About GFS

Information on this page is changing often.  Please check back on a regular basis.

Standardized reports about GFS data can be found at https://bi.stanford.edu in the Shared Folders of the Catalog.

Screenshot of Oracle highlighting Graduate Financial Support

Once funds entered in GFS have been fully approved and information is passed to Oracle (with each pay period for Payroll data, or with month-end processing for Student Financials data), information will also be available in OBI Financial Reporting.  Refer to Fingate Financial Reporting for information about access and resources related to OBI Dashboards and Ad Hoc Reporting.

Reports located in the Catalog > Shared Folders > Graduate Financial Support folder have a "GFS" indication below. For resources related to the following business processes, refer to the indicated reports:

Monitor and Verify Graduate Financial Support

Related Task: Recommended Resources
Review all GFS-entered financial support summarized by student, funding source/PTA and/or department GFS > Grad > GFS Grad Aid Sum for ALL Stu (PS_GFS009GR)
includes all students in a department; even those without funding in GFS

GFS > Grad > GFS Grad Aid Sum by Student (PS_GFS008GR)
Summarizes funding in GFS for the specified quarters/years. Default format: sort-and-summarize by student.
Offers many search options:

  • if the search is based on student-status (student’s degree/status, department, emplid, etc), reports
    all aid for those students;
  • if the search is based on the source of funding (PTA, paying-department, etc), includes all students
    with GFS-funding from that source and reports only the aid from-that-source Never includes students without GFS aid.

GFS > Grad > GFS Grad Aid Sum by Money Srce (PS_GFS007GR)
Same as PS_GFS008, except:

  • includes very useful “Active Aid download” section
  • default format: sort-and-summarize-by-funding source (Task-Org and PTA).
GFS > Grad > GFS Grad All Student Aid Search by PTA (PS_GFS033GR)
Includes all students funded on a particular PTA and shows all of their GFS aid for the specified quarters/years.
Review Third-Party Contracts providing outside tuition and/or fees support to students (non-GFS data), and corresponding Info-Only entries in GFS GFS > Grad > Grad Third Party Contracts Report (PS_GFS034GR)
Guides departments in entering or revising the Info-Only lines in GFS, and in investigating related external stipend support for Info-Only entry
Identify and resolve Unapplied Aid GFS > Unapplied Aid Report (PS_GFS015)
Review current disbursement status for an individual or group of students GFS > Grad > GFS Grad Aid Disbursement Status (PS_GFS006GR)
Review recent activity in GFS for a student or group of students GFS > Grad > GFS Grad Recent Activity (PS_GFS014GR)
Summarize TA Appointment data by department, PTA, FTE, etc. GFS > Grad > GFS Grad TA Report (PS_GFS032GR)
User must set limits for the TA-types you want to report on; can be set to include RA although it was developed for TA summaries.
Review aid that you entered, based on the date(s) you did the data entry GFS > Grad > My GFS Grad Work Log (PS_GFS017GR)

Review details of paychecks issued by Payroll, including both assistantship and hourly pay. For example: check for missed-back-pay on assistantships, or investigate concerns about “hours actually worked” if an hourly- appointment seems to conflict with fellowship or assistantship policies

(Reports payroll -payments including disbursements and off-cycle payment requests from GFS)

GFS > Student Gross Pay (PS_GFS024)
returns results only if student is currently active
Dashboards > Finance > Payroll and Labor Management > Actual Pay Details by Employee
(not automatically available to GFS users; authority is granted by the Oracle Financials authority- granter in each school)

Review final expenses and commitments (approved aid that has not yet disbursed) reported on Stanford PTAs

(Data is from Oracle Financials, reflecting monthly posting of actual expenses disbursed from GFS and includes expenses for Postdocs and Non- Matrics as well as Graduate Students)

Dashboards > Finance > Consolidated Expenditure Reporting
(not automatically available to GFS users; requires Oracle training and authority granted by the Oracle-Financials authority granter in each school)

Monitor and Verify Postdoc Financial Support

Related Task: Recommended Resources
Review all GFS-entered financial support summarized by Postdoc, funding source/PTA and/or department GFS > Postdoc > GFS Postdoc Aid Sum for ALL Stu (PS_GFS009PD)
includes all Postdocs in a department; even those who may not yet have funding entered in GFS

GFS > Postdoc > GFS Postdoc Aid Sum by Student (PS_GFS008PD)
Summarizes funding in GFS for the specified time period.
Offers many search options:

  • if the search is based on Postdoc-status (academic department, plan, emplid, etc), reports all aid
    for those Postdocs;
  • if the search is based on the source of funding (PTA, paying-department, etc), includes all Postdocs with GFS-funding from that source and reports only the aid from-that-source Never includes Postdocs without GFS aid.
Review current disbursement status for an individual or group of Postdocs GFS > Postdoc > GFS Postdoc Aid Disbursement Status (PS_GFS006PD)
Review recent activity in GFS for a Postdoc or group of Postdocs GFS > Postdoc > GFS Postdoc Recent Activity (PS_GFS014PD)
Review aid that you entered, based on the date(s) you did the data entry GFS > Postdoc > My GFS Postdoc Work Log (PS_GFS017PD)
Review details of all salary and hourly pay, summarized by postdoc and by pay period GFS > Student Gross Pay (PS_GFS024)
returns results only if student is currently active
OF > Payroll and Labor Management > Actual Pay Details by Employee (not automatically available to GFS users; authority is granted by the Oracle Financials authority-granter in each school)
Review details of all monthly stipend and other payments, summarized by postdoc and by month GFS > Postdoc > Postdoc Stipend Disbursement Status (PS_GFS030PD)
Monitor minimum salary levels GFS > Postdoc > GFS Postdoc Pay Levels Report (PS_GFS020PD)

 

GFS > Postdoc > GFS Postdoc Salary Report (PS_GFS013PD)

Review final expenses and commitments (approved aid that has not yet disbursed) reported on Stanford PTAs

(Data is from Oracle Financials, reflecting monthly posting of actual expenses disbursed from GFS and includes expenses for Graduate students and Non- Matrics as well as Postdocs)

Dashboards > Finance > Consolidated Expenditure Reporting
(not automatically available to GFS users; requires Oracle training and authority granted by the Oracle-Financials authority granter in each school)

Monitor and Verify Non-Matric Financial Support

Related Task: Recommended Resources
Review all GFS-entered financial support summarized by student, funding source/PTA and/or department

GFS > Non-Matric > GFS NM Aid Sum by Student (PS_GFS008NM)
Summarizes funding in GFS for the specified quarters/years. Default format: sort-and-summarize by student.

Offers many search options:

  • if the search is based on student-status (student’s degree/status, department, emplid, etc), reports
    all aid for those students;
  • if the search is based on the source of funding (PTA, paying-department, etc), includes all students
    with GFS-funding from that source and reports only the aid from-that-source Never includes students without GFS aid.

GFS > Non-Matric > GFS NM Aid Sum by Money Srce (PS_GFS007NM)
Same as PS_GFS008, except:

  • includes very useful "Active Aid download" section
    default format: sort-and-summarize-by-funding source (Task-Org and PTA).

GFS > Non-Matric > GFS NM All Student Aid Search by PTA (PS_GFS033GNM)

  • Includes all students funded on a particular PTA and shows all of their GFS aid for the specified quarters/years.
Identify and resolve Unapplied Aid GFS > Unapplied Aid Report (PS_GFS015)
Review current disbursement status for an individual or group of students GFS > Non-Matric > GFS NM Aid Disbursement Status (PS_GFS006NM)
Review Third-Party Contracts providing outside tuition and/or fees support to students (non-GFS data), and corresponding Info-Only entries in GFS GFS > Non-Matric > NM Third Party Contracts Report (PS_GFS034NM)
Guides departments in entering or revising the Info-Only lines in GFS, and in investigating related external stipend support for Info-Only entry

Review final expenses and commitments (approved aid that has not yet disbursed) reported on Stanford PTAs

(Data is from Oracle Financials, reflecting monthly posting of actual expenses disbursed from GFS and includes expenses for Postdocs and Graduate students as well as Non-Matrics)

Dashboards > Finance > Consolidated Expenditure Reporting
(not automatically available to GFS users; requires Oracle training and authority granted by the Oracle-Financials authority granter in each school)

Review GFS Setup Data

Related Task: Recommended Resources
Identify an Item Type GFS > Item Types (PS_GFS012)
Identify a GFS Financial Approver for a University Org (Financial Approvers are assigned based on the Task Owning Org of the PTA)

Dashboards > Authority > Authority Reporting
GFS Financial Approvers are maintained in Authority Manager . For a complete list of GFS Financial Approvers use the following criteria for the View Authority By Privilege report: System = Student Systems & Data, Business Function = Approvals, Privilege = GFS Financial Approver, Status = Active.

You can also search for a particular financial org code in Authority Manager under "Find an Organization".

Identify a Home Department Approver for an Academic Org GFS > Home Dept Approvers Report (PS_GFS002)
Updated on June 15, 2018 9:39 AM