9.20.16 Financial Management of Scholarships

Procedures

Scholarships and Prizes - Procedures

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Metadata
Document Number: 
9.20.16b
Topic: 
9.20.16 Financial Management of Scholarships
Approval Authority: 
Chief Financial Officer
Last Approval Date: 
Monday, June 24, 2019
Review date: 
Friday, November 17, 2017
Audience: 
All Staff
All Students
Notes: 
July 2017 - Nomenclature updated. June 2019 - Nomenclature update.
Body

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

Guidelines

Scholarships and Prizes - Guidelines

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Metadata
Document Number: 
9.20.16c
Topic: 
9.20.16 Financial Management of Scholarships
Approval Authority: 
Chief Financial Officer
Last Approval Date: 
Monday, June 24, 2019
Review date: 
Friday, November 17, 2017
Audience: 
All Staff
All Students
Notes: 
November 2014 - Reviewed, updated and republished. June 2019 - Nomenclature update.
Body

1. Purpose and Objectives

These guidelines outline the scholarship fund codes of the University Chart of Accounts. The guidelines supplement the Scholarship and Prizes procedures.

2. Definitions, Terms, Acronyms

CRC - Cooperative Research Centre

CRDC - Cotton Research and Development Corporation

CSIRO - Commonwealth Scientific and Industrial Research Organisation

DSITIA - Department of Science, Information Technology, Innovation and the Arts

GRDC - Grain Research and Development Corporation

RIRDC - Rural Industries Research and Development Corporation

3. Guidelines Scope/Coverage

These guidelines apply to scholarship project funds used in the University financial system Chart of Accounts.

4. Guidelines Statement

The University Chart of Accounts fund code range beginning with 5xx represents external scholarship and prize funding. Note, internally funded scholarships should be coded to fund code 135 (Internal Scholarships). The following provides guidance on the appropriate selection of scholarship fund codes.

5. Scholarship Fund Codes

5.1 Commonwealth scholarships

5.1.1 Department of Education Commonwealth scholarships

Department of Education Commonwealth scholarships are received by UQ on a monthly basis. The monthly income from Department of Education is allocated by the Financial Planning and Analysis Section within FBS.

The below scholarship schemes are managed by the Academic Services Division:

Fund Code

Fund Description

Department of Education Scheme

507

Scholarship - Cwlth Education Cost

 Commonwealth Education Cost Scholarships/ICECS

509

Scholarship - Cwlth Accommodation

 Commonwealth Accommodation Scholarships/ICAS

510

Scholarship - Indigenous

 Indigenous Access Scholarships

514

Scholarship - National Priority

 Grandfathered Schips (from 2010) / Nat Priority Schips

515

Scholarship - National Accommodation

 Grandfathered Schips (from 2010) / Nat Priority Schips

516

Scholarship - JRE Engineering Cadetship

 Joint Research Engagement (JRE) Grant - Engineering Cadetships

The below Department of Education scholarships are managed by the various organisational units:

Fund Code

Fund Description

Department of Education Scheme

508

Scholarship - Australian Postgraduate Awards

 Australian Postgraduate Awards Scheme

511

Scholarship - International Postgraduate Research

 International Postgraduate Research Scholarship Scheme

5.1.2 NHMRC Commonwealth scholarships

National Health and Medical Research Council scholarships are received by UQ and allocated on receipt by Contract and Grants Accounting Section within FBS. The expenditure for NHMRC scholarships is managed by the various organisational units.

Fund Code

Fund Description

506

NHMRC Postgraduate Scholarship

5.1.3 CRC Commonwealth scholarships

Cooperative Research Centre (CRC) scholarships are received by UQ. The expenditure and invoicing for CRC scholarships is managed by the various organisational units. The choice of between the various CRC fund codes depends on UQ's contractual participation with the CRC. The below CRC listing is sourced from https://www.crc.gov.au (accessed 15 April 2014).

Fund Code

Fund Description

502

Scholarship - CRC Core Participants

503

Scholarship - CRC Supporting Participants

504

Scholarship - CRC Non Participants

505

Scholarship - CRC Third Party

 

 

Participation

ABN

CRC Name

Fund 502

Core

Fund 503

Supporting

Fund 504

Non

11130339712

Advanced Manufacturing CRC

 

 

♦

38579689445

Antarctic Climate & Ecosystems (ACE) CRC

 

 

♦

88117035408

Automotive Australia 2020 CRC (Auto CRC)

 

 

♦

51126074048

Australian Seafood CRC

 

 

♦

21163137979

Bushfire and Natural Hazards CRC

 

 

♦

71103943755

Bushfire CRC

 

 

♦

80096930406

Capital Markets CRC

 

 

♦

20110696917

CRC for Aboriginal and Torres Strait Islander Health

♦

 

 

84059048770

CRC for Advance Composite Structures Ltd

♦

 

 

7516345892

CRC for Alertness, Safety and Productivity

 

 

♦

46126526832

CRC for Biomarker Translation

 

 

♦

69125693003

CRC for Cancer Therapeutics

 

 

♦

92163117520

CRC for Cell Therapy Manufacturing (CTMCRC)

 

 

♦

97113908044

CRC for Contamination Assessment and Remediation of the Environment (CRC Care Pty Ltd)

♦

 

 

29093952697

CRC for Greenhouse Gas Technologies (CO2CRC)

 

♦

 

46150210325

CRC for High Integrity Australian Pork (Pork CRC Ltd)

♦

 

 

55162632180

CRC for Living with Autism Spectrum Disorders (Autism CRC)

♦

 

 

59156259193

CRC for Low Carbon Living

 

 

♦

80151016492

CRC for Mental Health

 

 

♦

67143549508

CRC for Optimising Resource Extraction Ltd (CRC ORE Ltd)

♦

 

 

78115905872

CRC for Polymers (Polymers CRC Ltd)

♦

 

 

53126180167

CRC for Rail Innovation

♦

 

 

91919643535

CRC for Remote Economic Participation

 

 

♦

12125726847

CRC for Sheep Industry Innovation

 

 

♦

12708071466

CRC for Spatial Information

 

 

♦

19158409137

CRC for Water Sensitive Cities

♦

 

 

14078574348

CRC Mining

♦

 

 

24141180805

Dairy Futures CRC

 

 

♦

98140422135

Deep Exploration Technologies CRC

 

 

♦

24141262615

Energy Pipelines CRC

 

 

♦

87125594765

Future Farm Industries CRC

 

 

♦

74267438408

Invasive Animals CRC

♦

 

 

38668626031

Oral Health CRC

 

♦

 

13115589707

Plant Biosecurity CRC

 

 

♦

67105321088

Poultry CRC (Australian Poultry CRC)

 

♦

 

37124836700

Smart Services CRC

 

 

♦

94123522725

The HEARing CRC Ltd

 

♦

 

64106265114

The Vision CRC

 

 

♦

84144020977

Wound Management Innovation CRC

♦

 

 

30151237419

Young and Well CRC

♦

 

 

5.1.4 AusAID Commonwealth scholarships

AusAID commonwealth scholarships are received by UQ. The expenditure and invoicing for these scholarships is administered by UQ International.

Fund Code

Fund Description

541

Australian  Partnership Scholarship  (APS)

542

Ministry of Education & Training Scholarship (MOET)

543

Mekong Scholarships

544

English Language Scholarship (ELS)

545

AusAID - ADS

546

AusAID - ACIAR

547

AusAID - ALA

548

AusAID - IRAQ

5.2 Other scholarships

5.2.1 Other Commonwealth scholarships

Other Commonwealth Government scholarships are received by UQ, example grantors include the CSIRO, GRDC, RIRDC and CRDC. The expenditure and invoicing for these scholarships is administered by the various organisational units.

Fund Code

Fund Description

513

Scholarship Other Commonwealth

5.2.2 Queensland scholarships

Queensland Government scholarships are received by UQ, example grantors include DSITIA and Queensland Health. The expenditure and invoicing for these scholarships is administered by the various organisational units.

Fund Code

Fund Description

520

Scholarship Queensland Government

5.2.3 Other scholarships

Other scholarships are received by UQ. The expenditure and invoicing for these scholarships is administered by the various organisational units.

Fund Code

Fund Description

512

Scholarship -  Independent Provider

525

Scholarship - Foreign Government

526

Scholarship - Other Funds

527

Scholarship - Foundations (Australian)

528

Scholarship - Foundation (Foreign)

529

Scholarship - Donation/Bequest

530

Prizes

135

Internal  Scholarships

 

Custodians
Chief Financial Officer Mrs Gail Jukes

Forms

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Scholarship Payment - Form

Scholarship Payment - Form

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Metadata
Form Number: 
9.20.16d2
Topic: 
9.20.16 Financial Management of Scholarships
Approval Authority: 
Chief Financial Officer
Last Approval Date: 
Thursday, March 15, 2018
Review date: 
Monday, September 1, 2014
Audience: 
All Staff
Notes: 
15 March 2018 - Form URL updated.
Body
Description: 

Use this form to provide a scholarship to a student of The University of Queensland.

URL: 
Scholarship Payment - Form
Custodians
Chief Financial Officer Mrs Gail Jukes
Custodians
Chief Financial Officer Mrs Gail Jukes
Custodians
Chief Financial Officer Mrs Gail Jukes