NOTICE: The Finance Policies and Procedures Manual, along with the previous manual, is undergoing changes. These sites are continually updated to reflect changes in business processes. If you cannot find the information you are seeking in these policies, email financecomm@unc.edu for more information.
Policies and Procedures

Procedure 706.1 – Paying Student Service Awards

Effective
August 23, 2010
Last Updated
August 12, 2015
Last Reviewed
August 12, 2015
Responsible University Officer
Director of Systems and Operations
Responsible Unit
Systems and Operations

Procedure Statement

These payments are made to the student using a campus voucher. Each new student is required to provide Disbursement Services with an Electronic Payment for Individuals Authorization Form prior to the first payment. Neither the Deposit Account Form supplied to Student Accounts and University Receivables nor the Direct Payroll Deposit Form used by Payroll Services can be substituted for the Electronic Payment Authorization For Individuals Form for Disbursement Services.

The Student Service Award payments will be uploaded into GradStar in a nightly feed during the first month of the fall and spring semesters. The exact dates are announced to campus via the GradStar listserv and copied to the Business Managers listserv.

Forms and Instructions

706.1.1f - Electronic Payment Authorization for Individuals Form

Instructions and a training video for creating a campus voucher can be found by searching on the ConnectCarolina training resources page.

The following business rules must be satisfied in order to make a campus vouchers available for use in GradStar:

  • The recipient must be a currently enrolled student.
  • The status of the campus voucher must be Vouchered or Check Written to be loaded accurately into GradStar.
  • In order for the student to become eligible for instate and tuition remission awards, the minimum stipend amount must be met. The minimum stipend may be paid in one voucher, or multiple vouchers per semester or for the academic year.
  • All stipend vouchers must contain supporting documentation and use the correct invoice naming convention per the “Process to Create a Campus Voucher” Quick Reference Card.
  • When creating multiple vouchers for monthly stipends, the notes section of the voucher must contain the due date for the voucher to be paid. For example:
    • To create payments for January, February, March and April of $2,000 each, you would create four separate vouchers and include a note in the notes section of the voucher that the due date for each is Jan. 31, Feb. 28, March 31 and April 30.

Related Data

GradStar information

History

Revised:
August 12, 2015: Updated to reflect GradStar and ConnectCarolina process changes.
August 23, 2010