Title: Scholarship Requisition Form

Title: Scholarship Requisition Form

Use, Process, and Proper Completion

Date: 07/14/14

I. Purpose

The purpose of this procedure is to provide detailed instructions on when to use, how to properly complete, and how to process the Scholarship Requisition.

II. Scope

This procedure applies to all Scholarship Requisitions.

III. General

The Scholarship Requisition is the primary tool to be used by departments for processing scholarships, grants and contracts.

Required Attachments to be submitted with the requisition for processing:

1.) A copy of the scholarship criteria

2.) A copy of the Recipient’s Agreement

3.) A copy of all Applications for the scholarship

4.) A copy of the Scholarship Ranking and Selection form

5.) A copy of the Scholarship Agreement and any documentation specifying changes

6.) A copy of the Conflict of Interest Annual Review and Disclosure form

The attached form is the approved Scholarship Requisition Form. User’s must complete the form in its entirety and submit it for proper routing. Follow the instructions for completing the Scholarship Requisition.

Routing Process: For sponsored grant funded accounts this requires special routing to the Post Award Office; MSC 201: College Hall Room 148. Once, the budget is verified the Post Award Office will route the form to the Office of Student Financial Aid.

For All other Scholarship awards, route the scholarship requisitions directly to the Office of Student Financial Aid; MSC 115: MSUB Room 136

Scholarship Requisition Form Example and Field by Field Instructions

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IV. Instructions for preparing the Scholarship Requisition Form.

The form has been developed to include the necessary items for the Financial Aid Office to process scholarship awarding on behalf of departments or colleges. Please note that all items must be completed. Follow instructions closely. Refer to the attached Scholarship Requisition Form for the items listed below.

1.) Department Name: Enter the FAMIS department name. A common mistake is to enter the common department name. The FAMIS accounting system requires that we enter the FAMIS department name before we can transact any purchasing activity. The FAMIS department name is a four or five letter abbreviated name. It must be the name of the department to which the buying account belongs. If you do not know the FAMIS departmental name, contact the Accounting or Procurement office.

2.) User: Enter the primary user’s name. This is not necessarily the account manager’s name. It should be the name of the person that is most familiar with the request and can make clarifications when needed.

3.) User Phone: Enter the direct line phone number of the person most familiar with the request.

4.) Mail Stop: Enter the campus box number to which correspondence regarding the request should be mailed.

5.) Account Name: Enter the account name. This should be the official name of the account from which the payment will be made.

6.) Account Number: Enter the Account Number. This must be the account to which the charges will be made. The Account Manager’s signature on the bottom of the requisition must be the listed manager for the listed account. If multiple accounts are being used, indicate the percentage to be paid from each account.

7.) Verified Budget: This is to be completed by the Post Award Office for sponsored grant funded accounts. The Post Award Office will verify the account budget.

8.) This is a statement that the Office of Student Financial Aid is requesting clarification on the terms in which the scholarship is being awarded. All awards MUST be within the same academic year.

9.) Item Number: Enter the sequential number of the listed recipient(s). The first Recipient is always 1. The second recipient is 2, etc.

10.) Description: enter a detailed description of the scholarship award. Check all boxes that apply to the scholarship award. Indicate the scholarship name and list the terms in which the scholarship should be disbursed. List the student K number, the Name(s) of the recipients, the term award amount, and the year total amount. (If awarding undergraduate and graduate students complete on separate requisitions.)

11.) Term Award Amount: enter the amount of the scholarship award per term.

12.) Year Total Amount: enter the amount of the scholarship award for the year total.

13.) Required attachments to be submitted with the requisition for processing: A copy of the scholarship criteria, a copy of the recipient’s agreement, a copy of all applications for the scholarship, a copy of the scholarship ranking and selection form, a copy of the scholarship agreement and any documentation specifying changes, and a copy of the conflict of interest annual review and disclosure form for each employee involved in the processing of scholarships.

14.) Date: Record the date that the Account Manager signs the Requisition.

15.) Account Manager: The Account Manager must sign the Scholarship Requisition in blue ink only.

16.) This box is to be completed by the Office of student Financial Aid. The Financial Manager will review and note the availability of funds in FAMIS account, level of recipient, note applicable Banner Fund Code(s), and assigns the requisition number to authorize disbursement. Financial Aid Personnel will review and manage the accounts.

17.) APPROVAL DATE: The Office of Student Financial Aid will enter the date that the Requisition is approved for processing.

18.) APPROVAL of the Office of Student Financial Aid, Financial Manager: The Financial Manager will sign in the field and submit the requisition to the Scholarship Coordinator for further processing.

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