faculty of medicine february 14 th – 25 th, 2011
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Faculty of MedicineFebruary 14th – 25th, 2011
Operational & Systems Changes BSAC 101 (Banner Student Aid for Canada)
◦ Important Terms◦ Budgets◦ Award Processing Form (APF)
Scenarios◦ Fellowships◦ Agency Awards◦ Stipends◦ Fund Reassignment
BSAC - the single and authoritative source for all need- and merit-based student funding
Advanced planning for student funding is strongly recommended!
All student award payments will be processed using the Award Processing Form (APF)◦ Pops and HR appointment form will no longer be
used for processing award payments to students
Important Concepts◦ Aid Fund◦ Aid Year/Fiscal Year/Grant Year◦ BSAC Budget
Estimated Auto Increase/Decrease for Stipends
Actual Encumbrances
◦ Disbursement schedules◦ Access to APF
Who has now Moving forward
An Aid Fund Code in BSAC is a unique code that is used to distinguish an entity for awards, scholarships, etc.
These codes identify specific awards including government, external, institutional scholarships and bursaries, graduate fellowships etc.
An aid fund for a monetary award is associated to a FOAPAL
More than one aid fund may be associated to one FOAPAL (but only one FOAPAL can be associated to an aid fund.)
Aid funds are coded using the following convention: Award Type + FIS Fund + Program Stage + one up number + G (for grants only)◦ Award types: F – Fellowship; R – Agency; I – Stipend◦ Aid Fund names for Agency awards are based on the fund
name◦ Aid Fund names for student stipends begin with STP –
[researcher last name] – first characters of the fund title
Examples: ◦ F179518C00 – Dr. Richard I Birks Fellowship◦ R213875C0G – CIHR 85092 Fellowship◦ I 224921C0G – STP – Chacron – CIHR Operating
For Fellowships & Scholarships approved by CESA (Committee on Enrolment and Student Affairs) aid funds are automatically created by GPS or SSAO
Over 700 aid funds were created when awards were migrated from HR Appointments to BSAC
Aid Fund Request Form for Stipends CIHR or other external awards (other than
NSERC or SSHRC) to complete a fund opening form
Aid Year - a complete year for which student aid/award is being tracked. McGill defines an aid year as September to August 31st of the following year.
Fiscal Year - twelve consecutive months used as an accounting period/cycle. The university fiscal year is May 1 through April 30, as is the fiscal year for provincial appropriations. For example Fiscal Year Code 12 represents May 1, 2011 to April 30, 2012
Grant Year - A Grant Code is linked to a Fund Code to obtain cumulative results over multiple years (inception-to-date) or when there is a different Fiscal Year to the University’s. A Grant’s year is dictated by the granting agency’s reporting requirements and may end on any calendar month.
For example, the Tri-Council runs from April 1st to March 31st.
BSAC budget: every aid fund (award type) that is set up in BSAC requires a corresponding budget
Budgets in BSAC are separate from FIS budgets
How budgets are set in BSAC depends on the FIS fund type of the FOAPAL to which it is attached
Finance Funds used exclusively for awards or financial aid (2A to 2E fund types) ◦ Nightly refresh from Finance budgets◦ SSAO/GPS can override as ‘estimated’
Funds outside 2A-2E fund types (not linked to a grant)◦ Nightly refresh to take budget from account 600200
(Pooled position # ZBSAC1 - Student Aid and Awards)◦ SSAO/GPS can override as ‘estimated’
Research Grants & Contracts in name of Principal Investigator (2F & 2M fund types)◦ No upfront budget required. System will self-adjust
budget based on disbursements scheduled.
FOAPAL with budget allocation
Aid FundAid Fund
APF Processing:Aid fund + Student +Amount+ Disb.
Schedule
GPS/SSAOProcess award: Payments and
memos
FIS
FOAPAL B$500
FOAPAL A$500
FOAPAL C$500
Award$1500
Funding Source
Student View
FOAPAL B$500
FOAPAL A$500
FOAPAL C$500
Award$500
Award$500
Award$500
Student View
Funding Source
A disbursement schedule is the schedule of award payments.
Some award types may have a default disbursement schedule (Fellowships often have a ten payment default schedule)
Agency awards and stipends require that a custom schedule be created
The disbursement schedule wizard can automatically generate a schedule of payments based on a monthly or semi-monthly schedule
Paying a student a Fellowship from JAN to MAY
Paying a student a stipend from JAN-MAY with fund that has a grant year end within the payment period
Paying a student from SEPT-MAY from more than one funding source
An external agency names a student as a recipient of a multi-year award to be paid over 3 years from Sept-Aug each year (i.e.) CIHR
Aid fund request form
Award reassignment formerly “Retro FOAPAL change”
Registered participants for today’s session have been granted access to the APF
Listing has been sent by the Faculty of Medicine to BSAC team for set up
Moving forward access to the APF will be provided upon completion and submission of the FAA Access Authorization Form: http://www.mcgill.ca/inb/authorization/
Phase I – New functionality has been added to the APF:◦ A disbursement schedule wizard◦ Aid fund request form (Student stipends only)◦ Display of grant year end (Agency & Stipends
only)◦ Start and end dates (Agency & Stipends only)◦ Total amount (Agency & Stipends only)◦ Auto increase/decrease BSAC Budget (Stipends
only)
Phase II - functionality (coming soon):
◦ Award reassignment capability for use when a new FOAPAL is paying an award (formerly retro-FOAPAL process)
◦ Display of Aid fund remaining amount to spend ◦ Support for multi-year awards◦ Enhanced encumbrances◦ More intuitive interface & better performance◦ Fund Administrator Approval Form (for use by FIS)
Guides users through setting up a payment schedule◦ Lump Sum◦ Monthly◦ Semi-monthly◦ No longer tied to payroll payment schedule
Users create an Aid Fund “on-the-fly” for award processing◦ Aid funds are created dynamically and ready for
use on the APF◦ Provides users with immediate award processing
ability◦ Mechanism for planning◦ Reduces delays in payments
Medicine Administration websitehttp://www.mcgill.ca/medadmin/◦ Presentation - http://www.mcgill.ca/medadmin/presentations◦ Quick Links to GPS and SSAO coming soon
GPS – Fellowships & Awards http://www.mcgill.ca/gps/staff/fellowships/
GPS Toolkithttp://www.mcgill.ca/gps/staff/toolkit/◦ Award Cycle ◦ BSAC Glossary of Terms ◦ Guidelines: Awarding Graduate Fellowships (for Recruiting Units)◦ Guidelines: Awarding Undergraduate In-Course Awards◦ Roles & Responsibilities◦ Fact Sheet BSAC◦ Fact Sheet Student Stipends◦ Student Stipend Payment Authorization Form
Post-doc Award Certification form coming soon
Medicine Admin –adminhelp.med@mcgill.ca GPS –
Internal Awards - Nikki Maphosa sinikhiwe.maphosa@mcgill.ca tel: 09353
External Awards - Ester Di Coriester.dicori@mcgill.ca tel: 09341
SSAO – Scholarships - Paula Pariseau
paula.pariseau@mcgill.ca tel: 4807 Aid Fund Questions- June Morrier
june.morrier@mcgill.ca tel: 1001 Questions about APF access
◦ faa-security@mcgill.ca
QUESTIONS
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