Overview

When awarding funds to a student, whether from a grant, scholarship or internal/external fellowship, you will need to either:

Regardless of the payment process, any funds disbursed by the university to help defray a student’s educationally related expenses will be considered a form of financial assistance for purposes of determining overall financial aid eligibility.

Policy

All University-administered funding provided to students to assist with educational expenses, research, or prizes/awards must considered in the student aid package and count toward their cost of attendance per federal regulation (see 34 CFR 673.5).

In any given academic year, a student’s institutional scholarships and/or any other financial aid may not exceed a student’s financial need and cost of attendance, as determined by Financial Aid and Scholarships. When reduction of financial aid is necessary to resolve an over-award, Financial Aid and Scholarships (FAS) will first attempt to resolve the over-award by reducing any loans and then work-study awarded to the recipient and assess each student on a case-by-case basis to increase cost of attendance, if allowable. Please refer to UPPS 02.05.01 for more information on the University Scholarship Policy. 

Student Enrollment

Enrolled Students

If the recipient is enrolled (or will be enrolled) in the semester(s), 1 hour or more, for which the funds are intended, then the financial assistance received must be counted as part of the student aid package for the applicable term.

Not Enrolled Students or Zero-Credit Course

 If the recipient is not enrolled in the semester(s) for which the funds are intended or in a zero-credit course and receives funding (but has matriculated), financial assistance received must be counted as part of the student aid package for the next term of enrollment. 

If entering an award in BOSS for a student not enrolled in the term the funding is intended or in a zero-credit course, the awarding department must contact the scholarship team within FAS by emailing scholarships@txstate.edu. Manual adjustments in the Banner system will be necessary to process the payment since cost of attendance cannot be created for a term in which there is no attendance or cost.

Students and Financial Aid Adjustments

Students whose award is being processed via BOSS may contact the Financial Aid and Scholarships via the TXST One Stop Web Inquiry Form or (512) 245-TXST to inquire how their award may affect the other aid they have received. When reduction of financial aid is necessary to resolve an over-award, Financial Aid and Scholarships will always notify the student via email. 

Purpose of Payment & Payment Process

To determine the appropriate payment method, it depends on the purpose of the payment.

  • To pay for employee services – Complete a Personnel Change Request (PCR) form.
  • To pay for non-employee services – Complete the Accounts Payable AP-2 Participant e-NPO Payment Request Form.
  • To pay for students’ expenses related to their attending an academic or professional conference – Complete the Accounts Payable AP-2 Participant e-NPO Payment Request Form.
  • To assist with educational costs (e.g., tuition, fees, room, board, books, research, etc.) or if the award is contingent upon the student’s enrollment at Texas State University (i.e., student would be ineligible for the prize or award if not enrolled at Texas State University) – Enter the award into BOSS.

Refer to the detailed chart below as a guide.

Awarding University Funds to Students Guide

ENROLLED DURING THE SEMESTER OF PAYMENT

Purpose of Payment

Payment Method

Does the payment count as financial aid? 

When is the payment counted?

Is the payment reported on the student 1098-T? 

Pay for Employee Services

Personnel Change Request (PCR) form

No

N/A

No

Pay for Employee Services for Students under Work Study

Personnel Change Request (PCR) form

Yes

Term of payment

No

Non-employee Services to a Grant Participant

Accounts Payable AP-2 Participant e-NPO Payment Request Form

No

N/A

No

Payment for Student Expenses to Travel to Conference 
(academic/professional)

Accounts Payable AP-2 Participant e-NPO Payment Request Form

No

N/A

No

Award to Assist with Educational Costs
 (T&F, housing, food, books, etc.)

BOSS

Yes

Term of payment

Yes

Award to Assist with Study Abroad Costs 
(program fees, travel, etc.)

BOSS

Yes

Term of payment

Yes

Award or Prize/Contest Payment

BOSS

Yes

Term of payment

Yes

Student Athlete Scholarships
 (offered by Athletics Department)

Athletic Grant-In-Aid Agreement Form

Yes

Term of payment

Yes

Research-Related Award 
(direct payment to assist with educational research costs, equipment, supplies, software, travel, etc.)

BOSS

Yes

Term of payment

Yes

Research-Related Award 
(University purchase / direct payment to vendor for  educational research costs)

P-Card / Accounts Payable e-NPO

No

N/A

No

Research Assistantship - T&F 
(payment from grants and IDC funds)

Tuition Adjustment Authorization: Grant form 

Yes

Term of payment

Yes

Research Assistantship - Stipend
(payment from grants and IDC funds in excess of tuition/ Non-tuition payment)

BOSS

Yes

Term of payment

Yes

Internship Award/Scholarship 
(for credit or zero credit)

BOSS

Yes

Term of payment

Yes

Internship Payment for Employee Services 
(on-campus employment)

Personnel Change Request (PCR) form

No

N/A

No

NOT ENROLLED (BUT MATRICULATED) DURING THE SEMESTER OF PAYMENT

Purpose of Payment

Payment Method

Does the payment count as financial aid? 

When is the payment counted?

Is the payment reported on the student 1098-T? 

Pay for Employee Services

Personnel Change Request (PCR) form

No

N/A

No

Pay for Employee Services for Students under Work Study

Personnel Change Request (PCR) form

N/A

N/A

N/A

Non-employee Services to a Grant Participant

Accounts Payable AP-2 Participant e-NPO Payment Request Form

No

N/A

No

Payment for Student Expenses to Travel to Conference 
(academic/professional)

Accounts Payable AP-2 Participant e-NPO Payment Request Form

No

N/A

No

Award to Assist with  Educational Costs 

(T&F, housing, food, books, etc.)

BOSS

Yes

Next term of enrollment

Yes 

Award to Assist with Study Abroad Costs 
(program fees, travel, etc.)

BOSS

Yes

Next term of enrollment

Yes 

Award or Prize/Contest Payment

BOSS

Yes

Next term of enrollment

Yes 

Student Athlete Scholarships
 (offered by Athletics Department)

Athletic Grant-In-Aid Agreement Form

Yes

Next term of enrollment

Yes 

Research-Related Award 
(direct payment to assist with educational research costs, equipment, supplies, software, travel, etc.)

BOSS

Yes

Next term of enrollment

Yes 

Research-Related Award 
(University purchase / direct payment to vendor for  educational research costs)

P-Card / Accounts Payable e-NPO

No

N/A

No

Research Assistantship - T&F 
(payment from grants and IDC funds)

Tuition Adjustment Authorization: Grant form 

Yes

Next term of enrollment

Yes 

Research Assistantship - Stipend
(payment from grants and IDC funds in excess of tuition/ Non-tuition payment)

BOSS

Yes

Next term of enrollment

Yes 

Internship Award/Scholarship 
(for credit or zero credit)

BOSS

Yes

Next term of enrollment

Yes 

Internship Payment for Employee Services 
(on-campus employment)

Personnel Change Request (PCR) form

No

N/A

No

Expand FAQ List

  • Frequently Asked Questions

      1. Submit a one-time form to set-up a Banner fund code through completion of the Scholarship Banner Fund form. This form will provide us with the information to establish the new scholarship account in Banner, which will be linked to the established SAP fund and cost center. It is a one-time only form, so once it is completed and returned to us, you won’t need to submit another one unless there is a change made to the scholarship name, awarding criteria, SAP account info, etc. Completed forms will be emailed to scholarships@txstate.edu.
      2. Once you have received your Banner fund code from Step 1 above, please complete the Bobcat Online Scholarship System Set-up Form and submit online to get this account set up in BOSS. This system is designed to facilitate effective scholarship administration and compliance as well as streamline any existing application and committee review process. In addition, BOSS can be utilized only as an awarding tool to support awarding departments offering/revising scholarships (that feed directly to Banner) and the immediate notification to recipients. For any questions on this form please email our System Analyst at BOSSscholarships@txstate.edu for assistance. 

    • Scholarships, grants and fellowships are intended to assist with educational costs such as tuition, fees, room, board, books, research, etc. Therefore, awards will usually first be applied to a student’s outstanding balance on their student account and any remaining funds issued to the student through direct deposit or mailed check.  

      However, an exception can be made for awards intended solely for the student to make purchases needed for their research. When submitting such awards via BOSS, please be sure to email a separate attachment of your students’ specific research-related expenses (include student name, Texas State ID and itemized expenses) to scholarships@txstate.edu. This step may assist with the student’s other aid not having to be reduced. Once funds intended for research expenses are processed and disbursed directly to the student, the student will personally purchase the needed equipment, supplies, software or any other materials required to complete their educationally related research project. Any items purchased with these funds are the students to keep.

      Typically, Financial Aid and Scholarships processes award requests within 24 – 48 hours of entry into BOSS by the awarding department. Student Business Services will then disburse the direct refund to the student in accordance with the refund schedule.

    • The refund from Financial Aid and Scholarships may have some income tax implications as it is considered a scholarship under tax laws. For specific tax questions, students should consult with their tax professional as Texas State University is not able to provide individual tax advice.

      Students may find it helpful to read IRS Publication 970, Tax Benefits for Education, which is available at www.irs.gov/publications/p970/index.html. All federal income tax forms and publications may be downloaded from the IRS website at www.irs.gov.

    • Even though certain awards may be intended to assist with educational costs, students do not have the ability to purchase certain materials or substances (such as chemicals or live specimens) as an individual on the open market. When such items are needed for a student’s research project, the portion of a student’s award covering these costs will be placed in a university account. The university will then make the purchases on the student’s behalf.

      In some cases, equipment may also be purchased under this method. Please note that when purchased in this manner, Texas State assumes ownership of such purchased supplies or equipment. Under this method, Texas State will always make payment directly to the vendors for these purchases. Students should never pay directly for such items and later ask for reimbursement.

    • Faculty/Staff - For questions, please email the scholarship team within Financial Aid & Scholarships at  scholarships@txstate.edu .

      Students - Please contact Financial Aid and Scholarships via the TXST One Stop Web Inquiry Form or call (512) 245-TXST.