OSUF - Managing a Scholarship Plan

Issue/Question

• How do I add a new scholarship plan?
• How do I create a Detail Code in the Scholarship System?
• How do I link a ProjectID to a Detail Code?
• How do I add scholarship backup funding source?
• I awarded a scholarship in May to a student that did not enroll for classes. What do I do?

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

This articles covers the steps for Business Center Managers and Financial Asset Managers (FAMs) to add scholarship plan, backup funding sources or detail codes in the Scholarship System based on access requests.

Resolution

Overview of managing Detail Codes in Scholarship System (Video)

To add a new Scholarship Plan in OSU Scholarship System

1. Login and locate the Foundation System page.
   
2. From the left hand side, hover over Scholarship Plan and select Manage Scholarship Plan.
   
3. Enter the Scholarship Name, Detail Code or Index, if known. Otherwise enter a percent sign (%) in one of the three boxes and click search. This search will populate the entire list of scholarships you manage.
   
4. From the list, select the scholarship for which you want to build a new plan. There are three columns with fiscal years—Prior, Current and Future. Select by clicking on the icon in the column for the year of the plan.
   

   Note: The Icons identify the type of action permitted. For this example, the Create Icon is displayed.

5. The OSU Scholarship Payment Authorization Window opens.
   
6. In the Foundation Account section, enter a valid Project ID. If the Project ID box is set to gray (like the Title box below), you cannot change it for the fiscal year. If the Project ID box is open (as demonstrated below), you will need to enter a valid Project ID.
   

   Note: Contact the OSU Foundation for Project ID if unknown.

7. Next in Authorization Information section, select a signer from the drop down box.
   
8. From Requirements, select the enrollment level from the drop down list. The default value is FULL.
   
9. There are two ways to enter the scholarship award recipient information, individual manual entry or spreadsheet entry.
   
   • Manual Entry of Scholarship Award Recipient Information
     • Enter the OSU ID number for award recipient and click Lookup. If the OSU ID is valid, the name will appear in the Full Name box. Click Add.
       
     • The recipient information appears in a table. Enter the award amount for each of the four terms
       
     • Repeat this process for each additional award recipient.
   • Spreadsheet Entry of Scholarship Award Recipient Information
     • Click on the spreadsheet icon located in the lower right hand side of the window.
       The following window will display.
       
     • A special Excel template is required for this spreadsheet entry. A Template link is provided in the window. You can use this template directly or cut and paste the required information from your own spreadsheet. The Scholarship Import Spreadsheet window opens.
       
     • Below is a sample of the Scholarship Import Spreadsheet:
       
     • Next locate the scholarship recipient spreadsheet you want to import. Click Upload.
     • If errors appear in the spreadsheet, they will need to be corrected before trying to upload again.
     • If the spreadsheet is free of errors, it will import into the scholarship form.
10. After the award Recipient Information is complete, you have the option of adding a note in the available box.
11. Click the PreValidate button to validate the recipient(s) against the current Banner scholarship rules. This step is optional.
    
12. Click Next.
13. A confirmation page appears. Review your information for accuracy. If correct, click the SUBMIT button to forward the new scholarship plan to the signer.

    Note: Additional Information and Helpful Hints - Once a Scholarship Plan has been authorized, the Project ID used will be assigned to the Detail Code for that fiscal year. In order to change the Project ID, a new Detail Code must be requested. A SAVE button may appear on the conformation page for a newly created Scholarship Plan. This option allows the Scholarship Plan to be saved in DRAFT status, permitting revisions to the plan prior to authorization. The Scholarship Plan is sent the to the signer only after you click SUBMIT. A red X appears next to a recipient’s name for easy removal from the Scholarship Plan. It the red X does not appear, the award was previously registered in Banner and cannot be removed. In this case, you will need to zero the award amount(s) in order to reverse payment and re-submit for approval.

Manage Detail Codes in Scholarship System

Detail Codes are used to identify Scholarship Awards under an index. Detail codes must be assigned to the index they are associated with in the Scholarship system through a Detail Code Request. Requests are routed to the Financial Aid Office for approval and assignment of the new Detail Code. In this request the detail code can also be associated with a Project ID too.

To create a Detail Code request

1. Login and locate the OSU Scholarship System.
   
2. On the left side of the page, locate “Scholarship” and a list will populate. Select “Create Detail Code Request”. The following screen will populate.
   
3. Begin by selecting the Request Type—New.
   
4. Next enter the proposed Detail Code Title.
   
5. Enter a description for the intended use/reason for the request. The title must be unique.
   
6. Enter a valid FS Index to which the expense will post. The Index entered must have a Program Code of 82001. Typically Scholarship Indexes end in 0 (zero).
   If you enter an FS Index and receive the following error message, you will need to determine the Index is valid before moving forward. Only valid Indexes with the Program Code of 82001 are allowable in the Scholarship System. If you do not have a Scholarship FS Index, you will need to request one through the OSU Foundation.
   
7. Enter the Project ID that will fund the Scholarship (optional but will be required when an Award is submitted for approval). Click the Save button and the request is automatically routed to the Financial Aid Office for approval. No system confirmation is provided.

   Note: Requests for a new Detail Code can take up to two (2) days to process. Please allow up to 2 days for the Office of Financial Aid to review and approve your Detail Code request.

   
8. How to check the status of your Detail Code Request—Use Search Detail Code Request. From the Reimbursement and Scholarship System home page, locate Scholarship on the left hand side, and from the menu, select Search Detail Code Request.
   
9. From the Req Status drop down list, select from the options provided. Your current list of Pending, FA_Approved or FA_Disapproved will display under Search Results.
   
10. Select from the Request Type drop down list NEW or CHANGE. Choosing one of these will sort your requests accordingly.
    

    Note: Additional Information and Helpful Hints - A Detail Code Request with a status of PENDING can be revised and resubmitted prior to approval. Can a Project ID be changed for an existing Detail Code? Yes, as along as the Detail Code has not been used for the applicable award during the current fiscal year. Detail Code descriptions and accounting detail can be changed at the beginning of a fiscal year. Request for a new FS Scholarship Index is approved through the OSU Foundation. Scholarship System generated reimbursement requests cannot be revised or deleted.

To Link a Project ID to a Detail Code

1. Login and Locate the OSU Scholarship System.
   
2. On the left side of the page, locate “Scholarship” and a list will populate. Select “Manage Detail Code X-Walk”. The following screen will populate:
   
3. Next enter the Detail Code. If Detail Code is unknown, enter the first few characters of the Detail Code followed by the percent sign (%) and click SEARCH. If needed, search for the Detail Code using an OSU Index.
   Here is an example of a search in the OSU Index box using FS128H to locate Detail Codes associated with the Project ID:
   
4. Enter the Project ID you want to link to the Detail Code.
   

   Note: Detail Code “01A2” has been linked (associated) to Project ID 4100-101260. This Detail Code is in use and cannot be associated with another Project ID until the beginning of the next Fiscal Year.

5. Click Save. You will be returned to the main menu. No confirmation message will display.

Additional Information and Helpful Hints:

• Can a Project ID be changed for an existing Detail Code? Yes, as along as the Detail Code has not been used for the applicable award during the current fiscal year.
• Detail Code descriptions and accounting detail can be changed at the beginning of the fiscal year.
• Request for a new FS Scholarship Index is approved through the OSU Foundation.
• Banner/FIS Transactions are posted to the Reimbursement System every two hours during regular business hours, Monday through Friday, 8:00 am-5:00 pm.
• Scholarship System generated reimbursement requests cannot be revised or deleted.

I awarded a scholarship in May to a student that did not enroll for classes. What do I do?

The Scholarship System will not distribute awards to students who are not enrolled or do not meet the minimum GPA or Credit Hour requirements. You will need to manually clear the award from the Scholarship System by editing the Scholarship Plan award amount to $0.00 and route for approval.

Note: Students cannot be deleted from a Scholarship Plan after it has been approved. Changing the award to $0.00 indicates that the student did not receive a Scholarship award.

Assistance

For additional assistance, contact Data Reference Desk (DRD).