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Student Resource Aid

Gerlinger
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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

Judi Gates
346-1119
jgates@uoregon.edu

Definitions

Scholarships, Fellowships, Grants-in-Aid, Awards

Guidelines

Student aid may not be paid from service Department Funds (09XXXX) or Endowment Funds (6XXXXX). It is now acceptable to pay student aid from the General Fund (001100)

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).

Corrections of student aid may be processed either through JV or A/R:
  • 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: SSN, 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 (Spring Term 2008)

Please send your completed Resource Aid forms to Judi Gates, Business Affairs. If you are using a Foundation account, please send them first to Sandy Biard in the Foundation. If you first need the approval of Research Services and Administration (ORSA), please send two copies to ORSA, and they will forward one copy to Judi.

The Requisitions for Spring Term are due in the Business Affairs Office on or before March 10, in order to appear on the April billing statements. The billing notifications will be emailed on or about  March 17.

Requisitions are accepted throughout each term; it's never too late to send a form. The student must be registered for the required number of credit hours for their aid to pass, and net checks, if applicable, are printed weekly.

Please be sure to use the current Tuition & Fees Schedule when preparing your Resource Aid Forms. The Tuition & Fees Schedule and the Resource Aid Requisitions are located on our website at http://baowww.uoregon.edu/resourceaid.htm.

Fill out your requisition forms accurately and include the name of a contact person, in case we have questions.

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

  • Please make sure the Student ID Numbers match the students' names.
  • Do not combine Law and non-Law on the same form, as they have different codes. Please mark Law students as Law, not Grad.
  • Use the Undergrad, Grad, and Law restrictions if the student would not be entitled to the aid unless at that level.
  • Do not combine Undergrad and Grad students on the same form, as they have different codes.
  • Do not combine Resident and Non-Resident students on the same form, as they have different codes.
  • Do not combine Full-Time and Part-Time students on the same form, as they have different codes.
  • Multiple students may be listed on the same form, as long as they all have the same restrictions.
  • If the aid is for a Residency remission, please restrict to Non-Resident.
  • Please mark all the necessary restrictions on your requisitions. The final responsibility for issuing the proper amount of aid rests with those of you who authorize it. Monitor your accounts carefully.

If you need help, please call Judi Gates at (346-1119) or contact by e-mail at: jgates@uoregon.edu.

REGISTRATION BILLING POLICY

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

Updated February 27, 2008