Division of Finance and Support Services (FSS)

601 University Drive
JCK-920
San Marcos, TX 78666
Ph: 512-245-2244
Fax: 512-245-2033
vpfss@txstate.edu

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Texas State > Division of Finance and Support Services (FSS) > Policy and Procedure Statements > Participant Support on Sponsored Programs

Participant Support on Sponsored Programs

(Including Tuition/Fees and Subsistence)

FSS/PPS 03.04.05
Issue No. 1
Reviewer: Director, Grants & Contracts Administration
Effective Date: 04/15/02
Review Date: 04/06

01. PURPOSE

01.01

The purpose of this policy is to define and establish procedures for payments made to sponsored program participants in the form of support.

02. DEFINITIONS

02.01	Participant support is defined as payments made to participants in sponsored programs as incentives, to pay for miscellaneous expenses, tuition/fees, and for other grant related reasons.
02.02	Subsistence payments are payments made to support educational or training expenses, including tuition, living costs and other incidental expenses, which will enhance the individual's level of competence in a particular area. Subsistence payments are payments for which no services are rendered or required.

03. POLICY

03.01	Federal Requirements. The cost of scholarships, fellowships, and other programs of student aid for federal grants are allowable only when the purpose of the sponsored agreement is to provide training to selected participants and the costs are approved by the sponsoring agency.
03.02	Coordination with Financial Aid. Subsistence and scholarship payments for students enrolled at Texas State must be coordinated with the financial aid office, to assure compliance with federal and state regulations.
03.03	Tuition/fees is not paid directly to the student, but is paid directly by the grant to the university. The tuition is credited to their account in the Student Account System (SARS). Students enrolling late can still be paid in this manner.
03.04	Payments for services cannot be paid under this policy. Refer to UPPS 03.04.01 for consulting services and payroll policies for employee payments.

04. PROCEDURE

04.01

Subsistence Payments to Participants.

1.	Compete Form AP-2 Participant/Subsistence Payments each time a payment is to be made to a participant. If payments will be made one time per month, the forms must be complete monthly.
2.	Submit this form to Grants & Contracts Administration for approval, within 7 working days prior to when the check is to be issued.
3.	If the payments meet the terms of the award, Grants & Contracts Administration will approve the form and forward a copy to Financial Aid, retain a copy for the office file and send the original to Accounts Payable for payment.
4.	If the payment does not meet the terms of the award, Grants & Contracts Administration will contact the Principal Investigator. It will be the responsibility of the Principal Investigator to obtain written approval from the funding source for the payment and to provide this documentation to Grants & Contracts Administration.

04.02

Tuition and Fee Payments to Participants

Payments for tuition and fees must be requested through the cashier's office for Tuition Adjustments. Reimbursements cannot be made from Accounts Payable for this type of payment. If a student has already paid their tuition personally, they will be reimbursed through the tuition adjustment process.

1.	Establish the account - send a memo to the Cashiers' Office, Attn: Tuition Adjustment, to request that they establish the process. The memo needs to contain the program name, account number.
2.	Request payment - prepare a memo to the Cashiers' Office, Attn: Tuition Adjustment, giving the program name and account number, the name and social security number of each participant for whom tuition is to be paid.
3.	Submit the memo to Grants & Contracts Administration for approval.
4.	If the payment meets the terms of the award, Grants & Contracts Administration will approve the form and forward a copy to Financial Aid, retain a copy for the office file and send the original to the Cashiers' Office for payment.
5.	If the payment does not meet the terms of the award, Grants & Contracts Administration will contact the Principal Investigator. It will be the responsibility of the Principal Investigator to obtain written approval from the funding source for the payment and to provide a copy of this documentation to Grants and Contracts Administration.

04.03

Participant support can impact the amount of financial aid awarded to students. For questions regarding possible impacts, contact the Financial Aid Department.

04. MAJOR RESPONSIBILITIES ASSOCIATED WITH THIS PPS

Major responsibilities for routine assignments associated with this PPS include the following:

Positions	Section	Date
Director, Grants & Contracts Admin.	Review	April E4Y-02
Assoc. VP, Financial Serv./Treasurer	Review	April E4Y-02

05. CERTIFICATION OF STATEMENT

This FSS/PPS has been approved by the following individuals in their official capacities, and represents FSS policy and procedure from the date of this document until superseded.

Ms. Charlene Blevens, Director, Grants & Contracts Administration, Reviewer

Dr. Carolyn Conn, Associate VP, Financial Services/Treasurer

Mr. William A. Nance, Vice President for Finance and Support Services

Approved:	____________________________ Reviewer
Approved:	____________________________ Reviewer
Approved:	____________________________ Vice President for Finance and Support Services