Each system in the chain used to process graduate student stipend and fee payments requires a unique funding code, with different attributes specific to that system. We cannot enter OFC POETAF or chart strings directly into any of these systems - so each system's unique funding code must be created in the source system, and mapped to the others in the chain.

No. While the detail code request is available to all in the support portal, please do not submit your own request for a detail code (assuming you intend to use that detail code to pay graduate stipend or fees).

• To create a new detail code, it is necessary to map the OFC funding string to the old IFOPAL format via "faux index", which allows for a translation between ISIS : OFC (ISIS cannot be reconfigured to accept project or chart strings). This process is not available to our campus partners.
• Next, the detail code must then be mapped to ProSAM (aid definition "AIDID") and IAM (commitment definition "COMID") codes and loaded into the ProSAM modules - this process is not available to our campus partners.

FSU creates the faux index, detail code, AIDID and COMID as part of one internal process. Please see the "Request new AIDID" form above - and FSU will be in touch if we have questions regarding your request.

An email notification will go out to the person who submitted GSAS (as well as anyone you include in the email filed of GSAS) to request a new AIDID. Please forward this information to any Graduate Coordinator, Fund Manager/Research Administrator or other administrative staff member who helps to support your program or individual student as needed.


Sample Email Template:
From: gradfellowships@ucsd.edu
Subj: Graduate Stipend/Fee Payments - AIDID (Funding Code) Ready

Hello - 

You are receiving this email because you, or someone affiliated with your department/funding, requested a new AIDID (funding code) to pay graduate student stipends or fees (see table below).

Additional information and FAQ related to AIDID can be found here: https://collab.ucsd.edu/x/FRW-Bw.  

The above collab link includes a link to a list of all AIDIDs which are currently ready for use. Please note that we have not finished working through all requests for new AIDIDs; we will continue to notify departments as new AIDIDs become available.

Instructions for entering retroactive corrections for stipend or fee payments into the Financial Support Request Tool (FSRT) within the FSRT can be found here: FSRT FAQ - retroactive funding changes.

If you are not the person who will enter the corrections into the FSRT, please forward this information with the Graduate Coordinator or other staff personnel who will process the changes. 

If you require further assistance, please respond directly to this email (gradfellowships@ucsd.edu) or submit a ticket at support.ucsd.edu/students(in the *More Specifically field, type “Graduate Support Accounting Setup".  The *About and *Related to… fields will auto-populate).

Please do not email individual FSU staff members, as this will slow down our ability to track and respond to inquiries.

Thanks for your patience and understanding!

Financial Support Unit

Graduate Division

Users with access to the Financial Support Request Tool (FSRT) can download a limited report of stipend and fee payments that have been entered. This report will be limited to students in the department/program the user has access to. 

Please see our Financial Support Request Tool Documentation for instructions to gain access to FSRT and run the report (see "Fellowship Status").

Note: to map AIDIDs from the Fellowship Status report to project-task or chart string information, see also:

The AIDID project team is working on this, and we’ll send you more information ASAP. In the meantime, please start working on the changes for all other projects, especially sponsored projects, as soon as possible.

In short, we do not override the function that is displayed on GSAS since the appropriate function for stipends is 780.

When it comes to posting to the ledger, you will see something slightly different if the project-task itself does not have a 780 function (at the moment we are not mandating that a 780 task be created). When stipends post to the General Ledger, it will post to the appropriate project but will post as a 780 function, regardless of the function that is associated with the project. However, when they post to PPM, they will post with the same function as is associated with the project. Essentially you will have a mismatch on the function code between GL and PPM for the stipends, with GL always displaying 780.

While we agree this is not ideal, it is also not a large risk at this time. We will continue to focus on/prioritize more urgent systemic issues, and hope to revisit this during the ESR-SIS design phases.

No. Users should not submit PPM cost transfer requests to manually move student support costs between projects. These transactions flow through multiple sub-ledgers (including ISIS AR and ProSAM), and must be corrected at the source to keep all sub-ledgers (and the general ledger) in agreement. Requests for funding or other retroactive changes must be submitted via the FSRT.

For additional information, please see FAQ: Financial Support Request Tool - under "How do I change fund sources on a previously entered support request (retroactive funding changes)?"

After a new AIDID has been created, Graduate Program staff with access to the Financial Support Request Tool (FSRT) need to submit the requests to retroactively correct the stipend or fee - instructions for doing so can be found here:

Still need help? Attend upcoming office hours with FSU in August - Fridays, 9a-11a:

• Zoom link: https://ucsd.zoom.us/j/92957620255
• Download .ics calendar file - click here

Coming soon!

Coming soon!

Coming soon!

Check out the "UCSD-DSH General Ledger Panorama" at bah.ucsd.edu. One of the tabs within the report in OFC is "GL Details ISIS Reconciliation". The report returned has ISIS detail in the line description/reference fields, including PIDs.

The Graduate Division doesn't own/maintain this report, and the report owners are working on a KBA to post to the Budget & Finance Knowledge Base (Services & Support). In the interim, a draft version has been provided:

Contact your OPAFS award accountant ASAP for individualized award guidance.

For awards which have ended or will end soon (or those which have an upcoming reporting deadline), anticipated costs should be reported on the Final Expense Report (FER). Financial staff and research administrators should work directly with graduate coordinators to identify students for whom corrections will be requested and should therefore be included on a FER.

It is not possible at this time to provide a complete report of pending corrections. Limited data will be made available via a shared spreadsheet to the extent possible, however, efforts to create the new funding codes in ISIS and ProSAM systems will take priority ahead of compiling and publishing this information.

No. It is the responsibility of the department fiscal staff or research administrator (fund manager) to ensure that costs are allowable on any fund source. At this time, there is not a consistently hard-coded data source that can be used to determine allowability of stipends/fee payments.  If disallowed costs are submitted and processed in error, the department will need to submit a correction within the Financial Support Request Tool with an appropriate AIDID.

If stipends and/or direct payment of fees are not allowable on a sponsored project, please contact your OPAFS award accountant for assistance in implementing transaction controls.

Note: we recognize there is intersection between this concept and the future-state proportional split of tuition and fees. Additional details on the implementation of proportional split are forthcoming.

For inquiries or other support, please submit a ticket at support.ucsd.edu/students

The following resources are available for learning more about UC San Diego's Financial Information Systems (FIS):

• Budget & Finance Training @ UC San Diego (Blink)
• Budget & Finance Knowledge Base (Services & Support)
  
• Subscribe to the Budget & Finance Weekly Digest (Newsletter)
• Check in with financial SMEs in your department, program, or division