ConnectCarolina User Conference - GradStar Beverly WyrickSockie West The Graduate SchoolITS October 21, 2015

Agenda GradStar Basics The GradStar Team Planning Overview GradStar Life Cycle GradStar Maintenance Basic Edits on Maintenance Page Enhancements Other Interfaces Budget Check HR/Payroll and AP Interfaces Stipend Calculations Q&A

3 GradStar Basics What is GradStar? ConnectCarolina Student Administration application used to provide departmental financial aid to students, including non-service fellowships, tuition, and fee awards. GradStar interfaces with the Finance and Human Resources components of ConnectCarolina. The Team Functional: Beverly Wyrick, The Graduate School Michael McDuffie, Office of Scholarships and Student Aid Diana Malinsky, Student Accounts and University Receivables Technical: Sockie West, ITS – planning, system management, remedy tickets, troubleshooting Jeroen Soeurt, ITS – reporting, technical enhancements

4 GradStar Basics Planning Overview 1)Identify students who receive funding from your department 2)Determine type of funding – Service or Non-Service 3)Enter service payments in HR/Payroll, Disbursement Services 4)Enter non-service payments in GradStar 5)Enter instate, tuition remission and fee awards in GradStar Other Tasks  Check student’s enrolled hours – drops/adds that affect tuition rate!  Remove remission award IF student receives NC residency  Run reports to verify information in GradStar matches your records  Awards by funding department (004b)  Awards by student by PID/TERM (013a)

5 GradStar Life Cycle

6 GradStar Maintenance

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8 Basic Edits on Maintenance Chartfield Check Minimum Stipend Amount Check

9 GradStar Enhancements Amount Validation If a zero or if the Amount field is left blank, the following message shows: If a 3-digit or non numerical entry is made:

10 GradStar Enhancements Budget Project ID Validation Inability to add an ‘Inactive’ row

Runs daily Not aid year specific, it selects all new entries Errors will trigger an communication to user It revalidates all that are in error in every run Award will not export to Financial Aid and to the journal till the budget has been corrected. Budget Check Batch Process 11 Budget Check

Tips to Resolve Make sure that your account is set up correctly Use the Chartfield Checker You can check the status of your award: 12 Budget Check

Updates to HR and AP Worked closely with the HR Technical team to fix issues - Past term stipends were eliminated; - Exclusion of payroll status of W (short work break) - On the GradStar end, we fixed the calculation of stipends to satisfy the minimum requirements In progress, AP fix for canceled vouchers, currently being tested 13 HR and AP Interfaces

Sample Scenario 14 Stipend Calculations File format from HR Formula: (Nbr of days * comprate * 12)/365 (122 * * 12)/365 = The count of days takes in consideration the following: The greater between the Begin Date from GradStar System Availability and the Assignment Start Date on the HR side. As an example, for Fall 2015 (2159), GradStar System Availability is set to 8/4/15. For most students, it was 8/17. It will use 8/17 as Start Date as part of the calculation of number of days. In this example, it is defined as 9/1/2015 The End Date is determined by the lower between System Availability End Date and Assignment End Date, 12/31/2015 vs. for example, 7/1/2017 and 7/1/2018 for your students. In this case, it will use 12/31/2015 Number of Days: September = 30 October = 31 November = 30 December = 31

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16 Q&A Questions?