Disbursements and Travel Services1 Automated Stipend Payments Training Course

Disbursements and Travel Services2 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)

Disbursements and Travel Services3 Who can benefit? Those who:  Complete the Scholarship Notice of Award or Doctoral Payment Request forms.  Create electronic documents in DEFINE.  Provide final approval.

Disbursements and Travel Services4 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.

Disbursements and Travel Services5 Important Dates to Remember  Dec. 15: Deadline for award information to be posted to RPAAWRD for inclusion on 1 st automated check run for spring and summer.  Dec. 16: Cycle 5.1 begins. (the fifth month of the fiscal year)

Disbursements and Travel Services6 Important Dates to Remember  Jan. 5: Projected date for first automated checks to be deposited into students accounts.

Disbursements and Travel Services7 Important Dates - Key

Disbursements and Travel Services8 Establishing Automated Stipend Payments

Disbursements and Travel Services9 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

Disbursements and Travel Services10 Scholarship Notice of Award

Disbursements and Travel Services11 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.

Disbursements and Travel Services12 Doctoral/Fellowship Payment Request

Disbursements and Travel Services13 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.

Disbursements and Travel Services14 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.

Disbursements and Travel Services15 3. Login to ASAP Homepage: 1.Select the Employee Services tab. 2.Click Scholarship Stipends. The Scholarship Stipends Administrative Options screen appears.

Disbursements and Travel Services16 Scholarship Stipends Administrative Options screen: 3.Click Scholarship Stipends. The Prompt Term screen appears.

Disbursements and Travel Services17 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.

Disbursements and Travel Services18 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

Disbursements and Travel Services19 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.

Disbursements and Travel Services20 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.

Disbursements and Travel Services21 Update Scholarship Stipends screen: 13.Choose one of the following:  Click Return. The Prompt Term screen reappears.  Click EXIT to log off of ASAP.

Disbursements and Travel Services22 You’re done! Any questions?