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AUTOMATED STIPEND PAYMENT PROCESS

AUTOMATED STIPEND PAYMENT PROCESS. Disbursements & Travel Services In Partnership With Information Technology. Why Change the Process?. Growth of the University and Increased Volume of Payments Saves Valuable Staff Time Reduces Processing Time Cost Reduction Reduces Chance of Errors.

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AUTOMATED STIPEND PAYMENT PROCESS

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  1. AUTOMATED STIPEND PAYMENT PROCESS Disbursements & Travel Services In Partnership With Information Technology

  2. Why Change the Process? • Growth of the University and Increased Volume of Payments • Saves Valuable Staff Time • Reduces Processing Time • Cost Reduction • Reduces Chance of Errors

  3. Overview of the Process • Department submits NOA or Doctoral Spreadsheet to Scholarship Office. • Submissions are reviewed, student eligibility is verified, and award is posted to RPAAWRD in Banner. • IT updates ASAP twice a month according to Stipend Calendar from RPAAWRD. • The account administrator reviews ASAP; if correct, approves by checking the box with the pre-determined amount for student to be paid. • Payment vouchers, VP2’s, VP3’s are automatically generated in DEFINE and final approved by appropriate department (Disbursements or Payroll).

  4. What Controls Are In Place? • Prior to any payments being made, eligibility is verified by the Scholarship Office. • Account Administrators are granted access equal to DEFINE access. • Account Administrator approves payment in ASAP. • If funding from grant account, OSP must also approve in ASAP before payment is processed.

  5. What Controls Are In Place? (cont’d) • Payroll Office reviews and final approves all foreign student payments. • Disbursements/Travel Services reviews and final approves all other student payments. • Prior to final approval, an audit report is run by IT to ensure the student being paid is still registered.

  6. Who Benefits From This Improvements? The student of course! Our #1 concern is to assure our students receive their stipend payments on time.

  7. The deadline for all stipend NOA’s, Doctoral spreadsheets is May 31, 2009. • For questions regarding stipend issues, please contact Christian Torres in the Scholarship Office at extension 7658.

  8. Classes/Website • The next Automated Stipend training class, AM550 will be held on May 4th. Sign up at: http://www.utsa.edu./hr/Training/index.cfm • Visit the Asst. VP for Financial Affairs/Controller’s website for complete details on this process, http://www.utsa.edu/financialaffairs/controller

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