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Financial Aid and Scholarships

Awards from UCLA areas beyond Financial Aid and Scholarships

Welcome UCLA staff members! We look forward to assisting you so that you can assist our students. On this page, you will be able to find information on processing departmental awards. Please feel free to contact our office at UCLAscholarships@fas.ucla.edu or FiscalUnit@fas.ucla.edu depending on the awarding method, if you have any questions.

There are multiple awarding methods included in our instructions, based on the award recipient’s status as a matriculated or Non-matriculated UCLA student.

Forms:

AID ID Request for New Scholarship

Award Submission for Prospective Undergraduate Students

Departments should use the PAL Upload Form below to award scholarships that will be included on the Provisional Aid Letter (PAL).

Email the form to Financial Aid and Scholarships (FAS) at UCLAscholarships@fas.ucla.edu and FAS will award each student and the system will generate a revised PAL the following business day. (Note: BAM cannot be used for Provisional Aid Letters.)

Award Submission for Matriculated Undergraduate Students

Welcome to the next phase of awarding UCLA students via the Blackbaud Award Management (BAM) System. The BAM portal allows you to collect scholarship applications, review them securely, make award offers, and collect post-acceptance questions and thank you notes to create donor reports.

When possible, award applications should be collected and/or reviewed in BAM, so that all Bruins can find the maximum number of potential awards while completing fewer applications. All undergraduate awards should be submitted within BAM and graduate awards can be submitted via BAM or Go Grad. ( https://go.grad.ucla.edu/)

To start awarding through BAM, please contact Financial Aid and Scholarships at UCLAscholarships@fas.ucla.edu to request a new user account. Each area is limited to a maximum of two administrators, who will need to complete training courses at Blackbaud University, in addition to one-on-one training with financial aid staff. Currently enrolled students in any UCLA program may not be administrators.

Pre-submission

  1. All awards will be processed via the FAM (Financial Aid Management) and BAR (Billing and Receivables) systems. Departments may use only 77xxxx, 78xxxx, or 79xxxx accounts to pay awards through these systems. Please be certain that the full accounting unit (including account, cost center, and fund) has been linked and activated prior to submitting awards in BAM.
  2. Awards may not represent payment for services rendered as an employee or independent contractor; such compensatory wage payments must be made through the Payroll and/or Accounts Payable systems.
  3. Any award offered can impact an enrolled student’s existing financial aid awards. If the student is already receiving financial aid for the award period, please advise the recipient to consult their FAN to determine their remaining eligibility. Staff may crosscheck the student’s remaining eligibility in BAM. If there isn’t room, they may contact Financial Aid and Scholarships via MyUCLA for additional information on their award eligibility.
    • If the solution is to submit a budget increase, so the full award amount can be received, this increase must be approved before the award is submitted, or the student’s other gift aid may be reduced.
  4. Check all students’ citizenship status and confirm the student has a social security number (SSN) or IRS Tax Identification Number (ITIN) entered on Student Records. (Citizenship Country and Visa Status is included in BAM, if available).
    • Students can enter this information via MyUCLA. Departments should encourage them to do so as early as possible, to prevent disbursement delays.
    • The awarding department is responsible for entering, verifying, and/or fixing this information.
  5. Exception letters must accompany any request to pay out the award to any undergraduate award recipient enrolled in less than 6 units or a graduate student enrolled in less than 4 units. The letter must be signed by a program/scholarship manager.
  6. Check for any holds on the student’s account that would delay or prevent disbursement. (Additional hold details and department contacts can be found on OASIS screen 048)
  7. Encourage recipients to sign up for BruinDirect through MyUCLA for direct deposit of excess award amounts to their accounts. If they do not register, a paper check will be issued and mailed to their address on file.

Post-submission

  1. The awarding department will verify award disbursement on the general ledger (GL). (Also available on BAR screen 409 in OASIS)
    • Only contact financial aid if you do not see the award on the GL after 1-2 business days.
    • Check Student records to confirm SSN/ITIN, Citizenship, Visa, GLACIER, etc. are all complete before contacting FAS. If any information is missing, please complete it and check the GL again after 1-2 business days.
    • Student Accounts generates refunds on a weekly schedule in summer and generates refunds daily during the academic year. Awards will not pass to the student, even if FAS has overrides in place if ANY of the above information is missing, or if a hold is in place.
  2. If all information is present and there are no holds, begin inquiries regarding un-disbursed awards with FAS. Email FAS with the award name, Student UID, and student name.
  3. The awarding department should communicate any delays directly to the student, when possible. Students who need to contact FAS directly should do so through Message Center.
    • Allow 4-5 Business days for a reply.

Students who need to contact FAS should do so through Message Center.

Staff who need to contact the FAS Scholarships unit should email UCLAscholarships@fas.ucla.edu

Award Submission for Non-Matriculated UCLA Program Participants

The information below provides instructions to request awarding for Non-Matriculated UCLA Program Participants. This section provides guidance for awarding this campus-defined group of students. The award form is used to request payment of departmental scholarship funding to non-UCLA undergraduate students. Please be aware that payments may not represent payment for services rendered as an employee or independent contractor; such compensatory wage payments must be made through the Payroll and/or Accounts Payable systems.

AWARDS FOR NON-MATRICULATED UCLA PROGRAM PARTICIPANTS

NON-MATRICULATED UCLA PROGRAM PARTICIPANT AWARDS ARE NOT ELIGIBLE TO BE PROCESSED THROUGH BLACKBAUD AWARD MANAGEMENT (BAM)

For different avenues of processing a payment, please review https://www3.research.ucla.edu/students/visitors for a list of payment options for non-UCLA program/project participants. Note the participant type you are attempting to award. Only UCLA Program Participants may be processed through the Department of Financial Aid and Scholarships. Please follow the instructions below only if you need to process awards for UCLA Program Participants who are not admitted UCLA students. Prior to submitting the Award Submission for UCLA Program Participants form, please confirm the following information is complete for all students:

NEW Scholarships/Grants:

  • Confirm a valid FAU (Full Accounting Unit) with an account that begins with 77xxxx, or 79xxxx ONLY is linked to the intended department's Fund.
  • Confirm a valid AID ID (aka Project) has been assigned to the FAU 77xxxx or 79xxxx account.
  • If an AID ID does not already exist, Please use the AID ID Request for New Scholarship located here or above to make the request.

Prior to submitting the Award Submission for UCLA Program Participants, please make sure that you have the following information available for each:

  • Date of Birth
  • Gender Preference
  • Citizenship Status
  • Social Security Number (U.S. citizen or permanent resident)
  • If summer participants are expecting a summer award, it is strongly recommended they provide their Social Security Number to prevent delays in payment processing. This information can be submitted securely via myUCLA @ https://my.ucla.edu/

Process for U.S. Citizens and Permanent Resident Program Participant Students:

Process for Non-U.S. Citizen UCLA Program Participant Students:

BruinDirect:

  • Encourage recipients to sign up for BruinDirect through MyUCLA for direct deposit of excess award amounts to their accounts. If they do not register, a paper check will be issued and mailed to their account on file.

Submission:

After Submission

  • Disbursements will be processed 10 days before the start of the quarter (10 days before the start of the summer session, if summer). Monthly stipends will be processed in the middle of the month.
  • Disbursement can be verified via the general ledger or BAR screen 409 in OASIS.
  • If the disbursement is not confirmed, please reach out to FiscalUnit@fas.ucla.edu
  • Student Accounts generates EFT refunds on Fridays during the summer and nightly during the academic year. Paper refund checks are processed once a week on Fridays.

In the occasional case of delays with awarding or disbursement, FAS may reach out to the department when communication for resolution on behalf of the student is needed. Students who need to contact FAS directly should do so through Message Center. Allow 4-5 Business days for a reply.

Award Submission for Graduate and Professional Students

UCLA Go Grad is the administrative portal for Graduate Studies at UCLA.

In order to have access to this service, you must have a UCLA Logon ID.

https://go.grad.ucla.edu/