Scholarship payments process
Process
Intent
RMIT University awards selected students a number of different scholarships. The following processes detail the steps to administer scholarship payments.
Process
RMIT equity scholarships:
- Fee exemption scholarships
|
Process |
Responsibility |
Timeline |
|---|---|---|
|
Review governing criteria for selection of Fee Exemption scholarship recipients and revise as required. |
Scholarships Office |
Yearly |
|
Review scholarship applications and make scholarship offers to students based on eligibility requirements. |
Scholarships Office |
Prior to first Census date - 31st March. |
|
Student advises Scholarship Office of acceptance (or rejection) of offer. |
Student |
Prior to first Census date - 31st March. |
|
Student Services (CISS) change ‘Student Status’ field to code ‘260’ (which results in student being exempt from any Student Contribution amounts). |
Student Services |
Post Census date - 31st March. |
Payment of RMIT equity scholarships:
- Commonwealth learning scholarships, and
- RMIT equity study support scholarships
|
Process |
Responsibility |
Timeline |
|---|---|---|
|
Review governing criteria for selection of CLS and Equity Study Support recipients and revise as required. |
Scholarships Office |
Yearly |
|
Review scholarship applications and make scholarship offers to students based on eligibility requirements. |
Scholarships Office | |
|
Finalise offers and collect student information required for payment (e.g. bank account details, verification of postal address, etc.). Send student scholarship information on spreadsheet to CPV for processing. Send student scholarship information on spreadsheet (with bank account details) to FSG to administer Scholarship payment. |
Scholarships Office | |
|
CPV staff member with security access uses ‘auto-robot’ to upload spreadsheet to enable posting of item type to debit expenditure to scholarship account and credit scholarship to student's account. |
CPV staff Services | |
|
Payment batch file is transferred from AMS to SAP Accounts Payable module (payments are blocked to ensure cheques aren’t generated). |
AMS |
As required. |
|
On transfer of payment batch file to SAP, Financial Services input bank account details. |
Accounts Payable |
On transfer of payment file. |
|
Financial Services transmit payment files to banks for Electronic Funds Transfer. |
Accounts Payable |
On transfer of payment file. |
Partial scholarships
|
Process |
Responsibility |
Timeline |
|---|---|---|
|
Partial scholarships approved by Head of School on approved ‘Partial Scholarship Form’ (see attached). |
School |
As required. |
|
Partial Scholarship Forms are sent to the Central Processing Venue for processing. A copy of the Partial Scholarship Form is also sent to FSG (Management Accounting). |
School. |
As required |
|
Approved ‘partial scholarship’ is posted in the AMS. |
CPV |
As received. |
|
Management Accounting journals the Scholarship expense from the authorising ‘PVC Office’ to the School that originally requested the scholarship. |
Management Accounting |
As received. |
Business equity scholarships and (department) research scholarships
|
Process |
Responsibility |
Timeline |
|---|---|---|
|
Review governing criteria for selection of ‘Business Equity’ and (department) Research scholarship recipients and revise as required. |
Portfolio |
Yearly |
|
Review scholarship applications and make scholarship offers to students based on eligibility requirements. |
Portfolio |
As required |
|
Details of Scholarship payments are sent to AMS Operations Student Admin for processing. |
Portfolio |
As required |
|
AMS Operations create a Third Party Contract (TPC) for the Business Equity Scholarships and (department) Research Scholarships specifying the charges that are to be directed to the TPC (e.g. tuition only, tuition and CNAF). The TPC is linked to the student accounts (so that specified charges are directed to the TPC). |
AMS Operations Student Admin |
As required |
|
AMS Operations raises a journal transferring all charges incurred under the TPC to School awarding the scholarship. |
AMS Operations Student Admin |
As received / semester end. |
Scholarship payments process
Supporting documents and information
Supporting procedures and guidelines
Related documents
Further information
Scholarship payments process
Definitions
CLS - Commonwealth Learning Scholarship
FSG – Financial Service Group
AMS – Academic Management System
CPV – Central Processing Venue (student records)
Scholarship payments process
Accountability
|
Policy group |
|
Accountability |
Pro Vice-Chancellor Students |
|
Document ref |
POL/2008/00466 |
Operational responsibility |
|
|
Date approved |
|
Last reviewed |
|
|
Approval authority |
Vice Chancellor |
Next review |
|
Interpretation and advice
Academic Registrar
Implementation
Pro Vice Chancellor (Finance and Business Services)