OSUF - Auditing Scholarship Awards

Issue/Question

• How do I view the Scholarship Award History Report?
• What is the recommended year-end process for Scholarships?

Environment

• Oregon State University
• Grant Reporting System (GRS)
  • In the past this system was called the Grant Reporting and Reimbursement System (GRRS). People still some times use the GRRS acronym for GRS.
• OSU Finance (OSUF)
  • Reimbursement System
  • Direct Payment System
  • FS Index Reimbursement System
  • Scholarship System

Explanation

• The Scholarship Award History report shows scholarships that have not been awarded in the selected fiscal year.
• Check Business Affairs Year-End deadlines for submitting and approving scholarships.

Resolution

View Scholarship Award History Report

1. Log into the scholarship system.

   Note: You can also check this using FIA2003 in CORE.

2. In the scholarship system home page hover over the "Reports" button in the left hand side bar.
3. In the drop down menu that appears hover over "Scholarships".
4. In the second drop down menu that appears select "Scholarship Award History".
5. Fill in the parameters in the report and select "View Report"
6. Review the Scholarship Award History generated by the report to catch:
   1. Any un-awarded scholarships by looking for scholarships that have not been awarded in the current fiscal year:
   2. Awards not made in current year by checking the Last Year Awarded. Some scholarships are only award in alternate years.
   3. Verify that all Presidential and Provost end-of-year awards have been processed.

      Note: Check Business Affairs Year-End deadlines for submitting and approving scholarships.

Verify that current awards have been posted to the student account (Recommended Year-End Process):

1. Log into the scholarship system.
2. In the scholarship system home page hover over the "Reports" button in the left hand side bar.
3. In the drop down menu that appears hover over "Scholarships".
4. In the second drop down menu that appears select "My Scholarship Reconciliation".
   
5. Run GRRS Scholarship report - My Scholarship Reconciliation
   • ​​​Amounts in the column “Difference (Over)/Under" mean the scholarship has not been paid or reimbursed by the Foundation.
     • Reasons awards may not have been paid -
       • Student did not attend the term.
       • Student did not take the required number of credits.
       • Department Rules were not met (Award and Distribution Rules).
   • Contact the Financial Aid Office (financial.aid@oregonstate.edu) to determine why the scholarship was not paid.
     

Assistance

For assistance, contact Data Reference Desk (DRD).