Cancel a Scholarship Award – Foundant Technologies

An entire scholarship award can be canceled, or it can be partially canceled by canceling individual payments. Post by payment scholarships cannot be canceled.

When to Cancel a Scholarship

Recipient Lost Eligibility

A scholarship may need to be canceled because the scholarship recipient lost eligibility for the scholarship before payment and the money needs to be transferred back into the granting fund or to an alternate student.

Scholarship Award was Refunded

A scholarship may need to be canceled because the scholarship award was refunded and the award money needs to be transferred back into the granting fund or to an alternate student.

Cancel Entire Scholarship Award

Cancel a scholarship award if the award is not moving forward but a record should be kept in the system.

Navigate to the Scholarships page.
Click the Open bucket.
Click the ID of the scholarship to be canceled.
Click Cancel in the left-side menu.
Enter the Cancel Date, and then click Cancel Scholarship.
- If the scholarship will be transferred to an alternate student, check the box next to Award to Alternate. Once the primary scholarship award is canceled, a new scholarship award will automatically be created for the alternate student.
- Check the box next to Terminated to indicate that the scholarship is terminated.
  - The award will move to the closed bucket regardless of checking the box next to Terminated when canceling a scholarship award.
  - If the scholarship award is canceled, the funds can be awarded again if the student changes their mind; however, if the scholarship award is terminated, there is no chance to award the student again.

A scholarship award must be open and unpaid in order to cancel. If no payments have been made, the entire amount will be canceled. However, if multiple payments exist, only the unpaid payment amount will appear in the Cancel Amount row within the Scholarship Recipient summary. If a scholarship check was returned before being cashed, enter it as a refund check (money coming in) to offset the expense.

Partially Cancel a Scholarship Award

Cancel individual scholarship payments for scholarships with multiple payments. Scholarship payments must be approved and the scholarship must be posted before he option to cancel a payment is available.

Navigate to the Scholarships page.
Click the Open bucket.
Click the ID of the scholarship to be partially canceled.
Click cancel next to the payment to be canceled.
Enter the Cancel Date, and then click Cancel.

The payment will display the amount and the cancel date. If the payment needs to be uncanceled, click uncancel.

If your CommunitySuite site is synced to an SLM site, the installment cancelation will sync back to SLM.

Why Does the Cancel Button Not Appear on Post by Payment Scholarships?

Post by payment scholarships cannot be canceled. Unpaid award amounts will not show as a payable or impact the general ledger, so cancellation is unnecessary.

There is also no option to push the amount back to spendable. The only option to push a refund back to spendable is a manual distribution.

Resolve Unpaid Award Amounts

If there are unassigned amounts remaining on the scholarship, add a payment date for those amounts. This will create a recipient payment line and the amount will no longer be unassigned.
Delete any unpaid recipient payment lines, including the one just created to resolve the Open Amount field.
Create a manual distribution to refund to spendable, if applicable.
Track the award amount in Scholarship Lifecycle Manager (SLM), if applicable.
Track the award amount as a note on the scholarship record or in a custom field on the profile in CommunitySuite, if not already tracked in a scholarship applicant system.