Third Party Sponsors &

Scholarships

Financial Information Services Connecting And Leading

Business Office

Student goes directly to the entity

of his/her choice

Student applies with entity

representative

If applicant meets the sponsor’s

eligibility criteria,

A written agreement will be prepared

by the corresponding party.

Entity will provide STUDENT or STC with

signed written agreement

Who initiates a third party scholarship sponsor? The student.

For a listing of the most common available Third

Party Assistance Programs which a student can apply

for,see STC

Catalog “Support Services” section.

Who are the Third Party Scholarship Sponsors?

Federal Agencies

Private Agencies

State Agencies

Local Agencies

Scholarship

Contract

Waiver

Exemption

An agreement between a specific student and a third party that state that the third party hasagreed to pay a dollar amount or percentage of the student’s tuition and/or fees.

An agreement by your institution to free a specific student from an obligation required of others, for example, payment of tuition.

An agreement by your institution to relinquish claim for payment from a student for a specific charge.

Is financial aid awarded to a student, for example, by a college, agency or special interest groups.

What are the types of Third Party Sponsor Payment Agreements

A third party agreement constitutes a written, enforceableagreement between an STC student and a third party entityin which the third party has agreed to pay a fixed amount orpercentage of the student’s tuition, fees, and/or otherspecified items.

Remember!

General Rule of Thumb: Please DO NOT make unauthorized verbal/written agreements!!!

The departments that canobtain written agreements are:

Business Office

Financial Aid Department – Academic enrollment

Office of Instruction – Dual Enrollment

The Partnership for Business & Industry Training (PBIT) and Continuing and Professional Education (CPE)

Financial Aid Dept.

A student in an academic program and/or sponsor will forward

written agreement to:

Forwards agreements to the Business Office Provides statement of account

to student, if applicable

Processes benefitaward amount

Reviews written agreementspecifications

PBIT/CPE

A student in a CONTINUING EDUCATION program and/or sponsor will forward written agreement to PBIT or CPE Department

Cashier processes benefit award amount and forwards all documentation to the Business Office

Prepares Request For Student Award Form, BO 5600

Prepares &/or reviews written agreement specifications

Forwards Request For Student Award Form and agreement to Cashier’s Office

Billing and Receipt of Payments:

Business Office bills the third party agencies

Upon receipt of payments, they are applied to corresponding fund accounts (see Chart of Accounts for FOAP (fund/organization/account/program) number

Billing and Receipt of Payments Continuation:

When a sponsor donates monies, the following should be completed:

1. Sponsorship Application (if applicable/see Valley Scholar sample)

2. BO-1500 (Report of Donation form), and 3. BO-6100 (Departmental Deposit

Worksheet) FOAP number must be specified on worksheet in order to post payment to the appropriate account.

4. A TFAMISC will be issued by the Cashier’s Office.

Valley Scholar Sponsorship Application Sample

The bottom section, requires the signature of the employee requesting / receiving gift along with STC’s President and, if applicable, the Board of Trustees.

The middle section (source, purpose, and value of the gift) is required for Financial Reporting.

The top left section of the form is required with the donor information.

Description and specification of the Item (s) contributed is required.

The top right section of the form (donor’s information) is needed in case we need to contact donor.

SOUTH TEXAS COLLEGEReport of Donations

Name of Donor Name of Donor's Contact

Address Title

City, State, Zip Campus

Telephone Number Name of Employee

Item(s) Contributed

Description

Source of Gift (check one): Alumni _____ Parent _____ Faculty _____ Staff _____ Student(s) Other individual Foundation Corporation/Business Religious Oranization Fund-Raising Other Source __________________________________________________________

Purpose of Gift (check one): Unrestricted (Specify one) Cash ______ Equipment (Inv. # ) Supplies _____ Other __________________________________________________________

Restricted (Specify one) Academic Faculty & Staff Compensation Research Public Service & Extension Operation & Maintenance of Physical Plant Library Other ___________________________________________

Capital Purposes (Specify one) Property, Building & Equipment Endowment and Similar Funds - - Unrestricted Income Endowment and Similar Funds - - Restricted Income Loan Funds

Inventory Value $ Donor's Value $

Organitation Name

Fund Code, Organization Code and Account Code

Does this gift require operation and maintenance cost? Y N

If yes, what Organization Code and Account Code will this cost be paid out of? NOTE:

Please attach Acknowledgement letter for President's signature. Submit a copy of the letter along with original Report of Donations form to the Business Office.

Employee Signature Title

Authorizing Signature (President) Title

Authorizing Signature (Board of Trustees) TitleDistribution:

Original - Business Office Copy 1 - President Copy 2 - Inventory Control Copy 3 - Department File

Donation Date

Report of Donations - BO1500

Form Available – Business Office Website

FOAP #

Form available at the Cashier’s Office

Accounts Receivable StaffMarittza Adame – Accountantmmadame@southtexascollege.edu

872-4612Emergency Loan Program

•Allied Health Loan Program•General Revenue Corporation

Elena Elizalde – Accounting Assistantelenae@southtexascollege.edu

872-4657•Federal Accounts

•Waivers, •Exemptions

•Valley Scholars (Restricted Accounts)Barnes & Noble Payable (Third Party & Financial Aid Purchases)

A/R Reconciliations

Norma Reyna – Accounting Assistantnorma@southtexascollege.edu

872-4602•Partnership for Business and Industry

Training (Federal / State / Private / Local)•Continuing and Professional Education

(CPE)•Agency Accounts-Allied Health & Student

Insurance•A/P International School

•A/R Reconciliations

Office Fax # 872-4648

Accounts Receivable Staff

Maria Emma Trevino – Collection SpecialistMETREVIN@SOUTHTEXASCOLLEGE.ED

956-872-4624 •Uncollectible Accounts•Payment Arrangements

•NCO- Financial Systems Inc.•NRI – National Recovery Inc.

•GRC - General Revenue Corporation

Yvonne Harris – Accounting Assistantylharris@southtexascollege.edu

872-4658•State Accounts

•Private•Local

•Scholarships•Dual Enrollment•Contract Training•A/R Reconciliations

Office Fax # 872-4648