disbursements and travel services1 automated stipend payments training course
TRANSCRIPT
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Automated Stipend Payments
Training Course
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Benefits
Saves time: Eliminates repetitive data entries
Saves resources: Eliminates need to create and print required documents monthly
Reduces errors: You no longer need to create manual entries in DEFINE (VP2 and VP3)
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Who can benefit?
Those who: Complete the Scholarship Notice of
Award or Doctoral Payment Request forms.
Create electronic documents in DEFINE.
Provide final approval.
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Process Change - Overview
1. Submit required documentation to scholarship office by published deadlines.
2. Approved awards are posted to BANNER in RPAAWRD. 3. IT generates a report of all eligible students that are
registered and have an award posted in RPAAWRD. 4. Review monthly student eligibility report in ASAP.5. Approve eligible students in ASAP.
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Important Dates to Remember
Dec. 15: Deadline for award information to be posted to RPAAWRD for inclusion on 1st automated check run for spring and summer.
Dec. 16: Cycle 5.1 begins. (the fifth month of the fiscal year)
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Important Dates to Remember
Jan. 5: Projected date for first automated checks to be deposited into students accounts.
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Important Dates - Key
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Establishing Automated Stipend Payments
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1. Complete the applicable form:
Scholarship Notice of Award Doctoral/Fellowship Payment Request
IMPORTANT:
• Forms must be completed online.
• Completed forms cannot be saved.
• Completed forms must be printed and signed by the student and principle director or program director.
• Print an additional copy for your records
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Scholarship Notice of Award
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Important changes to the Scholarship Notice of Award form
Enter the total amount to be disbursed for each semester:
1. Fall Stipend Amount: Will be disbursed in four equal payments.
2. Spring Stipend Amount: Will be disbursed in five equal payments.
3. Summer Stipend Amount: Will be disbursed in three equal payments.
4. Account Number: Enter the account number to pay the stipend.
5. Total Stipend Amount for Academic Year: Auto-populates after the field
above have been entered.
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Doctoral/Fellowship Payment Request
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Important changes to the Doctoral/Fellowship Payment Request
1. Select the Monthly payments checkbox.
2. Enter the total amount to be disbursed for each semester:
Fall: Will be disbursed in four equal payments.
Spring Stipend Amount: Will be disbursed in five equal
payments.
Summer Stipend Amount: Will be disbursed in three
equal payments.
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2. Submit the completed form:
Completed forms must be printed and signed by the student and principle director or program director.
Print an additional copy for your records.
Forward original forms to the Scholarship Office for approval and posting to BANNER.
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3. Login to ASAP Homepage:
1. Select the Employee Services tab.
2. Click Scholarship Stipends. The Scholarship Stipends
Administrative Options screen appears.
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Scholarship Stipends Administrative Options screen:
3. Click Scholarship Stipends. The Prompt Term screen appears.
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Prompt Term screen:
4. Select one of the following: To retrieve a list of all eligible students, select a term
from the drop-down menu. To search for a specific student, enter their Banner ID.
5. Click List Student(s). The Display Scholarship Stipends screen appears.
Tip: View detailed student information, such as payment history, by entering the Banner ID.
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Display Scholarship Stipends screen:
6. Review the Award Amt and Mthly Amount columns.
7. If a term was selected from the drop-down menu: Click the Approve checkbox for each eligible student.
Click UPDATE. The Confirm Scholarship Stipends screen appears.
NOTE: If applicable, scroll down to click the UPDATE icon
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Display Scholarship Stipends screen:
8. If a Banner ID was entered, review the Transactions field for payment
history information.
9. Click the Approve checkbox.
10. Click UPDATE. The Confirm Scholarship Stipends screen appears.
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Confirm Scholarship Stipends screen:
11. The New checkbox reflects changes made in the Display Scholarship Stipends screen.
12. Click Confirm. The Update Scholarship Stipends screen appears.
NOTE: By clicking on “Confirm”you are approving the selected student(s)to be paid.
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Update Scholarship Stipends screen:
13. Choose one of the following:
Click Return. The Prompt Term screen reappears.
Click EXIT to log off of ASAP.
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You’re done!
Any questions?