Scholarship Management

Typical Scholarship Fund Sources

Institutional Tuition Set-Aside Funds

The State of Texas mandates that public institutions of higher education set-aside a percentage of state tuition and designated tuition collected to provide need-based financial aid to students.

The UHD Office of Scholarships and Financial Aid (OSFA) is responsible for the awarding and management of these funds.  The exception is Graduate Differential Designated Tuition (DDT) set-aside, which is managed by each academic college

Mandated Designated Tuition (MDT) – Designated Tuition (Board Authorized)

15% of Resident Designated Tuition collected

Mandated Designated Tuition (MDT) – Differential Designated Tuition (DDT)

15% of Resident Differential Designated Tuition collected

Texas Public Education Grant (TPEG) – State Tuition

15% of Resident State Tuition collected

3% of Non-Resident State Tuition collected

Institutional Funds

• • Any institutional funds the university or its units chooses to allocate towards student financial aid
  • The management of these financial aid funds is the responsibility of the division/college that houses the financial aid expense cost center budget

Restricted-Private

• • Private Gifts - Fund 4027
    • Donor Restricted
    • Donations directly fund student financial aid
    • The management of these financial aid funds is the responsibility of the division/college that houses the financial aid expense cost center budget

• • Endowment - Fund 4028
    • Donor Restricted
    • Income from endowment fund student financial aid
    • Income is based on 4% of three-year average investment market value
    • Funds are available to spend once income is generated
    • The management of these financial aid funds is the responsibility of the division/college that houses the financial aid expense cost center budget

Restricted-External

• • State-funded programs
    • Fund group 5 - 5017
    • Toward Excellence, Access and Success (TEXAS) Grant, Fifth Year Accounting Student Scholarship, Texas College Work-Study Program
    • Managed by the UHD Office of Scholarships and Financial Aid (OSFA)
  • Federal-funded programs
    • Fund group 5 - 5013
    • Pell Grant, Supplemental Educational Opportunity Grant (SEOG), Federal Work-Study Program, Teacher Education Assistance for College and Higher Education (TEACH)
    • Managed by the UHD Office of Scholarships and Financial Aid (OSFA)

Scholarship Cost Center Requests

Cost Center

• • Fund Code - Determine Appropriate Fund Source
    • Selecting the appropriate fund code ensures we comply with UHS accounting practices and allows the university to identify the cost center’s fund source
  • Department Code - Select Appropriate Scholarship Department Code
    • Scholarship Cost Centers are housed at the College Level using Department Code D09XX (See Table Below)

Scholarship Department Codes
Department	Description	Responsible Party
D0908	SCHOLARSHIPS	Financial Aid Office
D0913	MDCOB SCHOLARSHIPS	MDCOB
D0916	CST SCHOLARSHIPS	CST
D0944	ACADEMIC AFFAIRS SCHOLARSHIPS	Provost Office
D0945	STUDENT AFFAIRS SCHOLARSHIPS	3SL Office
D0964	CPS SCHOLARSHIPS	CPS
D0966	CHSS SCHOLARSHIPS	CHSS

 

• • Program Code
    • A scholarship cost center should have a program code that starts with an “H” which allows expenses to be reflected as scholarships/financial aid expenses in university financial reporting
  • Project Value
    • “NA” is used for non-grant funded scholarships. Grant-funded scholarships needs a project value of “Gxxxxxx”

Item Type Request

Item Type is a unique identifier used within the university's financial system (PeopleSoft) to track, route, and distribute scholarships, grants, and institutional financial aid to a student's account. Department contacts and stewards must provide an Item Type number to process any award or scholarship memo.

Request Item Type

New Cost Center Action Note

Generally, if a cost center is needed, and the funds will be spent on scholarships, then a scholarship-coded cost center should be created.

If a cost center is needed, and the funds will be spent on a combination of scholarship and non-scholarship expenditures, and scholarship expenses will not exceed $9,999, then one non-scholarship cost center can be created.  If scholarship expenses will exceed $9,999, then two cost centers should be created (one scholarship cost center and one non-scholarship cost center).

Cost Center Oversight Expectations

Whenever scholarship expenses need to be moved from one cost center to another, whether to resolve a negative or due to a cost center change, they CANNOT be moved through submission of a GL Journal. Doing so will cause expense and funds available data imbalanced between PeopleSoft Finance and PeopleSoft Campus Solutions during reconciliations by General Accounting.

Scholarship awards must be moved through Campus Solutions, which feeds data to Finance, thus keeping expense and funds available data balanced in both PeopleSoft environments.

If scholarship expenses (B5067) in a non-scholarship coded cost center total $10,000 and above, the expectation by General Accounting and the Budget Office is that the expenses need to be moved out to a scholarship coded cost center.

Negative BBA or Negative Fund Equity Balances

If scholarship awards cause negative budget balances (BBAs), resolution options can be transferring budget between allowable cost centers or moving awards to another scholarship cost center.

If scholarship awards cause negative fund equity balances, the primary resolution option is moving awards to another scholarship cost center.

After identifying a scholarship cost center with available funds, the party responsible must ensure the affected students also meet eligibility requirements of the scholarship cost center absorbing the cost.

The employees that have access to the scholarship portal within a unit/college must be the ones that move the awards in the scholarship portal.

Award Modification Guide

Submit an Additional Scholarship Funds Request

In a rare instance the unit does not have sufficient funds to cover a scholarship deficit and would like the university to fund the deficit, a request can be submitted via DocuSign.

The link to the DocuSign request form is below:

Additional Scholarship Funds Request