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.
- Once all scholarship award information is entered including all payments and payment information, click Post in the left-side menu.
- Click [set] in the Approved column next to the applicable payment in the Recipient Payments section.
- In the GrantID column, click [pay] next to the payment.
- Click Post & Get Approval in the left-side menu.
- 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.
- Click [approve payment] to pay the voucher associated with the payment and create a check.
- Repeat steps 2 - 6 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.
- Once all payments have been processed, navigate to the Scholarship Recipient record.
- Click Close in the left-side menu.
- Consider leaving all scholarships open until there is no chance of a student transferring/leaving the program or the school/grantee refunding the money.
Once the payment has been started, the school/grantee cannot be changed for any scholarship. You will have to unpost and delete the associated grant/scholarship voucher. Paying creates a grant to the school/grantee on that installment. The grant has to be deleted to update the school/grantee for that installment. Depending on when the voucher is created, it could require you to open the books and will make the Grants Payable/Scholarship Payable off temporarily. It is required to have the school listed on all of the payment lines for the Grantee/Payee fields. If this is coming from SLM and you are using integrated payee fields, the school has to be listed on each of the follow-up forms. Reach out to Support if you have questions.