Scholarship & Financial Aid Fund Tracking · $350 / month
Every Fund Tracked.
Every Donor Informed.
Scholarship funds and financial aid programs carry obligations that general bookkeeping doesn't address. This service maintains clear separation between restricted and unrestricted resources — and produces the fund-level reports your donors, administrators, and compliance reviewers actually need.
What This Delivers
Scholarship funds that stay visible and accountable
When a donor establishes a scholarship fund, they expect to know how it's being used — which awards were made, what's been disbursed, and what remains. When administrators manage multiple aid programs, they need to see each fund's activity separately, not pooled together in a general ledger total.
This service is built specifically around that need. Each fund is tracked individually — awards granted, payments made, and remaining balances maintained as distinct records. Reports are structured for the two audiences that matter most: the donors who expect accountability, and the administrators who need operational clarity.
Organizations with multiple scholarship programs tend to find that this removes the manual assembly work that previously fell to staff — and gives donors the kind of clear, fund-specific communication that encourages continued giving.
Understanding the Challenge
Scholarship money has obligations attached — general bookkeeping doesn't reflect that
Donors ask where their money went
A donor who established a named scholarship expects a clear account of how it was used — which students received awards, how much was disbursed, and what's still available. When that information isn't ready, it creates friction in donor relationships that's difficult to repair.
Restricted funds get mixed with operating money
Scholarship funds often carry restrictions on how they can be used. When those funds sit in the same accounts as general operating resources, the boundaries blur — creating compliance exposure and making it difficult to demonstrate proper stewardship to external reviewers.
Compliance documentation is hard to produce
When a grant audit or institutional review asks for fund-level detail — disbursements by period, award history by recipient category, balance reconciliation by fund — that information often has to be reconstructed from scattered records rather than pulled from organized accounts.
Multiple programs, single picture
Schools managing five or ten separate scholarship programs often receive one consolidated report from their accountant. That total is accurate but not useful — administrators need to see how each program performed on its own, not how all of them look when combined.
The Approach
Fund-level accounting that keeps restricted and unrestricted resources clearly separated
Each scholarship fund is maintained as a distinct accounting unit. Awards granted, disbursements made, and remaining balances are recorded and reported at the fund level — not aggregated into a single financial aid total.
Restricted resources are separated from unrestricted operating accounts from the start, so there's no ambiguity about what can be used for what. This structure supports donor communication, administrative review, and compliance documentation without requiring any manual assembly after the fact.
The service is designed for schools and organizations managing multiple scholarship programs — from two or three named endowments to a full portfolio of need-based, merit-based, and program-specific awards.
Working Together
What the engagement looks like in practice
Fund Inventory
We start by mapping all existing scholarship funds — their restrictions, current balances, award criteria, and any existing documentation. Nothing is assumed from a template.
Account Structure Setup
Fund accounts are configured with appropriate classification — restricted, temporarily restricted, or unrestricted — matched to your actual program obligations and donor agreements.
Monthly Tracking
Each month's awards, disbursements, and contributions are recorded by fund. Reports show activity and balances at the individual fund level — ready for administrative review and donor communication.
Reporting & Support
Fund-level reports available for donor letters, board review, and compliance documentation. Questions about specific fund activity handled as part of the monthly engagement.
Investment
$350 per month
A monthly retainer that covers the full fund tracking cycle — setup, monthly recording, and the reports your donors and administrators rely on. No separate billing for fund additions as your scholarship portfolio grows.
This service pairs naturally with the Education Sector Accounting engagement. Organizations managing both operating finances and dedicated scholarship funds often find that running both services through Oxebridge keeps the accounting picture coherent and reduces the coordination overhead between separate providers.
If your organization also needs financial reporting support for an upcoming accreditation cycle, the Accreditation Financial Documentation service is available as a separate project engagement.
What's Included
- Initial fund inventory and account structure configuration
- Monthly recording of awards granted and disbursements made by fund
- Remaining balance tracking by individual fund
- Clear separation of restricted and unrestricted resources
- Fund-level reports suitable for donor communication
- Compliance documentation suitable for grant audits and institutional review
- Support for questions about specific fund activity during the month
- New fund additions handled within the monthly retainer
How It Works
A methodology built for scholarship fund accountability
Every report shows activity at the individual fund level. Aggregated totals are available, but the detail is always there — which is what donors and compliance reviewers actually need.
Fund activity is recorded and reported each month. Balances are always current — so when a donor asks or a reviewer requests documentation, the answer is already organized.
The fund inventory and account configuration typically completes within two to three weeks. Setup time depends on the number of funds and the state of existing documentation.
What Changes Over Time
In the first few months, the most visible change is typically that donor inquiries become straightforward to answer. Rather than pulling records from multiple places, fund-specific reports are available on request.
Over a full year, organizations tend to find that compliance documentation — for grant renewals, accreditation reviews, or board audit committees — requires significantly less preparation time, because the underlying records are already organized by fund rather than needing reconstruction after the fact.
Our Commitment
A conversation before any commitment
Before the engagement begins, we'll spend time understanding your scholarship programs, current fund documentation, and what your donors and administrators need to see. That initial conversation has no obligation attached.
We'll tell you honestly if this service isn't the right fit for your situation — for instance, if your scholarship program is small enough that a simpler tracking approach might serve you just as well.
Monthly engagements run month-to-month after setup. If your organization's needs change or the engagement isn't working as expected, you can step back without penalty. We'd rather have a short engagement that worked than a long one that didn't.
Getting Started
How to move forward from here
Reach Out
Send a note through the contact form describing your scholarship programs and what you're currently finding difficult to track or report on. A brief description is enough to start.
Fund Review Call
We'll follow up to walk through your current scholarship fund structure — how many funds, their restrictions, what documentation exists, and what your donors and administrators currently receive.
Setup and First Cycle
Setup takes two to three weeks. The first monthly reporting cycle follows shortly after — and from that point, fund activity is tracked and reported consistently without requiring manual work from your team.
Scholarship & Financial Aid Fund Tracking
When a donor asks about their fund, you should have the answer ready
If your scholarship funds aren't being tracked at the level your donors and administrators actually need, that's something worth addressing. Reach out to discuss what your programs look like and whether this service fits.
Start the ConversationOther Services
Explore what else Oxebridge offers
Monthly Service
Education Sector Accounting
Full monthly financial management for private schools and educational organizations. Program-based reports, tuition revenue tracking, and board-ready financials for budgets of $250K–$5M.
Project Service
Accreditation Financial Documentation
Financial reports and supporting schedules prepared to accrediting body specifications. Viability assessments, compiled statements, and narrative analysis for accreditation cycles.