13.10 Student Scholarship Awards

Policy

1. A scholarship is generally an amount paid, allowed to, or for the benefit of a student at an educational institution to aid in the pursuit of studies (IRS Publication 970 (2007), Tax Benefits for Education).  The Internal Revenue Code further indicates that any such payment may not represent compensation for personal services.
2. Awards of scholarship funds may be made to currently enrolled students by utilizing the Office of Student Financial Aid (OSFA) Student Award Request Form (SARF). This form is available through the OSFA e-portal. Questions regarding the form and e-portal may be directed to OSFA (621-7789). Note: The form may not be used for payments to postdoctoral fellows. If a payment is for a postdoctoral fellow, then follow Section 13.31 and use a Check Request.

3. The amount and term of the award must be in accordance with the policies of the granting agency and the specific agreement which funds the award. All federal agreements which support scholarship awards are subject to federal audit.

4. The program director, who initiates each award, is responsible for ensuring that the award recipient meets all eligibility requirements, and is eligible to receive the first and all subsequent scholarship checks for the period of the award.

5. Scholarship payments will be made once each academic term for the term of the award. Refer to the Schedule of Classes to determine the recipient's disbursement sequence. Multiple payments within a semester should not be made unless required by a specific grant, donor or sponsor. Without a requirement from the funding source to make multiple payments, the multiple payments have the appearance of compensation since almost all grants, national and University scholarships and federal aid are paid lump sum for the semester.

6. Scholarships are credited to the student's account by OSFA's disbursement program. The student must be enrolled for a scholarship to be credited to the student's account in the Bursar's Office. The student must be enrolled two weeks prior to the beginning of the semester for the check to be available on the first day of class. The student's check will be the amount of the scholarship less any monies owed to the University or withheld due to federal income tax requirements.

   Exception: If the department wishes to disburse the proceeds, the department must provide the Bursar's Office a list of student names and ID numbers and a list of persons authorized to pick up the checks. This list must be received three weeks prior to the first day of the semester in which the award is granted. If the student has not registered three weeks prior to the start of class, he or she will not be eligible for disbursement by the department.

7. The legal residency of all students is determined by the Residency Classification Office. The academic departments should not attempt to classify the legal residency of students.

8. If an award recipient receives an ineligible payment for any reason, the program director must require that the ineligible amount be repaid by the student to the specific funding agreement. A student's records may be encumbered for the ineligible amount pending a repayment to the agreement, if this action is deemed necessary.

9. If a recipient becomes ineligible for the scholarship payment prior to receiving the payment, the program director must submit an amended SARF and return any check(s) not delivered to the recipient to the Bursar's Office.

Student Award Request Form (SARF)

1. To prepare the SARF go to the following location: https://financialaid.arizona.edu/stipend-scholarship
   
   The following training material is available if additional assistance is needed at https://financialaid.arizona.edu/departments/stipends/stipendpres.ppt .
   
   
2. SL Account Range: Select an SL Account range that matches the account you wish to use to pay for the scholarship/stipend award.
   
   Awards may not be initiated from accounts 100000-108999, 110000-148599, 148700-159999, 200000-209999, 230000-230999, 600000-899999, 920000-929999 or 990000-999999.
   
   
   
3. Student Details: Enter the SID (Student Identification Number) in the box under Student Details. The SSN box will verify that the student has a SSN on file. The SSN box should also populate. Students must have a valid SSN or TaxID number on file to continue with the award. If the SSN does not populate, please contact the student for a copy of their Social Security card. Fax a copy of the card to 626-4878, or the student may bring it to OSFA’s front counter.
   
   
   
4. Award Type: Depending on the SL Account range used the award type will be pre-selected.
   
   If you select a scholarship account: “Scholarship Award” will be
   pre-selected.
   
   If you select a stipend account, you will have two choices available,
   “Cash Award” and/or “Registration Award.”
   
   For a stipend award, you may choose both “Cash Award” and “Registration Award” on the same form.
   
   Cash Awards: The student will be awarded this amount to their Bursars Account.
   
   Registration Award: If you make a Registration Award, you must select the type of fees the award will pay. The award can pay for registration, tuition, and/or fees, or any combination of the three.
   
   
5. Awards:
   
   Awards can be made for more than one term. Specify the “Award Term” on each line for each type of award being submitted. Each type of award, such as Cash, Registration, etc., should be entered on a separate line.
   
   Enter the SL account. The SL account cannot begin with 0.
   
   After the SL is entered, the SIS Account box will list the SIS account or accounts associated with the SL account. Select one.
   
   Enter the dollar “Amount” and “Type” of award.
   
   Press the “Submit” button to route to an approver. Once the Award Request Form is approved, route it to OSFA or the Graduate College as you would the paper form.
   
   
6. If you have any additional questions, check the OSFA website for Frequently Asked Questions at https://financialaid.arizona.edu/departments/stipends/