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1. Purpose and Objectives

This document outlines the procedures for financial management of scholarships to ensure that scholarships and prize income and expenditure is identified and recorded appropriately within the University’s financial management system.

2. Definitions, Terms, Acronyms

CPI - Consumer Price Index

HERDC - Higher Education Research Data Collection

HDR - Higher Degree by Research

UQ R&I - UQ Research & Innovation

3. Procedures Scope/Coverage

These procedures apply to any scholarship or prize received or given by the University.

4. Procedures Statement

For the purposes of scholarships and prizes, the office responsible for scholarship administration is determined by the nature of the award and can include the UQ Graduate School, the Academic Services Division, UQ International or the organisational unit.

Scholarship projects are created by Contract and Grants Accounting Section within FBS and are required where the income and expenditure needs to be separately identified.

Certified financial statements required or requested by donors are prepared by Contract and Grants Accounting Section within FBS.

5. Project Creation and Closeout

5.1 Project creation

Contract and Grants Accounting Section within FBS is responsible for the creation and closeout of all projects.

5.1.1 Research scholarship

Scholarship income received from external grantors for postgraduate research is included in the University HERDC return. For these postgraduate research scholarships, complete the Project Request Form (Research Scholarship) and forwards it to Contract and Grants Accounting Section within FBS with the contract/agreement signed by the Director of UQ R&I.

5.1.2 Non research scholarship

Non research scholarships that require the income and expenditure to be separately identified require the creation of a project. The organisational unit completes the Project Request Form (Non Research) and forwards it to Contract and Grants Accounting Section within FBS with the supporting contract/agreement documentation.

5.2 Project maintenance

5.2.1 Scholarship project maintenance

After a scholarship project is created, the organisational unit can request changes such as project descriptions, dates, budget holders and fund codes via the Project Change Request Form.

5.3 Project closeout

5.3.1 Project closeout

Project closeout applies to all projects. When the project end date is reached, the project status will be changed to "Preliminary Close" and Closeout Reports will be sent to the organisational unit to clear any outstanding commitments or to transfer assets. The project status will then be changed to "Final Close" to prevent any further transactions.

6. Scholarship Management

6.1 Higher degree by research scholarships

6.1.1 Responsibility

All externally-funded postgraduate research or HDR scholarships are reviewed by the UQ Graduate School and the contract/agreement is signed by the Director of UQ R&I. Refer to PPL 4.80.01 UQ Research Scholarships.

6.1.2 Financial management

The organisational unit is responsible for the management of scholarship income and expenditure.

6.2 Senate-awarded scholarships and prizes

6.2.1 Responsibility

Scholarships and bursaries for postgraduate coursework and undergraduate study, as well as prizes, are administered by the Scholarships Officer in the Academic Services Division.

Official University awards are formally approved by Senate and the rules and conditions are detailed in the Senate Rules. A proposal for a new award should be forwarded to the Scholarships Officer in the Academic Services Division who will arrange for formal approval of the new award.

6.2.2 Financial management

There are two principal methods by which these awards are financed:

Recommendations for the award of scholarships and prizes to students should be forwarded to an officer with authority to approve the award. Once approval has been obtained, payments are normally arranged by that officer.

6.3 Other scholarships

6.3.1 Responsibility

Depending on the nature of the scholarship, other scholarships are managed by the organisational unit, UQ International or the Academic Services Division.

6.3.2 Financial management

The organisational unit is responsible for the management of scholarship income and expenditure.

6.4 Financial reporting

6.4.1 Financial statements

Contract and Grants Accounting Section within FBS is responsible for the preparation of all certified financial statements in accordance with the conditions specified for all externally-granted projects. Refer to PPL 9.20.11 Finance Reporting.

Custodians
Chief Financial Officer Mrs Gail Jukes