Awards should be cancelled for the following reasons only:
- Student is not eligible based on the terms of the award
- Student has left the University
- Student has changed program/department
- Student was overpaid
- Student received a duplicate payment
IMPORTANT:
- Disbursed awards should not be cancelled in order to change the funding source it was originally issued from. A reassignment should be requested in this case.
- Awards are processed by the system twice a day on a daily basis - 5am and 3pm. If you notice the duplicate entry during the work day, let us know before 2:30pm.
Cancel a Non-Disbursed Award
- Awards that have not been disbursed can be identified by a status of "Forecast" in the Award/Summary Search Award details.
- These awards are not visible to the student in Minerva ==> Financial Aid & Awards.
- Request to cancel by completing and submitting the Cancel/Reduce Award Payments Form.
- If you need to cancel a non-disbursed award which you have just entered, send an student.funding [at] mcgill.ca (email) to Student Funding for us to take action immediately.
NOTE: The system automatically releases awards daily at 3 PM therefore notify us of such cancellations prior to 2:30 PM.
- Central Aid office will re-set the status on the award in order to give the user the ability to cancel the award yourself.
- Once cancelled, the award will remain in your award processing history in the Award/Summary Search menu with a status of "Cancelled".
Cancel a Disbursed Award
- Awards that have been disbursed but not yet paid to the student can be identified by a status of "Memo" in the Award/Summary Search Award Details.
- These awards are visible to the student in Minerva ==> Financial Aid & Awards.
- Request to cancel by completing and submitting the Cancel/Reduce Award Payments Form.
- Only staff in the central Aid Office can make changes to award records after disbursement as such the Central Aid office will cancel the award on your behalf.
- Once cancelled, the award will remain in your award processing history in the Award/Summary Search menu with a status of "Rescinded".
- The award details will no longer display the disbursement schedule.
- The student will be able to view the cancellation in Minerva - Financial Aid & Awards.
Partial Cancellation of a Disbursed award
- Awards that have been disbursed and paid to either the student's fee account or via direct deposit to their bank account can be identified by a status of "Paid" in the Award/Summary Search Award Details.
- These awards are visible to the student in Minerva ==> Financial Aid & Awards.
| Things you should know for Cancelled Award Payments on Fee Account (A/R) | Things you should know for Cancelled Award Payments via Direct Deposit (A/P) |
|---|---|
| Award cancellation is charged to the student's fee account. | Award cancellation is charged to the student's fee account. |
| Award will pay off any existing debts first that may remain in the fee account. | The student will be responsible to pay this before the next billing cycle. |
| Award cancelled initially intended to pay fees will result in a charge on the student's fee account. | All requests to cancel an award that originated on Grant must be approved by the Fund Administrator in Financial Services. |
| The student will be responsible to pay this before the next billing cycle. | Original Funding Source (FOAPAL) automatically be credited for award amount cancelled. |
| Original Funding Source (FOAPAL) automatically be credited for award amount cancelled. | Students with a credit balance may request a refund in Minerva. |
| Students with a credit balance may request a refund in Minerva. |
- Request to cancel by completing and submitting the Cancel/Reduce Award Payments Form
- Only staff in the central Aid Office can make changes to award records after disbursement and payment as such the Central Aid office will cancel the award on your behalf.
- Once cancelled, the award will remain in your award processing history in the Award/Summary Search menu.
- The Original Amount and the Current amount be different.
- The Award details will no longer display the cancelled payments in the Disbursement schedule.
- The student will be able to view the cancellation in Minerva - Financial Aid & Awards.
- The student will be charged on their fee account in the amount equivalent to the award value cancelled.
- Students will be accountable and responsible to repay the cancelled amount.