Foundations, trusts, companies and universities that award scholarships pay out money several times a year: tuition to the institution, a living stipend to the student, perhaps a book allowance. Each payment needs approval, and each should confirm that the scholar still meets the award’s conditions. A scholarship and stipend payment voucher keeps that discipline while honouring the achievement behind the award. This template looks like a certificate, with a gold laurel wreath around a graduation cap at the top.
A Laurel Crest Fit for an Award
A thin gold border frames the page. At the top centre, two curved sprays of gold laurel leaves encircle a navy mortarboard with a gold tassel. Below the crest, “SCHOLARSHIP” is set in navy Cinzel capitals, followed by “Stipend Payment Voucher” in gold italic Lora and the name of the awarding body, “The Margaret Holloway Foundation · Education Fund”. The logo sits at the bottom centre of the page, under the signatures.
Award and Scholar Details Side by Side
Two tables sit under the crest. The left one records the voucher number (SCH-2026-0088), payment date (September 5, 2026), the award name (Holloway STEM Scholar) and the award year (2026 to 2027). The right one identifies the scholar: Daniel Mensah, his student ID, his institution and his programme (BSc Civil Engineering, year 2).
The Disbursement Schedule
The schedule lists every component of the year’s award, with its term, amount, payment date and status:
| Component | Term | Amount | Status |
|---|---|---|---|
| Fall tuition | Fall 2026 | $3,000.00 | This voucher |
| Living stipend | Fall 2026 | $1,200.00 | This voucher |
| Spring tuition | Spring 2027 | $3,000.00 | Scheduled |
| Living stipend | Spring 2027 | $1,200.00 | Scheduled |
| Book allowance | Year | $400.00 | This voucher |
Items paid by this voucher are marked in gold, so it is clear which parts of the award are being released now and which are still to come.
Annual Award Versus This Payment
A totals table shows the annual award of $8,800.00 and the amount paid with this voucher, $4,600.00, highlighted in navy. The amount in words, “Four Thousand Six Hundred and 00/100 dollars”, sits beside it. Showing both figures helps the foundation’s treasurer track how much of each award has been paid and how much remains committed.
Renewal Conditions Checked Before Payment
Most scholarships carry conditions. Four tick boxes record the checks made before this payment: full-time enrolment verified, a GPA of 3.0 or higher (3.42 in the sample), a progress report received, and volunteer hours, where only 12 of 20 hours have been completed so far. The unticked box does not stop the payment, but it is a visible prompt for the programme officer to follow up before the spring instalment.
Who Receives the Money
A two-row table records the payees and references: tuition is paid directly to the university bursar’s account, while the stipend and book allowance go to the scholar’s own bank account by ACH. Paying tuition directly to the institution is common practice; it ensures the award is used for its intended purpose.
Scholar, Programme Officer and Treasurer Sign
Signature lines for the scholar, the programme officer and the foundation treasurer run across the bottom. The scholar’s signature confirms they have received the funds and understand the conditions for the next payment.
Running a Scholarship Programme Smoothly
- Set out the award amount, components and conditions in the award letter.
- Collect enrolment and grade evidence before each payment date.
- Complete the voucher, ticking the conditions checked.
- Pay tuition to the institution and stipends to the scholar.
- Send the scholar a copy and note any follow-up needed.
Stipends for Interns, Fellows and Trainees
The same layout suits fellowship stipends, research assistant stipends, apprenticeship allowances and trainee bursaries. Rename “Scholar” to “Fellow” or “Trainee”, change the components to monthly stipend payments, and adjust the conditions to attendance, progress reviews or project milestones.
Tax Questions on Scholarship Stipends
The tax treatment of scholarships varies. In the United States, for example, amounts used for tuition and required fees are generally treated differently from amounts used for living expenses, which may be taxable to the student. Other countries have their own rules. Point scholars to qualified advice, and keep vouchers that separate tuition from living costs, as this one does, so the records support any reporting you or they need to do.
Gold, Navy and Your Foundation’s Colours
Navy and gold give the voucher an academic, ceremonial feel. Recolour the crest, border and headings to match your foundation or university. The laurel wreath and mortarboard are a single group, so they recolour together from the group’s swatches.
Keeping Records for Donors and Trustees
Foundations report to trustees and often to donors who fund named scholarships. A set of vouchers for each scholar, showing conditions checked and payments made, is excellent evidence that funds were used as intended. Download As PDF and file them with each scholar’s award letter.
When a Scholar Falls Short of a Condition
Sometimes a scholar’s grades dip or enrolment changes. Rather than stopping payment without warning, many foundations use the voucher’s checklist as an early signal: an unticked condition triggers a conversation, a support plan or a probation period set out in the award terms. Record the decision in a note on the voucher, so trustees can see that conditions were applied fairly and consistently.
Communicating With Scholars
Scholars often depend on stipends to pay rent and buy food, so late or unexplained payments cause real hardship. Send the voucher, or a copy of it, with every payment. It tells the scholar exactly what was paid, what is coming next and what they need to do to keep the award, which reduces anxious emails to the programme office.
Scholarship Voucher FAQ
Can I add a monthly stipend schedule?
Yes. Add rows to the schedule table with Add Row, one per month.
Can I remove the laurel crest?
Yes. Select the group and delete it, then move the title up.
What size is it?
US Letter, 8.5 x 11 inches.
Can the stipend go to a guardian?
Yes. Change the payee row to the guardian and note the arrangement in the award terms.
