Verify AIDID
If you are a PI or fund manager for sponsored awards or general projects on which graduate student stipends and fees are paid, you should:
- Verify if the AIDID you want to use is available in the "OFC : ISIS : ProSAM Funding Code Map"
- Once the AIDID is available, work with your students' or program Graduate Coordinator to submit retroactive corrections and new payment requests in the FSRT.
Users who have submitted a request for a new AIDID in GSAS will receive an email notice from noreply@ucsd.edu when the new AIDID is ready for use.
FSU Processes for Creating New Funding Codes
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- Main campus units: use your campus Active Directory account (not "@cloud.ucsd.edu" or "@eng.ucsd.edu").
- Health Sciences: contact UC San Diego Health Service Desk at http://3help.ucsd.edu/ for assistance.
FAQ
FAQ
More coming soon!
Why are detail codes and AIDIDs needed when we have project-tasks or chart strings in OFC?
Each system in the chain used to process graduate student stipend and fee payments requires a unique funding code, with different attributes specific to that system. We cannot enter OFC POETAF or chart strings directly into any of these systems - so each system's unique funding code must be created in the source system, and mapped to the others in the chain.
Can I submit my own detail code directly to General Accounting?
No. While the detail code request is available to all in the support portal, please do not submit your own request for a detail code (assuming you intend to use that detail code to pay graduate stipend or fees).
- To create a new detail code, it is necessary to map the OFC funding string to the old IFOPAL format via "faux index", which allows for a translation between ISIS : OFC (ISIS cannot be reconfigured to accept project or chart strings). This process is not available to our campus partners.
- Next, the detail code must then be mapped to ProSAM (aid definition "AIDID") codes and loaded into the ProSAM system - this process is not available to our campus partners.
GSAS creates the faux index, detail code, and AIDID as part of an automated workflow. Please see the "Request new AIDID - using the GSAS tool" section above.
Will I be notified when the requested AIDID is ready?
An email notification will go out to the person who submitted GSAS (as well as anyone you include in the email filed of GSAS) to request a new AIDID. Please forward this information to any Graduate Coordinator, Fund Manager/Research Administrator or other administrative staff member who helps to support your program or individual student as needed.
Why does GSAS show function 780 on my project/task?
In short, we do not override the function that is displayed on GSAS since the appropriate function for stipends is 780.
When it comes to posting to the ledger, you will see something slightly different if the project-task itself does not have a 780 function (at the moment we are not mandating that a 780 task be created). When stipends post to the General Ledger, it will post to the appropriate project but will post as a 780 function, regardless of the function that is associated with the project. However, when they post to PPM, they will post with the same function as is associated with the project. Essentially you will have a mismatch on the function code between GL and PPM for the stipends, with GL always displaying 780.
While we agree this is not ideal, it is also not a large risk at this time. We will continue to focus on/prioritize more urgent systemic issues, and hope to revisit this during the ESR-SIS design phases.
Can I submit a cost transfer to correct expenditures in OFC?
No. Users should not submit PPM cost transfer requests to manually move student support costs between projects. These transactions flow through multiple sub-ledgers (including ISIS AR and ProSAM), and must be corrected at the source to keep all sub-ledgers (and the general ledger) in agreement. Requests for funding or other retroactive changes must be submitted via the FSRT.
For additional information, please see FAQ: Financial Support Request Tool - under "How do I change fund sources on a previously entered support request (retroactive funding changes)?"
What do I do if an award is ending soon?
Contact your OPAFS award accountant ASAP for individualized award guidance.
For awards which have ended or will end soon (or those which have an upcoming reporting deadline), anticipated costs should be reported on the Final Expense Report (FER). Financial staff and research administrators should work directly with graduate coordinators to identify students for whom corrections will be requested and should therefore be included on a FER.
It is not possible at this time to provide a complete report of pending corrections. Limited data will be made available via a shared spreadsheet to the extent possible, however, efforts to create the new funding codes in ISIS and ProSAM systems will take priority ahead of compiling and publishing this information.
Will Graduate FSU verify that stipends or fees are allowable on a requested fund source?
No. It is the responsibility of the department fiscal staff or research administrator (fund manager) to ensure that costs are allowable on any fund source. At this time, there is not a consistently hard-coded data source that can be used to determine allowability of stipends/fee payments. If disallowed costs are submitted and processed in error, the department will need to submit a correction within the Financial Support Request Tool with an appropriate AIDID.
If stipends and/or direct payment of fees are not allowable on a sponsored project, please contact your OPAFS award accountant for assistance in implementing transaction controls.
Note: we recognize there is intersection between this concept and the future-state proportional split of tuition and fees. Additional details on the implementation of proportional split are forthcoming.