FMM and GradPoint Financial Portal FAQ

How does the Financial Management Modernization project affect the GradPoint Financial Portal?

The Financial Management Modernization project is nearing the CCOA data conversion step. In the GradPoint Financial Portal this will see a shift in the use of the current student aid L-A-F-S (8-78****-*****-*) account numbers to the new Common Chart of Accounts format (1811-******-*******-511001-78-000-0000000-00000)

This will change how Aid IDs are listed in the portal:

• Current: N*** or Z**** 8-781234-12348-* SHORTDES

• New: N*** or Z**** 12345-1234567-511001 SHORTDES

Will Aid IDs change?

Departmental Aid IDs format won’t change. They will remain the same 4 digits: N*** or Z***. The Aid ID’s description will be updated with the new CCOA. Prior to conversion the Aid ID description consisted of a department’s L-A-F-S (Location (8) - Account (781234) - Fund (12345) - Sub (3 or 5 or 7) and a short description.

After the FMM cutover, Aid IDs descriptions in GradPoint will use the CCOA String: Fund (12345) - FRU (1234567) - Account (123456) and a short description.

What is “mapping”?

Mapping is the process by which Graduate Division changes the financial information linked to the Aid ID from the L-A-F-S to the new CCOA string. The new CCOA string will now determine where the costs for the commitments entered into the GradPoint Portal will be charged. The “mapping” is pulled from the central campus data table provided by the FMM team.

How do I know what CCOA string an Aid ID is being “mapped” to?

Departments can reference the “Aid ID-CCOA Mapping” report in GradPoint Financial Portal that details any Aid ID a department has access to. This includes the years an Aid ID is active in, what the L-A-F-S SHORTDES and what the CCOA string the Aid ID has been mapped to.

Open

• Name: 8-781234-12348 SHORTDES

• Aid ID: N*** or Z****

• Years: 'Y' denotes the Aid ID is active in those column years

• Full_CCOA_String: New financial information to replace the L-A-F-S (identified under ‘Name’ column)

Aid IDs with no “Y” against them are no longer active and do not require attention.

The department needs to change the CCOA an Aid ID is mapped to. What should be done?

For a change to a CCOA, the department should follow the FMM directions on how to complete a change - this is not done through Graduate Division. The “new” CCOA will need to be added to an Aid ID using the Portal Fund Program request form.

1. Use the “Fund Program Remove” option on the GradPoint Financial Portal Fund Program Request Form to retire with Aid ID from use for 25-26 and all future years

2. Use the “New Account Information” option on the GradPoint Financial Portal Fund Program Request Form to request a new Aid ID for the desired CCOA for use from 25-26 onwards

What information do I need to create an Aid ID from a CCOA?

Open

Required Fields (number of digits)

• Fund (5): Enter Fund

• FRU (7): Enter FRU

• Program (3): Enter Program digits. If no specific program number in CCOA, enter 000

• Project (7): Enter Project digits. If no specific program number in CCOA, enter 0000000

• Campus Commitment (5): Enter Campus Commitment digits. If no specific program number in CCOA, enter 00000

Hard coded fields

• Entity: Will always be 1811 for UCSB

• Account: No action needed by department, the standard entry is 511001. Student Aid Fellowship support (511001) will show up on the GL in a different reporting category than Tuition and Fees (511002) through the disbursement process. (CCOA Account Field). No entry needed by department.

• Purpose: Will always be 78 as these are student aid support funds.

If the CCOA has an Activity field, please get in contact with Grad Financial Unit.

How can a new Aid ID be requested?

Departments can use the GradPoint Financial Portal Fund Form and use the “New” option to request a new Aid ID using the CCOA string information along with the usual information requests. Instructions on how to complete the form can be found on “How to Complete” instructions.

How is the GradPoint Financial Portal Fund Program Form completed?

Visit the “GradPoint Financial Portal Fund Program Request Form - How to complete” for more assistance in completing the form.

Can an Aid ID be extended for future years?

If an Aid ID expires at the end of the current year, use the GradPoint Financial Portal Fund Program Request Form and use the “Extend” option to add the additional years required. It will be extended using the account information currently available in the “Aid ID to CCOA” report.

The Aid ID is no longer needed, can it be removed?

Yes! If an Aid ID is no longer required, the primary campus unit/department can use the GradPoint Financial Portal Fund Form and use the “Remove” option to remove it from the required years.

How can I find the Financial Portal deadlines for 2024-25?

With so much going on it is difficult to get all the deadlines straight. The Financial Management Modernization project calendar can be found on the FMM Cutover Calendar. All Graduate Division important dates can be found on the Graduate Division Calendar (and all Graduate Division DocuSign Templates and PowerForms).

Due to the FMM project cutover, there will be a disbursement “Blackout” period for the GradPoint Financial Portal (other GradPoint platforms will be unaffected) from Monday June 23rd to Monday July 8th (inclusive). During this period no disbursements will be done; departments will also not be able to enter or edit commitments in the GradPoint Financial Portal.

As a reminder, a student needs to be registered in Spring to receive Post-Spring commitments, and a continuing student needs to be registered in Fall to receive Pre-Fall commitments. More information on commitments can be found on Adding and Editing a Commitment or Funding Programs and Student Commitments.