Procedures: Scholarship
Disbursements
UNIVERSITY OF KANSAS
Changing for Excellence Phase III - SSC
Affected Areas
 Financial Aid & Scholarships (FAS)
 Office of the Bursar (Bursar)
 Student
Process Requirements and Guidelines
The following section provides details on the steps required to process a scholarship – from student application to making the final award. Any optional or recommended actions are identified as such; all other elements should be considered mandatory components of the process. See the timeframes mentioned at the top of each narrative section as well as the timeline at the bottom of the process map for additional detail on the chronology of these steps.
Late May – Early June
1.
Is the recipient an international student? o If Yes:
 The SSC-F will contact the student to let them know that they are required to go to the Bursar to complete paperwork before their award can be processed.
 The student must work with the Bursar to complete registration on GLACIER, the Non-
Resident Alien Tax Compliance System. o If No: Proceed to Step 5.
2.
The Bursar sets up a profile in GLACIER for the student and instructs him/her on how to complete the online registration and associated paperwork. o Owner: Bursar o The student receives an e-mail with a password. o The Bursar sends an e-mail to the student requesting they complete the GLACIER paperwork and return it in person so documents can be copied/scanned and retained. Certain audits or federal/state guidelines may require that physical copies are retained. Because the requirements for every possible audit or compliance guidelines cannot be listed here, the default action should be to store physical copies until investigation by the SSC-F has determined through inquiry with the Comptroller’s Office,
KUCR, or KUEA that physical copies are not needed.
3.
Students register on GLACIER, satisfy the requirements and return to the Bursar with paperwork. o Owner: Student o Once the paperwork is complete, the student will return with paperwork to the Bursar’s office.
July - August
4.
The Bursar receives the completed paperwork and notifies FAS that GLACIER is complete. o Owner: Bursar o The Bursar creates a J form ( http://www.iss.ku.edu/forms/j1.shtml
) with the full taxable tuition amount. o The Student Account Services Manager approves the J form and the Bursar requests a tax remittance from the student’s account.
Page 1 of 3
Draft & Confidential - For Discussion Purposes

Procedures: Scholarship
Disbursements
UNIVERSITY OF KANSAS
Changing for Excellence Phase III - SSC o Once the remittance is received, the Bursar submits the J form and payment to the State of Kansas.
5.
When FAS is notified that the international tax paperwork is complete, or once the Domestic/International
Student Posting Request Form http://affordability.ku.edu/cs/forms/DomPostingForm.xls
or http://affordability.ku.edu/cs/forms/IntlPostingForm.xls
has been posted to the FAS shared drive, FAS posts the scholarship to the student’s account in Enroll and Pay. o Owner: FAS o For domestic students GLACIER paperwork is not required. o OIRP generates auto-reports to identify Item Type disbursements for Item Types beginning with
‘86’. This report is sent to KUEA to inform them of the amount of payment KUEA should submit to the
Comptroller’s Office (and from which account – which is identified by the Item Type).
Note: Item Types are a PeopleSoft term. They help FAS group similar awards and map them to a
specific cost center and fund number, essentially linking awards from KUEA to the GL. a.
Questions arising from the student during the scholarship process relating to the timing of awards, amount of awards, and/or discrepancies in what is posted from the communication sent by the department are the responsibility of the SSC-F to address in a prompt, courteous manner.
The SSC-F will be in direct contact with the student, and may accept complaints or notifications of problems with the scholarship. The SSC-F is responsible to understand and determine the source of the problem, then take action to solve it. Help and additional contact with the Department, FAS, Bursar, or Student will be required. Examples of common problems include: i.
Tuition scholarships fail to be posted. ii.
The expected amount of tuition varies from the actual tuition. iii.
Changes to the student status may affect the award. iv.
International students fail to complete the GLACIER paperwork, delaying receipt of the award. b.
Disbursement begins at the beginning of each semester. When scholarships disburse, funds cycle through the student account, first paying any charges for that term’s bill. If the student balance is paid in full, any remaining scholarship funds or other aid is refunded to the student. The University of Kansas requests all students to have direct deposit in order to save time and processing on writing and mailing checks to students.
Unless otherwise specified by donors and departments, scholarships will only disburse when the student is enrolled in 12 undergraduate hours or 9 graduate hours. This follows the federal methodology concerning full time enrollment, and allows Financial Aid & Scholarships to ensure students are enrolled in enough hours to satisfy donor requirements and maintain a proper graduation track. Circumstances may dictate that a student should receive their scholarships if they are enrolled less than full time. These can include, but are not limited to: needing fewer hours to graduate, dissertation hours, internship hours, or enrollment in part time programs. Financial Aid &
Scholarships notifies departments of under-enrolled students before scholarships can disburse. In order to override the enrollment criterion, departments may complete a “Force” form (found at
Page 2 of 3
Draft & Confidential - For Discussion Purposes

Procedures: Scholarship
Disbursements
UNIVERSITY OF KANSAS
Changing for Excellence Phase III - SSC http://affordability.ku.edu/cs/forms.shtml), which gives FAS departmental authorization to manually push the funds through the student account. However, departments may also elect to reduce the amount of the scholarship, require students to add hours, or cancel.
Financial Aid & Scholarships requests departments track the enrollment and disbursement of their own students in the Scholarship Datamart before the term begins by monitoring the enrollment of students and providing authorization to force, if applicable, before the semester begins.
Departments that are proactive in this task allow Financial Aid & Scholarships to disburse aid and serve students in a much quicker manner. Financial Aid & Scholarships monitors under ‐ enrollment and will contact departments to notify them of students that will be cancelled on or before the 20th day of classes (10th day of summer classes). Students must also self ‐ report the hours in which they will be enrolled on Enroll & Pay to ensure timely disbursement of other federal, state, and institutional aid.
6.
The Bursar requests a refund from the department. o Owner: Bursar
7.
Send refund and J Form to the State of Kansas which files with the IRS o Owner: Bursar
8.
Excess funds are awarded by Bursar to student o Owner: Bursar o If after paying tuition, funds remain in the student’s account, the Bursar distributes them to the student.
Page 3 of 3
Draft & Confidential - For Discussion Purposes