GFS Policy

GFS System

Matriculated graduate students with assistantships or fellowships, as well as Postdoctoral Scholars and non-matriculated grad students, must be paid through the GFS system.

This section includes information on:

What can and cannot be paid using GFS

GFS can pay the following for eligible graduate students and Postdoctoral Scholars:

  • Assistantship appointments, including both salary and Tuition Allowance/TAL (GFS automatically calculates TAL for assistantships)
  • Fellowship Tuition
  • Fellowship Stipends
  • A payment to offset the cost of the Cardinal Care premium (use the Fellowship Stipend panel and the "HLTHONLY" item type)
  • One-time stipend payments for specific purposes, for example, for books, computer supplies or other materials that the student will keep (as opposed to departmental purchases), or for prizes and other awards (use the Fellowship Stipend panel and the "stipend" item type).

Tuition payments for nonmatriculated graduate students, such as Visiting Student Researchers, can be processed through GFS. Such students, however, are not eligible for assistantship appointments.

When GFS cannot pay, use:

  • the Payroll system for hourly pay, including one-time salary payments and retroactive pay adjustments for assistantships entered after the start of the appointment
  • the Purchasing and Reimbursement systems for the reimbursement of education-related travel. The Travel Office will determine taxability of such payments (see Administrative Guide 5.4.2, Travel Expenses, Section 11, "Student Travel and Tax Issues).

GFS payments and taxes

For additional information about taxes, see Graduate Financial Support (GFS) Payment and Taxes.

Note: A fringe benefit rate will automatically be applied to any salaries paid to either graduate students or Postdoctoral Scholars. In addition, a "stipend surcharge" will be applied to any stipend payment to a graduate student from university, school or department funds (other than a stipend payment specifically for health insurance). No surcharge is collected on tuition payments. The funds collected through the application of these rates are used to provide Cardinal Care health insurance subsidy for graduate students, and additional benefits for Postdoctoral Scholars.

Approving Payments Entered in GFS

All lines entered in GFS must be approved in a separate university application, Workflow. The Workflow application sends an email notification to all identified approvers whenever a fellowship stipend, tuition, or assistantship line has been completed. GFS aid lines require both a Home Department and a Financial approval before they will disburse. These two approval roles are defined as follows:

   Home Department Approvers

  • Assure that the student's home organization and TAL Category are correct, i.e., that the correct "home department" is approving the aid
  • Assure that the aid being approved conforms to GFS policy, e.g.
    • assistantship appointments include the appropriate TAL
    • assistantships do not exceed 50% during the School year
    • assistantships are used to pay for work that is relevant to a student's academic program and that advances a student's academic or professional development
    • any termination/reduction/cancellation of aid has been properly documented.
  • Assure that the student is academically eligible for each quarter in which aid is being approved
  • Assure that the total amount of aid being given to a student conforms to university, school or departmental guidelines.

   Financial Approvers

  • Assure that the student is being paid from an appropriate source of funds
  • Assure that there is sufficient funding available for the period during which the aid is approved
  • Assure that the amount of the expense is appropriate.

Individuals who are authorized as GFS Financial Approvers must complete the Cost Policy tutorial on the university's accounting systems and chart of accounts.

If the individual completing a line of aid in GFS is also authorized to carry out either the Home Department or the Financial approval roles, that approval is automatically conveyed when the entry is completed in GFS. If an individual completing a line of aid is authorized as both a Home Department and a Financial approver, then no additional approvals will be required. Such individuals may however wish to designate another individual either for "FYI" advice or for additional approval.

GFS Disbursement Schedules

Once aid lines have been completed and approved, they will "disburse" to the system that will process the payment, i.e., either the Student Financials System for quarterly stipend and tuition payments, or the HR Payroll system for assistantship salaries or stipends for postdocs or non-matriculated students ("NM" stipends).

These different systems operate on different disbursement schedules.

  • Student Financials:
    Stipend payments to matriculated graduate students and tuition payments (both fellowship tuition and TAL) are processed by the Student Financials system nightly for the current year. Disbursements for prior years will automatically run on Fridays. The Student Financial Services department will then process either the stipend check or the payment to the student's account.

  • HR Payroll:
    Assistantship salary paylines disburse once each pay period according to the calendar at Payroll Schedules and Deadlines.

    The Payroll department also processes stipend checks for Postdoctoral Scholars and non-matriculated graduate students. These checks are processed monthly, and are scheduled to be either direct deposited or delivered by the last calendar day of each month.

Correcting Transactions in GFS

The two systems involved in generating student support work differently in regard to the correcting lines that have already disbursed.

  • Student Financials:
    Corrections to stipend payments for matriculated graduate students and tuition payments (both fellowship tuition and TAL), the Visiting Student Researcher’s monthly fee are made in GFS. The GFS system retroactively processes the correction; no additional journal transactions or transfers are needed.

  • HR Payroll:
    Retroactive GFS corrections to assistantship salaries or to monthly stipends for Postdoctoral Scholars and nonmatriculated students are not automatically interfaced to the payroll system, and therefore require a two-step process - which processes to use depends on if money is owed to the student or if the student was overpaid:
      1. Submit One-Time-Payment (OTP) paper form to Payroll to add money to next paycheck, or you can submit GFS Off-Cycle Check Webform to create a Will Call Check, AND
      2. Correct GFS to assure consistency with the Oracle system, and to ensure future payments are processed correctly.
      1. So Submit a HelpSU to Payroll to request a payback amount. Include the student’s name/ID, the gross amount that was overpaid, and the pay periods that the overpayment occurred, AND
      2. Correct GFS to assure consistency with the Oracle system, and to ensure future payments are processed correctly.
      1. Correct GFS first, AND
      2. Submit a HelpSU to Payroll with the name/ID, the amount to be paid from GFS, the PTA(s), the dates, and if you want the stipend issued on the next available Friday or to be added to the next month’s stipend check.
      1. Correct GFS first, AND
      2. Submit a HelpSU to Payroll with the name/ID, the amount overpaid from GFS, the PTA(s), the dates, and Payroll will work with you to correct this.
      1. For salary, correct GFS, AND
      2. Complete a Labor Distribution Adjustment (LDA) in Oracle Financials.
      3. For postdoc/non-matric stipend, correct GFS, AND
      4. Complete an iJournal in Oracle Financials.

GFS System Reports

GFS Oracle BI Reports

Reports have been developed to assist department administrators and the Financial Aid Office. Data in the GFS system is retrievable using Oracle BI reports. Individuals who have GFS Read Only or GFS Entry access to GFS can see a list of reports prepared to meet departmental needs. To see the list of available reports, select Catalog from the dark blue menu at the top of the screen. On the left side of the screen, click on the yellow folder icon to open Shared Folders. Then click on Graduate Financial Support. Some of the available reports include:

  • GFS Aid Sum by Money Srce (PS_GFS007)
  • GFS Aid Sum for ALL Stu (PS_GFS009)
  • GFS Enrollment Check (PS_GFS010)
  • GFS Unapplied Aid Report (PS_GFS015)
  • Home Dept Approvers Report (PS_GFS002)

The GFS Unapplied Aid Report provides information to departments and to the university as a whole to show where more support has been entered in GFS than the student is charged. For example, if a student has a departmental tuition fellowship which pays full tuition, and in Spring quarter the student also receives a 10% assistantship, the student could be credited with more tuition payments than are needed. The difference between the amount of tuition charged and the total tuition support received appears in the department's GFS Unapplied Aid Report.

University policy instructs departments to use outside support first, Tuition Allowance (TAL) second, and school/department funds third.

GFS PeopleSoft Exception Reports

The GFS Exception Reporting functionality in PeopleSoft is designed to give Home Department Approvers and other GFS Users a simplified tool for tracking aid recipients. The reports are available to anyone who has access to GFS. The data is broken up into twelve areas of potential exceptions, as explained in the Job Aid for using GFS Exception Reporting.

Updated on October 3, 2016 3:18 PM