Correcting transactions in GradStar
GradStar sends award transactions to the Finance part of ConnectCarolina via CBM (customer billing management). During this process, journals are created and ultimately posted to ConnectCarolina. If changes need to be made to these awards, in most cases, users should initiate corrections in GradStar, including changes to award type, amount, and chartfield strings (CFS).
Changes to award amounts could potentially impact the student’s financial aid, and their student account. Please check with The Graduate School, the Office of Scholarships and Student Aid or the Cashiers Office if you have questions about how a change may impact a student.
Changes to CFSs are common and many can be done in GradStar. See the GradStar training guide for instructions on how to make changes to awards in GradStar. However, there are certain cases where corrections need to be done via journal entry. Whether you use GradStar or a journal, you are not allowed to correct the account code field. When making corrections via journal entry, supporting documentation, including copy of original payment transaction, (ex., copy of a report showing when the original journal ID posted to the general ledger), should be attached for justification.
The chart below is a guide for making corrections.
Example | Action |
---|---|
Charge created in GradStar and posted to Finance in a current academic term or year | Initiate correction in GradStar (debit and credit the same account used in GradStar) |
Charge created in GradStar and posted to Finance in prior academic term or year | Create a JOT journal to move charge (debit and credit the same account used in GradStar) |
Charge created in GradStar using a prior term, but posted in Finance with a current accounting date | Create a JOT journal to move charge (debit and credit the same account used in GradStar) |
Charge posted to suspense CFS because of budget error during CBM process | Create a JOT journal to move charge (debit and credit the same account used in GradStar) |
Charge to university source created in GradStar and posted to Finance, but user wants to change the source to a Foundation source | Create a JOT journal to move charge (Foundation sources cannot be used in GradStar) (debit and credit the same account used in GradStar) |