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use etracs grad student funding portal
The eTRACS Grad Student Funding (GSF) portal allows academic units and Graduate Studies to verify that funding commitments are being met.
- The system integrates go911吃瓜 and payroll data.
- Units can compare funding committed/guaranteed with actual funding a student has received.
- Units can record declined or refused TAs, RAs and/or scholarships to explain why a student's funding promise was not met.
eTRACS System Access
- Off campus? you must connect to before accessing
- Production:
- Log in with your 911吃瓜 ID + MFA
Information Reminder: do not share or disclose personal information beyond its intended purpose. All data accessed through this system must be handled in accordance with 911吃瓜's privacy policies and the Freedom of Information and Protection of Privacy Act (FIPPA).
Table of Contents
From the eTRACS Dashboard, click to expand the Program Mgmt menu (left side) to find GSF Mgmt:
- For an individual student, use Grad Student Funding Search
- For an Academic Unit level report, use Grad Student Funding Reports
Definitions
- Year in program: may not align with a traditional academic year, particularly if the student started in a spring or summer term.
- Cumulative Actual Funding: The sum of the payments recieved to date (grouped by year) from award and payroll sources.
- Total Guaranteed Funding: Displays the amount of funding the student was promised per year.
- Cumulative Total Included in Funding: Represents the actual funding minus any amounts marked to be excluded.
- Active Student: this includes currently enrolled students AND those that have been admitted to a future term. Use the Admit Term dropdown if you want to exclude future admits.
Explanation of Data
- Payroll and award records do not show if: they were paid prior to Fall 2023.
- Payroll data is cumulative: data is pulled from myinfo every 2 weeks, increasing the total amount that displays on an ongoing basis (encumbrances do not show).
- When a student's work extends across two academic terms, the associated payroll data may be reflected in both terms. For instance, if a student works during the Spring term, but the final pay period runs from April 23 to May 1 - and the payroll is issued on May 7 - that payment will be recorded in the Summer term. This is because payroll is attributed based on the issue date, not solely on the dates worked.
To Find an Individual Student Record
To find an individual student record, use Grad Student Funding Search
- Enter student name or 911吃瓜 ID to prompt options, select the correct student.
If a student name does not appear, you may need to adjust the search parameters (the default setting is active students). - Click Filter
- Click the Student Name (blue link)
How To Compare an Individual's Guaranteed and Actual Funding
The system compares the annual guaranteed (promised) funding to the amount paid per year. On the individual student record, a warning displays if the guaranteed amount has not been met.
- The Program Details table displays go911吃瓜 data. Note that masters to PhD students will show 2 program records, with the same start term. See examples of program records below.
- The Guaranteed Funding table displays the annual amounts guaranteed to the student. This data imports from go911吃瓜.
- The Funding Actuals table displays payments received by the student to date. This data imports from go911吃瓜 and from payroll (myinfo). This system does not show future payments, declined or accepted (not yet paid) sources.
- Ungrouped: payment records collect as ungrouped if the system cannot assign them to a specific year. This is typical for masters to PhD transfer students and is often resolved during nightly batch processes.
sample student record
How To Edit an Individual Record
- For changes to the guaranteed funding amount, submit the .
- Use the green Edit Button to add notes, include or exclude an existing source of funding from the calculations.
- Note: you may need to use the scroll bar at the base of each table to see it the green button.
How to add new or record declined funding
- Use the + Add Funding Details button to add a funding source, which can then be included or excluded from the cumulative total.
- This may include externally paid scholarships or supervisor funding that is not processed through go911吃瓜 or payroll.
- This may also include a refused or declined RA, TA or scholarship that you wish to record in the system
click to view Navigation and Search Parameters - Individual Student Record
Regarding search parameters:
Students field: if you search by 911吃瓜 ID, click on the student's name when it appears in the blue window.
Student status field: is defaulted to limit the search to students active in program only. Click x to remove this default.
click to view examples of program records
Click to view how to add/edit/include/exclude funding source
This report provides a high level overview of each student's funding status, helping users quickly identify discrepancies and ensure guarantees are met.
Follow these steps to find and view an unit report:
- Navigate to Grad Student Funding Reports
- Enter Search Parameters: parameters default to current term, user faculty and current students (remove/modify as needed).
- Click Filter to run the search; click clear to set parameters back to default settings
- Use the column headers to filter or sort your data, drag column headers to the grouping bar to group data (e.g., group by same supervisor).
How to Run a Unit Level Funding Report Video (5 mins):
Check to ensure the guaranteed funding amount is correct as this data populates from go911吃瓜/admission funding table:
- It may not have been updated if you issued a new guarantee.
- If you want the new value to display, use the .
- If you submit a revised funding offer, a new admission offer letter will not be issued; the update will not show in goGRAD/Slate.
There are a few reasons a student's record may show as not meeting:
- There may be ungrouped records; click on the student name to see if any payments have not been counted towars that program year.
- There may be still payments coming; payroll data updates every 2 weeks.
- The program year may not be over; ensure the student is in term "3 of 3鈥� for Term in Year in Program (YIP).
No color? No Guaranteed Funding? these students do not have a funding guarantee in the system (i.e., they may have been admitted prior to policy). If you want their guaranteed funding to show, submit the .
Click to view navigation and search parameters - reports
click to Learn how to customize your view
Click to learn how to group data
"Grouping" Data
At the top of the report, there is a grouping area 鈥� this controls how your data is organized. By default, the report groups records by Term, Faculty, and Department. For example, data will appear grouped as: Spring 2025 鈫� Faculty of Arts and Sciences 鈫� Criminology.
Just below, the summary row shows the total values across key columns, giving an overview of the entire dataset.
Underneath that, the grouping rows reflect the filters and grouping options selected.
One of the most powerful features of this report is its customizability. You can change how the data is grouped by simply dragging a column header (like Supervisor) into the grouping area at the top.
Drag and drop desired column headers into the Grouping Area. This will reorganize your data as per the specified groups. Click X to remove items from the Grouping Area or drag and drop to reorder the grouping. Click Export to export the data, as grouped.
How to Include/Exclude Funding
Teaching assistantships that are declined or refused do not appear automatically in the system. However, they should still be recorded to provide context for unmet funding commitments.
As standard practice: when a student declines a TA position or award, the full declined value should be recorded. You must also indicate, using the Edit button and the Included in Funding dropdown, that this declined funding is not included in the student's total funding.
This will reduce the value in the Cumulative Total Included in Funding and the notes will display an explanation.
Step 1: click the Add Funding Details button to create a TA refusal record.
In the TA Refusal dropdown, select YES
Step 2: click the Edit button to add extra details and/or update the record.
In the Included in Funding dropdown, select NO
How do I get access?
Access requests are made using the GS System access request form. Program chairs must have a GPC role in eTRACS prior to request being submitted.
On leave students do not show in the search?
They should show. Check your search parameters as the system may have set a search default to 'Active in Program' (Student Status field).
Working professionals are not eligible for minimum funding guarantees. Are they flagged in the system?
Although not flagged, their admission funding offer would be $0 or a reduced amount. This will display in the Guaranteed Funding Column.
What is the Ungrouped section in the details table?
Occasionally, payments may appear in an Ungrouped section if they haven't been assigned to a specific year. This is typically resolved during nightly batch processes.
Why do Master's to PhD transfer students show the same Admit Term for both programs?
The transfer is credited toward the original program, therefor the system picks up the original admit term. In addition, the active terms and years in program count from the master's admit term (not the PhD start term). These students may also have ungrouped records - because the system does not know which program to count that funding towards. We have an active ticket to have this issue resolved.
Why do some cancelled awards show while others do not?
Awards that were cancelled or deferred before payment do not display in the Funding Portal. Awards that were Reversed (i.e., paid and then retracted) will show with a $0 value.
Funding appears in preceding or proceeding year (front loaded or late payment)
The system was built with flexibility to include/not include funding and to add notes etc. When the "actual" appears paid in a previous term, you can use the Edit button to add an explanation note, to exclude it (or a portion of it) from that years funding. You can use the Add Funding Details button to manually enter the information into the term that you wish it to be counted in.