Financial Aid and Awards
Administration
For the Research Administration Network (RAN)
Today’s Topics
•
•
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Who’s who/What’s what
Terminology
Fund Management
Budget Management
Award Processing
Award Maintenance
Eligibility
Reporting
Support
Who’s who/What’s what
Who’s who/What’s what
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
Terminology
Aid Year/Fiscal Year/Grant Year
•
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.
Aid Fund
• 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.
Aid Fund Code coding
Coding convention:
1st character =>Award Type
S-Scholarship, F–Fellowship; R–Agency; I–Stipend; T - Travel
2nd-6th character => Finance Fund
7th character =>Program Stage
Entrance, In-Course & Convocation
8th – 9th character =>sequential number assigned or G/S
F 179518C 00
R 213875C0G
I 217818C0G
• 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
Disbursement/Memo/Payment
• 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
deposit
Note: 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/Stipend/
• Award – based on academic merit, extra-curricular or
community activities, travel support or demonstrated
need
• Stipend – paid from a researchers grant for the student
to work on thesis research (Support)
• The funding source is depicted in the Finance system as a
Grant (2F or 2M).
• Such payments are subject to approval by the RFMS in
Financial Services to ensure compliance with granting agency
restrictions and thresholds.
Support/Employment Income
• 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
Student Stipends
• 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.
Disbursement schedule
• 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
Disbursement Schedule
• 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
Disbursement Schedule
• 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
Payment Method
• 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
Status Codes
• 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
Fund Management
BSA Fund Management
structure
• Direct
Deposit
• Student
Fee
Account
Aid Fund creation
•
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
Understanding
Award Properties
21
Impact of ORG/PROG changes
• Aid Fund code is associated to a FOAPAL
Impact of ORG/PROG changes
• 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
Termination date / BSA vs FIS
• 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
Budget Management
Funding Sources Supporting Student Awards
Endowment Income or Direct Spending
“Institutional Awards” Finance fund types:
From PI’s research grant
Other
“Student Stipends”
Finance fund types:
2F grants
2M contracts
Donations
Researchers
2A medals
2B prizes
2C scholarships
2D bursaries
2E fellowships
Linked to Grant Code
Finance fund types:
2C scholarships
2E fellowships
External
Agencies
Linked to Grant Code
“Agency Award to Student”
Granting Agency awards to Student
Central
Operating
Finance fund types:
1A operating
“Institutional Awards”
Allocated to Faculty/Departments
by Central Aid Office
Proportions not accurate
Budget Management
• 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
Budget Management
•
•
•
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
Budget Management
• 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
Encumbrances
• 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
Future Dated Disbursements
(Memos)
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.
Example: today is Oct 8th
• 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.
Exp $
Enc $
Future$
BSA Ref
Posted
Date
Payment
Date
400
0
0 458185
Oct 8
Oct 8
600
0
0 I0901234
Oct 8
Oct 8
0
1000
0 E0008900
Oct 8
Mar 1
0
0
Oct 8
July 1
1000
32
Example: today is March 1st
• 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
Date
Payment
Date
400
0
0 465789
Oct 8
Oct 8
600
0
0 I0003456
Oct 8
Oct 8
0
1000
0 E0008900
Oct 8
Mar 1
0
-1000
0 J0901234
Mar 1
Mar 1
1000
0
0 I0901235
Mar 1
Mar 1
0
0
Oct 8
July 1
1000
Example: today is June 1st
• 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.
Exp $
Enc $
0
Future$
1000
BSA Ref
Posted
Date
Payment
Date
0 E0901239
Oct 8
July 1
34
Yearend
• 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
Award Processing
Award Processing
A w a r d S u m m a r y/S e a r c h m e n u
Award Processing menu
CREATE
PREVIEW &
SCHEDULE
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.
SUBMIT
QUERY
POST-AWARD
ACTIONS
Financial Aid & Awards Admin
Tab in Minerva
A w a r d S u m m a r y/S e a r c h m e n u
Award Processing menu
CREATE
PREVIEW &
SCHEDULE
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.
SUBMIT
QUERY
POST-AWARD
ACTIONS
Financial Aid & Awards Admin
Tab in Minerva
A w a r d S u m m a r y/S e a r c h m e n u
Award Processing menu
CREATE
PREVIEW &
SCHEDULE
SUBMIT
SUBMIT AWARD(S)
All is deemed final and errorfree
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’
QUERY
POST-AWARD
ACTIONS
Financial Aid & Awards Admin
Tab in Minerva
A w a r d S u m m a r y/S e a r c h m e n u
Award Processing menu
CREATE
PREVIEW &
SCHEDULE
SUBMIT
QUERY
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 )
POST-AWARD
ACTIONS
Financial Aid & Awards Admin
Tab in Minerva
A w a r d S u m m a r y/S e a r c h m e n u
Award Processing menu
CREATE
PREVIEW &
SCHEDULE
SUBMIT
POST-AWARD
ACTIONS
QUERY
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.
Checklist for Award Processors
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)
Checklist for Award Processors
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 Student.Funding@mcgill.ca if any changes are required
Disbursement Schedule
• 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
Award Payment Delays
• 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
FY12: May/11-Apr/12
FY13: May/12-Apr/13 $6K
Aid Year 1112
Fall201109
Winter201201
Summer201205
Fall201209
Winter201301
May/13
FY14: May/13-Apr/14
Aid Year 1213
$1Kx3=$3K $1Kx3=$3K
Jan/13
Sept/12
May/12
Jan/12
Sept/11
May/11
Jan/11
Sept/10
May/10
Processing an
Institutional in-course Scholarship
Aid Year 1314 …
Summer201305
• 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
Fall201309
Winter201401
FY11: May/10-Apr/11
FY12: May/11-Apr/12 $1K
Aid Year 1112
Fall201009
Winter201101
Summer201105
Winter201201
$1K
May/13
$1K FY13: May/12-Apr/13
Aid Year 1213
Fall201109
Jan/13
Sept/12
May/12
Jan/12
Sept/11
May/11
Jan/11
Sept/10
May/10
Processing an
Institutional convocation award
Aid Year 1213 …
Summer201205
Fall201209
Winter201301
• $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
Budget
FY12: May/11-Apr/12
FY13: May/12-Apr/13 $24K
Aid Year 1112
Fall201109
Winter201201
$8K
Fall201209
$8K
Winter201301
$8K
May/13
FY14: May/13-Apr/14
Aid Year 1213
Summer201205
Jan/13
Sept/12
May/12
Jan/12
Sept/11
May/11
Jan/11
Sept/10
May/10
Processing an
Institutional Fellowship
Aid Year 1314 …
Summer201305
Fall201309
Winter201401
• $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
Summer201105
Aid Year 1112
Fall201109
$8K
Winter201201
$8K
May/13
Jan/13
FY13: May/12-Apr/13
FY12: May/11-Apr/12 $24K
Aid Year 1011
Winter201101
Sept/12
Budget
FY11: May/10-Apr/11
Fall201009
May/12
Jan/12
Sept/11
May/11
Jan/11
Sept/10
May/10
Processing an
Institutional Fellowship
Aid Year 1213 …
Summer201205
$8K
Fall201209
Winter201301
• $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/overspending of your fiscal year allocation if not properly monitored.
Budget
FY11: May/10-Apr/11
FY12: May/11-Apr/12 $24K
Aid Year 1011
Fall201009
Winter201101
Summer201105
Winter201201
$8K
May/13
FY13: May/12-Apr/13
Aid Year 1112
Fall201109
Jan/13
Sept/12
May/12
Jan/12
Sept/11
May/11
Jan/11
Sept/10
May/10
Processing an
Institutional Fellowship
Aid Year 1213 …
Summer201205
$8K
Fall201209
$8K
Winter201301
• $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/13
Jan/13
Sept/12
May/12
Jan/12
Sept/11
May/11
Jan/11
Sept/10
May/10
Processing a
Student Stipend/Research Award
FY11: May/10-Apr/11
FY12: May/11-Apr/12
FY13: May/12-Apr/13
Grant Year 1: Apr/10-Mar/11
Grant Year 2: Apr/11-Mar/12
Grant Year 3: Apr/12-Mar/13
$12K
Aid Year 1011
Fall201009
Winter201101
$1K
Aid Year 1112
Summer201105
$4K
Fall201109
$4K
Winter201201
$3K
Aid Year 1213 …
Summer201205
Fall201209
Winter201301
• $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
Award Maintenance
Review awards already
processed
• 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
Award Summary Search
54
Award Summary Search
55
Reassignments
• 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
Reassignments
• Temporary access to another ORG can be granted
• See Temporary Access to FOAPAL Reassignments
www.mcgill.ca/studentfunding/forms/reassignment-request-form
• Temporary access is granted for 24 hrs only. It is revoked
immediately afterwards
• Checklist for Reassignments
www.mcgill.ca/studentfunding/faa-admin-toolkit/award-processing/reassignments/checklist-reassignments
• Contact Student Funding for help, if required
Retro FOAPAL
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
Cancel/Reduce award
payments
• Cancel or Reduce award payments requests
• Use Form
www.mcgill.ca/studentfunding/forms/cancelreducepayments-form
• Central Aid Office will:
• Process the request
• Contact requestor for additional information, if
required
• Inform users once done
Cancel awards/payments
• 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
Cancel/Reduce award payments
• 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
Cancel/Reduce award
payments
• 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
Changes to disbursement
schedule
• 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 Student.Funding@mcgill.ca
• 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/disbursementschedules
Eligibility
Global Rule
• Student must be registered & not withdrawn
• Student must be in a Degree Program
• Student cannot be registered in a Certificate/Diploma (predetermined exceptions must be clearly identified using the
comment field)
• Student cannot be registered in Continuing Studies
• Student cannot be registered in a private program (i.e. MBA,
MMM)
• Student must have an Active status
• Student must have banking information i.e. Direct Deposit details
setup in Minerva if the payment method is to Accounts payable
• Student must have an active address setup in Minerva regardless
of the payment method
Note: Failed eligibility requires follow-up by either Central Aid
Office or Awarding unit to validate which could result in processing
delays.
65
Undergraduate Merit
• This set of rules applies to Undergraduate students that are
potential recipients of Merit based awards.
• After Add/Drop period, checking is done on the following:
• The student must be registered with a number of
credits/billing hours is greater/equal to 12 (Fall & Winter
terms only) Summer term excluded
• Note: Agricultural FMT students are calculated with 10 or
more credits
66
Research Trainees
• This set of rules applies to both Undergraduate and
Graduate Research Trainees.
• If student is not a McGill student, must registered in NonTranscript term
• The Non-Transcript Start Date is equal to or less than the
pay date and the Completion Date is equal to or greater
than the pay date (pre-determined exceptions must be
clearly identified using the comment field to validate
research trainee eligibility to avoid processing delays)
• For more details on the eligibility criteria for research
trainees, review the Research Trainee guildelines
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Graduate Merit
• Basic Rules
• Thesis students must be registered as continuing, additional, half time, evaluation or
Full time students
• Non-Thesis students must be registered with credit billing hours greater than or equal
to 12
• GPS Hold Rule
• Students with Admissions document deficiency on Agency awards will have a
disbursement hold place on the record until the issue is rectified
• Stipend Rule
• Stipend payment method MUST be Accounts Payable only. No Cheques will be issued.
Accounts Receivable is not an acceptable method of payments for Granting Agencies
• Agency Rule
• Agency awards direct to student , require that student must be registered as FULL
time
• Payment method should be Accounts Payable, Be aware that the Award Processing
Form does not prevent Accounts Receivable as a payment method.
• These awards will fail eligibility checking if Accounts Receivable is selected which
68
could result in processing delays as further validation is requirement by the Central
Aid Office.
Eligibility criteria to pay a Student
Stipend
The nature of the payment is a student stipend for the express purpose to further the
education and training of the recipient. All remuneration received by the recipient for the
performance of employment duties (such as: TAships, demonstrator, and other regular
employment income), is outside of the scope of Student Stipends and will be treated
separately from this payment.
Stipend Checklist:
• The primary purpose of the student stipend is to further the education and training of
the recipient in his or her individual capacity.
• The recipient of this student stipend is duly registered as a student at McGill
University.
• All responsibilities of the recipient as per the terms of the student stipend must relate to
training and studies as a student.
• The recipient does not hold academic / professorial rank as an additional appointment
at McGill.
• The amount and nature of payment adheres to the applicable granting agency
guidelines
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Reporting
Minerva Reports
• For Award Administrators
• KZRAPFC – Recipients by Award & Faculty/Unit
• For Finance administrators
• KZRFDTM – Monthly FAA Transaction Details
• KZRFDTS – FAA Transaction Details by Student
Self Service Reports
• 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.
Reporting
• 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
FIS vs BSA
• 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.
Support
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
student.funding@mcgill.ca
System Access Requests/Issues
• Complete Award Processing Authorization form
http://www.mcgill.ca/studentfunding/forms/bsacawardprocessingauthorization
• Email FAA-security – faa-security@mcgill.ca
QUESTIONS/
FEEDBACK?
Central Aid Office Creates
Complete the Aid Fund Request Form
http://www.mcgill.ca/studentfunding/
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 entitled “Request new
student stipend or agency”
Processing an award
•
Choose the level of the student(s)
NOTE: for Athletic Awards – select Undergraduate for ALL students
Processing an award
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.
•
•
•
•
•
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
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”
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
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
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 Processing
Note: once it is submitted, you will not be able to return to the record to
make modifications without getting in touch with Student Funding.
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.