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C. Allocation of Bonner Scholarship
Funds
1. Process Overview
At the beginning of the fall, spring, and summer semesters
the Foundation makes a scholarship payment to each of
the Bonner colleges, based on the number of active or
graduating Bonner Scholars for that semester. This process
begins with the list of currently enrolled students,
a list which is verified and signed by your Registrar
before being submitted to the Foundation.
During the year, the Director or Coordinator should
submit a “Change of Status” form if a student
does one of the following: (1) withdraws from school,
(2) takes a leave of absence, or (3) opts not to complete
summer service.
When the list and changes are approved by the Foundation,
we generate an award letter and Allocadtion Report indicating
what each student’s scholarship allocation is
for that semester, broken out by each of the specific
scholarship award sub-categories (i.e., school year
suport, summer living stipend, etc.). A original copy
of the award letter and Allocation Report are mailed
to the president of each college, with copies sent to
the Comptroller, Financial Aid Director, and Bonner
Scholar Program Director.
At the end of each semester, the coordinator returns
the Allocation Report with the actual amount expended
by each student and any outstanding balance recorded
on the report. Typically, there are only outstanding
balances for those students who may have withdrawn from
the Program during the semester. The Foundation then
verifies the balance that is due to the Foundation (or
to the Bonner Endowment at the seven schools with those
endowments) and then sends a letter requesting the reimbursement
of Bonner Scholarship funds to those schools where such
balances may occur.
Before the next semester’s check is sent, all
coordinators must send financial and program reports
to the Foundation (as described in detail in the BSP
Rules in Chapter Eight).
This process repeats itself each semester and summer
throughout the year.
2. Foundation Allocation to College
(a) Change of Status Forms
A Change of Status form should be filled out for
each student who:
- Withdraws or is dismissed from the program;
- Takes a leave of absence from the program;
- Is replacing a Bonner Scholar who withdraws
or was dismissed from the program.
- A hard copy of the completed form should be
submitted to the Foundation. In the Change of
Status data entry layout, create a new record
for the student and then enter the status change.
(b) Semester Lists of Active Students
At the beginning of each semester, the Bonner
Scholars Program Director must submit a list of
the active and graduating students. It is this list
that the Foundation bases the semester (or summer)
allocation. For that reason, we ask that the list
be verified and signed by the Registrar. For more
details on the format of these lists, please refer
to the BSP Rules in Chapter Eight of this handbook.
(c) Allocation Letter, Check, and Form
Once all reports and student lists have been submitted,
the Foundation then sends a semester award check,
cover letter, and Allocation Report to the president
of each college. We also send a copy of this packet
to the Financial Aid Director, Comptroller, and
the Bonner Director. [Note: Endowed schools do not
receive a check, but they do receive a cover letter
and Allocation Report.] The Allocation Report itemizes
the amount each students is allocated in each of
the scholarship sub-categories (e.g., School Year
Support, etc.).
Should the Foundation’s Allocation Report
differ in any way from what you believe are the
correct figures, please contact the Foundation immediately
to discuss any discrepancies between the database
and the list.
(d) Reimbursement Report
At the end of the semester the school will fill
out the Expended and Balance columns of the Allocation
Report, totaling the amount of unexpended funds
for that semester or summer period. This completed
Allocation Report should then be sent to the Foundation.
Once we verify the amount of unexpended funds (by
comparing our records of dates students withdrew
or took leave), we will send a letter and finalized
Allocation Report to the president requesting a
reimbursement check from the school in the amount
of the unexpended funds. [Again, please note that
institutions with the Bonner Endowment would receive
the letter but would be asked to send a reimbursement
check to their Bonner Endowment account.]
File away reconciled Reimbursement Reports in a
binder in your office.
3. College Allocation to Bonner Scholar
(a) School Year Support
School year support is not considered taxable income
by the IRS. The Foundation has a ruling letter from
the IRS which verifies this in case someone on your
campus needs a copy.
The guidelines say that these funds should be allocated
to the students in a series of checks throughout
the semester. This gives the Bonner Director a way
to penalize students who fail to keep up with their
hours or reporting requirements. Normally, checks
can be withheld until a student catches up in their
hours or, at least, submits an approved plan for
making up hours in a timely fashion. These policies
and procedures must appear in your Bonner Scholar
Handbook so every student understands the consequences
for falling behind in their hours or reporting of
hours.
(b) Summer Living Stipend
The Summer Living Stipend is allocated to support
student travel and living expenses related to their
summer service position. Each Bonner Scholar is
required to submit a proposed budget for their summer
living and travel expenses that will be reviewed
and approved by their Bonner Director. Under the
Bonner Scholarship Award revisions that go into
effect in 2001-02 academic year, a total of $2,500
per student will be made available over the three
summers . These funds will be begin to be allocated
into the individual student’s Summer Living
Stipend Account in the following amounts per year:
$1,000 in the first summer, $1,000 more in the second
summer, and $500 in the third summer. It is important
to note, however, that students will be allowed
to budget this account so that unused funds in one
summer of service will carry forward into the next
summer. In this way, students will be able to “save
up” for a summer service internship or placement
that requires more expensive travel and/or living
arrangements.
Other than ensuring that student budgets reflect
reasonable requests, the only other stipulation
regarding the use of these funds is that will only
be available to students when they engage in summer
service placements. Thus, if a student chooses not
to do service in their first summer, no allocation
will be made by the Foundation into their Summer
Living Stipend Account. The total amount is still
available to be allocated by the Foundation, but
the per year “deposit” into their account
will simply be pushed ahead by one year. For example,
if they do not do summer service their first year
then they will have $1,000 available in the second
year and $1,000 plus $500 more available in the
the third, providing they engage in service both
those summers.
(c) Summer Earnings Stipend
Under the new Bonner Scholarship Award, two Summer
Earnings Stipends of $1,500 each summer are allocated
per student for completing a minimum of seven weeks
of full-time service equal to at least 280 hours.
While these funds are available for the first summer,
a student may choose to start accessing these funds
in any two of their three summers as a Bonner Scholar.
The guidelines state that the summer earnings stipend
should be paid at the end of the summer once the
student’s summer service hours are verified
and you have received all the required documentation
from the student. These funds can either be paid
directly to the student or credited to their term
bill.
Summer earnings stipends are considered taxable
income (unlike the School Year Support, which the
IRS has ruled is not a taxable scholarship award).
Resource documents
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