Steps by Department

Step 1: Have a cost center or project number with a scholarship budget line item already set up

Step 2: Complete the Scholarship Criteria Form and send it to brenda.cowart@utrgv.edu. 

Download Criteria Form

Step 3: Request access to Banner Monthly Activity folder via IT Support Center / Get Access! / Request Access / Category: IT Resources / Resource: File Share(s) / Description: Please give access to UTPA myshares-> Banner Monthly Activity

Steps by Scholarship Team

Step 4: Grant department staff access to Scholarship Compliance Training

Step 5: Set up the scholarship in the student system (Banner).

Final Step 6: Grant department access to Scholarship Recipient Form. The Scholarship Team will provide general training to form and an overview of how it works.

Important

• Departments must attach student scholarship applications to the Scholarship Recipient form for all sponsored programs.
• We recommend departments use the student detail activity from the Banner Monthly Activity folder to confirm awards and reconciliation with PeopleSoft.

All Scholarship Committee Members, Account Managers, and Scholarship Account Reconciliation Accountants are required to complete the Scholarship Compliance Training on an annual basis. This training is in an effort to review those most important and critical aspects to be considered when awarding scholarship funds and the deadlines to be met.

Visit Scholarship Compliance Training Website

Should you need access please contact Brenda Cowart at brenda.cowart@utrgv.edu or via phone at 956-665-5340.

In order for the Scholarship office to process any scholarship, the student award information and account must be sent electronically using the Scholarship Recipient Form. Users will not be able to log in until they are current with the Scholarship Compliance Training.

Visit Online Scholarship Recipient Form Website

Should the Stipend be Processed as a Scholarship or Not?

Per IRS guidelines, a scholarship is generally an amount paid or allowed to, or for the benefit of a student at an educational institution to aid in the pursuit of studies.

Scholarship recipients SHOULD NOT be required to perform services in return for granting the scholarship including the requirement to pursue studies, research, or other services primarily for the benefit of the University of Texas Rio Grande Valley.
Examples of services include clerical, teaching, research, coaching, etc. Scholarship awards should not be utilized in lieu of wages.
If a student is required to perform a service, they should be compensated via a memorandum of employment.

Below are some examples to help make a determination.

• Non-Compensatory (Unearned)
  • A UTRGV student receives financial support to do research solely for his/her thesis that is needed for her degree. The research is not for, nor does it provide a benefit to a faculty member.
  • A student is paid a stipend to participate in a conference directly related to their graduate studies. No work is performed
  • As part of a degree program, a UTRGV student is paid to participate in a summer internship program at an outside organization where he will focus on learning research techniques. He will not be providing a service to the outside organization but is in a learning role.

Response: In this case, the award should be processed via the Scholarship Office as part of the student's financial aid package.

• Compensatory (Earned)
  • A faculty member is working on a project and pays a student to assist with the research. Student participation is not a degree requirement. If the student was not assisting with the research, the faculty member would have to hire someone else to do the work or do it himself.
  • A student is paid a stipend to attend a faculty member’s conference, arrange seating, mail invitations, and provide chauffeur service to/from hotels.
  • A student is paid as an intern in a UTRGV department for providing research assistance. There is no program designed to train students as part of their degree requirements. The student is providing a needed service.

Response: In this case, it would be considered Taxable income and would need to be processed via Payroll.