th:◦ Pay immediate $400 to student fees◦ Pay immediate $600 as direct deposit◦ Pay $1000 on March 1st (was processed)

◦ Pay $1000 on July 1st.Exp $ Enc $ Future$ BSA Ref Posted

DatePaymentDate

400 0 0 465789 Oct 8 Oct 8600 0 0 I0003456 Oct 8 Oct 8

0 1000 0 E0008900 Oct 8 Mar 10 -1000 0 J0901234 Mar 1 Mar 1

1000 0 0 I0901235 Mar 1 Mar 10 0 1000 Oct 8 July 1

Payment schedule set on Feb 24th:◦ Pay immediate $400 to student fees◦ Pay immediate $600 as direct deposit◦ Pay $1000 on March 1st

◦ Pay $1000 on July 1st.

34

Exp $ Enc $ Future$ BSA Ref PostedDate

PaymentDate

0 1000 0 E0901239

Oct 8 July 1

18

Fiscal/Aid Year Considerations◦ May 1st open new fiscal year in BSA Require two day operational shutdown◦ FIS Encumbrances do not roll for 5-7 business

days Balances in Finance will be skewed◦ Payments will not be delayed Encumbrances will not be cleared upon payment Encumbrance and Actual will both appear on

ledger during this period

19

POST-AWARD ACTIONSQUERYSUBMITPREVIEW &

SCHEDULECREATE

CREATE AWARD(S)

Select Aid Fund

Indicate term/dates, as prompted by system

Displays the Aid Fund properties

Assign student and amount• If you have multiple recipients on

the same Aid Fund, you may enter a list of students & amounts in bulk (you can use copy & paste)

CREATE AID FUND(S)If needed, you can create new Aid Funds on-the-fly for Stipends and Agency awards from the Aid Fund list or via a separate menu item.

A w a r d P r o c e s s i n g m e n u A w a r d S u m m a r y/S e a r c h m e n u


SCHEDULECREATE

PREVIEW & SCHEDULE AWARD(S)

See your list pending submission to confirm award information

Create disbursement schedule(s)

Review warnings and fix any errors flagged by the system which could include:• Duplicate awards• Invalid IDs• Sum of scheduled

disbursements don’t equal total award.

• Insufficient budget

TIP: Your preview list cannot be saved. You must submit before leaving this page.


20


SCHEDULECREATE

SUBMIT AWARD(S)

All is deemed final and error-free

Once preview list is submitted, some awards can no longer be updated

Upon submission, award(s) then:• Reviewed by Fund

Administrator (Stipends & research awards on researcher grants only)

• Processed by central Aid Office

Appears to student in Minerva ‘My Financial Aid & Awards’



SCHEDULECREATE

QUERY AWARD(S)

Use filters to look-up awards. Must at least specify one of:• Student ID• Aid Year• Finance Fund/Aid Fund

You can query• Awards you originated• All awards within the unit or

faculty, as dictated by your FAA security.

Use list and drill down to award details to:• Check the status of a particular

award• To verify a colleague’s processed

award as back-up or duplicate avoidance

• Initiate a change to a particular award (see next step )


21


SCHEDULECREATE

POST-AWARD ACTIONS

You may need to take action on a previously processed award, such as:

• Update the comments associated to an award

• Change disbursement schedule if not subject to RRF approval and not yet disbursed.

• Reassign some or all payments (past or future) to another FOAPAL/Aid Fund if disbursed

• In some circumstances, make changes to or cancel an award if not disbursed.


Student validation (SR Admin & Unofficial Transcript – SIS access required)

• Golden Rule• Students must go to their home departments for support

• Student Eligibility • Registration• Status• Full time/part time• Degree/program/number of credits• Meets restrictions

• Student Personal data updated (Student’s Personal/Financial Aid & Awards)• Address Information• Direct Deposit Banking Information

• Canadian Banks only• No more cheques (extremely exceptional cases)

22

Award validation (FIS access required)◦ Finance Fund exists◦ Aid Fund Code exists◦ Budget available in BSA/Finance◦ Disbursement Schedule option chosen◦ Appropriate payment method chosen

Award verification (BSA access required)◦ View award record using Award/Summary Search

menu◦ Inform [email protected] if any changes

are required

A Processing schedule is available◦ To guide award processors with a timeline for

processing awards and stipends ◦ Provides deadline dates for each the pay dates

within the calendar year◦ Includes expected delays due to holidays and

summer Fridays

23

• Award Payments may be delayed for various reasons:• Student no longer eligible• Student personal data not updated• Finance fund has ended• And more…

• Student Funding will email the award processor only• Data linked to award processor and their personal

email (first.last)• We cannot email to generic email accounts

Budget of $6,000 in Fiscal Year Three recipients $1K/student for each Fall and Winter term◦ typically paid via A/R (to student fee account)

All within same fiscal year and aid year

FY12: May/11-Apr/12 FY13: May/12-Apr/13

May

/10

May

/11

May

/12

May

/13

Sept

/10

Jan

/11

Sept

/11

Jan/

12

Sept

/12

Jan/

13

FY14: May/13-Apr/14

Aid Year 1112 Aid Year 1213 Aid Year 1314 …

Fall201109 Winter201201 Summer201205 Fall201209 Winter201301 Summer201305 Fall201309 Winter201401$1Kx3=$3K

$6K

$1Kx3=$3K

24

$1,000 award given at convocation Typically paid out in May once final marks in Pick the term of the student’s last registration. ◦ Most have been setup with April 30th disbursement

date to ensure award is paid out immediately when processed

◦ Awards are disbursed close to the convocation date


May

/10

May

/11

May

/12

May

/13

Sept

/10

Jan

/11

Sept

/11

Jan/

12

Sept

/12

Jan/

13

FY13: May/12-Apr/13


Fall201009 Winter201101 Summer201105 Fall201109 Winter201201 Summer201205 Fall201209 Winter201301

$1K

$1K

$1K

$24,000 from May/12 to April/13◦ Using funds within fiscal year◦ Award split ($8K and $16K) into two aid years

This is the perfect scenario to use if you need to spend your allocation by end of fiscal year


May

/10

May

/11

May

/12

May

/13

Sept

/10

Jan

/11

Sept

/11

Jan/

12

Sept

/12

Jan/

13

FY14: May/13-Apr/14


Fall201109 Winter201201 Summer201205 Fall201209 Winter201301 Summer201305 Fall201309 Winter201401$8K $8K$8K

Budget$24K

25

• $24,000 from Sept/11 to Aug/12• Crossing fiscal years; do you have funds next

year to cover it?This scenario will result in under-spending/over-

spending of your fiscal year allocation if not properly monitored.


May

/10

May

/11

May

/12

May

/13

Sept

/10

Jan

/11

Sept

/11

Jan/

12

Sept

/12

Jan/

13

FY13: May/12-Apr/13


Fall201009 Winter201101 Summer201105 Fall201109 Winter201201 Summer201205 Fall201209 Winter201301$8K$8K$8K

Budget$24K

$24,000 from Jan/12 to Dec/12◦ Crossing fiscal years/Aid years; do you have

funds next year to cover it?◦ Is it setup with a budget in the new Aid Year?◦ Award split ($16K and $8K) into two aid years


May

/10

May

/11

May

/12

May

/13

Sept

/10

Jan

/11

Sept

/11

Jan/

12

Sept

/12

Jan/

13

FY13: May/12-Apr/13


Fall201009 Winter201101 Summer201105 Fall201109 Winter201201 Summer201205 Fall201209 Winter201301$8K$8K $8K

Budget$24K

26

• $12,000 from April/11 to Mar/12• Grant year comes into play. For student stipends:

• No payments before start of current grant year• No payment beyond end of current grant year if

grant renewal is required• Automatically queued for Research & Restricted

Funds approval


May

/10

May

/11

May

/12

May

/13

Sept

/10

Jan

/11

Sept

/11

Jan/

12

Sept

/12

Jan/

13

FY13: May/12-Apr/13


Fall201009 Winter201101 Summer201105 Fall201109 Winter201201 Summer201205 Fall201209 Winter201301$3K

Grant Year 2: Apr/11-Mar/12Grant Year 1: Apr/10-Mar/11 Grant Year 3: Apr/12-Mar/13

$4K$4K$1K

$12K

27

• Award/Summary Search• Search for a record by:

• Student ID• Aid Fund Code/Partial Code• Aid Fund Title/Partial Title• Aid Year • Status• My awards only

To search for awards that you and/or a colleague may have submitted – change the value in My Awards Only to No

54

Award Summary Search

28

55

Award Summary Search

• Reassignment• An original Student Stipend awarded needs to

be reassigned to another funding source• Previously paid amounts• Future paid amounts

• Important to review the Aid fund properties of both fund involved in the reassignment.

• Faculty users have the ability to process reassignments on Faculty and Department awards

• Department users have the ability to process within their own department

29

• Temporary access to another ORG can be granted • See Temporary Access to FOAPAL

Reassignmentswww.mcgill.ca/studentfunding/forms/reassignment-request-form

• Temporary access is granted for 24 hrs only. It is revoked immediately afterwards

• Checklist for Reassignmentswww.mcgill.ca/studentfunding/faa-admin-toolkit/award-processing/reassignments/checklist-reassignments

• Contact Student Funding for help, if required

Retro FOAPAL• Need for awards to be paid to students with

dates in the past e.g. April 1, 2012 – October 31, 2012• Ensure Aid Fund exists in appropriate Aid Year• Ensure Finance fund is still active• Ensure budget available in BSA/Finance in

appropriate Aid Year• Contact Student Funding for help

30

• Cancel or Reduce award payments requests• Use Form

www.mcgill.ca/studentfunding/forms/cancelreduce-payments-form

• Central Aid Office will:• Process the request• Contact requestor for additional information, if

required• Inform users once done

• Central Aid Office makes changes to award records• Awards that are not disbursed will be

sent back to Award processor queue to cancel

• Disbursed awards can only be cancelled by Central Aid Office

31

Awards that have been paid and then revoked will be:◦ charged to the Student’s Fee Account student will receive an e-bill student must pay back amount at that time never ask the student for a cheque◦ credited back to original FOAPAL immediately do not deposit the cheque into your Fund

All activity is visible to student in Financial Aid & Awards tab

• Implications• T4A tax receipts

• Any amount paid to the student up until December 31 will be on the students T4A slip.

• Any adjustments to awards for the period between September 1 and December 31 should be done before December 15 to allow Central Offices time to obtain approvals and process

• Cancellations from previous years affects tax receipts and students personal income tax reporting

32

• A Disbursement schedule can only be modified if the award has not been disbursed.

• Request to modify the disbursement schedule by sending an email to [email protected]• Include:

• Student ID• Student name• Aid Fund Code• Amount• Student Level - Graduate/Undergraduate• Create date• Aid Year

• For more details, see Modify a schedule www.mcgill.ca/studentfunding/faa-admin-toolkit/award-processing/disbursement-schedules

33

• Studentmustberegistered&notwithdrawn• StudentmustbeinaDegreeProgram• StudentcannotberegisteredinaCertificate/Diploma(pre‐determinedexceptionsmustbeclearlyidentifiedusingthecommentfield)

• StudentcannotberegisteredinContinuingStudies• Studentcannotberegisteredinaprivateprogram(i.e.MBA,MMM)• StudentmusthaveanActivestatus• Studentmusthavebankinginformationi.e.DirectDepositdetailssetupinMinervaifthepaymentmethodistoAccountspayable

• StudentmusthaveanactiveaddresssetupinMinervaregardlessofthepaymentmethod

Note:Failedeligibilityrequiresfollow‐upbyeitherCentralAidOfficeorAwardingunittovalidatewhichcouldresultinprocessingdelays.

65

ThissetofrulesappliestoUndergraduatestudentsthatarepotentialrecipientsofMeritbasedawards.

AfterAdd/Dropperiod,checkingisdoneonthefollowing:◦ Thestudentmustberegisteredwithanumberofcredits/billinghoursisgreater/equalto12(Fall&Wintertermsonly)Summertermexcluded

Note:AgriculturalFMTstudentsarecalculatedwith10ormorecredits

66

34

ThissetofrulesappliestobothUndergraduateandGraduateResearchTrainees.

IfstudentisnotaMcGillstudent,mustregisteredinNon‐Transcriptterm

TheNon‐TranscriptStartDateisequaltoorlessthanthepaydateandtheCompletionDateisequaltoorgreaterthanthepaydate(pre‐determinedexceptionsmustbeclearlyidentifiedusingthecommentfieldtovalidateresearchtraineeeligibilitytoavoidprocessingdelays)

Formoredetailsontheeligibilitycriteria forresearchtrainees,reviewtheResearchTraineeguildelines

67

BasicRules◦ Thesisstudentsmustberegisteredascontinuing,additional,halftime,evaluationorFulltimestudents

◦ Non‐Thesisstudentsmustberegisteredwithcreditbillinghoursgreaterthanorequalto12

GPSHoldRule◦ StudentswithAdmissionsdocumentdeficiencyonAgencyawardswillhaveadisbursementholdplaceontherecorduntiltheissueisrectified

StipendRule◦ StipendpaymentmethodMUSTbeAccountsPayableonly.NoChequeswillbeissued.AccountsReceivableisnotanacceptablemethodofpaymentsforGrantingAgencies

AgencyRule◦ Agencyawardsdirecttostudent,requirethatstudentmustberegisteredasFULLtime◦ PaymentmethodshouldbeAccountsPayable,BeawarethattheAwardProcessingFormdoesnotpreventAccountsReceivableasapaymentmethod.

◦ TheseawardswillfaileligibilitycheckingifAccountsReceivableisselectedwhichcouldresultinprocessingdelaysasfurthervalidationisrequirementbytheCentralAidOffice.

68

35

Thenatureofthepaymentisastudentstipendfortheexpresspurposetofurthertheeducationandtrainingoftherecipient.Allremunerationreceivedbytherecipientfortheperformanceofemploymentduties(suchas:TAships,demonstrator,andotherregularemploymentincome),isoutsideofthescopeofStudentStipendsandwillbetreatedseparatelyfromthispayment.StipendChecklist:• Theprimarypurposeofthestudentstipendistofurthertheeducationandtrainingof

therecipientinhisorherindividualcapacity.• TherecipientofthisstudentstipendisdulyregisteredasastudentatMcGill

University.• Allresponsibilitiesoftherecipientasperthetermsofthestudentstipendmustrelate

totrainingandstudiesasastudent.• Therecipientdoesnotholdacademic/professorialrankasanadditionalappointment

atMcGill.• Theamountandnatureofpaymentadherestotheapplicablegrantingagency

guidelines

69

36

For Award Administrators◦ KZRAPFC – Recipients by Award & Faculty/Unit

For Finance administrators◦ KZRFDTM – Monthly FAA Transaction Details◦ KZRFDTS – FAA Transaction Details by Student

• FAA Admin User Reports - provide you with student award information which includes scholarships, fellowships, prizes, other awards and stipends. The various reports allow you to view the data for a given Aid Fund Code, Student ID or Faculty/Department Org Code

• Finance User Reports - provide you with the financial aspect of student awarding which includes scholarships, fellowships, prizes, other awards and stipends but also draws Fund Holder information and balances from the Finance information system

• Student Record User Reports - provide you with student awards information with an emphasis on fee residency from the Student information system.

37

• Navigate to Student Funding Reporting website• inventory of reports available which includes

system access requirements and tailored documentation for each report template

• Review the Using Report templates page for login information

• Request for new reports use:• Report Request Form –

www.mcgill.ca/studentfunding/reporting/bsa-reporting/report-request-form

BSA disbursement reports will display awards that are ‘disbursed’ only

Use Award Summary Search in Minerva to view the status of an award (‘disbursed’ or not)◦ This will provide details on the awards that do not appear in the BSA reports

Reconciliation between Finance and BSA using account code 600200 may present bottom line deviations◦ Due to corrections/journals made in Finance only. ◦ May encounter historical transactions BSA was new

Processes between the two areas were yet to be ironed out.

38

Award inquiries• Student Funding website -

http://www.mcgill.ca/studentfunding/• FAA Admin Toolkit - http://www.mcgill.ca/studentfunding/faa-admin-

toolkit• Forms - http://www.mcgill.ca/studentfunding/forms• Reporting - http://www.mcgill.ca/studentfunding/reporting

• Email Award Processing Support Service a.k.a Student Funding a.k.a SSAO [email protected]

System Access Requests/Issues• Complete Award Processing Authorization form

http://www.mcgill.ca/studentfunding/forms/bsacawardprocessingauthorization

• Email FAA-security – [email protected]

QUESTIONS/FEEDBACK?

40

Complete the Aid Fund Request Formhttp://www.mcgill.ca/studentfunding/

Central Aid Office Creates

Student Stipends and Agency Awards (2C,2E, 2F & 2M grants only)

Requests are made using ‘On the fly’ Aid Fund Request Form entitled “Request new student stipend or agency”

Award Processors Create

41

Processing an award

• Choose the level of the student(s)

NOTE: for Athletic Awards – select Undergraduate for ALL students

Processing an award

• Enter all or part of the Fund code or award name• Click on Search• Select an Aid Fund should be displayed• Click on the drop down arrow to select the Aid Fund• Select the Aid Fund

Take note of the Aid Fund properties.

• For non-Grant funds, it is important to verify the Program Stage and Renewable fields;

• For Grants, it is important to verify the Start and End Date of the Fund.

• The properties help to ensure the correct Aid Fund is selected as it will impact the disbursement, reporting and in some cases re-assignments.

42

Processing an award

• Enter the Start and End date of the award• Award Start and End dates will determine:

• The Aid Year the award will impact• The pay periods you can choose to pay the student• The Fiscal Year(s) the payments will impact.

Processing an award

• Enter the Student ID(s) and Award Amount(s)Note: You may enter multiple Student IDs and amounts for the same Aid Fund and date range.

• Click on “Add to Preview”

43

Processing an award

• Student(s) entered will be displayed.• Review the information for accuracy:

• Student ID/Name• Direct Deposit Information is set to YES• Award date range• Aid Fund• Total Amount

Processing an award

At the end of the row, 1 of 4 possible values will be displayed related to the disbursement schedule for this award.

• Default - a schedule has already been set-up – it can be modified.• Required - no schedule exists – it must be created• Custom – the schedule has been created/modified• Error - there is an error within the schedule that was created/modified

44

Processing an award

Customize a Disbursement schedule• Click on the Required link

• Your choices for payment schedules:• Monthly• Semi-Monthly

• Both choices will create the records and allow for modifications to each individual pay record

• The schedule must be within the start and end date boundary of the award • The total must equal the Award total

Processing an award

• Select the Frequency• The date range will automatically populate• Click “Exclude summer term” checkbox (if required)• Click on Generate

45

Processing an award

• Click on Apply to accept the schedule• Click on X to remove a record• Click on Customize to add a new record

Processing an award

The award is now ready for Submission.• Click on Submit for ProcessingNote: once it is submitted, you will not be able to return to the record to make modifications without getting in touch with Student Funding.

46

Processing an award

If the award is successfully submitted, a checkmark will be displayed at the top of the form and beside the award record.

scholarships & student aid office (ssao) what’s what bsac

Documents