What happens when I submit a scholarship disbursement request?

• The request will first be sent to the signature authorities associated with the specific account.
  • For Foundation accounts, approval is required from either the primary or secondary signature authority.
  • If the total request is $9,999 or more, the request will automatically be routed to the primary signature authority for approval.  All others will be routed to the alternate signatory.
  • For KFS accounts, the signatory information will populate based on the selected account and will include both the Fiscal Officer (FO) and the Account Supervisor. Either person can approve the request.

• Once approved, the request will be forwarded to the Office of Student Financial Aid Services (OSFAS) for review and processing.
• After OSFAS completes the review and posts the award to the student’s account, you will receive an email notification that the award has been posted.

What is the turnaround time to have a scholarship posted to a student account?

• The scholarship disbursement request first must be approved by the signature authority, which will then be sent to the Office of Student Financial Aid Services for processing.  During normal processing times, please allow 3-5 business days from when the signature authority approves the scholarship to when the scholarship would be added to the student’s financial aid offer.  During peak times, spring/summer months, please allow 5-7 business days.  If scholarships are meant to assist undergraduate students in paying their Fall semester fee bill due on August 1, please submit all forms by July 1 to ensure processing by the fee bill due date.  This is a high volume time for the Office of Student Financial Aid Services.

Processing Times:

• During normal periods, allow 3-5 business days from the date of signature authority approval for the scholarship to be added to the student’s financial aid offer.
• During peak periods (spring/summer months), allow 5-7 business days for processing.
• Fall Semester Fee Bill Deadline:
  • To ensure scholarships intended for undergraduate students are processed in time to assist with Fall semester fee bills (due August 1), all forms must be submitted by July 1. Please note that this is a high-volume period for OSFAS.
• Spring Semester Fee Bill Deadline:
  • To ensure scholarships intended for undergraduate students are processed in time to assist with spring semester fee bills (due January 8), all forms must be submitted two weeks prior to the spring fee bill due date.

How do I cancel a scholarship for a student once it has been processed?

• Complete the OSFAS – Scholarship Disbursement Cancellation Request Form online at kualibuild.com.

How do I upload multiple students for one or multiple scholarship accounts?

• The workflow is set up to submit requests by account number. The form can add multiple recipients to one request by adding a row for each new student recipient.

I went to submit a scholarship disbursement request, but it said one did not exist. However, I have submitted and processed scholarships with this account in the past.

• Contact Sara Raffia at sara.raffia@uconn.edu.

The wrong signature authority is listed for my Foundation and/or KFS account.

• This information is internally maintained as part of the scholarship workflow. If there are changes to signature authorities in the Foundation or to the Fiscal Officer in KFS, the Office of Student Financial Aid Services will need to make updates.  Contact sara.raffia@uconn.edu.

• This information is internally maintained as part of the scholarship workflow. If there are changes to signature authorities in the Foundation, the Office of Student Financial Aid Services will need to make updates.  Contact sara.raffia@uconn.edu.

Can I designate someone else to approve the disbursement request besides the signature authority listed?

• Foundation accounts – no.
• KFS accounts – Either the Fiscal Officer or the Account Supervisor may approve the request. However, the individual submitting the request cannot also be the one approving it.

Why does the request form include a student athlete indicator?

For processing purposes, disbursement requests must not include a mix of student-athletes and non-student-athletes. The form will specify whether each scholarship recipient is a student-athlete or not. If any recipients are identified as student-athletes, they must be entered in a separate request. This ensures that each request contains either all student-athletes or all non-student-athletes.

What is the Recipient List Attestation?

• Disbursement requests cannot contain a mix of students who are identified as athletes with those that are non-athletes. By checking the box, you are ensuring that you have reviewed the recipient list and confirmed there are only all student athletes or all non-student athletes on the request.
  • Please note if the request contains a combination of student athletes and non-student athletes, the submission will be denied and sent back to the requester for edits.

• Online Scholarship Disbursement Job Aid
• Sample Scholarship Award Text
• Determining Payment Types

Fall semester:

Bursar issues fall fee bills in early June, spring fee bills in mid November
Department should submit disbursement forms prior to fall fee bill generation
Fall scholarships can be submitted in late March/early April

Spring semester:

Spring semester scholarships will not be posted after June 15th
Once the following semester’s fee bill has been generated, a scholarship will roll forward to that outstanding fee bill (i.e. if you award a scholarship in December intended for the fall semester, and the student has not yet paid their spring fee bill, the scholarship will automatically be applied to the outstanding spring fee bill).

Summer semester:

Summer scholarships can be submitted in mid/late March, no sooner
Summer scholarships will not be posted after the start of the fall semester

Winter semester:

Scholarships meant to disburse for the winter intersession must be posted to the fall semester