Automated Stipend Payments

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Automated Stipend Payments

• Training Course

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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)

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Who can benefit?

• Those who
• Complete the Scholarship Notice of Award or
  Doctoral Payment Request forms.
• Create electronic documents in DEFINE.
• Provide final approval.

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Process Change - Overview

• Submit required documentation to scholarship
  office by published deadlines.
• Approved awards are posted to BANNER in RPAAWRD.
• IT generates a report of all eligible students
  that are registered and have an award posted in
  RPAAWRD.
• Review monthly student eligibility report in
  ASAP.
• Approve eligible students in ASAP.

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Important Dates to Remember

• Dec. 15 Deadline for award information to be
  posted to RPAAWRD for inclusion on 1st automated
  check run for spring and summer.
• Dec. 16 Cycle 5.1 begins. (the fifth month of
  the fiscal year)

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Important Dates to Remember

• Jan. 5 Projected date for first automated checks
  to be deposited into students accounts.

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Important Dates - Key

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Establishing Automated Stipend Payments
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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

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Scholarship Notice of Award

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Important changes to the Scholarship Notice of
Award form

• Enter the total amount to be disbursed for each
  semester
• Fall Stipend Amount 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.
• Account Number Enter the account number to pay
  the stipend.
• Total Stipend Amount for Academic Year
  Auto-populates after the field above have been
  entered.

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Doctoral/Fellowship Payment Request

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Important changes to the Doctoral/Fellowship
Payment Request

• Select the Monthly payments checkbox.
• 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.

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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.

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3. Login to ASAP Homepage

1. Select the Employee Services tab.
2. Click Scholarship Stipends. The Scholarship
   Stipends Administrative Options screen appears.

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Scholarship Stipends Administrative Options
screen

• Click Scholarship Stipends. The Prompt Term
  screen appears.

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Prompt Term screen

Tip View detailed student information, such as
payment history, by entering the Banner ID.

• 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.
• Click List Student(s). The Display Scholarship
  Stipends screen appears.

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Display Scholarship Stipends screen

• Review the Award Amt and Mthly Amount columns.
• 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

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Display Scholarship Stipends screen

• If a Banner ID was entered, review the
  Transactions field for payment history
  information.
• Click the Approve checkbox.
• Click UPDATE. The Confirm Scholarship Stipends
  screen appears.

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Confirm Scholarship Stipends screen

NOTE By clicking on Confirm you are approving
the selected student(s) to be paid.

• The New checkbox reflects changes made in the
  Display Scholarship Stipends screen.
• Click Confirm. The Update Scholarship Stipends
  screen appears.

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Update Scholarship Stipends screen

• Choose one of the following
• Click Return. The Prompt Term screen reappears.
• Click EXIT to log off of ASAP.

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Youre done!

• Any questions?