1. Review Local Rules. The same scholarship rules set forth at State do not necessarily apply to your Local Scholarships. Ask those Committees for a copy of their scholarship rules if you have not already received it.
2. Scholarship Usage. Scholarships shall be expended for tuition and related expenses, on campus housing, and other educational expenses as approved by the Miss New York Organization, Inc., Committee.
3. Requesting Usage. Requests for scholarships are processed upon receipt of statements from colleges and schools or for other educational expenses. All statements and invoices must be accompanied by a cover letter from the Contestant along with a letter from the Registrar’s office verifying her attendance. Requests for computer equipment will be granted only if the college states, in writing, that it is a mandatory requirement in order for the recipient to complete the course work. There will, however, be a $2000 limit on the cost of computer equipment. Requests for payment for other educational expenses (e.g. private instructors or course work not related to an accredited four-year college or university) must be pre-approved by the Miss New York Organization, Inc., Committee.
4. Reimbursement Guidelines. Reimbursements for rent will be paid monthly or quarterly when the recipient is enrolled as a full-time student. Such requests must be documented by a fully executed lease agreement. Contestant must maintain a full time student status as defined by their institution. Rent reimbursements do not cover key fees or deposits. Utilities (electric, gas, cable, phone, etc.) are not covered unless they are included in the rental fee. Mortgage payments are not reimbursable or payable. Lease agreements must be submitted along with a current tuition bill showing full time status. For payment of private lessons or non-credit courses, a background profile on the teacher/instructor for acting or singing lessons etc., an original bill, canceled check or original credit card receipt must be submitted and will only be payable if such courses or lessons fall within the guidelines as described in Item 2.
The Miss New York Organization does not issue a 1099 form to the recipient. A letter of potential tax implications will be sent to the recipient if the total cash disbursements are over $600 in one calendar year. It is your obligation to determine whether the scholarship, in whole or part, is includable in your gross taxable income. Generally, amounts received as a qualified scholarship by an individual who is a candidate for a degree at an educational institution is tax exempt. A qualified scholarship is any amount that is used for qualified tuition and related expenses. Qualified tuition and related expenses include: tuition and fees required for enrollment and fees, books, supplies and equipment required for courses of instruction at the institution. To be treated as a related expense, the fees books, supplies and equipment must be required of all students in the particular course of instruction. Incidental expenses, such as those for room and board, travel, research and other expenses not required for either enrollment or attendance at the educational organization, are not considered related expenses and are includable in taxable income. Awards used to pay off student loans are taxable to the extent the proceeds of the student loan were used for incidental expenses. We recommend you consult with your tax advisor with any of your specific questions or concerns. Please note all reimbursements must be for current expenses only.
5. Priority of Level in Usage. Contestants receiving scholarships at the state level must use the scholarships won at the local level prior to applying for the funds in trust at the state level. Contestants must submit a letter and a copy of the canceled local scholarship check from the local pageant committee, which verifies the above. An exception to this rule may be granted for payment of student loans, which do not fall within the guidelines for disbursement at the local level. The request for an exception must be submitted in writing to the Miss New York Organization, Inc., Committee for consideration.
6. Usage for Past Expense. Scholarships may be used for outstanding student loan obligations provided the Contestant has satisfactorily completed the course work for which the loan was obtained. Miss New York Organization Inc., will also reimburse a Contestant whose student loans have been paid but only for those payments, which have been made within a one-year period prior to the date, she won the scholarship. A Contestant must submit documentation from the school or lender, which shows that the Contestant is either the primary or secondary payer of the loan obligation. Transcripts will be required from the Contestant to show completion of the course work. Notice of payments due should be sent to the Miss New York Organization, Inc., office for payment. If the time required for processing the invoice extends beyond the due date, the Contestant may submit proof of payment and request reimbursement.
7. Usage for Current Expenses. Scholarships may be used for current educational expenses. Contestants may submit invoices for payment directly from the provider of the educational services or may submit a receipted bill and request reimbursement. All invoices and receipted bills must be original. Contestants may not request payment or reimbursement for expenses, which are or have been covered through any other financial aid source other than student loans, which meet the provisions of the paragraph #6 above. “Current Expenses” are defined as those falling within the current fiscal year, beginning in January.
8. Usage for Future Expenses and Forfeitures. Scholarships may be used for future educational expenses. Contestants must begin use of their scholarships within one (1) year of the date of the award [two (2) years for the designated Miss New York. All requests must be postmarked no later than 5 p.m. one (1) year from the date of the previous competition. During the year of her service, Miss New York may request up to one-half of the scholarship money awarded to her at the state competition. If a Contestant has no activity in her scholarship account during this period, the funds in her account will be forfeited.
- A Contestant, who begins use of her scholarship within the time designated above, will then be required to show continuous activity in her scholarship endeavors up to a limit of two (2) years following the date of the award. If there occurs a continuous, uninterrupted one (1) year period in which there is no activity in an account, then the balance of that account will be forfeited. Similarly, any balance remaining in a Contestant's account two (2) years following the date of the award will be forfeited.
- An exception to the time limits described above may be made if the Contestant, prior to the expiration date, makes a written appeal to the Miss New York Organization, Inc., Committee citing compelling reasons why the time period should be extended. An extension will generally be permitted when the Contestant has had continuous educational expenses but has not been able to draw down to zero her local awards within the prescribed time limits. However, the Contestant must still send a written request for the extension. The Miss New York Organization, Inc., Committee will review the request and determine whether or not an extended time period is warranted. The decision of the Scholarship Committee will be final and binding.
9. Vacated Positions. In the event the State Winner or one of the runners-up relinquishes her title, the State Organization will not permit the runners-up in such instance to succeed to the scholarships and awards, which are applicable to the vacated position.
Click here for a PDF of these Rules and Regulations which is Form 107 in the Pageant Forms section of the web site.
