GradPoint Financial Portal Fund Program Request Form - How to complete
- Rhiannon Parisse
Use the GradDiv DocuSign PowerForm template to submit the GradPoint Financial Portal Fund Program Request Form. Requests can take up to 10 business days to be processed and for the Aid ID to be active.
Use this form to request a new Aid ID or remove/extend an existing Aid ID fund program for your campus department or unit.
New: Use to set up a new Aid ID in the GradPoint Financial Portal. All “78” accounts are for student aid support funds and have no service/work expectation associated with distribution.
Remove or Extend: An Aid ID student aid fund account already exists in the GradPoint Financial Portal and needs to either be removed completely or extended to future years.
New Account Information
Current and all Future years: Aid ID will be set up for current academic year and all future years with no end date. Departments will need to submit a “Remove” fund request for it to be removed form the portal.
Specific Years: Aid ID will only be set up for the specific years indicated, e.g. a department requests an Aid ID is active for 23-24 to 25-26 academic years. The Aid ID will expire at the end of the 25-26 academic year and no longer be available in 26-27.
Ledger Account Owner: This is department or unit that responsible for the ledger the account resides. The form needs to be signed by the Department Chair or Research Unit Director from where the account resides.
Secondary Campus Unit: If another department or ORU needs to be able to use the Aid ID, enter the campus unit information. Or leave blank if not required.
Short Account Name: Account identifier for the department or unit. Limited to 8 characters, e.g. TRAINING, or ABC34FYI. Use what works for your department/unit.
The description that will show in the portal’s Aid ID, will be “CCOA + Short Account Name”, e.g. 12345-1234567-511001 SHORTDES
CCOA Information
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.
Type of Funding
Who is providing the funding and setting the rules that govern the award or program? Choose one of:
Endowment
Gift
Is either a gift to UCOP (University of California, Office of the President) or a specific gift to the UCSB campus. It would either be coming from a profit or non profit source.
Other funding support that originates from:
Federal Government (specify on the fund request form)
State of California Government
UCOP
UCSB Campus
Outside Agency (for profit organization)
Outside Agency (non profit organization)
Outside Agency (individual)
If none of the choices match the origins of the funding source of the account you are trying to connect to the portal, contact financial@graddiv.ucsb.edu prior to completing the form for additional guidance.
Eligibility requirement for award: What type of financial support is being awarded (refer back to the rules that governs the award or program). (Source) Options are (choose all that apply):
MERIT-BASED ELIGIBILITY:
Eligibility for an award is based primarily on academic merit but can include other types of skills/talents (such as leadership, athletics, etc.), as evidenced by past performance and future potential. (If it is up to the department to choose the recipient, then it can be merit based)
NEED-BASED ELIGIBILITY:
A need-based award is an award contingent upon the financial need of the student. A student is defined as ‘needy’ only if the student qualifies for financial aid based on the Federal methodology standards. One exception to this rule is that Graduate Divisions have been allowed to use their own methodology to determine need, as long as it is at least as stringent as the Federal methodology. If outside agencies or other UC departments set their own standards in defining when a student is needy, these awards are to be coded as non-need-based on the financial aid input file. However, if campuses can determine that 95%-100% of these students would be needy under the Federal definition of need, then campuses can make a judgment call and code these awards as need-based.
DIVERSITY-BASED ELIGIBILITY:
Diversity award are intended to broaden the diversity of UC’s student population. Possible dimensions for the diversity goal include, but are not limited to: age, ethnicity, gender, physical abilities/qualities, race, national origin, sexual orientation, educational background, geographic location, military experience, parental status, religious beliefs, educational interests, research interests and commitment to particular communities. Note that the goal for the award is separate from the actual process by which recipients are selected. The selection of recipients for the awards may not necessarily involve consideration of the dimensions listed and, in some cases, may be prohibited from considering certain dimensions.
Fund Program Remove/Extend
To ensure the correct Aid ID is being changed, fill in the following information for identification purposes:
Aid ID: N*** or Z***
CCOA: Enter Fund and FRU
Dept/Unit: That owns the CCOA
Remove from years:
Use the “Aid ID-CCOA Mapping” report in GradPoint Financial Portal to see what future years the Aid ID is active in (“Y” under the year). Check those years on the form.
Extend to years:
If the Aid ID is expiring in the current academic/financial year, you can enter additional years for the Aid ID to be extended into.
Approval
The form must be signed by the Department Chair or Research Unit Director from where the account resides. It should not be the Business Officer or other Faculty, but needs to be signed by the Department Chair or Research Unit Director ultimately responsible for the funds.
Any questions, please contact sa-financial@ucsb.edu.