Come visit our beautiful campus! Schedule a campus tour



Chat With Us!

Live Chat : Fast and Friendly

Need Assistance? Ask a question, or search the UNM knowledge base for immediate answers to the most frequently asked questions.


Available: Monday through Friday 8 AM to 5 PM MST




Physical Address:

Scholarship Office
Student Support & Services Center
1155 University Blvd. SE
Albuquerque, NM  87106
Phone: 505-277-8900 or 1-800-CALLUNM
Fax: 505-277-6326

Mailing Address:

MSC11 6320
1 University of New Mexico
Albuquerque, NM  87131
  • UNM
  • >Home
  • >[[Forms]]
  • >For Departments Only

For Departments Only

department forms picture


Policies and Procedures for Departmental Award Form and Tuition Payment Forms
The forms can be downloaded at the bottom of this page.

All student scholarship assistance must be initiated on either "Departmental Award Form," or if foreign students, on "International Student Departmental Award Form".  All student tuition-specific payments and/or course fee/GSA fee payments (including foreign students) must be initiated on the “Student Tuition Payment Form”. Financial assistance information will be entered into the Banner system by the Scholarship Office and paid directly to a student's account.  All awards will be applied to balances due before being issued to the student.  Please allow sufficient time (5-7 working days during non-peak times/10-14 business days prior to enrollment cancellation dates) for processing. 

The forms are available on-line at the bottom of this page.  Each form can be saved to your hard drive, completed using MS Excel (it is in a form format for easy use) and then submitted via Workflow. Forms submitted for approval and processing must contain electronic signatures using their NetId. Processing offices (Banking, Tax and Investments) may wish to maintain a copy of the form as it is processed.  It is highly recommended that the originating department retain a copy.

Completed departmental award forms and student tuition payment forms can be submitted online via Banner Workflow to the scholarship office.

Scholarships are classified as either "restricted" or "unrestricted."

Restricted Scholarships
are gifts in which the donor submits specific criteria for the award of the scholarship. On gifts such as this, coordinated by the UNM Foundation, the Foundation is responsible for notifying the college and/or department of the donor restrictions.

Unrestricted Scholarships
are gifts for which the donor places no restrictions, either explicitly or by omission, other than designating it for use by a specific college or department. For these scholarships, the college/department is responsible for developing, documenting and retaining the criteria. For both restricted and unrestricted gifts, the awarding college or department is responsible for ensuring award recipients meet the criteria at the time of the award. All of the information on the award criteria, selection process, award recipient, and any other pertinent award information are to be retained by the department/college for audit purposes. The originating department will certify by signature that the award criteria have been met and funds are available.

Processing the Departmental Award Form and Student Tuition Payment Form

  • Contact Person: This person will be contacted for questions and/or clarification.
  • Account Name: The specific name associated with the scholarship/payment to be awarded.
  • Org. Code: The department’s org. code (ex. 123B).
  • Banner Index #: No longer are the FRS account numbers being used, you must locate the Banner Index # and include it on this form in order for it to be considered complete.
  • Account Code: Select the drop down menu and select the account code for the scholarship being awarded. If account code is not within the selection, please leave blank and write a note in the comment section on what the scholarships account code is. If you the account code is unknown, please leave it blank and a representative from Funds Management will contact you.
  • Academic Year: The academic year in which the funds are to be applied (an academic year is Fall, Spring and Summer; respectively) must be selected from the drop down menu.
  • Does this award represent monthly payment (for Department Award Forms only): If this is just a one time/one semester award, leave blank. If student should be getting a certain amount of Total $ Amt for each month, please indicate the months and the amounts. All monthly stipends will typically be paid out the first week of the month that is requested.
  • Tuition, Course Fee, GSA Fee (for Tuition Payment Forms only): check the box(es) that the payment should be applied to. If Other, please specify the charge(s) that should be paid.
  • Student Information: Please include recipient's last name and first name.
  • Banner ID: Accuracy of the student's Banner ID number is extremely important since this is the student's account number where funds will be directly credited.
  • Action: Click on the drop menu and select which action needs to be completed for the student indicated.
  • Resident/Non-Resident (for Tuition Payment Forms only): indicate if student is considered a resident/non-resident for tuition purposes
  • Grad/Undergrad: Indicate whether student is a graduate student (Grad) or undergraduate student (Undergrad).
  • Required Enrollment/Hours: Indicate the enrollment status that is required of the recipient in order to receive this scholarship; a selection must be made in order to be considered complete.
  • Student is UNM staff/faculty?: Please indicate whether any of the recipients are employed by the University of New Mexico.
  • Award Requires Service or Work: Indicate if the award requires any service or work, this excludes volunteer hours. Please refer to the Student Payment Guidelines for information on determining the proper treatment for student payments.
  • Award Amt Per Semester/Fall: Indicate the dollar amount of the Total $ Amt that is to be credited for the fall semester.
  • Award Amt Per Semester/Spring: Indicate the dollar amount of the Total $ Amt that is to be credited for the spring semester.
  • Award Amt Per Semester/Summer: Indicate the dollar amount of the Total $ Amt that is to be credited for the summer semester.
  • Total $ Amt: Total amount of scholarship award including fall, spring and summer will be totaled automatically.
  • Signature, Preparer: The preparer of this form must start workflow process and submit attachment.
  • Signature, Department Chair: The appropriate Department Chair signature must be obtained through workflow using their NetId.
  • Signature, General Accounting: This form will be submitted to General Accounting through the workflow process. Signature can be completed using their NetId.

Processing the International Student Departmental Award Form

  • Contact Person: This person will be contacted for questions and/or clarification.
  • Account Name: The specific name associated with the scholarship to be awarded.
  • Org. Code: The department’s org. code (ex. 123B).
  • Banner Index #: No longer are the FRS account numbers being used, you must locate the Banner Index # and include it on this form in order for it to be considered complete.
  • Account Code: Select the drop down menu and select the account code for the scholarship being awarded. If account code is not within the selection, please leave blank and write a note in the comment section on what the scholarships account code is. If you the account code is unknown, please leave it blank and a representative from Funds Management will contact you.
  • Semester: The semester in which the funds are to be applied (Fall, Spring, or Summer)
  • Academic Year: The academic year in which the funds are to be applied (an academic year is Fall, Spring and Summer; respectively).
  • Does this award represent monthly payment: If this is just a one time/one semester award, leave blank. If student should be getting a certain amount of Total $ Amt for each month, please indicate the months and the amounts. All monthly stipends will typically be paid out the first week of the month that is requested.
  • Recipient: Please include recipient's last name and first name.
  • Banner ID: Accuracy of the student's Banner ID number is extremely important since this is the student's account number where funds will be directly credited.
  • Action: Select the drop menu and selection which action needs to be completed for the student indicated.
  • Grad/Undergrad: Indicate whether student is a graduate student (Grad) or undergraduate student (Undergrad).
  • Required Enrollment/Hours: Indicate the enrollment status that is required of the recipient in order to receive this scholarship; a selection must be made in order to be considered complete.
  • Student is UNM staff/faculty?: Please indicate whether any of the recipients are employed by the University of New Mexico. If so, please also list the recipient's name in the space provided.
  • Award Requires Service or Work: Indicate if the award requires any service or work, this excludes volunteer hours. Please refer to the Student Payment Guidelines for information on determining the proper treatment for student payments.
  • Award Amount Per Category: The amount of the award must be categorized between Tuition, Books, Room & Board and Other. For taxation purposes, the award must be categorized or form will be returned for completion.
  • Total per Semester: The total will be calculated automatically. One workflow must be submitted per semester.
  • Signature, Preparer: The preparer of this form must start workflow process and submit attachment.
  • Signature, Department Chair: The appropriate Department Chair signature must be obtained through workflow using their NetId.
  • Signature, General Accounting: This form will be submitted to General Accounting through the workflow process. Electronic signature can be completed using their NetId.
  • Signature, Banking, Tax and Investments: This award form must be submitted to Banking, Tax and Investments, for appropriate taxation purposes. Once the appropriate action has been taken by Banking, Tax and Investments, they will direct the award to the next appropriate department through workflow.

Processing Departmental Award Change Request Form
A Departmental Award Form must be submitted when changes in Banner Index Numbers, award increases/decreases/cancellations, changes in enrollment criteria, changes in a Banner ID number or any other requested changes need to be made. Changes can be submitted for an entire form or for an individual student through the workflow process.

 

Document Title PDF DOC
Departmental Award Form (Instructions) Departmental International student award
International Student Departmental Award Form-Online (Instructions) Departmental International student award
Workflow Student Tuition Payment Form (Instructions) Departmental International student award
International Student Tuition Payment Form (Instructions) XLS