Payment Forms

Purpose

Oak Tree provides two payment forms:

• Associate Payment Form

• Dependent Payment Form

Use the appropriate payment form to advise the Fund to send a scholarship check to your educational institution.  Include the name and address of your educational institution where the check will be sent.  If you are the person attending, use the Associate Payment Form.  If your dependent is attending, use the Dependent Payment Form.

When to Use the Form

If you are applying for a scholarship at an educational institution for the first time, submit a payment form as soon as possible after being notified that the Board has approved your application and you have a invoice from the educational institution for the amount of tuition and required fees.

If you are a returning recipient, you do not need to submit a second application unless you change your school or program.  Submit a payment form as soon as you receive an invoice from your school for the amount of tuition and required fees.

How to Display the Page

To complete a payment form, click one of these buttons on the Associate Dashboard.

• Create Associate Payment Form 

• Create Dependent Payment Form

Completing the Form

Enter the requested information in each field.  Fields with labels ending in a star (*) are required.  The form has six sections.  All sections and all required fields must be completed to submit the form for consideration by the Acorn Scholarship Fund.

Associate Profile.   This section collects basic information about you, including your first and last name, email address, and phone number.  The system fills in some or all of these fields from your login credentials and prior form submissions.  The email address must be the same as the email you use for accessing the system.  Usually the system will fill in this information which you supplied on a prior form.

Address.  This section collects your mailing address, usually your home address.  The system fills in these fields if you have completed your address in a prior form.  Usually the system will fill in this information which you supplied on a prior form.

Scholarship Payment Information.  This section collects the name and address of the school.  Be sure to specify the correct address for outside scholarships.  This address may be different from the location where you attend classes or the mailing address where you send your payments.  Include the amount of tuition up to the maximum amount paid by the Fund.  Also, include your student number.

The Dependent Payment Form has an additional section.

Dependent Information.  This section collects the name, contact methods, and address of the dependent attending the school.  The address should agree with the dependent's address known to the school.

Button Functions

Three buttons support the form:

• Cancel - Click this button to return to the Associate Dashboard.  When clicked, the form displays a warning dialog box.  If you click OK, the system takes you to the Associate Dashboard.

• Save as Draft - Click this button to save the form in its current state.  The form is in draft status.  You can continue editing the form by clicking the Create Associate Scholarship button again.  Until you submit the form, once you start creating the form, you can edit only this version of the form.

• Submit - Click this button to submit the form for review by the Acorn Scholarship Fund.  The system then checks that all the fields have valid fields.  Required fields must be completed.  Fields with particular formats like dates and money must have correct formats.  If the form is completed correctly, the status of the form is changed from draft to submitted.  The system sends an alert to the Chair of the Scholarship Committee, so that the Chair can review the form and authorize payment.  Once the form is submitted, you can no longer change it.  If you click on the Create Associate Scholarship button, you get a new version of the form.

You can view the form by locating it in the table of forms labeled My Forms.  Click the View Form link to bring up the form.  You can then view the form, but you will not be able to change it.

If your circumstances change, for example you are unable to attend the school, you can withdraw the form by clicking the Withdraw button.  After this, your form is no longer considered for payment.  At this point, you can submit a new payment form with any updates.

What Happens After You Submit a Payment Form

When you submit a payment form, the Chair of the Scholarship Committee reviews the form for accuracy.  If the form is correct, the Chair authorizes the Treasurer to issue a check for the approved amount of the scholarship and mail the check to your school.