Process for payment of University Internal Scholarships

Please use the University Internal Student Scholarship Payment form (PDF, 81.86 KB) (opens in a new window) to request a scholarship payment where the student has (or will have) a fee liability on Callista.

Please use the Payment Request form (XLSX, 43.06 KB) (opens in a new window) where payment is to be made directly to student.

Before you start

When paying scholarships for student(s) attached to a sponsor code, (eg. UWS-RESRCH) total payment request MUST equal Callista "STUDENT DEBTOR REPORT" UWSFINR020 balance for sponsor code.

  • Check that sponsor is attached to student (see Callista report FINR0140)
  • Check that appropriate fees have been calculated (see Callista report FINF9100)
  • Check that student personal fees have not been attached to sponsor (Callista report FINF9100)
  • Expect overnight processing before changes reflected in Student Debtor Report UWSFINR020.
  • Please note that Accounts Receivables cannot process amounts that do not total the Student Debtor Report.

School

  • Complete student and department details and amount of scholarship to be paid off student's debt liability in Callista (parts 1 and 2).
  • Approve payment in accordance with University delegations.
  • Attach copy of supporting documentation (Offer of Admission, School correspondence, etc).
  • Forward form to your School Management Accountant.

Management Accountant

  • Check Callista fee details for student.
  • Process general ledger journal in Oracle Financials using the template provided (part 3 on form). This will transfer the scholarship expense to a clearing account awaiting receipt processing.
  • Forward form to Accounts Receivable.

Accounts Receivable

  • Process a ONESTOP receipt to the sponsor's account. The following details must be entered:
    • Transaction Code: 018 (Internal Scholarships)
    • Tender: Banked (F7)
    • Deposit Reference: Enter the journal batch name
  • Record the Onestop receipt number & other required details (at part 4).
  • Refer to Appendix A for sample receipt screen (shown on the downloadable form and instructions).

The receipt will automatically pay the fee liability in Callista. When AR is posted to GL, a debit will be posted to the clearing account, offsetting the amount previously journalled.

Reconciliation

A nominated Management Accountant will reconcile the Scholarship Clearing Account on a monthly/quarterly basis.