Scholarship award funding

Policy

Financial Aid and Scholarship Services is committed to awarding ASU departmental scholarships in a timely manner. 

In accordance with FIN 203, spending should be managed so that accounts do not go into deficit status. Please note that scholarship awards will not disburse to students until corresponding funds have already been transferred to the appropriate scholarship account (see below for differences regarding sponsored accounts).

Procedures

For more information regarding the Distributed Scholarship Posting (DSP) process referenced within the detail below, please refer to Scholarship Administrators.

Scholarships funded from:

Endowments/Annual Gifts

• Enter the award into the Distributed Scholarship Posting (DSP) in PeopleSoft.
• Log into ASU Enterprise Partners Workday and complete a Supplier Invoice Request to move funds from the ASU Foundation account to associated Scholarship Item Type (for further instructions, please see the Workday Transfer and Status Inquiry Instructions).

Local Departmental Account

• Enter the award into the Distributed Scholarship Posting (DSP) in PeopleSoft.
• E-mail Student Business Services, Accounting at ScholarshipTransferRequest@exchange.asu.edu to request a transfer of funds from your department's local account to the appropriate Item Type. Please include the following information:

1. Local Cost Center and Program or Gift account funding the transfer
2. Scholarship item type number and description
3. Amount of the award to be transferred
4. Approval of a Cost Center Manager or Department Accountant
   • The unit should locate this information in Workday by searching for the Cost Center and selecting either the Roles or Security Groups tab if they are unsure as to which employees have been designated with these roles.

Per ABOR reporting requirements, funding from Non-appropriated Local Tuition (NLT) accounts can only be made to scholarships that are also located in NLT accounts. For more information on the rules for NLT funds please refer to Non-appropriated Local Tuition. To set up a scholarship Item Type as NLT funded, please refer to Request for New Scholarship Item Type.

Sponsored Account

Please note: Items types should not be pre-funded when using a sponsored account. Because funding transfers are not allowable from local to sponsored accounts, the scholarship expense will be transferred after it has posted to the scholarship account.

• Enter the award into the Distributed Scholarship Posting (DSP) in PeopleSoft.
• Since awards will not disburse through the system unless sufficient funds are available in the item type, the department should reach out to FASS at scholarships@asu.edu to explain that awards are funded by a sponsored account and that the item type must be allowed to disburse into a deficit before funds can be transferred . Whenever possible it is helpful to include the 12 digit award item type, award term, and a list of Student Empl IDs.
• After the award has posted, authorize disbursement.
• Review the balance of the award via the Scholarship Balance Report in Workday to verify it posted.
• Fill out and submit to your department’s assigned Award Management Grant and Contract Officer a Non-payroll Cost Transfer Request as outlined on ASU's Research Administration's Website.
  • Include with the request the scholarship item type number and description, as well as the printout of the detailed expenses/revenue found on the Scholarship Balance Report to support the transfer.
  • Do not prepare the transfer in Workday. Once approved, The Office of Research/Sponsored Projects will forward the request to Student Business Services, Accounting at: ScholarshipTransferRequest@exchange.asu.edu to process the transaction in Workday.