All awards payable to students should be entered via this form. This includes fellowships, prizes, scholarships, stipends, etc.

Employment income (pay for work performed) and all payments to Postdocs should be processed through HR.

The Award Processing Support Service in the Scholarships and Student Aid Office (SSAO)聽handles the disbursement of all awards in BSA using the Award Processing Form in Minerva.

Verify that you selected the correct option that matches the level for the award you are looking for: i.e. Undergraduate or Graduate. If the award does not appear, use the drop down arrow to 鈥淩equest new student stipend or agency鈥� to create a new Aid Fund Code on the fly. This can be used only for Funds that are tied to a Granting Agency and have fund types 2C, 2E, 2F or 2M in Finance.

For everything else, submit the BSA Aid Fund Code (AFC) Request Form.听Funds that are terminated in Finance cannot be used to submit awards in BSA.听Should the Fund be re-activated in Finance, do not request a new Aid Fund Code; you can request the AFC be re-activated by completing the Aid Fund Code (AFC) Request form and selecting "Reactivate an existing Aid Fund Code".

Note: There is no automated process between Finance and BSA to re-activate AFCs.

Click Undergraduate or Graduate. With your cursor in the Aid Fund box, hit your space bar or type in % and click the Search button.

Awards for undergraduates are normally paid to the student鈥檚 fee account for entering and continuing students and by direct deposit for convocation awards and some prizes.

Most graduate awards are paid by direct deposit but can also be paid to the student's fee account.

In the case of Student Stipends - whether undergraduate or graduate - the payment must be made via direct deposit.

Note: Please ensure that the student has Direct Deposit information setup in Minerva before submitting awards.听
We do NOT process awards as cheques except for situations where direct deposit to a student鈥檚 bank account or fee account is not feasible due to extenuating circumstances. If you encounter any difficulty, please send an email to student.funding [at] mcgill.ca.听

How do students set up Direct Deposit?

Students should go to MINERVA, select the menu item 鈥淒irect Deposit Bank Account鈥� and enter the required information under the "Student Related" section.

Note: If the student is also working at McGill and has direct deposit set up for payroll, they must still set up direct deposit banking for student awards. These are separate transactions but the student is allowed to have the same banking information for both. The MINERVA form allows for easy copying of existing bank account info from payroll to student and vice versa with the click of a button.

Choose the terms during which the student should be registered in order to be eligible for the award. Here are some examples:
聽聽聽鈥�For an award to be paid partly in the Fall term and partly in the Winter term, select the Start term as Fall and select the End term as Winter.
聽聽聽鈥�For an award to be paid entirely in one term, use that term as both the Start and End term.
聽聽聽鈥�For convocation awards, use the last term during which the student was registered as both the Start and End term.

Enter the first and last payment date for the award.听 Keep in mind that the student should be registered during the payment period.

When you get to the Custom Disbursement Schedule form, click on the 鈥淐ustomize鈥� button near the bottom of the page and specify the date, method of payment聽and amount.

Once you have entered the student ID and the total amount of the award and clicked on 鈥淎dd to Preview鈥�, go the last column on the right side and click on 鈥淩equired鈥�. This will take you to a second page where you can customize the disbursement schedule. Even if you select semi-monthly or monthly, etc., you can adjust individual payments but the total amount must add up to 100% of the award amount.

Note: If you want to pay several students from the same fund with the same disbursement schedule, enter the ID numbers and the value of the awards (the values of the awards can be different), click 鈥淎dd to Preview鈥�, go to the heading of the last column on the right side and click on 鈥淒isbursement Schedule鈥�. This will take you to a second page where you can customize the same disbursement schedule for all the recipients.

When an award is paid to 鈥淎ccounts Receivable鈥�, it is being deposited in the student鈥檚 tuition fee account.

When an award is paid to 鈥淎ccounts Payable鈥�, it is being paid directly to the student by direct deposit to the student鈥檚 bank account.

Awards are displayed to students in Minerva > Financial Aid & Awards >My Financial Aid and Awards. Awards are displayed by Aid Year, i.e., by academic year.

Note : There is a delay from the time the award is submitted to the time it is displayed to the student on Minerva. See below.

Awards are displayed to students after they have been disbursed.听 Awards will be disbursed only if the student has met all the eligibility requirements for the award

If the award is paid to Accounts Receivable, the award amount will appear in the student鈥檚 fee account by the end of the business day on which it was disbursed.
If the award is paid to Accounts Payable, there is a 2-3 business day delay from the disbursed date until it gets to the student鈥檚 bank account.

Examples:
鈥� If the disbursed date is Friday, the money may not be in the student鈥檚 bank account until the next Wednesday.
鈥� If the disbursed date is Wednesday and there is a holiday on Friday, the money may not be in the student鈥檚 bank account until the next Tuesday.

Please complete the Cancel/Reduce Payments form as soon as possible.听 Awards are processed by the system twice a day on a daily basis - 5am and 3pm.听 If you notice the duplicate entry during the work day, let us know before 2:30pm.

If you need to change it to a higher amount, you can simply submit a new award for the difference.

NOTE: This is only possible on Graduate level awards.听 For Undergraduate level awards, please send a detailed email to聽student.funding [at] mcgill.ca.听If you need to lower the amount, please complete the Cancel/Reduce Payments form.

For awards paid from Grants (e.g. stipends) the Fund Administrator (FADM) must be involved in/made aware of changes.
聽聽聽鈥�If the award has not yet been approved, send an email to the FADM asking that s/he 鈥淩eject鈥� the award. This will put it in a status that you can then edit and resubmit for approval.听 You can also cancel the award and resubmit with a new schedule.
聽聽聽鈥�If the award, or part of it, has been disbursed, please send a detailed email to student.funding [at] mcgill.ca. Student Funding may be required to consult with the FADM depending on the change being requested.

For all other awards (from non-grants):
Please send a detailed email to student.funding [at] mcgill.ca

Please complete the Cancel/Reduce Payments form.

In BSA terminology, changing a FOAPAL is 鈥渞eassigning鈥� an award. You can reassign an award by going to Award Summary/Search, accessing the award you wish to change and clicking the 鈥淩eassign鈥� button at the bottom of the page. A reassignment is possible only if the award has already been disbursed. If the award has not yet been disbursed, you can request that it be cancelled by completing the Cancel/Reduce Payments form. You may then create the new award via the Award Processing Form (APF).

Is the student registered for the award period? If applicable, does the student have Direct Deposit set-up? Does the student have a valid address on file at McGill? If you have answered 鈥榊ES鈥� to all of these questions, please send an email to student.funding [at] mcgill.ca with the details and Student Funding will look into the matter.

In Award/Summary Search, you can get a list of all the awards you submitted by Aid Year.

You can access all awards submitted by people with the same ORG as yours. Go to Award Summary/Search and change the last box 鈥楳y Awards Only' from 鈥淵es鈥� to 鈥淣o鈥�.

No, PGSS insurance premia cannot聽be reimbursed via an Expense Report.听 The value of PGSS insurance premia should be included in your overall funding package to a student and should therefore be incorporated in award payments (e.g. fellowships, stipends) and processed via the BSA Award Processing form in Minerva.听 This payment will be considered an award for income tax purposes.听

Exception: Post Docs are not technically students (for example, international Post Docs need work permits and not study permits to come to McGill).听 All payments to Post Docs, even if called an award, are considered employment income and must be processed via Payroll for the appropriate tax receipts and deductions at source.听 It therefore follows that any coverage of PGSS insurance premia be included as salary and therefore must be processed via Payroll.