Transmittals / Academic Works

Staff and Employers - Transmittals and academic works

Welcome to the transmittal section for 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 for undergraduate students. Please feel free to contact our office if you have any questions.

Instructions

Transmittal Form: Transmittal

Financial Aid and Scholarships Award Transmittal Instructions

1. This form is used to request payment of departmental scholarship funding to currently enrolled undergraduate students. 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.

2. Payments requested using this form can impact the student’s existing financial aid awards. Please advise the recipient to consult the Financial Aid and Scholarships office for additional information.

3. All payments on this award transmittal will be processed via the FAM (Financial Aid Management) and BAR (Billing and Receivables) systems. Departments may use only 77xxxx, or 79xxxx accounts to pay awards through these systems. Please be certain that the full accounting unit (including account, cost center, and fund) have been linked and activated prior to submitting this form.

4. The award transmittal contains 2 grids. The top grid is used for awards distributed in equally divided installments (pay codes 0-7). The lower grid is used for awards which are distributed unequally over several months or quarters (pay codes 8 & 9).

5. All students who require a GLACIER record to be completed must have this process done before a transmittal is submitted to the Financial Aid and Scholarships office. Initial GLACIER request to be completed by the awarding department.

6. The "CLEAR FORM" button will restore the form back to a blank document. There is no "UNDO" command to recover data once the "Clear Form" button has been clicked. If you wish to save your form electronically, do so before clicking the "Clear Form" button.


STUDENT ID: Enter the UCLA UID for the student to be paid

NAME: Enter the last, first, and middle names

MAILING ADDRESS: Enter the payee’s mailing address

CALIFORNIA RESIDENT: Click check box if recipient is CA resident

CITIZENSHIP STATUS: Select appropriate option

VISA TYPE: Enter appropriate VISA type if applicable

AWARD PERIOD: Enter the payment period in the format MM/DD/YY. For example, 09/28/00 – 06/16/01, which indicates the academic year (use the tab key to move from one field to the next; do not enter slashes).

TRANS CODE (B/C): Enter "B" for new awards or "C" if award is to be canceled.

AWARD PERIOD: Enter the 3-digit code for the period of payment according to the following format: XXY – where (XX) is the fiscal year and (Y) is either “A” for academic year or “S” for summer.
Example—for payment issued during fiscal year 2014-15, enter
- 15S for summer
- 15A for academic year summer

AID ID: Enter if known, otherwise, leave blank (FAS will designate proper value)

PAY CODE: See tables below

TOTAL AMOUNT: Enter the total amount for the award period, regardless of the breakdown of payments within that period

FULL ACCOUNTING UNIT: Enter the FAU you wish to use in paying the award. Use the format: Account-Cost Center-Fund-Project-Sub. (Must use a 77 or 79 account)

NRT: Options include:
"N" = new
"R" = revise
"T" = terminate/cancel

NAME OF AWARD: Enter the full name of the award. Please do not abbreviate.

COMMENTS: If necessary, enter a comment which explains any adjustments to the award or unusual circumstances.

Mail completed forms to:
(Insert address)

For questions about completing this form, please contact:
(Insert name/phone #)

PAY CODE TABLES

ACADEMIC YEAR TABLE:
Pay code Description
0 Total amount equally divided between terms
1 Total amount paid in FALL term only
2 Total amount paid in WINTER quarter only
3 Total amount paid in SPRING term only
4 Total amount equally divided between FALL/WTR QTRS
5 Total amount equally divided between WTR/SPRG QTRS
6 Total amount equally divided between FALL/SPRG TERMS
7 Total amount equally divided across 9 months
8 Total amount unequally divided between TERMS (enter amounts in appropriate box)
BOX 1 = FALL
BOX 4 = WINTER
BOX 7 = SPRING
9 Total amount unequally divided between months (enter amounts in appropriate months)
BOX 1 = OCT
BOX 2 = NOV
BOX 3 = DEC
ETC...


SUMMER TABLE
Pay code Description
0 Total amount paid in single disbursement (for enrollment in 1st & 2nd summer sessions)
1 Total amount paid in 1st summer session
2 Total amount paid in 2nd summer session
3 Total amount paid in July
4 Total amount paid in August
5 Total amount paid in September
6 Total amount equally divided between Aug/Sept months
7 Total amount equally divided between three summer months
8 Total amount unequally distributed between 1st & 2nd summer sessions (enter amounts in appropriate boxes)
BOX 1 = 1st summer session
BOX 2 = 2nd summer session
9 Total amount unequally distributed between summer months (enter amount sin appropriate boxes)
BOX 1 = OCT
BOX 2 = NOV
BOX 3 = DEC

    FATV provides quick video answers to common financial aid questions. Click on the image below to go to the full video library.