Graduate Awards Automation Process at George Washington University
The Graduate Awards Automation Application Process at the Office of Graduate Student Assistantships and Fellowships, George Washington University, streamlines the process of awarding graduate students assistantships, stipend fellowships, and tuition fellowships. Utilizing the Graduate Automated Awards Application, users can initiate and send award letters online, ensuring efficient management and record-keeping. Access to Banner and Banner Workflow is required for using this application, with specific profiles designated for award processes. This system enhances the functionality and accessibility of award allocation, improving the overall efficiency of the awarding process.
Download Presentation
Please find below an Image/Link to download the presentation.
The content on the website is provided AS IS for your information and personal use only. It may not be sold, licensed, or shared on other websites without obtaining consent from the author.If you encounter any issues during the download, it is possible that the publisher has removed the file from their server.
You are allowed to download the files provided on this website for personal or commercial use, subject to the condition that they are used lawfully. All files are the property of their respective owners.
The content on the website is provided AS IS for your information and personal use only. It may not be sold, licensed, or shared on other websites without obtaining consent from the author.
E N D
Presentation Transcript
Graduate Awards Automation Application Process OFFICE OF GRADUATE STUDENT ASSISTANTSHIPS AND FELLOWSHIPS GEORGE WASHINGTON UNIVERSITY RICE HALL 302
Graduate Automated Awards Application 2 The Graduate Automated Awards Application is used to award graduate students assistantships, stipend fellowship and tuition fellowship. It generates award letters and creates a record of the award in Banner.
Graduate Automated Awards Application 3 As of December 12, 2014, the Automated Awards Application went live. This allows users to initiate the award process and send award letters online. Please note that all units at GWU awarding graduate students from University funds should use the Automated Awards Application. Awards made from sponsored project funds should NOT use this application for their awards (tuition fellowships, stipend fellowships or graduate research assistantships) until an announcement is made. The application should be available to research-related staff May 2015. See Appendix A for Manual Award Instruction.
Graduate Automated Awards Application-Getting Access 4 Prior to Accessing the Graduate Award Automation Process Banner access and Banner Workflow access are required to use the Graduate Award Automation Application as an initiator or approver. Complete the form below with the help of your School/Department Banner Liaison. Banner Access To request Banner access go to the http://saig.gwu.edu/forms link Under Security Access Forms, download the Banner Access Form. If you do not already have access to Banner Student, check with your Banner Liaison to determine what profile you will need. For Banner Workflow access, the profile you need to request on the STUDENT PROFILES page is PWSDRST(Owner/Approver Geri Rypkema rypkema@gwu.edu) . In the Notes/Special Instruction section at the bottom of the page, indicate your role: Initiator or Approver. Once the form has been completed and all signatures obtained, email the form to Banner Security(HRIS) sysuid@gwu.edu You will receive an email notice once your access has been granted. Banner Profile for Graduate Awards Reports A new Banner profile *GSAF01 was created for the Graduate Award Reports. These reports are TZRGRAW and TZRGADT and are run in Banner. Only those staff who are managing the awards require this access. To run these reports you, need to complete a Banner Access form or add to the access forms above to request access to the *GSAF01 Profile (Owner/Approver Geri Rypkema rypkema@gwu.edu). When signed, the form will be sent to Banner Security sysuid@gwu.edu. How to access Banner Workflow Banner workflow can be accessed via the Workflow Virtual Browser. Instructions on how to get the Virtual Browser are included in the Online Training. Online Training for the Graduate Automated Awards Process Click on this link to access online training Automated Award Training
Graduate Automated Awards Application-Getting Started 5 From the main menu, click My Processes under User Profile Click to start workflow
Graduate Automated Awards Application-Getting Started 6 Initiator will create name/GWid identifier to locate award
Graduate Award Automation- 7 Type award formal name Type formal award name
Graduate Award Automation- Banner Reports 8 There are two reports for tracking the awards for the Graduate Award Automation Process which can be run in Banner: TZRGRAW Graduate Awards Report TZRGRAW will report graduate award information based on the filter criteria (parameters) entered before running the report. Here you can find pertinent details of the award, its status in the queue and whether the award has been accepted or declined. TZRGADT Graduate Award Detail Report TZRGRAW will report graduate award information based on the filter criteria (parameters) entered before running the report.
Graduate Awards Report-TZRGRAW Parameter Number Parameter Name Academic Year Optional/ Required Required Single/ Multiple Multiple Help Notes Enter Academic Year, e.g. If % is entered then all the awards regardless of the academic year will be selected 01 2013-2014 Enter 2014-15, 2015-16 or you will get an error College Code Optional Single Enter the Department Code If you hit the Values button then the list of colleges will be displayed you can pick a college code from the list. 02 Degree Code Optional Single Enter Degree If you hit the Values button then the list of degrees will be displayed you can pick a degree code from the list. 03 Major Code Optional Single Enter Major code If you hit the Values button then the list of major will be displayed you can pick a major code from the list. 04 Payment Start Date Optional Single Enter Payment Start Date This start date will be used to get the awards between the payment start date and payment end date 05 Payment End Date Optional Single Enter Payment End Date This end date will be used to get the awards between the payment start date and payment end date 06 9
07 Funding Source Optional Single Enter Funding Source If you hit the Values button you will be able to pick one of the following funding sources 1) School Graduate Student Support 2) R Fund 3) Endowment 4) Graduate Student Assistantship and Fellowship 5) Sponsored Project 6) Other 08 Banner Index Code Project Optional Single Enter Banner Index code Enter Project Enter a valid Banner index 09 Optional Single The Banner Index OR the PTA can be entered. If parameter Banner Index code parameter 08 is entered then parameters 09, 10 and 11 should be not entered. If the Project, parameter 09 is entered then Award parameter 10 and Task parameter 11 must be entered 10 Task Optional Single Enter Task If the Project, parameter 09 is entered then Award parameter 10 and Task parameter 11 must be entered 11 Award Optional Single Enter Award If the Project, parameter 09 is entered then Award parameter 10 and Task parameter 11 must be entered 12 GWID Optional Single Enter Student s GWID 10
Sample Report-TZRGRAW 11 REPORT : TZRGRAW The George Washington University PAGE : 1 USER : ISSDS2 Graduate Awards Report DATE : 18-MAR-2015 DATABASE: PROD TIME : 02:27 PM GWID Student Academic Award Type of Award Period Award Payment Type Payment Amount Credit Payment Payment Funding Source Banner Award Status Initiator Award Submit Date Name Year Seq No Award Type Hours Start Date End Date Index -------------------------------------------------------------------------------------------------------------------------------------- -------------------------------------------------------------------------------------------------------------------------------------- --------------------------- G12345678 Taylor Swift 2015-2016 1 New full academic year Tuition Tuition $.00 5 School Graduate Student Support Award accepted Nikki Minaj G22222222 Demi Lovato 2015-2016 1 New full academic year GA Salary $5,500.00 01-SEP-15 31-MAY-16 School Graduate Student Support Letter Sent Iggy G22222222 Demi Lovato 2015-2016 1 New full academic year Tuition Tuition $.00 18 School Graduate Student Support Letter Sent Iggy G22222222 Demi Lovato 2015-2016 1 New full academic year Stipend Stipend $18,000.00 01-SEP-15 31-MAY-16 School Graduate Student Support Letter Sent Iggy G33333333 Jesse J 2015-2016 1 New full academic year Stipend Stipend $17,000.00 01-SEP-15 31-MAY-16 School Graduate Student Support Letter Sent Arianne Grande G44444444 Katy Perry 2015-2016 1 New full academic year GA Salary $5,500.00 01-SEP-15 31-MAY-16 School Graduate Student Support Rework Lourde G44444444 Katy Perry 2015-2016 1 New full academic year Stipend Stipend $17,000.00 01-SEP-15 31-MAY-16 School Graduate Student Support Rework Lourde G44444444 Katy Perry 2015-2016 1 New full academic year Tuition Tuition $.00 2 School Graduate Student Support Rework Lourde
TZRGADT-Graduate Award Detail Report 12 Parameter Number Parameter Name Optional/ Required Single/ Multiple Help Notes 01 Student GWID Required Single Enter the Student s GWID 02 Academic Year Required Single Please provide the parm value as ex. 1314 Enter the Academic Year as 1314 or 1415 03 Award Sequence Number Required Single This is award sequence number Run the TZRGRAW Graduate Award Report for the student the award sequence number is listed in this report Types of files generated by the report userid _tzrgadt_jobnumber.lis example:issds2_tzrgadt_6476761.lis
Sample Report-TZRGADT 13 Sample Report REPORT : TZRGADT The George Washington University PAGE : 1 USER : ISSDS2 Graduate Award Detail report DATE : 18-MAR-2015 DATABASE: PROD TIME : 11:29 AM ------------------------------------------------------------------------------------------------------------------------------------ Award Details Student GWID: G12345678 Academic Year: 2015-2016 Award Sequence Number: 1 First Name: John Last Name: Doe Middle Initial: R Salutation: Mr. Student Type: New Award Indicator: New Award Name: a Graduate Award Degree Major: Term: 201503 Major: Communications Degree: Master of Arts Department Name: Department of Arts Award Period: full academic year Other Award Period Description: Study Requirement: full-time Registration Requirement: full-time Award Renewable: Yes If Renewable, number of additional years: 1 Payment Details Award Types: Tuition Fellowship Formal Award Name for Salary: a Tuition Fellowship of Tuition Credit Hours: 6 Salary Dollar Amount: $0.00 Flat Amount: $0.00 Funding Source: School Graduate Student Support Approver Details Initiator: Smith, Jane
Appendix A- Manual GA Award Process 14 Awarding Entity (Department or Principal Investigator (PI)) 1. Selects a candidate who meets relevant merit eligibility criteria. 2. Completes the Assistantship and Fellowship Recommendation Form. 3. Forwards the Assistantship and Fellowship Recommendation Form to the Department Chair. Department Chair 4. Reviews the award information and verifies that the recipient is a student, current or incoming. 5. Signs the Assistantship and Fellowship Recommendation Form. 6. Forwards the Form to the School Fellowship Coordinator (SFC). School Fellowship Coordinator (SFC) 7. Reviews files to determine whether recipient is receiving or has been offered any other awards. 8. For current students, reviews transcript to ensure that there are no incompletes or unacceptable grades. 9. Signs the Assistantship and Fellowship Recommendation Form.
Appendix A- Manual GA Award Process 15 School Fellowship Coordinator (SFC) cont d 10. A. If non-sponsored research-funded, (SFC) or designee sends award package to the student, the award package must include the following: Graduate Assistantship Award Letter - Graduate Assistantship Model Letter Acceptance Form - Graduate Assistantship Acceptance Form Graduate Assistantship Requirements - Graduate Assistantship Requirements Tax Information - Tax Implications and Reporting Requirements of Payments to International Students OR Tax Implications and Reporting Requirements of Payments to U.S. Citizens or Resident Aliens B. If sponsored research-funded, steps 7, 8 and 9 above are followed, in lieu of step 10, forwards the signed form to the appropriate research related staff member connected to the grant. (No GAs on grants) a. b. c. d. 10. Research Related Staff Member 11. Reviews information to ensure that the payment is allowable on the grant. 12. Checks to make sure funds are available. 13. Checks to ensure the award is within the date parameters of the grant. 14. Checks to ensure that full F&A is recovered if the yes box on the form is checked.
Appendix A- Manual GRA Award Process 16 PI/Initiator Sends award letter to student. The award package must include the following: Graduate Research Assistantship Award Letter - Graduate Research Assistantship Model Letter Acceptance Form - Graduate Assistantship Acceptance Form Graduate Research Assistantship Requirements - Graduate Research Assistantship Requirements Tax Information - Tax Implications and Reporting Requirements of Payments to International Students OR Tax Implications and Reporting Requirements of Payments to U.S. Citizens or Resident Aliens 15. a. b. c. d. Both the School Fellowship Coordinator (SFC) and the PI/Initiator forwards a copy of the returned, signed Graduate Assistantship Acceptance Form to the Department Chair and the Office of Graduate Student Assistantships and Fellowships. If the award is declined, the Award Processes start over. If the award is accepted, the Hire Processes (Hire a GA/GRA Online) can begin. 16. a. b.
Appendix B- Manual Fellowships Award 17 Awarding Entity (Department or Principal Investigator (PI)) 1. Selects a candidate who meets relevant merit eligibility criteria. 2. Completes the Assistantship and Fellowship Recommendation Form. 3. Completes the Payment Characterization Checklist, if a stipend is included. 4. Forwards the Assistantship and Fellowship Recommendation Form and Payment Characterization Checklist, if applicable, to the Department Chair. Department Chair 5. Reviews the award information and verifies that the recipient is a student, current or incoming. 6. Signs the Assistantship and Fellowship Recommendation Form and Payment Characterization Checklist. 7. Forwards the Form(s) to the School Fellowship Coordinator (SFC). School Fellowship Coordinator (SFC) 8. Reviews files to determine whether recipient is receiving or has been offered any other awards. 9. Reviews the award if a stipend is part of the award to ensure that no services are required. 10. For a current student, reviews transcript to ensure that there are no incompletes or unacceptable grades.
Appendix B- Manual Award Fellowships 18 School Fellowship Coordinator (SFC) cont d 11. Signs the Assistantship and Fellowship Recommendation Form and Payment Characterization Checklist. 12. A. If non-sponsored research-funded, (SFC) or designee sends award package to the student, the award package must include the following: Fellowship Award Letter - Fellowship Award Letter Fellowship Acceptance Form - Fellowship Acceptance Form Fellowship Requirements - Fellowship Requirements for Stipend and Tuition Award or Stipend Only Fellowship Requirements for Tuition Award Only Tax Information - Tax Implications and Reporting Requirements of Payments to International Students OR Tax Implications and Reporting Requirements of Payments to U.S. Citizens or Resident Aliens B. If sponsored research-funded, steps 8 through 11 above are followed. In lieu of step 12, forwards the signed form to the appropriate research staff member connected to the grant. 13. Forwards a copy of the returned, signed Fellowship Acceptance Form to the Department Chair. If the award is declined, the Award Processes start over. If the award is accepted, the Payment Processes begin. a. b. c. d. 12. a. b.
Appendix B- Manual Fellowships Award 19 Research Staff Member 14. Reviews information to ensure that the payment is allowable on the grant. 15. Checks to make sure funds are available. 16. Checks to ensure the award is within the date parameters of the grant. 17. If the award is for a Fellowship stipend, ensures that the grant is a training grant that allows this type of payment. 18. Signs the Assistantship and Fellowship Form. 19. Returns to the Principal Investigator (PI). PI/Initiator/Department Sends award package to student. 20. 3/6/2025 G:/GradfellMK/GraduateAwardsAutomationProc ess
