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Award Processing Commitment Schedule

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User Activities Award Processing Support Services Commitment Commitment Dependencies

Create / Codify / Validate BSA Aid Fund

5 business days

On the originator:

  • Finance fund is open.
  • Aid Fund Code Request Form is accurately completed.

Setting Budget and Caps in BSA

  • Initial Set‐up is part of above
  • ‘Create/Codify/Validate BSA Aid Fund’.
  • Ad‐hoc changes: 2 business days.

On Financial Services:

  • Budgets represented in Finance.

On Award Processor:

  • Submits budget request in writing to student.funding with a cc: to Fund Financial Manager/Financial Officer.
Award Disbursement

Top priority is given to immediately scheduled payments:

  • If ‘payment’ passes eligibility then release of the payment to the bank/student fee account will happen on the day of scheduled payment.
  • If ‘payment’ does not pass eligibility then release of the payment to the bank/student fee account will occur within 2 business days of the resolution of eligibility.

On Award Processor:

  • Enters award in Award Processing Form accordance to the published schedule and the award doesn’t have delays due to student eligibility
  • Highlights an urgent exception that requires special handling
  • Resolves Fund Administrator disapprovals where applicable

On Financial Services:

  • Timely Fund Administrator approvals.

On External factors:

  • Disbursement schedules conflicting with statutory holidays and fiscal year end cannot be accommodated.
Ongoing Student Eligibility
  • If ‘memo’ passes eligibility then release of the payment to the bank/student fee account will happen on the day of scheduled payment.
  • If ‘memo’ does not pass eligibility then release of the payment to the bank/student fee account will occur within 2 business days of the resolution of eligibility.

On Award Processor:

  • Resolves eligibility issues on a timely basis.

On External factors:

  • Disbursement schedules conflicting with statutory holidays and fiscal year end cannot be accommodated.

Award Maintenance

(Cancellation, Modification, Termination) – for disbursed awards

Top priority is given to stopping an imminent payment:

  • Will be handled within same business day (respecting the operating hours of the Award Processing Support Service).

On Award Processor:

  • Request award maintenance activity within published schedule.
  • Highlights an urgent exception that requires special handling.

Award Maintenance

(Cancellation, Modification, Termination) – for submitted but undisbursed awards

Top priority is stopping an imminent payment:

  • Will be handled within same business day (respecting the operating hours of the helpdesk).

Next priority:

  • Award maintenance activities are acted upon in accordance to published disbursement schedule.

On Award Processor:

  • Request award maintenance activity within published disbursement schedule.
  • Highlights an urgent exception that requires special handling
  • Resolves Fund Administrator disapprovals where applicable.

On Financial Services:

  • Timely Fund Administrator approvals.
Award Reassignment

Processing the reassignment request:

  • Will be handled within 1‐2 business days (respecting the operating hours of the Award Processing Support Service).

Next priority:

  • Award maintenance activities are acted upon in accordance to published disbursement schedule.
N/A
Exceptions & User Query Escalation GPS decision or response (user queries) executed within 3 business days.

On GPS:

  • Case‐by‐case decision or updated policy decision.

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