Pay a Scholarship Award - Post and Get Approval Workflow

Please note that this workflow only applies if you have configured an approval percent in Grants Settings and set grant approvers in the fund from which the scholarship is being awarded. Additionally, if you selected Auto Approve when setting up the scholarship, the post and get approval process is skipped. 

Post and Approve a Scholarship Award

To post and approve a scholarship award:

1. Once all scholarship award information is entered including all payments and payment information, click Post in the left-side menu.
   • Scholarship Award Letters can be processed from the Award Letter bucket, if applicable, once the scholarship is posted.
2. Click set in the Approved column next to the applicable payment in the Recipient Payments section.
    
3. In the GrantID column, click pay next to the payment. 
   • Clicking pay does not pay the scholarship. The scholarship will move forward in the post and approval process as a grant to be approved before pushing into Accounts Payable as an open voucher to be paid.

4. Click Post & Get Approval in the left-side menu. 
5. An email will be sent to Grant Approvers instructing them to access the system to review and approve (or reject) the scholarship. Click I Approve in the left-side menu. 
6. Click approve payment to enable creating the voucher associated with the payment.
   • Clicking approve payment does not pay the scholarship voucher. 

7. Click create in the VoucherID column.
   • The VoucherID column will update with a voucher number. There is now a voucher for the scholarship award. 
8. Next steps are to either process this voucher in bulk from Accounts Payable or create a check individually from the payment line on the grant record. 

Create Checks in Bulk for Scholarship Awards

To create checks in batch for scholarship awards: 

1. The scholarship voucher will be in the Vouchers area in the Paid bucket and can be processed in bulk as an open voucher in Accounts Payable (AP) to create checks.
   • Scholarship Letters can now be generated from the Documents bucket, if applicable.

Create a Check for an Individual Scholarship Award

To create a check for an individual scholarship award: 

1. Navigate to the payment line on the grant record related to the scholarship award you wish to pay.
2. Click pay in the CheckID column on the payment line of the grant record.
3. Follow steps in the Post and Pay a Voucher section of this article for steps to enter applicable Pay Voucher information and printing/posting the check or electronic payment.
   • Scholarship Letters can now be generated from the Documents bucket, if applicable.

Process Additional Payments on a Scholarship Record

Repeat steps 2 - 7 of Post and Approve a Scholarship Award section when you are ready to process the next payment (if applicable).

• Payments may not exceed the total amount of the scholarship. If a payment needs to be increased, it must be deleted entirely and a new payment line needs to be created with the increased amount. 

Close the Scholarship Award

1. Once all checks have been paid and scholarship letters processed, navigate to the Scholarship Recipient record.
   • It is recommended to only close a scholarship award after all checks have been paid.
   • Consider leaving all scholarships open until there is no chance of a student transferring/leaving the program or the school/grantee refunding the money. 
2. Click Close in the left-side menu.