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Faculty of MedicineFebruary 14th – 25th, 2011

Operational & Systems Changes BSAC 101 (Banner Student Aid for Canada)◦ Important Terms◦ Budgets◦ Award Processing Form (APF)

Scenarios◦ Fellowships◦ Agency Awards◦ Stipends◦ Fund Reassignment

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BSAC - the single and authoritative source for all need- and merit-based student funding

Advanced planning for student funding is strongly recommended!

All student award payments will be processed using the Award Processing Form (APF)◦ Pops and HR appointment form will no longer be

used for processing award payments to students

Important Concepts◦ Aid Fund◦ Aid Year/Fiscal Year/Grant Year◦ BSAC Budget Estimated Auto Increase/Decrease for Stipends

Actual Encumbrances◦ Disbursement schedules◦ Access to APF Who has now Moving forward

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An Aid Fund Code in BSAC is a unique code that is used to distinguish an entity for awards, scholarships, etc.

These codes identify specific awards including government, external, institutional scholarships and bursaries, graduate fellowships etc.

An aid fund for a monetary award is associated to a FOAPAL

More than one aid fund may be associated to one FOAPAL (but only one FOAPAL can be associated to an aid fund.)

Aid funds are coded using the following convention: Award Type + FIS Fund + Program Stage + one up number + G (for grants only)◦ Award types: F – Fellowship; R – Agency; I – Stipend◦ Aid Fund names for Agency awards are based on the fund

name◦ Aid Fund names for student stipends begin with STP –

[researcher last name] – first characters of the fund title Examples: ◦ F179518C00 – Dr. Richard I Birks Fellowship◦ R213875C0G – CIHR 85092 Fellowship◦ I 224921C0G – STP – Chacron – CIHR Operating

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For Fellowships & Scholarships approved by CESA (Committee on Enrolment and Student Affairs) aid funds are automatically created by GPS or SSAO

Over 700 aid funds were created when awards were migrated from HR Appointments to BSAC

Aid Fund Request Form for Stipends CIHR or other external awards (other than

NSERC or SSHRC) to complete a fund opening form

Aid Year - a complete year for which student aid/award is being tracked. McGill defines an aid year as September to August 31st of the following year.

Fiscal Year - twelve consecutive months used as an accounting period/cycle. The university fiscal year is May 1 through April 30, as is the fiscal year for provincial appropriations. For example Fiscal Year Code 12 represents May 1, 2011 to April 30, 2012

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Grant Year - A Grant Code is linked to a Fund Code to obtain cumulative results over multiple years (inception-to-date) or when there is a different Fiscal Year to the University’s. A Grant’s year is dictated by the granting agency’s reporting requirements and may end on any calendar month. For example, the Tri-Council runs from April 1st

to March 31st.

BSAC budget: every aid fund (award type) that is set up in BSAC requires a corresponding budget

Budgets in BSAC are separate from FIS budgets

How budgets are set in BSAC depends on the FIS fund type of the FOAPAL to which it is attached

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Finance Funds used exclusively for awards or financial aid (2A to 2E fund types) ◦ Nightly refresh from Finance budgets◦ SSAO/GPS can override as ‘estimated’

Funds outside 2A-2E fund types (not linked to a grant)◦ Nightly refresh to take budget from account 600200 (Pooled

position # ZBSAC1 - Student Aid and Awards)◦ SSAO/GPS can override as ‘estimated’

Research Grants & Contracts in name of Principal Investigator (2F & 2M fund types)◦ No upfront budget required. System will self-adjust budget

based on disbursements scheduled.

FOAPAL with budget allocation

Aid FundAid Fund

APF Processing:Aid fund + Student +Amount+ Disb.

Schedule

GPS/SSAOProcess award: Payments and

memos

FIS

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FOAPAL B$500

FOAPAL A$500

FOAPAL C$500

Award$1500

Funding Source

Student View

FOAPAL B$500

FOAPAL A$500

FOAPAL C$500

Award$500

Award$500

Award$500

Student View

Funding Source

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A disbursement schedule is the schedule of award payments.

Some award types may have a default disbursement schedule (Fellowships often have a ten payment default schedule)

Agency awards and stipends require that a custom schedule be created

The disbursement schedule wizard can automatically generate a schedule of payments based on a monthly or semi-monthly schedule

Paying a student a Fellowship from JAN to MAY

Paying a student a stipend from JAN-MAY with fund that has a grant year end within the payment period

Paying a student from SEPT-MAY from more than one funding source

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An external agency names a student as a recipient of a multi-year award to be paid over 3 years from Sept-Aug each year (i.e.) CIHR

Aid fund request form

Award reassignment formerly “Retro FOAPAL change”

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Registered participants for today’s session have been granted access to the APF

Listing has been sent by the Faculty of Medicine to BSAC team for set up

Moving forward access to the APF will be provided upon completion and submission of the FAA Access Authorization Form: http://www.mcgill.ca/inb/authorization/

Phase I – New functionality has been added to the APF:◦ A disbursement schedule wizard◦ Aid fund request form (Student stipends only)◦ Display of grant year end (Agency & Stipends only)◦ Start and end dates (Agency & Stipends only)◦ Total amount (Agency & Stipends only)◦ Auto increase/decrease BSAC Budget (Stipends only)

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Phase II - functionality (coming soon):◦ Award reassignment capability for use when a new

FOAPAL is paying an award (formerly retro-FOAPAL process)◦ Display of Aid fund remaining amount to spend ◦ Support for multi-year awards◦ Enhanced encumbrances◦ More intuitive interface & better performance◦ Fund Administrator Approval Form (for use by FIS)

Guides users through setting up a payment schedule◦ Lump Sum◦ Monthly◦ Semi-monthly◦ No longer tied to payroll payment schedule

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Users create an Aid Fund “on-the-fly” for award processing◦ Aid funds are created dynamically and ready for use

on the APF◦ Provides users with immediate award processing

ability◦ Mechanism for planning◦ Reduces delays in payments

Medicine Administration websitehttp://www.mcgill.ca/medadmin/◦ Presentation - http://www.mcgill.ca/medadmin/presentations◦ Quick Links to GPS and SSAO coming soon

GPS – Fellowships & Awards http://www.mcgill.ca/gps/staff/fellowships/

GPS Toolkithttp://www.mcgill.ca/gps/staff/toolkit/◦ Award Cycle ◦ BSAC Glossary of Terms ◦ Guidelines: Awarding Graduate Fellowships (for Recruiting Units)◦ Guidelines: Awarding Undergraduate In-Course Awards◦ Roles & Responsibilities◦ Fact Sheet BSAC◦ Fact Sheet Student Stipends◦ Student Stipend Payment Authorization Form

Post-doc Award Certification form coming soon

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Medicine Admin –adminhelp.med@mcgill.ca GPS –

Internal Awards - Nikki Maphosasinikhiwe.maphosa@mcgill.ca tel: 09353

External Awards - Ester Di Coriester.dicori@mcgill.ca tel: 09341

SSAO – Scholarships - Paula Pariseau

paula.pariseau@mcgill.ca tel: 4807 Aid Fund Questions- June Morrier

june.morrier@mcgill.ca tel: 1001 Questions about APF access◦ faa-security@mcgill.ca

QUESTIONS