Add Enterprise Budgets

For each Scholarship fund or account you can use as a source of financial aid, you can create a Budget to track how much money is in the fund, students that are awarded from the fund, and the amount each student is awarded. Budgets can be created for an individual school or for an Enterprise. If you would like to add or edit an Enterprise budget, use your Schools drop down to select All Schools.

When a new Budget needs to be added to the system, under Budgets, select Add. You will then need to fill out the following information:

  • Budget name: Provide a unique name for each budget. This could be the name of a Scholarship fund or could indicate where the money for this budget is coming from.

  • Budget type:

    • Traditional: select if the budget starts with a set amount that can be distributed to students.

    • Tracking: select if there is no set budget and award until needed.

  • Total budget: If you have selected a Traditional budget, you will need to enter in a Total budget amount.

  • Calculation method:

    • Dollar value

    • Percentage

    • Tiered: Tiers can be set up by Household refined income or Need

    • Tiered by percentage: Tiers can be set up by Need only.

  • Note: If Tiered or Tiered by percentage is selected, schools will need to add tiers by selecting Add new tier.

  • Min and Max amounts: If no amount is added for the Maximum value, the Maximum amount will be the Total budget. However, if you have selected a Tracking budget, the Maximum amount will need to be included if you would like to generate Suggested awards.

  • Reserve amount: If you have selected a Traditional budget, you will need to enter in a Reserve amount and date. The Reserve amount cannot be awarded until the provided date. For example, you may want to keep some funds in reserve until after most students have accepted the terms of their contracts. You might also keep some funds available for families with unexpected hardships later in the school year.

  • Enterprise awards: Choose Directly to student if Enterprise Users award students directly and the award information is later sent to the school for review. Select To school if the total budget amount is allocated to selected schools.

    Note: If Directly to student is selected, schools will be unable to run these budgets. They will need to be run at the Enterprise level.

  • Allow schools to award from Enterprise budget: This setting will only be available for "To School" budgets. It will not appear for "Direct to Student" budgets.

    Note: This access can be edited at any time from the Enterprise budgets screen by selecting Yes or No for School Edit Access.

  • Limit grant to the following schools

    Tip: You will receive an error if all schools are excluded by Region, School Type, and School Category.

There are also a few optional settings available that will allow you to limit the grant to specific:

  • Regions

  • School Types: only available for "Direct to Student" budgets

  • School Categories: only available for "Direct to Student" budgets

  • Grades

  • Application statuses

  • Family codes

  • Student codes

  • Internal codes

  • School decisions

Once you have provided the needed information, select Add at the top to complete your budget. You will land on the Budget details page for the budget you just created.

Select Run budget to run the budget for your Enterprise. This will update the Suggested award field for all students eligible for the budget.

Note: You will need to select Run budget in order to run your Enterprise budget for the first time. After that, the budget will be run anytime you make an edit to your budget.

Batch award allows you to overwrite the awards added for students in bulk. Simply select the students you would like to update and then select Batch award. You will need to enter in an Award amount and the system will generate a Batch award total based on the number of Students selected multiplied by the amount entered. Select Save to update the awards for the selected students.

Mirror suggested award allows you to update the Award amount field with the Suggested award amount. To use Mirror suggested award, select the name of the budget and use the available check boxes to select the students you would like to update. Once your students have been selected, select Mirror suggested award to update the Award amount field.

Any unlocked budget can be edited at anytime using the Edit icon. Please keep in mind if a budget is edited, when you save the budget will automatically be run if it has previously been run.

From the grid, select a budget name or select the View action on the budget's row. This will show you a list of only students that are eligible for the selected grant. The following columns will be available on the Student grid for Enterprise budgets:

  • Application ID

  • Student name

  • Student grade

  • Schools on application

  • School city

  • Region

  • School category

  • School type

  • Family code

  • Internal code

  • Student code

  • Submitted date

  • Application status

  • School decision

  • Candidate decision

  • Enrollment

  • HCE

  • Tuition

  • Need

  • Remaining need

  • Suggested award

  • Awarded amount

  • Award sent to Tuition Management

  • Date sent

  • Last year awarded amount

  • Last year awards

  • # of siblings

Tip: For Directly to student budgets, there will also be a Schools column which will populate with schools the student has applied to, if a student has applied to multiple schools, they will have multiple rows in the Budget details.

The Awarded amount will display the amount awarded for each student and at the top, you can see the Total awarded and Total prorated amounts. Total Awarded will be equal to the amount awarded minus any prorated amounts. However, students with the Withdrawn Enrollment will not appear in the Student grid for any budget.

To edit an existing award which has not yet been locked, select Edit on the student's row in the budget. Edit the amount, delete the award, or Send to Tuition Management for processing. Then select Update to save the changes.

You also have a couple of Reports available here that can be downloaded as Excel files. Download budget report allows you to download the budget information whereas History allows you to see any changes that have been made to the report including students that have been added or removed. This includes Withdrawn students. These changes will also be tracked in an audit table.

Tip: The Download budget report shows the same information provided in the Grant distribution report.

You can return to all Enterprise budgets, by selecting Back to All Budgets at the top.

From the Enterprise budgets grid, select a budget name and then select Lock Budget. Awards associated with the budget are marked as "locked" to prevent changes. A budget can be unlocked at anytime until it has been Sent to Tuition Management.

To school budgets need to be run at the School level. To learn more, see Budgets.

Once you have created your Directly to students budget, you will need to run the budget in order for the Suggested award field to populate for students. To do this, you can select the budget name and then select Run budget from the budget details page. This button will only be available until you run the budget for the first time. After that, the budget will be regenerated each time the budget is edited or updated.

Send to Tuition Management allows Enterprise users to post awards as discounts to any family's Blackbaud Tuition Management account. The first step for sending a budget to Blackbaud Tuition Management is to map the budget to a Tuition Management discount. Enterprise budget mapping is easily done from the individual Enterprise budget page. This can be accessed by selecting Budgets, then Manage budgets. Select the budget name from the budgets grid. Then select More, Map budget. From the available dropdown select the Blackbaud Tuition Management discount the budget should map to then select Save to save your budget mapping.

Note: You can only map to student discounts in Blackbaud Tuition Management. You cannot map an Enterprise budget to a Family discount in Blackbaud Tuition Management.

Once you have mapped your budget, you can lock the budget. You must lock the budget in order for the Send to TM button to appear.

From the grid, select a budget name, then select Send to TM. If your school also uses Blackbaud Tuition Management, the student's corresponding billing information is updated.

Note: Your budget will need to be mapped in Blackbaud Tuition Management in order for Send to TM to work.

Once the budget has been sent to TM, you can view the Sent to TM results, including the awards that went through to Blackbaud Tuition Management using Export Success List. You can also select Export error list to view a list of awards that did not make it through to Tuition Management. Use the Error field to identify issues and correct users before attempting Send to TM again.