For pertinent information on awards, deferability, and other topics related to creating an SS1, please see the article “What are scholarships and fellowships in FRMS?”

 

To create a multiple-recipient award, first navigate to the Create New Award page. 

 

 

 

Create New Award

 

After selecting “Create” from the tab menu, you will need to confirm this SS1 meets the following requirements.

 

SS1 Requirements:

• The recipient is an individual (not a vendor or entity).
• The recipient is not required to perform a service, including volunteer services, in exchange for these funds.
• This is not a reimbursement for official UT business, including travel.
• This award is not being given in relation to an employee’s job performance or merit.
• The recipient is not an employee with 100% appointment.
• If this award is a cash prize, it is in compliance with the Handbook of Business Procedures Part 14.4 and Part 9.1.8. 

 

Click the orange "Multi-recipient Award” button to proceed.

 

 

 

Create New Scholarship/Fellowship Awards for Multiple Recipients

 

Overview

Once you have clicked the “Multiple-recipient Award” button, this is the next page you will see.

 

 

Recipients

One of the primary differences in the SS1 creation process between a single-recipient award and multiple-recipient award is that for a multiple-recipient award, the recipient information will be added later in the creation process.

 

Purpose of Payment

The Purpose of Payment section is where you indicate the intent of this award. Additional questions will appear depending on the answers selected.

 

 

This award is based on (choose at least one):

• Financial Need 
• Academic Merit 
• Other (If “Other” is selected, you must provide a brief reason)

Is this payment for emergency funds?

Emergency funds should only be issued if a student is in immediate and unexpected need of funds due to a verified emergency that has impacted their health, safety, or well-being (for example: unexpected loss of housing, emergency medical bills). An emergency is an urgent, sudden, and serious event that necessitates immediate action to remedy harm to life, health, or property. The use of emergency funds may be audited; please retain all necessary documentation.

 

• Yes 
  • When “Yes” is selected, you must specify if the award should pay any past due or held balances, or if the award should disburse directly to the recipients. See below. 
• No 
  • When “No” is selected, you must specify if the award is for a post-doctoral fellowship or a cash prize. Note that cash prizes cannot be awarded for financial need. See below.

 

Should this payment pay bars and past-due balances? 

• Yes 
• No 

 

 

 

Is this payment for a post-doctoral fellowship?

• Yes 
• No 

 

 

Is this a cash prize as a result of a public competition?

• Yes
  • After choosing “Yes,” instructions will appear for submitting the required Cash Prize supporting documentation to Scholarship Services.
  • This award document can be saved but cannot be approved until the submitted documentation is reviewed. 

• No
  • When “No” is selected, you must specify if the award is for study abroad and if the recipients will be located outside the U.S. (if they are not  U.S. residents). Additionally, the “Registration Requirements” section will appear below the “Purpose of Payment” section.

 

 

 

Are these funds to help support non-U.S. resident recipients while outside the United States?

• Yes 
  • Choose “Yes” if the recipient list includes Nonresidents for U.S. Tax Purposes who will not be in the United States when receiving these funds. This information is necessary to ensure appropriate tax reporting.
• No 
  • Choose “No” if the recipients will be in the United States or if you are unsure where the recipients will be located when receiving these funds.
  • The election made for this answer will automatically update to “No” for any recipients that are U.S. citizens, Permanent Residents, or considered Residents for U.S. Tax Purposes.

 

Is this award for study abroad?

• Yes, for course credit 
• Yes, for independent study 
• No 
  • When “No” is selected, the “Travel” section will appear.

 

 

 

 

 

Travel

Are these funds for travel (not including study abroad?)

• Yes
  • Choosing “Yes” will cause additional questions to appear. See below.

• No

 

 

Is this travel for University or Student benefit?

• University Benefit (i.e., for UT business)
• Student Benefit (e.g., educational reasons)

 

Destination

This field is required. Click the destination look-up tool (magnifying glass) to search for destination codes by country, state, and city. The destination must be the same for all recipients when creating an award for multiple recipients.

 

Purpose

Select the most appropriate of the options given to explain the purpose of this travel.

• Attending meeting, conference, or other educational event
• Perform research activities
• Site or field visit
• Present original research paper
• Other (If you select "Other" as a Purpose, you will need to fill in the reason.)

 

 

Registration Requirements

 

Must the recipients be registered to receive this award?

The “Registration Requirements” section only appears if the award is NOT a cash prize.

 

• Yes, full time, part time or for at least one class
• Yes, part time
• Yes, for at least one class
• No

 

If registration is required, the award will not pay out if the recipients are not registered by the payment date. If all the recipients included on the award do not register by the end of the fiscal year, the award will be cancelled.

 

If registration is required, an additional question will be asked. See below.

 

 

 

Must the recipients be registered for the first payment?

• Yes
• No

              

 

 

General Information 

The “General Information” section must be completed for all SS1 awards. 

 

 

 

Scholarship Semester(s)

Indicate the semester in which the award will disburse. If the award will disburse in installments, you may select multiple semesters within the same fiscal year. Semesters not in the same fiscal year as the first semester chosen will become unavailable for selection. If your award disbursements need to span fiscal years, you will need to create an SS1 for each fiscal year with the disbursement installments on the appropriate SS1.

 

Creator Desk

Select the Desk you wish to create the scholarship document on. The Desk an SS1 is created on will affect the document’s routing and approvals, so it is important to confirm you are on the correct Desk. If you do not see the desired Desk, contact your departmental EOM (Electronic Office Manager) for assistance.

 

Display Scholarship Description  

The “Scholarship Description” is required and will be visible to the recipients in places like their My Financial Aid portal. It consists of department, title of scholarship, and any additional pertinent information to help identify the award. It should follow this format: “Department, title of scholarship, additional pertinent information.”

 

Deferral Information
An award’s “Deferral Information” is determined by the selections made earlier on the page for the award. This indicates whether the award will defer to pay tuition and other direct costs or not.  The award will not pay out until the tuition bill has posted for all recipients.

 

Depending on the deferral status determined, one of the following messages will appear:

 

 

“Create Scholarship” Button

Click the “Create Scholarship” button at the bottom of the page to create the SS1 document. The information entered on this page will be displayed on the next page. Some elections will remain editable once the SS1 is created, such as the scholarship description, while others cannot be changed. Please be sure your SS1 is created correctly before pressing this button.

 

The only “Purpose of Payment” questions that remain editable after creation are:

• The award basis (need or merit) 
• Some of the “Registration Requirement” selections
  • You cannot change this between “Yes” and “No”
  • You can change this between “Yes, full time”; “Yes, part time”; and “Yes, for at least one class” 
  • You can change if registration is required for the first payment (you may wish to update this if the recipients need to receive funds before registration or fee billing)

From this page, you can print the SS1 cover sheet, add scholarship comments, view document information, change select Purpose of Payment options, add account information, and complete the payment schedule.

Click the “Save and Verify” button on this page to save the document and check the information for any issues.

Click the “Save and Finish” button on this page to save the document and move to the “Document Review” page (unless the document contains any errors).

 

 

Document Validation Results

Errors and Warnings will be shown in a box labeled “Document Validation Results”

• All errors must be resolved before being able to Approve the document.  
• Warnings do not need to be resolved. 
• If you see an error indicating to wait for 15 minutes and try again, something is preventing the document from processing. Most often this is caused by changes to Desk authorization, but if you have confirmed with your Electronic Office Manager that your authorizations did not change, this may indicate a problem with the data of the scholarship and may need intervention.

 

Account

Enter the account that funds will be disbursed from, and the amount to be paid to each recipient from the account. Click the “Add Account” button to add this information to the SS1. For multiple-recipient awards, you may only select one account (single-recipient awards allow multiple accounts).

If you enter information and do not click the “Save and Verify” or the “Save and Continue” button before leaving this page, it will not save, and you will be required to re-enter information.

 

 

Click the account number link to open a pop up with information related to that account, such as Fiscal Year, Budget Group Title, Account Title, Pool, Unit Information, Report Codes and the balance.

 

 

The added account will display a “Pool Balance” for the fiscal year of the award document. (If the award document is for the next fiscal year, the Pool Balance will display $0.00.)

Click the “Add Codes” link to open a pop-up for Department Codes. Adding Department Codes is optional; any added codes will be reflected in both the encumbrance and payment transactions for an award. The “Donor Criteria” link will only appear if the account has Endowment Details (like a 30- account, for example). Click this link if you wish to view the Endowment Details for the account.

Click the “Delete” link to remove the account from the document. This will strike out the account and any associated payments. The “Delete” link will update to an “Undo” link that can be clicked to undo the action. Note that any account deletions will not be saved unless you click “Save and Verify” or “Save and Finish.”

 

Payment Schedule

Once a valid account and the total amount of the award have been entered, the “Payment Schedule” section will appear. There are two ways to add payments, detailed below.

Once all payments are added, the “Save and Verify” or “Save and Finish” buttons must be clicked to save the payments. If payment is scheduled for the current date, it will pay out the night after the document is final approved.

To add payments manually:

• Choose the Account to be used for the payment from the drop-down menu.
• Enter the Amount to be disbursed for this payment.
• Select the Scheduled Date when this payment should be disbursed.
  • SS1 documents cannot cross fiscal years. If an award will disburse across fiscal years, a separate SS1 document will be required for each fiscal year. The end of the fiscal year is 8/31.
• Select the Financial Aid Semester this payment is for.
  • When choosing a Financial Aid Semester, your options for selection will be limited to one summer semester before the fiscal year, the fall, spring, and summer semester of the fiscal year, and one fall semester after the fiscal year. The semester selected dictates which semester’s financial aid package the award will be incorporated into. All scholarships, fellowships, and stipends must be included in a student’s financial aid package unless it is for emergency purposes or for travel benefiting the University. Issuing an award after aid packaging is finalized may impact the recipient's existing aid for the selected semester.

Further details on financial aid packaging can be found on the “How do SS1s impact financial aid packaging? ” article.

• Click the “Add Payment” button to add the payment to the table.

Multiple payments can be added with varying amounts scheduled on different dates for different semesters. These payment amounts must sum up to the total of the account amounts listed above and must be the same for all recipients that you will pay from this SS1.

You can click the “Clear All Payments” button to remove all payments from the document.

 

To add payments automatically:

• Click the “Use Scheduler” button.
• Select the Accounts to be used for these payments.
• Choose the cadence you would like your award payments to follow:
  • Choose “Monthly Payments” to space payments out by month. This will divide the Amount between the number of months chosen and automatically determine the payment date, spaced one calendar month apart.

 

• • Choose “Semesterly Payments” to space payments out by semester. This will divide the Amount between the selected semesters with the payment dates on the semester start date.

 

Held Status

A departmental hold can be placed on a payment by selecting “Not Held” under the “Status” field and changing it to “Held.” A departmental hold will prevent payments from paying on their scheduled date until they are changed back to “Not Held.” It is best practice to add a comment at the bottom of the document page when adding or releasing a hold explaining why the hold was added or removed.

Note that an Office of Accounting (OA) Hold will supersede a departmental hold and cannot be removed by the award creator.

 

Recipients

There are two ways to enter your award recipients to the table on this page; you may manually enter each EID & Lasso Award ID (if applicable) for every recipient or use the “Excel Upload” tool to auto-populate the table in the “Recipients” section. See below for further details on each of these options.

Once recipients have been added to the table, you can view further details about the recipient by clicking the orange “Show Details” text. To view these details for multiple recipients, check the boxes to the far left and click the “Show Details” button at the top of the table. (These details included are sourced from various UT systems. Academic information will only be displayed if the recipient is a UT student.)

A “Distribution Method” must be set for each recipient. If a Distribution Method is not selected before clicking the “Save and Verify” button, this election will default to “Direct deposit” if this method is available. If direct deposit is not available, this election will default to “Recipient Check Pickup.”

 

Excel Upload Tool

To use the “Excel Upload” tool, take the following steps:

• Click the orange “Download Excel template” link on the page.
• Input the EIDs of each recipient and their affiliated Lasso Award IDs (if applicable).
  • The Lasso Award ID should only be used if the award originated in LASSO and has NOT already been created in FRMS through LASSO’s “Manage Disbursements” screen (i.e., the “Create FRMS SS1” box has been checked in LASSO, but no further disbursement information has been added to LASSO).
  • If an SS1 is created in both FRMS and LASSO, this will result in a duplicate payment, negatively impacting the recipient’s financial aid package (and may create an additional financial cost for the department).
• Save a copy of the spreadsheet locally and upload this into FRMS once ready by clicking the “Choose File” button.
• Click the “Load Recipients to Table” button once the file is ready.
• This will populate the award recipient’s EIDs and Lasso Award IDs (if applicable) into the table in the “Recipients” section of the page.
• If this information is correct, click the “Save and Verify” button to save this information on the page. This information will not be saved if this button is not clicked before navigating off the page.

Manual Entry of Recipients

To manually enter award recipients, input each recipient’s EID and their affiliated Lasso Award ID (if applicable) on the table in the “Recipients” section of the page. (An EID look-up tool is available to the right of the “Recipient EID” field (magnifying glass), if needed.)

• The Lasso Award ID should only be used if the award originated in LASSO and has NOT already been created in FRMS through LASSO’s “Manage Disbursements” screen (i.e., the “Create FRMS SS1” box has been checked in LASSO, but no further disbursement information has been added to LASSO).
• If an SS1 is created in both FRMS and LASSO, this will result in a duplicate payment, negatively impacting the recipient’s financial aid package (and may create an additional financial cost for the department).