MAP Payment Process John R. Justice Student Loan Repayment Program Constitution Day Resources

1. MAP Payment ProcessJohn R. Justice StudentLoan Repayment ProgramConstitution Day Resources August 2010

2. MAP Payment • Payment requests are made using MAPnet or the File Transfer Protocol (FTP) process • MAPnet is available 7 a.m. to 10 p.m., seven days a week • 2010-11 payment functionality was made available on August 20 • MAP Payment Claim Deadline Dates will be approved at the November Commission Meeting • 2009-10 dates were: • January 10, 2010 -- 1st semester/2nd quarter • April 1, 2010 -- 2nd semester/quarter • June 1, 2010 -- 3rd quarter/2nd semester for institutions where the second semester begins after February 15

7. MAPnet Payment Request Process • MAPnet payment request process involves two distinct steps: • Payment Generation • Identifying the student records for payment • Indicating enrollment hours/status • Critical to tracking usage of MAP Paid Credit Hours • Payment Submission • Sending the identified records to ISAC

8. MAPnet Payment Generation • Two ways to generate payment requests using MAPnet • Each student individually • Most straightforward method, and also the most time consuming • Ideal when you have a small number of records for which you need to generate payment • By batch (a group of students together) • Best option for a large number of students

9. Generating Individual MAP Payment Requests • Access Student Detail Payment Screen • From Student Detail Eligibility or Student Lists screens • Complete required fields • “Request” – select type of transaction • “Enrollment Hours” – for the term • Allows for five positions to accommodate fraction of an hour • Decimal point not needed for whole numbers • For semester schools valid values are 3 – 35 • For quarter schools, hours entered will be applied to the school’s quarter hour conversion factor • Complete other fields if appropriate • “Enrolled” – use only for graduating senior • “Requested Amount” – calculated by the system; school can adjust • Click on “Save Changes” button to generate request

10. Student Detail: Payment Screen

11. Enrollment Hours • For semester schools • The number will be rounded before the award is calculated • 9.5 hours would be rounded to 10 • 9.25 hours would be rounded to 9 • For quarter schools • Hours are applied to school’s quarter hour conversion factor and the result is rounded • 1.25 enrollment hours x a 3.3 conversion factor = 4.125 hours; would be rounded to 4 hours

12. Generating Payments Using the Batch Process in MAPnet • All records selected in a particular batch must be attending same number of hours • Payment generation will have to be done multiple times to include all enrollment levels • Involves a few more steps than individual option • Most time consuming part is identifying the records for payment

13. Generating Payments Using the Batch Process • Selecting the records • Using Filter and Sort functionality, adjust your view of the Student List view to correspond to the institutional list you’ll use to identify students eligible for payment • To shorten your list, select “Highest Transaction Only” and “Eligible Students Only” on the Filter Screen • Using institutional list, locate students on your MAPnet list and click the Pay Sel button next to their name.

14. Filter

15. Columns

16. Sort

17. Generating Payments Using the Batch Process • Selecting the records • Click “Save” at the bottom of each screen before moving on. • All entries will be lost if not saved before progressing to next screen • Continue through all screens until Pay Sel has been checked for all students with the same number of enrollment hours

18. Use the Filter Function to double check your Pay Select list before generating the payment request       

19. Alternative Batch Method: Input Student Enrollment Hours Screen

20. Input Student Enrollment Hours Screen • Select the appropriate term • This will determine which term/quarter will be populated with the enrollment hours. • Enter student’s SSN, ISIR transaction number and enrollment hours. • After entering the data click the Save button at the bottom or top of the screen. • Any items that are rejected will be displayed at the top of the screen and will have to be reentered. • Enter enrollment hours for all students for whom you would like to generate a MAP payment request.

21. Input Student Enrollment Hours Screen • To prevent loss of data by the screen timing out, a timer appears at the top of the screen and counts down remaining minutes. • The timer starts at 12 minutes while the screen will actually time out at 15 minutes. • Pop-up message will appear to warn user

22. Input Student Enrollment Hours Screen • The next step is to filter the student list to view only the students who have had enrollment hours entered: • Select Student List Payment from the Table of Contents • Click on the Filter tab • Select the Requested Enrollment Hours option and enter the range of enrollment hours for which you would like to generate payment requests. • Click on the Columns tab • Locate “Req Enr Hrs” in the left column and move it to the right column. This will include the enrollment hours on the Student List Payment: View screen. (optional step) • Click on the View tab • The list will be filtered to show only students who have had enrollment hours entered in the Requested Enrollment Hours field.

23. Input Student Enrollment Hours Screen • Review the list to verify that these are the students that for which you want to generate payments • Click on the “Pay Select All” button at the bottom of the screen. This will put a check mark in the “Pay Sel” box which is located just to the left of the students’ SSN. • These students are now marked for payment generation. • Final step is to generate the payment requests by going to the Payment Generation screen • Click on the Payment Generation tab at the top of the Student List Payment screen or by clicking on Generate Payment Requests in the Table of Contents.

24. Payment Generation Screen

25. Verify the Request • To verify that results are as expected, request the MAP Payment Requests Not Submitted Report after generating payment requests, but before submitting them. • After comparing the report data to your institutional records and making any necessary adjustments or corrections, the payment request should then be submitted to ISAC.

27. Payment Submission Screen

28. Verify the Submission

29. File Transfer Protocol (FTP) Process • FTP is a standard for sending files over the Internet • Schools use their own system to • create a 160 byte flat file • password-encrypt the file • Password is provided by ISAC • transfer the file to ISAC via a secure FTP Web site

30. FTP Process • 160 byte flat file is a text file created with Notebook or Microsoft Word • Has 160 columns across each row and each row is an individual student record • Each column has a specific meaning and is populated depending on the use of the file • Different record types are: • Eligibility status records • Payment requests and cancellations • Payment results • Cumulative results

31. FTP File Specifications Note: a revised 2010-11 version of the file specifications has been posted to College Zone; the previous version had an incorrect value listed for Field Number 5

32. FTP File Specifications Use version with this footer:

33. FTP • The 160-byte file must be saved as a text file with a .txt extension • File name cannot have any spaces or special characters • Example: mappayreq_999_010110.txt • WinZip must be used to password-encrypt the file and create a file with a .zip extension • File name cannot have any spaces or special characters • Example: mappayreq_999_010110.zip

34. FTP • To complete the process, the zipped file is copied to ISAC’s FTP site • ftp://isaccom.org • Requires an ID and password to access • Provided to the school by ISAC • Use Windows Copy and Paste functions

35. Payment Results • MAPnet and FTP submissions received by 7 p.m. are processed overnight and results are made available the next business day • Results can be viewed on the individual Student Detail Screen, on the Student List: Payment Screen or in MAPnet Reports

36. Two-Year Colleges Only • MAPnet will reject payment requests for students at or above 75 MAP Paid Credit Hours • V code will appear for students who have reached 75 MPCH with the current payment request • F code will appear for students who have already reached 75 MPCH • Also appears for students at all schools who have reached 135 MPCH

37. Payment Results Report • Displays payment results requested • Available from the Payment Report screen. • Can be used as a reference to verify payment results • Can enter a date range and limit the report to records processed within the date range • If the date range boxes are left blank, the report will be generated for all payment results • Should be run each time payment is requested

39. MAP Payment Exceptions Report • Lists student records with a payment result that differs from its corresponding payment request. • Review this report to determine if corrections to payment requests may be necessary for the students listed. • Report is sorted for each MAP code by term, result code and name order. • When multiple Payment Requests exist for the same SSN and term (e.g., Payment Results being processed on multiple transactions), only the most recently processed Payment Result is reported. • Only one Payment Result is reported per term for each SSN

40. Payment Results Summary/ Invoice Detail Report • A compilation of four reports generated from ISAC’s mainframe • Payment Results Report • Payment Exception Report (if exceptions were generated), • Payment Results Summary (by term) • Payment Results Summary (all terms). • These reports give schools all of the information needed to reconcile individual payments to a particular invoice. • Detailed information on the Payment Results Report should agree with the Payment Results Report generated in MAPnet for the same processing date. • If it doesn’t, contact School Services for resolution.

41. Payment Results Summary/ Invoice Detail Report • This report should be printed or downloaded each time the school submits payment requests. • To access, click on Payment Results Summary/Invoice Detail in the Table of Contents • A list of reports generated within the last 14 calendar days will be displayed on the screen • Click on the report name to display the details • If an older report is needed, contact School Services to request a copy

42. MAP Payments • Payment is sent to the school on behalf of the student • Schools must credit a student’s account within 30 days of receiving their MAP funds • Student adjustments or withdrawals should be made in MAPnet on a regular, ongoing basis

43. MAP Payments • Payment is made to the schools through an offset process • New payment requests are compared to outstanding amounts owed to ISAC as a result of cancellations and adjustments made, and payment is made accordingly. • Designed to accommodate the changes in student eligibility that can occur during the award year • Includes decreases, increases, initial requests and full refunds

44. Reconciling Records • Two aspects • Individual student awards • Fiscal year • Schools must reconcile payments and make adjustments in MAPnet • Refunds owed to ISAC must be returned within 30 days of the end of the school’s year • Checks should not be sent to ISAC during the school year

45. Student Award Reconciliation • Student Award Reconciliation • Compare results using MAPnet reports • Award payments made in the name of one student cannot be applied to another • A cancellation must be done on the student who is not eligible and a new request must be submitted for the new student.

46. Fiscal Year Reconciliation • Schools will receive a notice from ISAC in early June that will indicate the refund amount due • It is recommended that schools wait until receiving that notification to send refund checks to ISAC • A completed Check Return Form should accompany any refund checks sent to ISAC • Clearly indicate the amount being returned for each student. • Review MAP Payment Results Summary/Invoice Detail Report prior to sending in a refund check • Report is automatically adjusted whenever cancellations or adjustments are made by the school

47. Payment Adjustment Process • Access Payment Detail Screen • Make adjustment(s) and click “Save Changes” button • Select Cancel option in Request field to cancel an award and change award amount to zero • Select Payment option to adjust enrollment hours and/or award amount • Status field should show “Updated” • Go to Submit Payment Screen, complete required fields and click “Submit” • “Payment Submission Completed Successfully” should appear and Status field will show “Submitted” • On the next business day, Status field will show “Processed” and “Process Date” will be listed

48. Student Detail: Payment Screen

49. Summary: Recommended Processing Checklist • Generate payment requests • Request/review Payment Requests Not Submitted Report • Submit payment requests • Request/save Payment Requests Submitted Without Results Report • Next day, review Payment Results Summary/Invoice Detail Report • If report shows a balance Due to School, a positive invoice will be generated. • If report shows a balance Due to ISAC, a positive invoice will not be generated and the payment to the school will be reflected by reducing the amount due to ISACs • Reconcile records • Make necessary adjustments or cancellations

50. MAPnet Helpful Hints • Designed to be viewed using Internet Explorer 5.0 or higher • Best viewed using 800 x 600 screen resolution or higher • For optimum printing of screens, set the printing option to landscape • Enter a date range to reduce the processing time of an extraction file. • Entering a date range means fewer records are included, thus reducing the amount of time it will take to processing the file • Schedule reports to run when MAPnet is not needed for other functions • e.g. at the end of the day or during other off-peak hours