• Overview
• Contact
• Definitions
• Guidelines
• Undergraduate Fall 2009 Tuition and Fees
• Graduate Fall 2009 Tuition and Fees
• Law Fall 2009 Tuition and Fees
• Resource Aid Requisition

Overview 

The following is intended to assist departmental personnel in understanding the different types of student aid by use of definitions and illustrations. This section includes important guidelines to be followed in processing student aid at the University.

Contact

Dan Murtha
346-1085
dmurtha@uoregon.edu

Definitions

Scholarships, Fellowships, Grants-in-Aid, Awards

Guidelines

All initial payments of student aid (5xxxx account codes) must be run through Accounts Receivable (A/R). The document to be used is a Resource Aid Requisition, not a journal voucher (JV) or invoice. This includes paying a charge for a student to another department. If the aid is to pay for specific charges, those charges should also be run through A/R.

Exceptions: Stipends (account code 55102) are currently processed via invoice. Certain other participant support payments are processed via JV or invoice using 55xxx account codes (e.g., AEI payments for room and board or group activities are done by JV where individual participants are not identified).

• If processing through A/R, provide accounting information for the original and desired indexes, etc. and note term(s) being affected.
• If processing by JV, use a separate sequence for each student and use the following format for each sequence description: UO ID number, last name, first name. If there is room, terms affected should be added or add this information on the text form.
• Exception: All entries using account code 55104 (Tuition & Fee Payment for Participant) must be run through A/R, whether initial payment or correction.

Resource Aid Deadline (Fall Term 2009)

Please send your completed Resource Aid forms to Dan Murtha, Business Affairs, unless you are using a Foundation account, in which case please send them to Dala Gant in Donor Relations.  If you first need the approval of Research Services and Administration, please send two copies to Research Services and Administration, and they will forward one copy to Business Affairs.

In order for resource aid to appear on the first billing for Fall Quarter 2009, Resource Aid Requisitions are due in the Business Affairs Office by September 7th.  The first billing for Fall Quarter will be around September 16th.  The student must be registered for the Resource Aid to disburse. 

Resource Aid Requisitions are accepted throughout each term; it's never too late to submit a form.

Resource Aid Requisition forms are located on the Business Affairs Web Page;http://baowww.uoregon.edu/forms.htm#resourceaid.htm

For questions or assistance regarding Resource Aid Requisitions please call Dan Murtha at 6-1085 or email him at dmurtha@uoregon.edu.

Some general guidelines for filling out a Resource Aid Requisition are:

• Verify the Student UO ID Numbers.
• Do not combine Law and non-Law on the same form, as they have different codes.  Please label Law as Law, not as Graduate.
• Use the Undergraduate and Graduate restrictions if the student would not be entitled to the aid unless at that level.
• Do not combine Undergraduate and Graduate students on the same form, as they have different codes.
• Only check a residency box if the resource aid is restricted to a specific residency status. If the resource aid is not restricted to a particular residency status, there is no need to check a residency box. 
• Do not combine students on the same form if they have varying credit minimums required to receive the Resource Aid.  For example, if student A is required to take 4 credits to receive the Resource Aid and student B is required to take 8 credits to receive the Resource aid, they cannot be on the same Resource Aid Requisition.
• If the Resource Aid is supposed to pay for a special program or special fee, please check the “Other” box and specify what the “Other” sign indicates.  Examples of special programs or fees are “Distance Education Learning Program” or “Study Abroad Fee.”  If you have questions about this designation, please call Dan Murtha at 6-1085 or email him at dmurtha@uoregon.edu.

Please mark all the necessary restrictions on your requisitions.  The final responsibility for issuing the proper amount of aid rests with those who authorize it.  Monitor your accounts carefully.

REGISTRATION BILLING POLICY

Significantly large and/or past due charges on a student's account will result in a "Registration Hold."  The student will not be able to register until those charges are paid.  The monthly billing statements will show current and past-due balances, Financial Aid, Resource Aid, and Direct and Perkins Loans.  Students can pay by QuikPay, regular mail, drop box, or in person at the Cashier's Office in Oregon Hall.