Business Office

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Third Party Sponsors & Scholarships

Who initiates a third party scholarship sponsor? The student.

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

Who are the Third Party Scholarship Sponsors?

Federal Agencies State Agencies Private 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.

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.

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

Remember!

A third party agreement constitutes a

written, enforceable agreement

between 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.

General Rule of Thumb:

Please

DO NOT

make

unauthorized

verbal/ written agreements!!!

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)

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

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

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

Report of Donations - BO1500 The top left section of the form is required with the donor information.

Name of Donor Address City, State, Zip Telephone Number Item(s) Contributed

SOUTH TEXAS COLLEGE Report of Donations

Title Campus Name of Employee Donation Date Name of Donor's Contact Description

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

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 Form Available – Business Office Website Authorizing Signature (President) Title Authorizing Signature (Board of Trustees) Title Dist ribut ion: Original - Business Of f ice Copy 1 - President Copy 2 - Inventory Control Copy 3 - Department File

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 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 at the Cashier’s Office FOAP #

Accounts Receivable Staff

Marittza Adame – Accountant [email protected]

872-4612 Emergency Loan Program •Allied Health Loan Program •General Revenue Corporation

Norma Reyna – Accounting Assistant [email protected]

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

Elena Elizalde – Accounting Assistant [email protected]

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

Accounts Receivable Staff

Yvonne Harris – Accounting Assistant [email protected]

872-4658 •State Accounts •Private •Local •Scholarships •Dual Enrollment •Contract Training •A/R Reconciliations

Maria Emma Trevino – Collection Specialist [email protected]

956-872-4624 •Uncollectible Accounts •Payment Arrangements •NCO- Financial Systems Inc.

•NRI – National Recovery Inc.

•GRC - General Revenue Corporation

Office Fax # 872-4648