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Initiating Fund Dispersal to Students

RS51545_hc16-scr

Conferences, Research Grants, Prizes, Academic Year Employment, and Summer Research Payments

Departments, programs, and offices often give out funding to students. There are a few common types of departmental student funding:

    • Conferences: to fund students presenting their research at a conference or representing the department/office at a conference

    • Scholarships and Fellowships: to fund students' research expenses, field work, provide a stipend for them while they do research during the academic year, or to help a student pay part of their course/program fees or attendance at a conference or workshop (non presentation).

    • Prize: to recognize students' accomplishments--such as a prize given at Honors Convocation, a prize for the best thesis, etc.

    • Summer Student Researcher Payment: to provide a subsistence funding so that students do not have to hold down a paying job, but can be free to pursue research with a faculty member. The form will be available each year starting in Block 6 for entering summer payment requests.

Although these all involve "giving students money," they are unique categories of financial transactions and have different reporting and compliance requirements. Therefore, the Finance and Administration Office has specific staff and forms that are used to process them.


To make it easy for departments to issue funds to students, follow one of the links below based on the purpose of the funding. This will bring you to a Summit form that will ask for all the necessary information from the student and your office, and will automatically send the request to the relevant offices in the correct order. 

If you have any questions, please contact Lisa Schwartz for assistance.

Step 1: Department/program/office makes the award and notifies the student.

These forms are not designed as application forms for students' initial application or proposal for the department. 

Step 2: Determine the type of funding you are issuing.


I want to fund the student to attend a conference.

After your department approves of the conference funding, please provide the link below to the student. Via this link, the student will complete their personal information for the Finance Office. After the student completes their information, it will send the staff/faculty fund issuer a request for entering the financial information (amount of award, funding source account number).

Department Instructions Summit

Conference Reimbursement Form link to give to students: https://apps.ideal-logic.com/ccado?key=29L66-D685_K9KH-5PTF_a4de2822

The student will need to know/upload:

  • Title of student project
  • Concise description (100 words or less) of the conference and research
  • Dates of the project/conference
  • Name of faculty/staff supervisor/sponsor 
  • Name of the official fund issuer. The fund issuer is typically the staff or faculty who administers the fund dispersal. The fund issuer will get an email from Summit to confirm the funding amount and account information (FOAP).   
  • Budget information: What is the award for? How much money for each item/purpose? (e.g., $350 for flight from Denver to Houston, $100 for 4 days of food, etc.)

Expenses for students attending conferences to present or to represent an office in an official manner are considered college business expense, and the student will be reimbursed for the approved amount. 

I want to fund the student's research, fellowship, course fees, or attendance at a conference or workshop (non presentation).

After your department approves of the scholarship, please provide the link below to the student. Via this link, the student will complete their personal information for the Financial Aid Office and Student Accounts. A scholarship may be taxable when the total scholarship received by the student is in excess of CC tuition. After the student completes their information, it will send the staff/faculty fund issuer a request for entering the financial information (amount of award, funding source account number).

Scholarship form: https://apps.ideal-logic.com/ccado?key=29L66-D685_K9KH-5PTF_ac1cb7fe

The student will need to know/upload:

   a) If it is for a student project, thesis, conference travel

  • Title of student project
  • Concise description (100 words or less) of the project
  • Dates of the project/conference
  • Name of faculty/staff supervisor/sponsor of the project
  • Name of the official fund issuer. The fund issuer is typically the staff or faculty who administers the fund dispersal. The fund issuer will get an email from Summit to confirm the funding amount and account information (FOAP).
  • What is the award for? How much money for each item/purpose? (e.g., $350 for flight from Denver to Houston, $100 for 4 days of food, etc.)

   b) If it is a supplementary financial aid for off-campus courses/course fees

  • Name of course(s), course number(s), instructors(s), block/semester
  • Total Cost of Attendance (COA): program fee, transportation, food and lodging. If the student has already received aid from the Office of International Programs for this course, the COA can be found in their financial aid award notification email. The COA is the total financial aid + expected personal/family contribution.

I want to recognize the student with a prize.RS51540_hc11-scr

This form is to be filled in by staff or faculty who are awarding a prize to a student. 

https://apps.ideal-logic.com/ccado?key=29L66-D685_K9KH-5PTF_4ec8a23f

The staff/faculty who completes the prize form will need:

  • The name of the prize
  • Budget information: Amount, and FOAP
  • The student's name and student ID number

The funds will be processed by Accounts Payable and the student should see the funds deposited into their student accounts within two weeks.

I want to set up a student summer payment.

The Summer Research Payment Form for 2019 should be completed by the faculty supervisors or their designee, not the student. You will need to know:

  • The student’s name
  • Student ID# (can be found on Banner, or you can ask your student)
  • Project title
  • Start and end dates, any substantial breaks in the middle
  • Funding source (e.g., faculty student collaboration grant). If the funding is already transferred to your research account (e.g., divisional funds), you will need to have your research account number
  • Payment amount
  • Is the student taking a summer class (you will need to ask your student)?
  • Any additional considerations in the funding and issuing of the stipend

Filling in the research payment set-up form should be all you need to do to set up the students’ pay.

After we receive the information from you, we will confirm the payment arrangement with the relevant person before finalizing payments. Students will be paid via direct deposit if set up with the college, or checks will be sent to their Worner boxes. Students will be paid on the Friday of the week they start their research.

If any information changes after you have already submitted the form, email Lisa Schwartz with those changes.