Financial Overview

Financial Definitions

Fund Program (AidID) - AidID is the 4 digit code that stands for the funding program/account. AidIDs are created by the Graduate Divsion when setting up an account in the graduate student financial system. GradPoint users can view financial data only for AidIDs related to their department or research unit.

PType - PType or payment type is the type of payment the commitment is agreeing to pay. The Ptype can be a stipend that is paid directly to the student or can be a fee based Ptype (tuition, health insurance, non-res tuition, or professional fees) that is used to offset fees charged to a student’s BARC account.

EFR - Employment fee remission. EFR commitment are generated based on student appointments in UCPath. Separate commitments are created for the payment of tuition, health insurance, and non-res tuition based on the EFR eligibility.

Commited - The maximum amount pledged to be paid towards the specified PType or the full amount of a stipend.

Awarded - The amount of the commited that can be paid. Award amounts may be less than the committed amount since a student can have multiple commitments paying a certain fee. When this happens, the awarded amount may be what is remaining after the other commitment has paid. Additionally, a student must be eligible (registered in 8+ quarter units and in good academic standing) for funding. If a student is not eligible, commitments will award $0.

Paid - The amount of the commitment that has been paid out to the student.

Financial Overview Tab

The Financial Overview tab provides a complete list of all of the student’s commitments, both from fellowship and employment (EFR) sources. This view is intended to give users a quick summary of what has been committed and paid to a student regardless of funding source. By expanding the view of a Ptype, the summary can quickly be broken down to see what amount comes from fellowship or EFR.

All users can access the Financial Overview section and review rolled-up commitments total whereas the details in the Fellowships Commitments tab can only be viewed for students in your home academic department or commitments that have been made from funds owned by the department in which a user has role access.

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1. The list can be narrowed down using any one or a combination of the filters by selecting options in the dropdown list and clicking the Apply button.

2. In addition to the filters, the list can be sorted by clicking any of the column headers. Click a second time to reverse the order of your sort. Sorting can be layered by selecting several column sorts. Refresh the page to clear all sorting selections.

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3. Click the arrow button to expand the detail view of the individual commitments. Details include the breakdown of the commitment amount into committed, awarded, and paid amounts from a fellowship commitment or an employment fee offset.

Fellowship Commitments Tab

The Fellowship Commitments tab lists all of the student’s fellowship commitments and provides details on the commitment including disbursement dates and historical edits made to the commitments.

All users can access the Financial Overview section and review rolled-up commitments total whereas the details in the Fellowships Commitments tab can only be viewed for students in your home academic department or commitments that have need made from funds owned by the department in which a user has role access.

1. Like the filters available in the Financial Overview tab, the fellowship list can also be filtered by the AidID.

2. Like the sorting available in the Financial Overview tab, fellowships can be sorted by any of the column headers. The approval status column is a helpful way to see if any commitment is pending approval before it can pay.

3. Click the arrow button to display details of the individual commitments. Details include:

A. Latest payment/reversal date - The most recent date the graduate student financial system submitted a payment/reversal to BARC or Accounts Payable. The payment may take overnight to post to a student’s account.

B. History - Displays a list of previous versions of the commitment. When the committed amount is adjusted in the portal, the amount of the previous commitment is recorded and sequenced starting with sequence #0001 as the original commitment.

C. Approval Status - Displays the pending or approved status of a commitments. Commitments with “Pending approval” status will not be disbursed or, if it is an adjustment, the adjusted amount will not be disbursed.

Employment Commitments Tab

The Employment Commitments tab lists all of the student’s commitments coming from an employment fee offset. Graduate students appointed in Academic Student Employee (ASE) and Graduate Student Researcher (GSR) appointments are eligible for fee remission. The student financial system calculates the student’s Remission Level based on all eligible academic appointments in UCPath for the quarter and automatically generates the EFR commitments. The Employment Commitments tab displays the Remission Level and the commitments that were generated.

1. Select the Quarter and Academic Year from the dropdown menu.

2. Displays the Remission Level that the student is eligible for based on their appointment percentage in UCPath.

3. Like the sorting available in the Financial Overview tab, employments can be sorted by any of the column headers.

4. Click the downward arrow button to display details of the individual commitments. Details include:

A. Latest payment/reversal date - The most recent date the graduate student financial system submitted a payment/reversal to BARC or Accounts Payable. The payment may take overnight to post to a student’s account.

B. History - Displays a list of previous versions of the commitment. When the committed is adjusted, typically due to changes in the academic appointment in UCPath, the amount of the previous commitment is recorded and sequenced starting with sequence #0001 as the original commitment.

BARC Fees Tab

The BARC Fees tab displays the amount assessed the student by the Registrar’s Office for the quarter selected. To help departments budget fellowship funding, the page displays projected fees that the student can expect in future quarters and you will see the warning message:

1. After selecting the Aid Year and Quarter from the dropdowns, click Apply to display the fees.

2. Click the arrow button next to an individual fee to see the details or the arrow button next to “PType” to expands details for all fees. Details include the Expense Group, BARC Class Code, and Class Code Description that a student will see in their BARC bill associated with the assessment.

Employment Exceptions Tab

The Employment Exceptions tab displays the reason and status of a student’s employment exception for the quarter and year selected. Potential employing departments can check a future term to see if a student will need to submit an exception request prior to entering the employment into UCPath.

1. To be eligible for any academic appointment, graduate students must meet eligibility criteria. An Exception to Employment Policy must be submitted to the Graduate Division for the following:

TA/Assoc. Quarter Count Exception - Appointment of graduate students who have already worked a combined total of 15 quarters as a TA and/or Associate

Time to Degree Exception - Students is 4 or more quarters Beyond Time to Degree

Probation Exception - Appointment of graduate students on academic probation

Percentage Time Exception - Appointment of graduate students for more than 75% time (however, the 50% time restriction applies to international students and Associates without exception)

2. Students that are not eligible for employment will display a note that an exception is required. After the exception is submitted by the student’s home department and reviewed by Graduate Division, the approval status and date will display. If the exception request is denied, an external note will be included.