Third Party Sponsors & Scholarships

1. Business Office Financial InformationServices Connecting And Leading Third Party Sponsors & Scholarships

2. Who initiates a third party scholarship sponsor? The student. Student goes directly to the entity of his/her choice Student applies with entity representative If applicant meets the sponsor’s eligibility criteria, Entity will provide STUDENT or STC with signed written agreement A written agreement will be prepared by the corresponding party.

3. Who are the Third Party Scholarship Sponsors? Federal Agencies Private Agencies State Agencies Local Agencies For a listing of the most common available Third Party Assistance Programs which a student can apply for, see STC Catalog “Support Services” section.

4. What are the types of Third Party Sponsor Payment Agreements Contract An agreement between a specific student and a third party that state that the third party has agreed to pay a dollar amount or percentage of the student’s tuition and/or fees. Scholarship Is financial aid awarded to a student, for example, by a college, agency or special interest groups. An agreement by your institution to relinquish claim for payment from a student for a specific charge. Waiver An agreement by your institution to free a specific student from an obligation required of others, for example, payment of tuition. Exemption

5. Remember! A third party agreement constitutes a written, enforceable agreementbetween an STC student and a third party entity in which the third party has agreed to pay a fixed amount or percentage of the student’s tuition, fees, and/or other specified items.

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

7. The departments that can obtain 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)

8. A student in an academic program and/or sponsor will forward written agreement to: Financial Aid Dept. Reviews written agreement specifications Processes benefit award amount Forwards agreements to the Business Office Provides statement of account to student, if applicable

9. A student in a CONTINUING EDUCATION program and/or sponsor will forward written agreement to PBIT or CPE Department PBIT/CPE Prepares &/or reviews written agreement specifications Prepares Request For Student Award Form, BO 5600 Forwards Request For Student Award Form and agreement to Cashier’s Office Cashier processes benefit award amount and forwards all documentation to the Business Office

10. 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

11. Billing and Receipt of Payments Continuation: • When a sponsor donates monies, the following should be completed: • Sponsorship Application (if applicable/see Valley Scholar sample) • BO-1500 (Report of Donation form), and • BO-6100 (Departmental Deposit Worksheet) FOAP number must be specified on worksheet in order to post payment to the appropriate account. • A TFAMISC will be issued by the Cashier’s Office.

12. Valley Scholar Sponsorship Application Sample

13. Report of Donations - BO1500 The top left section of the form is required with the donor information. The top right section of the form (donor’s information) is needed in case we need to contact donor. Description and specification of the Item (s) contributed is required. The middle section (source, purpose, and value of the gift) is required for Financial Reporting. The bottom section, requires the signature of the employee requesting / receiving gift along with STC’s President and, if applicable, the Board of Trustees. Form Available – Business Office Website

14. Form available at the Cashier’s Office FOAP #

15. Accounts Receivable Staff • Norma Reyna – Accounting Assistant • norma@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 • Marittza Adame – Accountant • mmadame@southtexascollege.edu • 872-4612 • Emergency Loan Program • Allied Health Loan Program • General Revenue Corporation • Elena Elizalde – Accounting Assistant • elenae@southtexascollege.edu • 872-4657 • Federal Accounts • Waivers, • Exemptions • Valley Scholars (Restricted Accounts) • Barnes & Noble Payable (Third Party & Financial Aid Purchases) • A/R Reconciliations Office Fax # 872-4648

16. Accounts Receivable Staff • Yvonne Harris – Accounting Assistant • ylharris@southtexascollege.edu • 872-4658 • State Accounts • Private • Local • Scholarships • Dual Enrollment • Contract Training • A/R Reconciliations • Maria Emma Trevino – Collection Specialist • METREVIN@SOUTHTEXASCOLLEGE.ED • 956-872-4624 • Uncollectible Accounts • Payment Arrangements • NCO- Financial Systems Inc. • NRI – National Recovery Inc. • GRC - General Revenue Corporation Office Fax # 872-4648