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Cal Grant Payment Process

Cal Grant Payment Process. Presented By: The California Student Aid Commission. Phones will be muted during the presentation to eliminate background noise. If you have any questions during the presentation, use the Q & A feature to the right or ‘Raise your Hand’.

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Cal Grant Payment Process

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  1. Cal Grant Payment Process Presented By: The California Student Aid Commission

  2. Phones will be muted during the presentation to eliminate background noise. If you have any questions during the presentation, use the Q & A feature to the right or ‘Raise your Hand’. Upon exiting this webinar, you will be prompted to complete a brief survey. Your response is greatly appreciated. IN TODAY’S WEBINAR…

  3. Payment Reporting Adjustment Codes Payment Scenarios Open Forum Agenda

  4. Cal Grant Payment Reporting

  5. Two Ways to Report Payments • Post payments directly to the Cal Grant Roster in WebGrants • Convenient for those last minute payments or adjustments • Most transactions process in real-time. No waiting! • Commonly used by schools with less than 100 students • Upload your Cal Grant Roster to WebGrants • Makes it easy to report payments for hundreds or even thousands of students • Use your Financial Aid Management System (FAMS), to import and export Cal Grant Roster data to the WebGrants system • File specifications are available in the “Help” menu of WebGrants

  6. Weekly Process • On a weekly basis, the Commission will process all accepted payments reported during the week. • Once the payment/adjustment is reported and accepted, the Payment Status code will reflect either an AP (Accepted Payment) or AA (Accepted Adjustment) • Over the weekend, all AP’s and AA’s will change to RP (Reconciled Payment) or RA (Reconciled Adjustment) • These payments will be reflected on your institutions Accept/Reject and Monthly Payment Activity reports. If additional funds are needed, the Commission will send a Supplemental Payment.

  7. Accept/Reject Report

  8. Monthly Payment Activity

  9. Payment Codes What do they do?

  10. Payment Status Codes Pay Status Code What it does… PD-PaiD Payment SC-School Change NA-Not in Attendance YA-Yes in Attendance School verifies student is eligible for the term payment printed on the roster School is adding a student to their Roster and not reporting payment information Student is NOT in attendance; this code “hides” the student’s record on the Roster and generates a letter to the student Student IS in attendance again after being on “NA” status; recalls the student back to the eligible section of the Roster

  11. Most Used Payment Adjustment Codes Definition When to use it… AF, AT, AH-Misc. Adj. for Full, ¾, and Half Time Student TT, HT-Attending ¾, Half Time and eligible for Full Pay LA- Student taking Leave of Absence OF, OT, OH- Student receiving outside funding and attending Full, ¾, and Half Time When a student is attending Full, ¾, and Half Time, and there is an adjustment an originally reported payment When student is attending ¾ or Half Time and is eligible for the maximum payment for their enrollment status When a students enrollment status is active, but not registered for that term. When a student is NOT eligible for a maximum Cal Grant payment due to outside scholarships, grants, etc. and is attending Full, ¾, and Half Time

  12. The Leave of Absence • The LA code for Leave of Absence is used: • when a student is not in school but is expected to return, or • if the student decides to not receive payment for a term. • Who should report? • student can report, or • school can report if the school knows what the situation is. • Comment: The code is used only for an otherwise eligible student.

  13. When to Report Leave of Absence Yes… No… • Student is on an approved leave from school • Student is enrolled less than half time • Student does not want to receive payment • If student does not meet SAP • If student has not complied with verification requests • Student has no unmet need • Student is not enrolled at your school

  14. Adjustment Codes to be mindful of… • The following Adj. Codes will withdraw the student’s Cal Grant Award; • GR—Recipient owes in Grant Refund • IA, IB, IC– Ineligible degree program for Cal Grant A, B, C • LD– Recipient in Default on Federal Student Loan • MV– Student Ineligible for Cal Grant 5th Year program • NP (3 consecutive terms)– Recipient Not making Satisfactory Academic Progress • SH, SL, SR, ST– Graduating Senior (use for last payment before graduating) • TV– Recipient ineligible for Cal Grant Teaching Credential Program (TCP)

  15. Graduating Seniors • SR – Applies to tuition/fees only Graduating senior FT, TT , HT, or less than half time. Actual tuition/fee charges up to maximum term amount. • SL – Applies to Access only Student not eligible for access if less than half time. • SH – Applies to Access only Student can receive prorated half time amount • ST – Applies to Access only Student can receive prorated three-quarter time amount.

  16. Adjustment Codes that Renew a Cal Grant Award • In most cases if an adjustment code does not withdraw the award, the student should qualify for renewal consideration.^ • FT, HT, TT • AF, AH, AT • OF, OT, OH • LA & NP ^Students with Cycle ID E2 must receive a payment/use eligibility at a Bachelor Degree Granting Institution in order to have renewal consideration.

  17. Transfer Entitlement & Renewal Students with Cycle ID E2 have a ‘California Community College Transfer Entitlement’ award. The student must attend and receive payment at a Bachelor Degree Granting Institution from year-to year in order to have renewal consideration.

  18. Unclaimed Awards Report

  19. Common Payment Scenarios…

  20. What If…? • The student has other awards or scholarships that don’t allow Cal Grant payment for the term? • Answer: You use the “O” codes: OF, OT and OH. • Comment: The “O” codes can be used to adjust the students payment amount if not eligible for FULL payment due to outside funding.

  21. What If…? • The student was enrolled Full-Time at the time of disbursement, then drops units? • Answer: Disbursements must be made within 15 days of determination of the students enrollment status as of the institutions Add/Drop date, census date, or its equivalent. Please refer to your institutions refund policy regarding drops in enrollment status after disbursement. • Comment: The new 2012-16 IPA requires institutions to publish a term-by-term calendar identifying the Add/Drop and/or enrollment census dates or the equivalent

  22. What If…? • The student had a payment reported for a term but I need to back that payment out? • Answer: You use the “NS” code with a $0 adjustment amount. • Comment: The student did not attend for the reported term, or payment was made in error.

  23. What If…? • I want to remove a non-enrolled person from the roster? Answer: Use the “NA” Payment Status code Comments: This “banishes” the student record to the ineligible section of the roster, but he/she will still be on roster for the rest of the AY or until school change is reported • To bring them back, use “YA”

  24. What If…? • A student graduated before the first disbursement date? Answer: Report “SR” and $0 payment Comment: The student will receive a withdrawal notification for graduating

  25. Now Let’s Go To WebGrants…

  26. Thank You for Attending! Contact us at 1-888-294-0153 schoolsupport@csac.ca.gov

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