Adding and Editing a Commitment
- Elizabeth Acebu
- Kelly Lyon
Add a Commitment
To add a commitment, a user must be in a Preparer role and have access to the AidID/funding program that the commitment will come from. To add, click the Add New Commitment button in the Fellowship Commitments tab.
Enter fields 3 through 7 and click the Submit button. To add more than one commitment for the same student, click the +Add button to add rows. To delete an individual row, click the trash can. Once all commitments are entered, click the Submit button to create the commitments. To cancel the entire commitment entry, click Close.
Fields 3 through 7 are required for each commitment entry.
1. #- Commitment entry number
2. Action - Click the trashcan to delete a row.
3. Year - Select the academic year.
4. Quarter - Select the quarter for the commitment.
<------------------------------ Academic Year ------------------------------>
Term | Pre-Fall | Fall | Winter | Spring | Post-Spring | Summer |
Unit Validation | Fall unit registration | Fall unit registration | Winter unit registration | Spring unit registration | Spring unit registration | Total units for all A-G sessions |
Payout | No earlier than July 1st | Fall - consult calendar | Winter - consult calendar | Spring -consult calendar | After Spring finals, before June 31st | Rolling through Summer sessions |
Fall / Winter / Spring- Commitments will use the registered units for the selected term to verify enrollment eligibility. If the student is eligible, funds will disburse during the selected term.
Summer - Commitments will use the total registered units for all summer sessions A through G to verify enrollment eligibility.
Pre-Fall - Commitments will use the registered units for the fall term of the academic year selected to verify enrollment eligibility. If the student is eligible, funds will disburse during the funds will disburse during the summer, no earlier than July 1st.
Post-Spring - Commitments will use the registered units for the spring term of the academic year selected to verify enrollment eligibility. If the student is eligible, funds will disburse during the summer, between the last day of instruction and July 31st.
5. Funding Program - Select a fund program to fund the commitment from dropdown list of AidIDs. Only AidIDs related to your department or research unit will display.
6. Payment Option - Select what the commitment will pay; a stipend that is paid directly to the student or a fee based Ptype (tuition, health insurance, non-res tuition, or professional fees) that will post to a student’s BARC account and offset assessed fees. Departments are urged to prioritize the payment of fees before using funds to pay a stipend. For fee based Ptypes, you can select to pay the Full option or a Custom option.
Full - Selecting a Full option for a Ptype will auto-populate the amount with what Graduate Division is estimating the fee will be for the quarter/year selected. Once UC Regents approves tuition costs for an academic year and final PType fee amounts are set, the Graduate Division will adjust the amount of the commitment to pay the full assessed fee amount.
Custom - Selecting a Custom option will allow the preparer to enter in any dollar amount. The commitment will pay to the maximum amount entered.
7. Amount - Enter the amount for a Custom option commitment. For fee based Ptypes, the amount entered is the maximum amount to be paid. The actual amount paid to a student may be reduced if other commitments (e.g. employment fee offsets) are present and are set up to pay first.
8. +Add - Adds rows to submit more than one commitment at a time.
9. Close/Submit - Close button will cancel your entry. Submit button to create commitments.
Edit a Current Commitment
To edit an existing commitment, a user must be in a Preparer role and have access to the commitment’s AidID/funding program. Edits can also only be made before the entry cut-off date. Consult the Graduate Division Annual Support Calendar for entry and commitment payout dates.
To edit a commitment, from the list of commitments for a student in the Fellowship Commitments tab, click the box next to the downward arrow to select one or several commitments. You can narrow your list of commitments using any of the filters at the top. Alternatively, you can narrow your list and click the box to the left of the headers to select all commitments listed.
Then click the Edit Commitments button to open all selected commitments in a new window. In this window, the Payment Option and the Amount fields become editable. Commitments cannot be deleted. from the system. To “delete” a commitment, you must change the amount to pay to zero.
Payment Option - The payment option cannot be changed from one fee type to another fee type. It can only be toggled between full or custom option. Stipends are always a custom amount. If the full payment option is selected, the amount is not editable since it was auto-populated at the creation of the commitments. To edit the amount of a commitment, the custom option must be selected.
Amount - Enter the amount for a Custom option commitment.
Please Note: Stipends that have already been disbursed can only be added upon. Reducing the stipend value can only be done prior to any disbursement.
Close/Submit - Close button will cancel your entry. Submit button to submit edits.
After a commitment is edited, the new amount will be listed as the Proposed Amount in the commitment details. And the Approval Status will display as Pending Approval. The proposed amount will need to be approved before a payment or reversal disbursement can take place.