Grant Advice for Student transfers

Introduction

• The procedures below are designed to eliminate the need to generate checks involving movement of funds between University bank accounts, for the purpose of posting payments to Student Accounts.
  
  The Accounts Payable Office will continue to receive and process Grant Advice forms, charging designated FRS accounts. Cash Operations will be notified when a bank transfer can be executed to the appropriate bank, crediting University's Pending Receipts account.
  
  Cash Operations will coordinate the posting of the credit to the appropriate student account within Student Admin, per the departments/offices GRANT ADVICE for student fee bill payments or the issuance of checks payable to students.

Departmental Procedures

• Both the Grant Advice Invoice and the Grant Advice Detail Form are required. They are both contained within one (1) EXCEL document with separate tabs for the two (2)required forms.
• The originals of both forms must be printed, signed and mailed to Accounts Payable, Unit 6080.
• Copies of both forms must be saved and either emailed or mailed to tthe Bursar's Office. Emails must go to cashoperations@uconn.edu. Mailed forms must be sent to Unit 4100. The student will not receive credit unless these copies are sent.
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Athletics Procedures

• These payments are for student athlete awards, funded from NCAA - Student Athletic Opportunity Funds and may be direct payments to students or payments toward certain portions of the student fee bills. Both forms of awards will be processed thorough Accounts Payable and credited by the Bursar's Office to the Student Admin System (PEOPLESOFT).
• Both the Grant Advice Invoice and the Athletics Grant Advice Detail Form are required. They are both contained within one (1) EXCEL document with separate tabs for the two (2)required forms.
• The originals of both forms must be printed, signed and mailed to Accounts Payable, Unit 6080.
• Copies of both forms must be saved and either emailed or mailed to tthe Bursar's Office. Emails must go to cashoperations@uconn.edu. Mailed forms must be sent to Unit 4100. The student will not receive credit unless these copies are sent.
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Grant advice are for payments against:

• NCAA Special Assessment Fund
• NCAA Student Athletic Opportunity Fund

Accounts Payable

• Receive from Departments signed original forms
  • Completed and signed Grant Advice Form
  • Grant Advice Detail Form (listing student, Student ID Number and lists all applicable fee payments)
    
• Assigns billing identification number specific to department who submitted the form
• Prepares ACH for domestic payments
• Notifies Cash Operations with Remittance Notification:
• Grant Advice has been submitted by department and has been processed
• Dollar amount
• FRS account credited

Bursar's Office

• Receive from Departments copies of signed forms
• Completed and signed Grant Advice Form
• Grant Advice Detail Form (listing student, Student ID Number and lists all applicable fee payments)
• Cash Operations receives notification of payment through FRS
• Cashiers Office matches GRANT ADVICE received from department to deposits. FRS Reference indicates originating department
• Post credit in Peoplesoft using specific item type.
  

Contacts:

Accounts Payable - Denise Hatch 486.1648

Bursar's Office, Cash Operations- Peggy Selleck 486.1678
Bursar's, Cashiers Office, Donna McColum - 486.4161