Financial Aid Departments Stipends

Departmental Help for Scholarships and Stipends

This page is designed to help the University of Arizona (UA) Departments with the student financial aid process in UAccess Student. For UA policy questions on Methods of Student Payment, please refer to the Financial Services Office's Financial Policies and Procedures, Section 13

 
To create financial aid awards for students, UA Departments will need to submit requests for scholarships and stipends through the “External Awards for Departments” page in UAccess Student.
 
Access to UAccess Student is granted by the Mosaic team only after requestors and approvers attend the External Award Training. Registration for training is available at: http://uits.arizona.edu/workshops/current_workshops 
Before attending this workshop, you must review the content included in the Fundamentals: The Prerequisite workshop (may be completed online).
Access to UAccess Student may be requested at http://uaccess.arizona.edu. Once individuals have their initial Financial Aid Department Award role access, additional row security for tree nodes and item types may also be requested through the UAccess Application Access Provisioning site
 
For questions regarding the general processing and approval of awards, please reference the External Awards for Departments Page Manual.
 
OSFA recommends joining the “Student: Financial Aid” group in the Mosaic Community. There are discussions posted regarding the External Awards for Departments page.
 
External Awards questions
OSFA manages issues concerning the status of External Awards through email. Please send an email to OSFA-DeptAskAid@email.arizona.edu.  The following information must be included:
1. Student Name
2. Student ID
3. Transaction number
4. Item type number
5. Award Amount
6. Award Status (To view the status of a request go to: UAccess->Financial Aid->External Awards-> Manage Student External Awards.)
7. Brief description / question
 
FAQ's

 

Frequently Asked Questions

   

 In order to receive any financial aid payment, a student must have a SSN or ITIN prior to payment.  Non-Resident Alien students who receive a non-cash scholarship (which covers tuition and registration fees only) are not required to obtain an ITIN.
How to Apply
The students may apply at the local Internal Revenue Service (IRS) Taxpayer Assistance Center:
Internal Revenue Service
Taxpayer Assistance
300 W Congress
Tucson, AZ 85701
(520) 670-4687
 
 
The IRS will return to the student a copy of the W-7 with a stamp including the date received. The students need to bring the stamped W-7 to International Student Programs and Services (ISPS). ISPS  will contact OSFA to release the FSN hold from your account.
 
 
A referendum approved by Arizona voters in November 2006, Proposition 300, provides that university students who are not U.S. citizens or permanent residents, or who do not have lawful immigration status, are not eligible for in-state tuition status or financial aid that is funded or subsidized by state monies.   For additional information see http://registrar.arizona.edu/residency/prop300/
 
There are several reasons that could cause a delay in the awarding process. For example, not meeting SAP, unit requirements, no SSN, Lawful Presence not verified, etc.
To find out why a particular award is not disbursing to the student’s Bursar account, follow the instructions below to run the disbursement failed query by student ID:
  • Log in to UAccess Student at http://uaccess.arizona.edu/
    Navigation to Query Viewer: Reporting Tools-> Query-> Query Viewer>Query Name: UA_DEPT_AWD_DISB_FAIL-> Search-> Run to HTML-> Enter: Aid Year-> Student ID-> Term-> View Results:  Description / Reason
If your college or department has a scholarship or stipend which DOES NOT require the recipient to be a full-time student, you may request a disbursement override.
Please send a request with subject line “Override”, to OSFA-DeptAskAid@email.arizona.edu and include:
1. Student Name
2. Student ID
3. Transaction number
4. Item type number
5. Award Amount
6. Brief description
 
Please note: It may take us up to five business days to process these requests.
 
No.
ACH and check disbursements begin approximately one week before the first day of classes of each semester.
The awards are added nightly to the student’s Financial Aid package. Disbursements will occur within three business days after being added to the Financial Aid package. Disbursements are also dependent on the student meeting all the requirements of the award. If award is not disbursed within three business days, see question 4, “Why is an award that appears on Financial Aid screen not disbursing to the student's Bursar account?”
Each KFS account has two Item Types mapped to it. One is a Cash stipend, and the other a Registration stipend.
The Cash stipend’s sixth digit is “6”
The Registration stipend has “Reg” in its description and the sixth digit is “7”
Example:  082406000001 Dept Stipend 000001
                082407000001 Dept Stp 000001-Reg
 
The policy is available at http://www.azregents.edu/. Search for Policy Number: 4-309; Policy Name: Tuition Collections Retained for Need- Based Student Financial Aid.
Navigation to Need Summary:
Financial Aid->View Financial Aid Status->Need Summary link at the bottom of the page
Navigation to Financial Aid Awarded:
Financial Aid->View Financial Aid Status->Financial Aid Awarded link at the bottom of the page
If your college or department has a scholarship which requires the recipient to be a full-time student, please submit supporting documentation showing this prerequisite. In most cases, the supporting documentation will be the scholarship agreement and/or specifications signed by the donor. Please send all information to:
Joyce Stump
Program Coordinator, Senior
University of Arizona Development Office
Swede Johnson Building Room 312
jstump@al.arizona.edu
ph: (520) 621-9415 
All Item Types in UAccess are broken into groups by Colleges and by Departments within the College. These groups are called Tree Nodes.
 
To determine your Tree Node access, log in to UAccess Student at http://uaccess.arizona.edu/ Navigate to: Reporting Tools-> Query-> Query Viewer, Query Name:  UA_DEPT_EXT_AWD_ITEMTYPE_NETID. This query also identifies item types to which you have access to.
 
 Additional security for tree nodes or particular item types (additional row access may be requested through the UAccess Application Access Provisioning site.
 
If an award has not been approved in External Awards, change the status of an award from “Unapproved” to “Do Not Load”. To navigate to the status of a request go to: UAccess->Financial Aid->External Awards-> Manage Student External Awards.
 
If an award has been approved but not processed yet in External Awards (an award does not appear on student’s Financial Aid screen), only the approver can change its status from “Approved” to  “Do Not Load”.
 
If an award has been approved and processed, e-mail OSFA at OSFA-DeptAskAid@email.arizona.edu, subject line “Cancel”. Include the following information:
 
1. Student Name
2. Student ID
3. Transaction number
4. Item type number
5. Award Amount
6. Award Status (To view the status of a request go to: UAccess->Financial Aid->External Awards-> Manage Student External Awards.)
7. Brief description
 
There could be several reasons why an External Award is not processed. Please check the award status prior to contacting OSFA-DeptAskAid@email.arizona.edu. To view the status of a request: UAccess-> Financial Aid->External Awards-> Manage Student External Awards.
 
As a requester or approver, the only statuses you will be using or reviewing are:
Unapproved: Needs review by authorized staff
Denied:  Something is wrong with the award. Please make sure you annotate the reason in the comments box on the details screen.
Suspend: Item type fiscal budget has been met. Contact: OSFA-DeptAskAid@email.arizona.edu
Error:  If you get this at the front end of processing it means that EMPLID is wrong or the student does not exist in UAccess Student. After the process runs this error could indicate several types of problems. You should contact OSFA or the Graduate College, depending on the type of funding.
Do Not Load: Used to cancel an unapproved award.
Processed: Award has been posted to the student's aid screen.
Reported: Student has reported this aid via Self-Service.
Approved: Award has been approved and will be processed by OSFA.
Adjusted:  This award did not process correctly because the disbursed amount for this item type is greater than the award amount submitted. The award amount has been adjusted to reflect the disbursed amount. If you want to decrease the award amount, the current award must first be cancelled.
 
The registration stipend or tuition scholarship was reduced because either:
  •        The student’s tuition was reduced.
  •        The student received more than one award paying the tuition charges.
Registration stipends and tuition scholarships are not refundable and therefore the student’s award package was reduced accordingly. Cash stipends are refundable to the student.
 
All Financial Aid Item Types start with “0”,  and have 12 digits:   000000000000 through 099999999999
Example:  082401000001
The second digit “8” means it is a departmental Item Type
The next three digits- “240” represents the Department Code (this is not the same as a department’s  number)
The sixth digit indicates the type of award: 1- Scholarship,  3-Grant,  6-Cash Stipend, 7-Registration Stipend
The last six digits identify the item type within the department

0
8
xxx
x
Fin Aid
Departmental Awards
Dept Code  (but not dept #)
Type 1, 3, 6, 7


 
You may not have been granted access to the External Awards page. Permission is granted after users and approvers attend Financial Aid: External Awards for Departments training.  See information above on how to register for training.
Once training is completed, you will be given access to the External Awards page. To determine which item types you are able to access, use the following queries: UA_DEPT_EXT_AWD_ITEMTYPE_NETID.
This query UA_DEPT_EXT_AWD_ITEMTYPE_BY_GL identifies if the Item Type has been set up and what Tree Node it is in. If you do not have access to this Tree Node you will need to request additional security access. This query allows you to search for item types by KFS account number.
Additional Security for tree nodes or particular item types (additional row access) may be requested through the UAccess Application Access Provisioning site.
To request a new Item Type for a KFS Account (if not available in UAccess), complete the Item Type Request Form and email it to OSFA-Dept@email.arizona.edu.
 
Log in to UAccess Student at http://uaccess.arizona.edu/
Navigation to Query Viewer: Reporting Tools-> Query-> Query Viewer
Query Name: UA_DEPT_EXT_AWD_ITEMTYPE_NETID. Enter a person’s Net ID to determine tree node and item type access.
 
Log in to UAccess Student at http://uaccess.arizona.edu/
Navigation to Query Viewer: Reporting Tools-> Query-> Query Viewer
                                   
UA_DEPT_AWD_DISB_DETAILS. This report lists award disbursement and reversal details by student, item type, or KFS account. (Including external awards).
UA_DEPT_AWD_GENERAL. This report lists all awards (including external) by student, item type, or KFS account and shows if they disbursed and amount disbursed.
UA_DEPT_AWD_DISB_FAIL. This report lists reasons an award has not disbursed, by student, item type, or KFS account. (Including external awards)

Scenarios with same Item Type & Disbursement Status
Current Award
Current Disbursement Split
New Scenario
New Award
New Disbursement Split
Original Amount
Disb Plan / Split Code
Disb 01 Term 2114
Disb 02 Term 2121
+Increase (Decrease) Award Amount
Amount
Disb Plan / Split Code
Disb 01 Term 2114
Disb 02 Term 2121
Increase Total Award Fall 2114 Disbursed
$1,000.00
FY / AY
$500.00
$500.00
+500.00 to Spring 2121
$1,500.00
FY / AY
$500.00
$1,000.00
Change to Spring Disbursement Only, Fall 2114 Disbursed
$5,000.00
FY / AY
$2,500.00
$2,500.00
manually enter award split
$5,000.00
FY / AY
$0.00
$5,000.00
Add Spring Award to FO, Fall 2114 Disbursed
$750.00
FY / FO
$750.00
-
+500.00 to Spring 2121
$1,250.00
FY / AY
$750.00
$500.00
Cancel Spring Disbursement , Fall 2114 Disbursed
$5,000.00
FY / AY
$2,500.00
$2,500.00
(2,500) Cancel Spring 2121
$2,500.00
FY / AY
$2,500.00
$0.00
Increase Spring Award, Not Disbursed
$5,000.00
FY / SO
-
$5,000.00
+2,000 to Spring Award
$7,000.00
FY / SO
$0.00
$7,000.00
Decrease Spring Award, Not Disbursed
$5,000.00
FY / SO
-
$5,000.00
(1,000) Spring award
$4,000.00
FY / SO
$0.00
$4,000.00
Decrease Spring Award, Spring 2121 Disbursed
$5,000.00
FY / SO
-
$5,000.00
1) Cancel original award.
2) Wait 24 hours then enter the new award.
$2,500.00
FY / SO
$0.00
$2,500.00

 
 
Check to see if the student is in the NDxx (Aid Year Specific, i.e. ND13 for 2012-2013 academic year) Student Group. Go To:  UAccess-> Records and Enrollment-> Career and Program Information-> Student Groups-> SID > Student Group code = NDxx
  • If the student is in the NDxx student group, proceed with the awarding process
  • If the student is not in the NDxx student group, contact: OSFA-DeptAskAid@email.arizona.edu   
    •  Subject:  “Add Student Group”
    •  Include: Student Name and SID
 
The student group allows non-degree students to be awarded financial aid for the 2011-2012 year.
 
 
The system will activate the students Aid Year 2012, build the FA Terms and transfer enrollment data.
 
 
The student should be added to the student group NDxx prior to an award being entered in UAccess.
 
 
1-3 days
 
No, the system will have access to the student’s enrollment data.
 
Yes or the award will not disburse.
 
OSFA will run a post-transaction review of department’s awarding and approval processes.  This report will capture awards approved by individuals who are not listed in KFS as approvers on accounts from which the scholarship/stipend was processed. These awards will be canceled creating a charge on the student’s Bursar’s account. The department will have to re-award and re-approve with an approver authorized on the respective KFS account.
 
33. How many item types are set up per account?
Stipends are set up with two item types: cash stipend and registration stipend.
Scholarships are set up with one item type that indicates the donor's specifications on the scholarship.
 
34. How do international students demonstrate need?
There are cases in which an international student needs to demonstrate need for a financial aid award. Since the FAFSA may only be filed by citizens or eligible non-citizens, students may complete the UA's Financial Need Calculation for International Student form. The department will need to forward a copy of this completed form to OSFA at OSFA-DeptAskAid@email.arizona.edu. Include in the email the student information and award details.
 
External Awards questions
OSFA manages issues concerning the status of External Awards through email. Please send an email to OSFA-DeptAskAid@email.arizona.edu. Include the following:
1. Student Name
2. Student ID
3. Transaction number
4. Item type number
5. Award Amount
6. Status- (The place to view the status of a request is on UAccess, under Manage Student External Awards.)
7. Brief description / question
 
Stipends
Questions: 621.3352
Supervisor: Christine Wong 621.3746

Scholarships
Questions: 621.5783 or 621.2491
Supervisor: Akhtar Parvez 621.2490