Item Type Set-up Procedure
ADDING ITEM TYPES TO PEOPLESOFT
ADDING an Item Type is completed under PeopleSoft/Student Login and is a 4 Step Process
STEP 1: before getting started on PeopleSoft, you need to format the Item Type Number: 12 digit number (Example: 983210170800 (98_32_101708_00). The breakdown is as follows:
Digits 1-2 always 98 for Graduate Level Financial Aid
Digits 3-4 depends on how the tuition will be handled: 32 Waived Tuition 33 Non Committed Cost Sharing 34 Charged (when in doubt, ask the Budget Approver under the Account number you are provided with)
Digits 5-10 -will be the Account Number (or project/grant number)
Digits 11-12 select from the below: 00 School of Engineering 40 ISE 50 School of Arts & Science 60 CRC
STEP 2: PeopleSoft-Student MyCU:
Enter the Item Type number; Search (if nothing populates, the Item Type is not
already in the System and needs to be set-up). Click Add a New Value (Noting, if the Item Type is
already in the system, you would review the set-up before using. Additionally the item type used for a
specific student ALWAYS follows the school a student’s major is in, NOT necessarily the school the
Advisor or account is associated with. If an item type for the account number already exists but is tied
to the wrong school, then a new item type must be created).
At the Initial Setup Tab:
A. Effective Date: will always be: 5/01/Year (previous year –must be prior to the start of the aid year)
B. Description: Type in a clear Description starting with the program (For Example: GENG, GSCI, GISE, or CRC) and then type of Aid, and Name (noting you only have so many characters) C. Short Description: Type a short description including Account number D. Keywords: 1 - FINAID
- GRAD 3 - This will be by program --- use drop down to locate applicable program E. Classification: check the button for Financial Aid
Next click on Tab to Miscellaneous
Charge Priority List: Enter TUITONLY
Payment Overall Priority: Enter FIN AID
At the bottom of this page be sure the only boxes checked are:
Pick up Receivable from Charge Payment Priority Flag with the priority box filled in with 399 Uncheck the Refundable Indicator box
Move to Account Types Tab (You will skip tabs for External Awards & Posting Restrictions – no info is entered on these tabs)
Under SETID type in CLKSN
ACCOUNT TYPE type in TUI
Move to GL INTERFACE Tab (this page be certain you are careful with as incorrect information can result in Error SF Journal entries with Shawn Seymour).
-Enter the Term you want the Item Type will begin to be used in
Effective Date: must be at the beginning of a fiscal year unless it is for the next year and will also Start 05/01/ (and then year).
Under Journal Sets enter Debit information (tells the GL what account to debit)
DB/CR – enter DEBIT Timing = Assessment GL PCT = 100 Priority = 999 (will default in) Click the Jrnl Set ChartFields Link
The next screen is important information impacting budgets so careful attention to filling out properly will avoid SF Journal Entry errors. If in Doubt, you can use PeopleSoft/Financials> Chartfield Conversion; also you can contact the Controller’s office. Please note the below. GL Business Unit = CLKSN Ledger = ACTUAL Account = you will enter the account according to digits 3 & 4 used in your Item Type Number with 27 in front of it (for example if digits 3 & 4 were 32, the Account would Be 2732) Department: Your Department number will be based off Digits 3&4 in your Item Type (is tuition being Waived (32) or Charged (33 or 34): -If waived (32); use Department for School: 10100 (SOE) 15100 (A&S) 41300 (ISE) (CRC) -If Charged (33 or 34), it will be the 5 digit Department Number in the combination code on the graduate appointment. Project/Grant = the middle (5) numbers of the account being used Skip Product Fund = varies depending on 3 & 4 digit of Item Type (i.e. is tuition being charged or waived): If Waived (32) for Fund Number use: 105 If charged (33 or 32) for Fund Number: Look at the Award Type line of the graduate appointment. In the Combination Code section, the first three digits of your budget account will be used (examples: 375, 378, 395)
Program = Again, number will depend on the 3 & 4 digit of your Item Type: If Waived (32) for Program Code use: 104 (Financial Aid) If Charged (32 or 33): Look at the Combination Code in the graduate appointment (the same account code from the last step). You will use the last three digits of your budget account (examples: 200, 202)
Click OK
NEXT you will want to enter the Credit information under –Journal Sets (tells the GL what student account to credit and this information will always be the same for all Item Types).
Click the ADD a Row Button under the Item Type GL Entry Setup –Journal Sets
Once the Row has been ADDED fill in the following fields:
DB/CR – enter CREDIT Timing = Assessment GL PCT = 100 Priority = 999 (will default in) Click the Jrnl Set ChartFields link again
Next Screen complete following fields: GL Business Unit = CLKSN Ledger = ACTUAL Account = will always be 5141 Department = will always be 61600 Fund = will always be 100 CLICK OK
At this point you have completed the Item Type and can Click on SAVE -You will receive a Message Box with a Warning Message, do not be alarmed, this is normal. Click on OK until the Message disappears.
Click Add a New Value
At Next Screen:
Be sure the correct aid year is entered Insert your Item Type Number click
FA Item Type 1 Tab Effective Date: be sure it is the beginning of the fiscal year same date you used when you set-up the Item Type Status – leave default as Active Description – will default in Short Description – will default in Financial aid Type – Scholarship Source – Institutional Institution Reporting Cd -Enter the Award Type abbreviation based on the below: GSW -Graduate Student Worker (unlikely) GTA -Graduate Teaching Assistantship GRA -Graduate Research Assistantship GFEL -Graduate Fellowship GAA -Graduate Athletic Assistantship GPA -Graduate Professional Assistantship Leave Blank - Partial Tuition Scholarships (no work expected) Nothing more is entered on this page – go to FA Item Type 2
FA Item Type 2 Tab Fed/Inst Affected = Both Fed & Inst Meet Need/Cost = Conditional Packaging Methodology = Federal Methodology Only check Lock Award & Disbursement Protection Go to FA Item Type 3
FA Item Type 3 Page Pass Anticipated Aid = Select AWARD OFFERED Disbursement Method = Select STDNT ACCT Go to FA Item Type 4
FA Item Type 4 Tab Term Category – Using Drop Down select Regular Term Minimum = 1.00 Maximum = 999,999 Go to FA Item Type 5
FA Item Type 5 Tab – sets the defaults in for the item type. All you will enter is: Academic Career = GRAD Disbursement Plan = Using drop down, select based on your Financial Aid term being awarded to. Most commonly this will be 02, where the EV (even) split will be for FA (Fall) and SP (Spring). However, if the award will need to be used for a Summer term, select 05, which will evenly split the award between SU (Summer), FA, and SP. Split Code = EV –normally use EV hit
STEP 4: (Final Step): Navigator>Menu>Set Up SACR > Product Related > Financial Aid >Awards > Fiscal Item Types
Enter Aid Year Insert Item Type Number Click Search
Enter seven 9’s in each of the fields: Offer; Accept; Disbursements Click Save
YOU are Done! This is an overnight process to be able to use the Item Type Number. You will not be able to post the Award on the students PeopleSoft record until the following day.