Federal financial aid regulations stipulate that the University must take into consideration all aid provided to a student if the student has need-based financial aid. In order to comply with these federal regulations, which is audited annually by the State Auditor’s Office, the Office of Student Financial Aid must be notified of all aid (including awards, prizes and other similar forms of payments*) provided to every student regardless of funding source. Therefore, changes to how awards, prizes, and other similar forms of payment are processed need to be implemented in order for the University to comply with Federal financial aid regulations: https://financialaid.uiowa.edu/types/scholarships/
Questions about these regulations should be directed Student Financial Aid (email@example.com).
As a result of this change, the University will discontinue the use of Special Compensation Payment -Award Forms for Students and Graduate Assistants currently available through the Human Resources Transaction System. Beginning on July 1, 2012, all awards, prizes and other similar forms of payment to a student (defined as anyone enrolled in formal course work currently or during the last six months) must be processed through MAUI Scholarship Workflow. These payments could lower the total need-based financial aid previously awarded to a student. The Office of Student Financial Aid will review each payment to determine if a student’s financial aid will be affected and will notify the student about any adjustments.
Gift cards should not be entered on the MAUI Scholarship Workflow. However, they need to be reported to the Office of Student Financial Aid. Email Cathy Wilcox (firstname.lastname@example.org) to report the gift card(s) information. Include the student name, student ID number, the amount of the gift card and the reason for the gift card.
Salaries paid for Graduate Assistant work will continue to be processed through the HR Transaction System, and paid through University Payroll.
To obtain access to MAUI Scholarship Workflow, complete the MAUI Online Access Request Form and request the role of Scholarship Administrator.
Services Vouchers initiated through the E-Voucher system will be monitored by Accounts Payable to ensure that they are not used to process these types of payments to students. As a reminder, payments to individuals who are not students and not employees should continue to be processed on an E-Voucher Services Voucher.
*Awards, Prizes and Other Similar Forms of Payment would not include compensation for services rendered, refunds, or research subject payments.