Processing Outside Scholarships

Since outside scholarships are awarded by agencies outside of the University of Arkansas – Fort Smith, we do not have any information unless the student or the awarding agency provides that information to us.  Once funds are received by the Cashier’s Office, those funds will be applied to the student account.

 

Some organizations require verification of enrollment before they will disburse funds.  You may get your enrollment verification by logging on to My.UAFS, click:

1.      Students

2.      Students Services and Financial Aid

3.      Enrollment Verification 24/7

 

For information about the process, please click the tabs below.

 

What is the process for Outside Scholarships?

 

The University of Arkansas-Fort Smith has designed a detailed process of receiving Outside Scholarships. This allows us to be sure the funds are applied to the correct student and according to the donor’s wishes.

 

NOTE: Outside Scholarships will not be applied to the students account until the scholarship check has been received by UAFS.

 

Below is an outline of the process, including the steps that students and donor agencies will need to take.

  1. If the donor agency requires a financial need analysis, requests should be delivered to:

 

University of Arkansas-Fort Smith
Financial Aid Office

PO Box 3649

5210 Grand Avenue

Fort Smith, AR 72913-3649

 

  1. Please indicate the specific information needed for each student.
  2. The Financial Aid Office will return this verification, with the University of Arkansas-Fort Smith official seal, to the donor agency. If the agency will receive verifications by fax, please include the appropriate fax number with the request.
  3. Scholarship checks may be made payable to the University of Arkansas-Fort Smith, the student, or both. If the student is included as a payee, the student will need to endorse the check before it can be processed. The Cashier’s Office will send an email to the student's university email account asking the student to endorse the check at the Cashier's Office on the second floor of the Smith-Pendergraft Campus Center.  
  4. Scholarship checks should be delivered to:

 

University of Arkansas-Fort Smith
Attn: Cashier's Office

PO Box 3649
5210 Grand Avenue

Fort Smith, AR 72913-3649

 

  1. For each student and each scholarship, the following information should be indicated by the donor in the documentation sent with the check:
  • Student's Full Name
  • Student's university ID or social security number
  • Name of awarded scholarship
  • Contact name and phone number of the scholarship coordinator for your agency.
  • Semesters of disbursement. Scholarships may be applied to Fall only, Spring only, Summer only, or split between semesters. For split awards, please indicate the dollar amount to be applied to each semester. If the donor agency does not specify disbursement instructions to us, the full amount will be applied to the current semester.
  • What the scholarship will pay for (tuition & fees, books, supplies, room & board) and if unused amount is refundable to the student.
  • Enrollment hours required by the donor agency to permit disbursal of the scholarship(s). The organization may specify how many hours in which a student must be enrolled in order to receive the scholarship. Full-time enrollment is 12 semester hours for undergraduate students and 9 semester hours for graduate students.  If the organization does not specify enrollment requirements, we will assume that full-time enrollment is required.
  1. The Cashier’s Office will deposit the scholarship check and then notify the Financial Aid Office of the receipted scholarship funds.
  2. The Financial Aid Office will then post the scholarship to the students account. Outside scholarships will be listed in Banner Self-Service on the student’s account detail as:

 

  • Misc Scholarship (T&F + Books)
  • Misc Scholarship (T&F)
  • Unrestricted Misc-All Charges
  • Unrestricted Misc (Refundable)
  • Misc Meals Scholarship
  • National Merit Scholarship

 

Funds will be viewable on the student's account in My.UAFS at the bottom of the Account Detail page under the Authorized Financial Aid section.  A link to this page can also be found at the bottom of several pages within Banner Self-Service.  This page can also be found in My.UAFS by selecting:

 

  1. Student Services and Financial Aid
  2. Student Accounts
  3. Account Detail

 

NOTE: The student is responsible for any unpaid balance on their account until funds are received and applied to their account.

 

How long does the process take?

 

Once the check has been received it will take approximately 2 business days for the funds to be disbursed to the student account, after the 11th class day. The process is complete once funds are disbursed and the scholarship funds have been applied against the student's bill.  Scholarship funds will then be seen as a payment in the term detail section of the Account Detail page.