Departmental Request for Student Awards | Financial Aid

Overview
Form A: WVU Foundation funds where your department is the Budget Officer, WVU Research Corporation, state grant funds, other departmental central or non-central funding
Form B: WVU Foundation funds where Financial Aid is the budget officer

For full stipend guidelines and more information, visit the Tax Services website.

Overview

The Office of Student Financial Support and Services, which includes Financial Aid and Student Accounts, along with the Finance Division and Office of Treasury Operations have been working on a project to change the accounting for departmental student awards to a more streamlined and efficient process. The changes will:

Eliminate delays in processing awards on the student’s account.
Charge your department GL account directly which will eliminate the need to transfer funds to the Banner Bank Account for disbursement. If your department receives reimbursement from a third party (e.g. WVU Foundation funds where your department is the Budget Officer, WVU Research Corporation, state grant funds, other departmental central or non-central funding, etc.), then your department will be responsible for pursuing payment from the appropriate resource.
Allow for improved monitoring and budgeting of institutional scholarships for financial planning and reporting.

Please do not send Form A or Form B to individual staff members as you have done in the past to make awards. All departmental requests for student awards must be sent to the DeptRSA@mail.wvu.edu address so multiple staff members may access the emails.

See below for additional information on processing Departmental Student Awards. For details on the full stipend guidelines, please refer to the Tax Services Stipend Payment Guidelines webpage.

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Form A

To have awards disbursed to students from WVU Foundation funds where your department is the Budget Officer, WVU Research Corporation, state grant funds, other departmental central or non-central funding, etc., complete Form A for your respective school or department from the links below and submit a scanned .pdf to DeptRSA@mail.wvu.edu DO NOT SEND AN INVOICE/REQUEST FOR THIRD-PARTY FUNDING TO FINANCIAL AID OR STUDENT ACCOUNTS.

The department GL account will be charged and, if applicable, the department is responsible for working with their EBO to secure the funding to reimburse the department GL account. Invoices to third parties should be directed to pay WVU. Note that the Huntington Banks – Banner bank account is no longer the vendor. To record the deposit of third party funding in your department GL account, prepare a miscellaneous receipt and use the following line items:

WVU Foundation

Submit a request for payment using the invoice side of Chrome River. Please attach Form A if the payment request is related to a scholarship.
Prepare a MAP Miscellaneous Receipt (MR) to deposit the payment to your default department GL account, using Line Item 4406103. A sample receipt is provided. Submit the MR to Salesforce using the Qualtrics form link below. Select "Incoming Payment" as the Payment Status and "Deposit - ACH Wire Transfer" as the transaction type on the Qualtrics form.
- Revenue Managements WVU Miscellaneous Receipt Qualtrics form
Submit the request and receipt to the WVU Foundation. Once the ACH is received, SSC-AR will record the MR previously submitted into MAP and close the Salesforce case.

WVU Research Corp – To reimburse your department GL account from a WVU Research Corporation account submit the following:

In Mountaineer Marketplace process a Transfer between Bank Accounts form with the POETA funding string and expenditure type Ge Exp Awd Ed Schp Ln Ttion&Fe and attach a Miscellaneous Receipt with your department GL string and line item 5010401 and also attach a copy of the original Form A with signatures.

WVU Department with central funding – Submit a Budget Transfer Request to Payment Services to process a budget transfer from 5801301 to 4607201
WVU Department with non-central funding – Submit a WVU/WVURC Internal/Cash Transfer Request to Payment Services to process a cash transfer from 5801301 to 4607201

To monitor and reconcile departmental student awards, a report will be available to you in Argos that will list the student and amount. This should reconcile to the scholarship expense in MAP.

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Form B

To have awards disbursed to students from WVU Foundation funds where Financial Aid is the budget officer, complete Form B and submit a completed/scanned .pdf to DeptRSA@mail.wvu.edu. Financial Aid will invoice the Foundation and reconcile the fund.

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