Golden Rule:
Students should always seek assistance from their departments with regards to their funding and awards.
Students, therefore, should never be directed to the Award Processing Support Service/Student Funding or to Service Point. Student Validation (SIS access required).
Student Validation (SIS access required)
- Always ensure that the student is currently registered and will remain registered throughout the duration of award span (start/end dates). View the student’s Unofficial Transcript in Minerva.
- Always review the student’s record for eligibility criteria. The complete list eligibility rules are found on the Student Funding website.
- Ensure student has an 'active' status.
- Check to see if student if full-time/part-time, in a degree program, has the appropriate number of credits to meet the restrictions of the award.
NOTE: Remind students to update their personal student records with:
- Direct deposit information (Canadian banks only).
- Ensure their address information is current and active (pay attention to expiry dates). The active record must be the most recent sequence #.
- Resolve any admissions document deficiencies.
Award Validation (Finance access required)
Always ensure the following:
- Finance Fund exists
- Aid Fund exists
- Budget is available in BSA/Finance
- Disbursement schedule option chosen
- Appropriate payment method chosen
- Accounts Payable payment method will be deposited directly to a student's bank account. When choosing this method, ensure that the student is registered with direct deposit information in Minerva. Cheques are no longer available as a method of payment.
- Accounts Receivable payment method will be directed to the student's fee account. Before directing fellowship/award payments towards the students’ fee account, please be aware of the following: The student may have previous o/s fee balances. The new award payment will always pay the old debt first.
NOTE:
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Pay attention to the payment method when customizing a disbursement schedule as the Accounts Receivable payment method is defaulted.
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Inform students of the disbursement schedule to help them determine when to expect payment of awards.
Award Verification (BSA access required)
- Check the student’s award status in Minerva. Use Award Summary Search to verify the status of the award. Verify your awards on the How to page.
- Always inform student.funding [at] mcgill.ca for any cancellations, changes to dates, amounts or payment methods, budget adjustments/increases, Aid Fund Code creation and other BSA related issues.