Grant-In-Aid Form User Guide

You can access the Grant-In-Aid form here.

  1. When the form opens, it will pre-fill the Form Number and the Submitter Name.

    Image with document info from grant in aid form including form number and submitter name
    1. You will then be prompted to select the type of Grant-In-Aid request (Fee payment or Tuition credit) and whether or not this request is considered as an External Prestigious Fellowship. 
  2. Student Information Section
    1. Enter the student’s name. You can enter a SPIRE ID, or search by last name, first name, or email address.

    2. Once you select a student, their email address, SPIRE ID and Visa information will populate. If the student is on a J1 or F1 visa, you will get a notification on the screen. 

      Picture of red letter prompt that says "this form is for U.S. Citizens and Resident Aliens only."
  3. Grant-In-Aid Information Section
    1. Select the Semester for the Grant-In-Aid to be applied. 
    2. Select the Hiring Department.
      1. You can search by name or by Department ID.
    3. Select a Department Approver.
      1. This list includes Department Heads and Admins allowed to review this submitted form.
      2. Note: You may see a spinning icon loading the list. Please wait until it loads to see the options in the drop down.
      3. If no option is available in the drop down, please get in touch with GAFO or select another Hiring Department option.
  4. Funding Section
    1. This section is a repeatable section, which allows you to select more than one speedtype and stipend amount for this Non-Working Fellowship submission. 
    2. Enter a SpeedType (6 digit number).

      1. There is an automation which will search for this speedtype. If this speedtype is not found, you will see this message: 

        Image of red text that says Speed type not found - please check it
      2. Note, this message may show up temporarily while the automation searches for the speedtype.
      3. Once a speedtype is found, the following fields will be automatically filled out if the data is available.
        1. Speedtype Dept ID
        2. Speedtype Dept ID description
        3. Fund Code
        4. Fund Description
        5. Project Grant
        6. Project Description
    3. Enter a Stipend Amount.
    4. Select a Financial Approver from the list drop down.
      1. This list was provided by the Provost office and will be updated a couple of times a year. It should show the manager’s name for that speedtype along with their approved delegates.
      2. In the event that the approver you are looking for in NOT in the list, you can bypass this list by checking “ The Approver is not in the list”.

        1. It will then prompt you to select another Financial Approver from the full list of UMass contacts.

          image of 2 text boxes that say approver is not in the list and look for another financial approver
        2. You can search for this approver by first name, last name, email, spire ID (similar to the Student look up).
      3. If you need to split this Grant-In-Aid between multiple speedtypes, you can click on “Add Another”. You will then need to repeat steps under 4.b Enter a Speedtype.

    5. Fee Payment Details - In this section you will split up the stipend amount in the different Fee Payment buckets.

      Image of text boxes to enter fee payment details including tuition, service fee, continuous enrollment fee, student health fee, graduate senate tac, engineering fee, student health benefit plan, graduate entering fee, and other

      1. If the sum across all of the fee categories does not equal the stipend, you will see a red error message. You will also see the remaining balance that needs to be distributed. 

        Text boxes labeled Total fees for this speed type, remaining balance, and I confirm that the amounts of the total fees match the stipend amount indicated above button
      2. Once the error message disappears and the remaining balance shows $0.00 you can check the box "I confirm that the amounts of Total Fees match the Stipend Amount indicated above". 
  5. Next Steps
    1. If you would like to add an additional recipient to receive a notification with the full completed form you can check the box “Add an additional recipient of the completed form upon student review.”
      1. This step is not required.
      2. You will be prompted to then select a name from the drop down. Again, you can search by first name, last name, email, spire ID (similar to the Student look up).
  6. Form Submission
    1. You can save a draft if you are not ready to submit or you can click on Submit.
  7. Workflow Process

    1. Workflow Map

      A diagram with text in boxes connected by arrows which shows the flow of information from one user to the next
    2. Email Notifications - Reminder emails to the Departmental Approvers, Financial Approvers and students will be sent every 2 days to approve or send back.
  8. Review Process
    1. Department Approvers

      1. In the email, click on the Begin Review button.

        Text prompt with form name, step name, and your action prompts

      2. The Approve button may be at the top of the screen or at the bottom of the page. 

        Image of two buttons labeled Save and Approve

      3. If you need to send back the form, click on the 3 dots and click on send back.

        Image of two buttons Save and Approve plus three dots with a prompt that says send back
      4. Upon clicking “Approve” or “Send Back”, a pop up will open allowing you to add comments. 
        1. Approve: You can choose to add comments or continue by clicking Approve.
        2. Send Back: You must enter comments before clicking Send Back.
    2. Financial Approvers

      1. In the email, click on the Begin Review button.

        text box with form name, step name, and your action prompts and button that says begin review

      2. The Approve button may be at the top of the screen or at the bottom of the page.

        Image of two buttons labeled Save and Approve

      3. If you need to send back the form, click on the 3 dots and click on send back.

        Image of two buttons Save and Approve plus three dots with a prompt that says send back
      4. Upon clicking “Approve” or “Send Back”, a pop up will open allowing you to add comments. 
        1. Approve: You can choose to add comments or continue by clicking Approve.
        2. Send Back: You can choose to send back the form to the Form Submitter or the Departmental Approval. Since only the Form Submitter can edit the form, we recommend keeping Form Submission selected. You also have to enter comments before clicking Send Back.
    3. Student

      1. In the email, click on View Task button.

         

      2. Instructions will be listed at the top of the page.

        Text box that says instruction please review and confirm the details of this grant in aid submission by signing the bottom of the form

      3. The Action buttons may be at the top of the screen or at the bottom of the page.

        Image of three buttons that say send back, save, and mark complete

      4. If you need to send back the form, you can choose to send the form back to the form submitter or either of the approvers. We recommend sending it back to the Form Submitter by leaving Form Submission as selected. You will be required to add comments.

        text box that says send back to form submission, departmental approval, financial approval and add comments
      5. Scroll down to the Student Approval Section and click on Sign this form
      6. You can sign by typing your name, drawing it or uploading a signature image. Then click Save.
      7. Click “Mark as Complete”. You can enter comments if you chose but it is not required.
    4. Submitter (If Form is Sent Back)
      1. You will receive an email letting you know that the form has been sent back.
      2. When you click on View Item, you will see at the top the message that the approver has left upon Sending Back the form. This will either be from Departmental Approver or the Financial Approver. 
      3. You will then be able to:
        1. Withdraw the form
        2. Save it to keep working on it later
        3. Or submit it again once you have made changes
          1. Note this is the only time (other than pre-submission) that you can edit this form.
      4. Upon re-submission, the workflow will restart and everyone will be prompted to re-review and approve the form
    5. Troubleshooting
      1. Common errors when submitting the form:

        1. You may get an error message at the top of the page. You can click on the Arrow down to find out more about the error:

          Image of an error message that says Failed to submit the form has errors details, dismiss
        2. Make sure all required fields are populated.
        3. The Speedtype must be valid.
      2. PDF
        1. The PDF will currently show that the “speedtype is not found” – this is a bug currently being worked on by Kuali build. You can ignore this message on the PDF.