A 501(c)(3) can run a scholarship program as part of its educational mission, but the rules under Section 501(c)(3) scholarship administration vary sharply depending on whether the organization is a public charity or a private foundation. Both have to use objective, nondiscriminatory selection criteria and limit awards to what Internal Revenue Code Section 117 recognizes as a qualified scholarship. Private foundations also need advance IRS approval of their grant-making procedures before awarding anything to an individual, or every payment becomes a taxable expenditure subject to excise taxes.
Check your original IRS determination letter if you’re not sure which category your organization falls into. That classification drives nearly every compliance obligation below.
What Counts as a Qualified Scholarship
A scholarship is only excluded from the recipient’s gross income if it meets IRC Section 117. The recipient must be a candidate for a degree at an educational institution that maintains a regular faculty, a set curriculum, and a regularly enrolled student body. If those conditions are met, the recipient can exclude the portion of the scholarship used for qualified tuition and related expenses.1Office of the Law Revision Counsel. 26 US Code 117 – Qualified Scholarships
Qualified expenses include tuition, enrollment fees, and course-related costs like books, supplies, and equipment the student is required to have. Required student activity fees also count when the institution charges them to all students as a condition of enrollment. Optional fees do not qualify.2Internal Revenue Service. Publication 970 – Tax Benefits for Education
Anything spent on room and board, travel, or other personal living costs is taxable to the recipient, even if the scholarship technically covers those amounts.3Internal Revenue Service. Topic No 421 – Scholarships, Fellowship Grants, and Other Grants The scholarship agreement should restrict fund use to qualified educational expenses, and the educational institution’s Form 1098-T helps document what the student actually owed in tuition and fees.4Internal Revenue Service. About Form 1098-T Tuition Statement
Objective Selection Procedures
Every 501(c)(3) scholarship program needs clearly defined, written criteria for choosing recipients. For private foundations, the IRS requires these procedures as a condition of advance approval. For public charities, objective criteria still demonstrate that the program serves a charitable purpose rather than channeling benefits to favored individuals.5Internal Revenue Service. IRC Section 4945(g) Individual Grants
Acceptable criteria typically include academic performance, demonstrated financial need, community involvement, or enrollment in a particular field of study. They cannot hinge on personal relationships with the organization’s founders, board members, or major donors. Every applicant must be measured against the same standards, and the organization should be able to show exactly why each recipient was chosen and each rejected applicant was not.
The IRS strongly favors an independent selection committee. Committee members should have no family or employment ties to the organization’s leadership, major donors, or any applicant. The committee’s meeting minutes should document its review and confirm that published criteria drove every decision. This paper trail is the organization’s primary evidence of compliance if the IRS examines the program.
Advance Approval for Private Foundations
Private foundations must get advance IRS approval of their grant-making procedures before awarding any scholarships to individuals. Without that approval, every scholarship payment is automatically a taxable expenditure under IRC Section 4945, triggering excise taxes on the foundation and potentially on its managers.6Internal Revenue Service. Advance Approval of Grant-making Procedures
The foundation requests approval by filing Form 8940 (Miscellaneous Determination Requests) and demonstrating that its selection process is objective, nondiscriminatory, and includes adequate oversight of how grant funds are spent. Public charities face no such advance-approval requirement, and the Section 4945 taxable-expenditure rules do not apply to them. A community foundation or publicly supported educational charity running a scholarship program operates under a meaningfully lighter regulatory framework than a private foundation doing the same thing.
Scholarships Involving Employees and Their Families
Scholarships awarded to employees or their children receive intense IRS scrutiny because they can function as disguised compensation. The IRS generally presumes a scholarship benefiting an insider’s family member is taxable unless the program qualifies under Revenue Procedure 76-47.
The Numerical Caps
Rev. Proc. 76-47 limits how many awards an employer-related program can make in a given year. For scholarships to employees’ children, the number cannot exceed the greater of 25% of employees’ children who were eligible, applied, and were considered by the selection committee that year, or 10% of employees’ children who can be shown to be eligible whether they applied or not. For scholarships awarded directly to employees, the cap is stricter: no more than 10% of the employees who were eligible, applied, and were considered.7Internal Revenue Service. Rev Proc 76-47 – Employer-Related Scholarship Programs
The organization has to calculate these percentages annually. Exceeding the cap in any year means grants to that category of recipients will not automatically qualify as tax-free scholarships under Section 117.
Facts and Circumstances
A program that cannot meet the numerical caps can still qualify if the IRS determines the primary purpose is genuinely educational rather than compensatory. The agency looks at the program’s history, funding source, how broadly it was advertised, the independence of the selection committee, the range of eligible fields of study, and whether grants are also available to non-employees or their children. Programs that restrict studies to the employer’s industry or require the student to work for the employer after graduation struggle to pass this test.
Penalties for Getting It Wrong
When a private foundation makes a grant to an individual without approved procedures, or outside the scope of those procedures, the payment is a taxable expenditure under IRC Section 4945. The initial excise tax is 20% of the grant amount, paid by the foundation. Any foundation manager who knowingly approved the expenditure faces a separate 5% tax on the same amount.8Office of the Law Revision Counsel. 26 USC 4945 – Taxes on Taxable Expenditures
If the foundation does not correct the problem within the taxable period, the penalties escalate. The second-tier tax jumps to 100% of the expenditure on the foundation, plus 50% on any manager who refused to participate in correcting the violation. A $50,000 scholarship grant made without proper procedures could ultimately cost the foundation $85,000 in excise taxes on top of the original grant.
Awarding a scholarship to a “disqualified person” can trigger separate self-dealing penalties under IRC Section 4941. Disqualified persons include the foundation’s substantial contributors, its officers and directors, their family members, and entities they control. The initial tax on the disqualified person is 10% of the amount involved for each year the self-dealing remains uncorrected, plus 5% on any foundation manager who knowingly participated.9Internal Revenue Service. Taxes on Self-Dealing – Private Foundations If the transaction is not unwound during the taxable period, the disqualified person faces a 200% tax on the amount involved. The IRS cannot waive or reduce these self-dealing taxes, even if the person genuinely did not realize the transaction was prohibited.
Awards to Nonresident Alien Students
Scholarships to international students carry withholding obligations. The standard federal income tax withholding rate on taxable scholarship amounts paid to nonresident aliens is 30%. That rate drops to 14% when the recipient holds an F, J, M, or Q visa and the taxable amounts are connected to a qualified scholarship under Section 117 or are paid by certain qualifying organizations.10Internal Revenue Service. Withholding Federal Income Tax on Scholarships, Fellowships and Grants Paid to Nonresident Aliens
The portion of any scholarship that covers qualified tuition and required fees remains tax-free and exempt from withholding, just as it would for a U.S. student. Withholding applies only to the taxable portion, such as stipends for living expenses. Some tax treaties may reduce or eliminate the withholding rate, but the organization needs to collect a Form W-8BEN from the student before applying any treaty benefit. Any amount that represents payment for services the student performs, like teaching or research assistantships, is subject to graduated withholding based on Form W-4 rather than the flat rates above.
Reporting and Record-Keeping
Form 990 and Schedule I
Organizations that distribute more than $5,000 in grants or other assistance to domestic individuals must complete Schedule I of Form 990. Schedule I requires the organization to describe each type of assistance, report the number of recipients, and disclose the total dollar amounts distributed. Descriptions must be specific, such as “scholarships for students attending a particular school,” not just “educational.”11Internal Revenue Service. Instructions for Schedule I (Form 990)
Grants to an interested person, such as an officer’s family member, generally do not need separate disclosure on Schedule L if the person received the grant as part of the broader class the program was designed to benefit and on the same terms as other recipients. Grants for travel, study, or similar purposes to interested persons must be reported on Schedule L, Part III.12Internal Revenue Service. Exempt Organizations Annual Reporting Requirements – Form 990, Part VI and Schedule L: Scholarships
What to Retain
The IRS requires exempt organizations to keep books and records sufficient to demonstrate compliance, including documentation of income sources and expenditures reported on annual returns.13Internal Revenue Service. EO Operational Requirements: Recordkeeping Requirements for Exempt Organizations For scholarship programs, that means application materials, selection committee minutes, documentation of each recipient’s degree-candidate status, and proof that funds were used for qualified expenses. The general federal statute of limitations for tax returns is three years, so retaining scholarship records for at least that period after the end of the relevant tax year is a reasonable minimum, though many practitioners recommend keeping them longer.
Grant Monitoring
Private foundations have an additional obligation to monitor how scholarship funds are actually spent. Under IRC Section 4945(h), a foundation exercising expenditure responsibility must take reasonable steps to ensure the grant is used for its stated purpose, obtain reports from recipients on how the money was spent, and file detailed reports with the IRS. The depth of monitoring the IRS expects scales with the size and duration of the grant.14Internal Revenue Service. IRC Section 4945(h) – Expenditure Responsibility
In practice, this often means requiring recipients to submit tuition receipts or grade reports at regular intervals and documenting the organization’s review of those materials. Foundations that write a check and move on are the ones that run into trouble during audits.