Cancel, Decline, or Revise an Award

Important Information

  • Prior to posting the award(s), you can click Reset to clear any data entered on the Award Entry/Manual component.
  • The only action which saves your data entry is clicking Post to post the award(s). You need to click Validate to validate the award(s) before posting. Clicking Save does not save your work, even though “Saved” displays momentarily at the top of the page.
  • The Aid Disbursement Calendars section on the ITS website lists the Disbursement Plans and Split Codes for each Aid Year, including the deadlines of when an award must be entered in order to be disbursed with the first disbursement run for each Split Code.

Navigation

NavBar > Navigator > Financial Aid > Awards > Award Processing > Assign Departmental Awards

Step-by-Step Process

  1. Enter the ID.
    • If the ID is unknown, enter the First Name and Last Name.
  2. Enter or verify UMICH in the Academic Institution field.
    • If UMICH does not default in the Academic Institution field, you can use the Setting User Defaults document to set it.
  3. Enter or verify the Aid Year.
  4. Click Search.
  5. Enter, Lookup, or verify the Career.
    • Verify the name, Aid Year, and Career match the information you are updating.
    • All undergraduate careers are identified as UUGD for purposes of financial aid processing.
    • The Lookup list only displays the careers for which the student has at least one active financial aid term in the aid year.

    6. Image of the Users page

  6. Select the Award Period for the terms in which the aid is being changed.
    • Valid values are:
      • Academic – Fall/Winter terms
      • Both Academic & Non Std – Fall/Winter and Spring - Summer
      • Non Std - Spring - Summer
  7. To cancel or decline an award, enter C (Cancel) or D (Decline) in the Action field of the award and go to step 19.
    • After entering C or D in the Action field, the amounts are zeroed-out in the Offered and Accepted fields.

    OR

    To revise an award, enter B (Offer/Accept) or O (Offer) in the Action field of the award, and continue to step 8.
    • In order to change the award's Split Code to a Custom Split, the Action must be B (Offer/Accept).
  8. If applicable, enter or Lookup a new value in the Split Code field.
    • If you want to change a tuition-valued award from Fall-only to Fall/Winter terms, change the Split Code from 02 (Fall term payment) to 01 (Fall and Winter term payments). The amount increases automatically due to the additional Winter term disbursement.
  9. If applicable for a tuition-valued award, enter or Lookup a new value in the Calc Flag field.
    • The Calc Flag value should not be changed after any portion of the award is disbursed.
    • Valid values are:
      • HF - 50% of the amount for Tuition + Reg and Mand Fees
      • HM - 50% of the amount for Tuition + Mandatory Fees
      • HO - 50% of the amount for Tuition Only
      • HR - 50% of the amount for Tuition + Registration Fees
      • MO - Mandatory Fees Only
      • RM - Registration and Mandatory Fee
      • RO - Registration Fees Only
      • TF - Tuition + Reg and Mand Fees
      • TM - Tuition and Mandatory Fees
      • TO - Tuition Only
      • TR - Tuition and Registration Fees
  10. If applicable, change the award amount in the Offered field and press Tab.
    • If you entered B (Offer/Accept) in the Action field, the same amount populates the Accepted field.
  11. To manually adjust the disbursement amounts by changing the award to a Custom Split, click Disbursement to open the Award Disbursement/Split page. Otherwise, go to step 15.
  12. To manually adjust the disbursement amounts of a non-tuition-valued award, check the Custom Split box.
    • The value in the Split Code field changes to XX, which indicates the award has a Custom Split.
    • Custom Split adjustments can be made only to disbursement amounts in the student’s active FA Terms.

    Image of the Users page

  13. If applicable, update the amounts in the Offered fields.
  14. Click OK to save any Custom Split changes and return to the aid package.
  15. Click the Status tab.

    16. Screenshot of the Status tab

  16. If applicable, enter or Lookup the Charge Priority value for a non-tuition-valued award.
    • The Charge Priority should not be changed after any portion of the award is disbursed, and it cannot be changed for a tuition-valued award because it defaults based on the Calc Flag value.
    • The All Charge Priority Values document lists Charge Priority values with the Student Account charges they cover (if any).
  17. For previously posted awards that are now revised, cancelled, or declined, click Reason, then enter or Lookup the Adjustment Reason, and click OK.
    • This step is optional based on departmental practice.
  18. Click the Award tab.
    • To cancel, decline, or revise another award for the same student and Award Period, click Add Row Add New Row icon and return to step 7.
  19. Click Validate when all awards for the student in the Award Period are entered.
  20. One of two messages display after validation. Take the appropriate action based on the message:
    • "Award Validation completed successfully. Verify that the amounts are correct. Remember to 'Post' the awards once you are satisfied with the results." - Click OK and go to step 23.
    • "Award Validation completed successfully. Please review each award message. The award amount may have been adjusted as a result of the Validation process." - Click OK and continue to step 16.
  21. Click Message next to each award row where it displays and review all award messages, even for the awards you are not posting (i.e., awards owned by another department that were posted previously).

    22. Screenshot of the Manual Student Packaging page showing the Message link

  22. Review the Message Number to determine whether there is an acceptable adjustment to the aid row:
    • The only two messages that identify acceptable adjustments are Messages 9111 and 9165. They are only acceptable when attached to need-based aid rows administered by the Office of Financial Aid (OFA), which have Item Type numbers beginning with 7000000.
    • All other messages are unacceptable and need to be resolved before posting the student’s aid package. For example, some unacceptable messages indicate the award is coded with a professional judgment or the disbursement level does not match the student’s aggregate levels.
    • If you do not know how to resolve an unacceptable message, contact OFA at 763-4303 for assistance. Do not post the student’s aid package until the message has been resolved.
  23. Click Return.
  24. Review the amounts of each award in case any were changed by the validation process. If necessary, contact OFA to determine why the amount of another award was impacted by the award you entered.
    • Do not proceed until you are confident the validated awards were adjusted appropriately.
  25. If applicable, correct the award based on the packaging message.
  26. Update the Action value:
    • B (Offer/Accept)
      • OR
    • O (Offer)
  27. Click Validate and return to step 24.
  28. Click Post when finished successfully validating and reviewing the award(s).
    • If the “Award Posting completed successfully” message displays, click OK. If the award posting did not complete successfully, contact OFA for assistance.