Office of Scholarships and Financial Aid
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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. Please review the Financial Aid 101 PDF for basic information on awarding students.

Access to the awarding pages in UAccess Student is granted after requestors and approvers attend the UAccess Student: Financial Aid External Awards for Departments (UA-1078) training class. Registration for training is available through UAccess Student.  

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 using the UAcces Access Provisioning Tool found under support at http://uaccess.arizona.edu

For questions regarding the general processing and approval of awards, please reference this guide: http://www.library.arizona.edu/applications/quickHelp/tutorials/view_step_by_step_only/347.

OSFA recommends joining the “Student: Financial Aid” group in the UAccess 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

Item Types

 

How do I request a new Item Type for KFS Account?

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-DeptAskAid@email.arizona.edu

Why are there two stipend Item Types mapped to my KFS 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

What fees will registration stipend awards pay?

 

Is it possible to specify which charges should be paid with a cash award?

No.

Is it possible to specify the name of the Item Type?

No. Stipend item types are named in accordance with the name of the department/college that owns the account. Scholarship item types are named in accordance with the name of the scholarship account.

What do all those numbers represent in a Financial Aid Item Type?

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

2-Tuition Scholarship

3-Grant

6-Cash Stipend

7-Registration Stipend

9-Placeholder

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

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.

I need to process an award but am not able to view item types. Why?

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.  Visit UITS website  (http://uits.arizona.edu/workshops/workshop_detail?view=211) to register for training. Once training is completed, you will be given access to the External Awards page. See the following question for instructions on how to check to see if there is an existing item type for an account.

How do I check to see if there is an existing item type for an account?

Log in to UAccess Student as Administrative Staff at http://uaccess.arizona.edu/
Navigation to Query Viewer: Main Menu > Reporting Tools > Query > Query Viewer
Query Name: UA_DEPT_EXT_AWD_ITEMTYPE_BY_GL. Enter the seven digit KFS account number. 

If an item type is not available for the account you wish to make an award from, a new item type needs to be created. To request a new Item Type for a KFS Account, complete the Item Type Request Form and email it to OSFA-DeptAskAid@email.arizona.edu.

Add, Replace, Cancel Functions of External Awards

 

How do I increase or decrease an external award?

To increase an external award, select “add” as the entry type on the ‘Enter External Awards’ page and enter only the amount you are adding. For example, if you previously awarded a student $500 on an item type and now want to award the student an additional $500 on the same item type, $500 would be the amount entered for total award.

To decrease an external award that has or has not disbursed, select “replace” as the entry type on the ‘Enter External Awards’ page. For example, if you awarded a student $1000 for the fall and $1000 for the spring and now want to reduce the spring amount of the award to $500, use the "replace" function on the award entry page and enter the full academic year amount ($1500). An award entered using the “replace” function overrides the existing award with the same item type.

How do I cancel an External Award?

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 log in as Administrative Staff to UAccess Student.: Main Menu >Financial Aid >UA External Awards > Manage 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, go to the ‘Enter External Awards’ page and enter the item type and student ID number, then  select “cancel” as the entry type.

Trouble Shooting External Award Transactions

 

Why is an External Award not processed?

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 log in as Administrative Staff to UAccess Student: Main Menu > Financial Aid > UA External Awards > Manage External Awards.

What do all the terms mean listed under External Award by Status?

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:  Please read the detailed error message that appears when entering an award to determine the reason for the error or the error message on the “Manage Awards” screen.

Do Not Load: Used to cancel an unapproved award.

Processed: Award has been posted to the student's aid screen. This does not indicate the student’s account has been credited, this only indicates that the award now appears on the student’s financial aid page.

Reported: Student has reported this aid via Self-Service.

Approved: Award has been approved and will be processed by OSFA.

Why was the student’s registration stipend or tuition scholarship reduced?

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.

What Queries through UAccess Provide Additional Information on Processed Awards?

Log in to UAccess Student as Administrative Staff at http://uaccess.arizona.edu/
Navigation to Query Viewer: Main Menu > 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).

UA_EXT_AWD_APPROVER_SECURITY. This report can be used to show all item types a given user can approve external award transaction for or all approvers for a given item type.

Approval of External Awards

Who can approve awards?

Only officers listed on the account in UAccess Financials and KFST, KFS, and FAEX delegates can approve an external award on the item type linked to a given account.

How can I obtain a list of Item Types that a user is an approver for?

Log in to UAccess Student as Administrative Staff at http://uaccess.arizona.edu/
Navigation to Query Viewer: Main Menu >Reporting Tools > Query > Query Viewer
Query Name: UA_EXT_AWD_APPROVER_SECURITY. Enter a user’s Net ID to determine which item types they can approve awards for.

How do I add an approver?

1)      Log into UAccess Financials

2)      In the right hand column under “Lookup and Maintenance,” click the link for “Account Delegate”

3)      Enter “UA” as the chart code and the KFS account number

4)      If the account already has account delegates set up:

a.       The search results should return the current list of account delegates. Select “copy” from the available actions in the far left column.

b.      Copy the information from the original  (the left side of the screen) to the new copy (the right side of the screen). For Document Type Name enter FAEX. For the account delegate principal name, enter the net ID of the delegate you are adding.

c.       Save and Submit

5)      If the account has no delegates established:

a.       No results are returned when searching

b.      In the upper right hand corner click the “create new” button

c.       Enter the information into the fields as follows:

                                                              i.      Description: Add Account Delegate

                                                            ii.      Explanation: Add new account delegate to approve external awards

                                                          iii.      Chart Code: UA

                                                          iv.      Account number: #######

                                                            v.      Document Type: FAEX

                                                          vi.      Account Delegate Principal Name: Net ID of person needing access to approve external awards transactions

d.      Save and Submit

6)      It will take 24 hours for the new delegate to gain access to approve awards in UAccess Student External Awards

 

Can I award a student that has already graduated or no longer attends The University of Arizona?

Students who are no longer attending or have graduated are no longer active in the system. It is not possible to award the student through the “Enter External Awards” page. To award a student that is no longer active in our system please contact OSFA to make the award.

Please send a request to OSFA-DeptAskAid@email.arizona.edu and CC an account approver. In your request include:

1.                  Student Name

2.                  Student ID

3.                  Item type number

4.                  Award Amount

5.                  Award Term

6.                  Reason why the student is being awarded for a prior term

Disbursement Issues

 

When will the awards begin to disburse to student’s Bursar account?

ACH and check disbursements begin approximately one week before the first day of classes of each semester. 

Why is an award that appears on Financial Aid screen not disbursing to the student's Bursar account?

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 as Administrative Staff at http://uaccess.arizona.edu/
    Navigation to Query Viewer: Main Menu  >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

After an award has been processed in the Financial Aid system, when will disbursement to the Bursars Account occur?

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.

International Students: SSN/ITIN/VLP Requirements, & Need Based Awards

Does the student have to have a valid Social Security Number (SSN) or an Individual Taxpayer Identification Number  (ITIN) in order to receive a scholarship or stipend?

Nonresidents for Tax Purposes:  UA’s Tax Compliance office will determine if the cash award or payment is taxable.  If it is not taxable, the award will be applied to the student’s account.  If the award is taxable, Tax Compliance will create a GLACIER account for the student.  The student will be required to submit the GLACIER tax summary report with an attestation that they intend to apply for ITIN before the BGH Service Indicator can be lifted  (by the Bursar’s Office) and the award disbursed.

 

Non-Resident Alien students who receive a non-cash scholarship (which covers tuition and registration fees only) are not required to obtain an ITIN.

 

Contact International Student Services regarding questions about the ITIN application process:  http://global.arizona.edu/international-students/advising

 

ITIN information sheet:  http://global.arizona.edu/international-students/itin

 

Information regarding withholding tax for nonresidents for tax purposes is available at: http://global.arizona.edu/international-students/tax-withholding-ua-0

Why is proof of residency required?

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/

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 Students Form. Additional information regarding the Financial Need Calculation for International Students Form can be found here. 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.

Where can I find the ABOR policy about set-aside (need-based funding) grants awarding?

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.

Where can I view a student’s financial aid and financial need in UAccess?

Navigation to Need Summary:
Log in as Administrative Staff to UAccess Student. Main Menu > Financial Aid >View Financial Aid Status >Need Summary link at the bottom of the page

Domestic Students: SSN/VLP Requirements, & Need Based Awards

 

How do domestic students demonstrate need?

Domestic students need to complete a FAFSA to demonstrate need. Students may complete the FAFSA at www.fafsa.ed.gov.

Where can I find the ABOR policy about set-aside (need-based funding) grants awarding?

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.

Where can I view a student’s financial aid and financial need in UAccess?

Navigation to Need Summary:
Log in as Administrative Staff to UAccess Student. Main Menu > Financial Aid >View Financial Aid Status >Need Summary link at the bottom of the page

Contact OSFA

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

External Awards for Stipends & UA Department Scholarships
Questions: Christine Wong 621.3746

Outside Donor Scholarships
Questions: 621.5783 or 621.2491
Supervisor: Akhtar Parvez 621.2490

Scholarship Universe

Questions: OSFA-SU@email.arizona.edu

  • Office of Scholarships and Financial Aid, P.O. Box 210066, Tucson, AZ 85721
  • Phone: 520.621.1858
  • Fax: 520.621.9473