eFACT

electronic Financial Aid Compliance Tool

What is eFact?

A scholarship collection and reporting system.

It will be used to pass financial aid awards to the Financial Aid and Student Accounts systems.

The goal is to move the University closer to compliance with the Student Eligibility regulations.

Current customers include CAS, Law, Admissions and Student Advisement Services.

eFACT

Award – Scholarship or Tuition Waiver. Source of funding can be State, U B Foundation or Research Foundation. Award types for the initial pilot will include State & UBF Scholarships, State Graduate Tuition Scholarships (Waivers), and Undergraduate Merit Scholarships.Capabilities – input a single or multiple award, batch update multiple awards, view and approve awards.

Entering a Single Award

This is the initial screen which will be used by those that can enter awards.

All awards require some common basic information (Account Number and Person Number).

Based on the account number, the next screen will prompt you for the rest of the fields required for this award. This example shows a CAS State Tuition Scholarship, which requires Award Year, and Summer, Fall, and Spring Amounts.

This screen shows the information required for a CAS State Graduate Tuition Scholarship (a.k.a. Waiver.)

Once you hit ‘Continue’, all of the award information will be shown one more time. At this point you can either accept the award, or go back and make changes.

When an award is accepted, you will be shown that award via the award maintenance screen. Only basic information is shown on this page.

Clicking on the ‘Details’ link will provide all the rest of the information specific to the award selected.

Clicking on the ‘Audits’ link will show the audit history of this award.

Clicking on the ‘Edit’ link will bring you back to the award entry screens.

You may also withdraw an award before it has been accepted or rejected. Once you hit the ‘Withdraw’ button, the award will be permanently removed.

Batch Uploading Awards

To enter multiple awards, you may upload a file from your computer. First, you must specify the account number of the awards you wish to upload.

Next, you must locate the award file on your computer’s hard drive. The file must be in the exact format specified.

If the file is in a valid format, you will be shown a summary of all valid records in the file. If you wish to accept all of the awards, click the ‘Accept Awards’ button. Otherwise, you can re-upload the file, or cancel out completely.

Once the awards are accepted, you will be given a screen showing all the awards with the account number of those you have just entered. Only basic information is shown on this page. Clicking the ‘Details’ link will bring up the same details page as before.

Viewing Awards

You can also view awards by clicking the ‘Award Maintenance’ link from the main menu.

Approving Awards

If you have access to approve awards, you will see this list of options.

Of course, if you can also enter scholarships, both sets of options will appear.

You will be shown a list of all awards that you can currently approve or reject. Once you have filled out the radio buttons, click the ‘Submit’ button to approve and/or reject the selected awards.

You will then be shown a list of awards you have approved / rejected.

You can also view awards by clicking the ‘View / Delete’ link from the main menu. A ‘Delete’ link will appear on this page if the award has been submitted to Financial Aid. Click the ‘Delete’ link to remove the award.