How to Submit a Student Award Form

This form is used by departments to grant non-work-related awards to students, such as gifts, stipends, or scholarships.

Awards tied to employment or services performed must be processed through Accounts Payable or Payroll, not through this form.

System requirements and access:

  • OnBase (accessed via my.mines.edu)
  • Email (for notifications)

Process:

  1. Log in to my.mines.edu and select the OnBase tile.

  1. In OnBase, open the main menu (the nine-dot icon on the top left) and choose “New Form.”

  1. Select “AR-Student Award Form.”

  1. Follow the instructions provided in the form (highlighted in the blue box). Complete all required fields and submit the form.

  1. After submission, the designated Fund Manager will receive an email notification prompting them to review and approve the request. Approval must be completed within OnBase.
  2. Once the form is approved:
    1. The request is routed to the Office of Financial Aid, who processes the award and applies it to the student’s account.
    2. After the award has been disbursed, the form is forwarded to the Office of the Bursar for departmental billing.
    3. Charges are typically posted to the appropriate Worktag at the end of the month.

Financial Considerations:

Before submitting a Student Award Form, departments should be aware of the following impacts and requirements:

  • Required Processing Method (Compliance):
    Awards to students for non-work-related purposes (e.g., gifts, awards, or scholarships) must be processed through the Student Award Form to ensure compliance with institutional and regulatory requirements. Departments do not have discretion to choose an alternate payment method (such as Payroll or Accounts Payable) for these types of payments.

 

  • Financial Aid Limits (Cost of Attendance):
    Students cannot receive aid beyond their established financial aid budget. If this award causes the student to exceed that limit, the Office of Financial Aid may be required to reduce other aid sources (such as loans, grants, or scholarships).

 

  • Enrollment Requirements:
    Some awards may require the student to be enrolled in a minimum number of credit hours. Changes in enrollment could impact eligibility or result in adjustments. In general, student awards require current year enrollment.

 

  • Outstanding Balances:
    If a student has an existing balance on their account, the award will first be applied to that balance. The student will not receive a refund until all outstanding charges are satisfied.

 

  • Tax Implications:
    Depending on the nature of the award, it may be considered taxable income to the student. Students should be advised to consult a tax professional if they have questions.

 

  • Impact on Other Benefits:
    Additional funding may affect eligibility for certain need-based programs or external aid.

If departments have questions about how a student award may impact a student’s financial aid, please contact the Office of Financial Aid at finaid@mines.edu before submitting the form to ensure appropriate guidance.

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