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Reconciliation of State Grant and Special Programs

Reconciliation of State Grant and Special Programs. Reconciliation of the EAP Program. Summer was changed from a Header to a Trailer starting with 2010-11. Reconciliation will normally run in June and contain all three terms Fall, Spring, and Summer. The roster is due 45 days after it is sent.

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Reconciliation of State Grant and Special Programs

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  1. Reconciliation of State Grant and Special Programs

  2. Reconciliation of the EAP Program • Summer was changed from a Header to a Trailer starting with 2010-11. • Reconciliation will normally run in June and contain all three terms Fall, Spring, and Summer. The roster is due 45 days after it is sent. • An Email reminder is sent. • Rosters are available in Page Center. • EAP does offset with in a given Financial Aid year. • Certification Procedures were published in September for 2011-12 and are available on the Document Library • EAP is currently not available on OC webconnect. Reconciliation is currently all on paper.

  3. EAP Student Eligibility • Confirm Each Student’s Enrollment and Costs • Student Must be a Domiciliary of Pennsylvania • Student Must be enrolled in a Title IV degree or certificate granting course of study • Report any student who has withdrawn • Report Differential Costs. Any tuition that is 25% (or more) higher or lower than tuition used to calculate an award.

  4. EAP Reconciliation Roster • FED TAX ID ATTN: FINANCIAL AID ADMINISTRATOR RECONCILIATION DISBURSEMENT • 52-0846757 ALLEGANY COLLEGE OF MARYLAND - SOMERSET • 12401 WILLOW BROOK RD S.E. • 014888 CUMBERLAND, MD 21502 • TOTAL EAP FUNDS DUE STUDENTS (AS OF THIS ROSTER) $8,581 • LESS: PRIOR ACTUAL DISBURSEMENTS • ROSTER DATE 2010-09-21 $ 5,575 • ROSTER DATE 2011-01-06 $5,679 • TOTAL PRIOR DISBURSEMENTS $11,254 • PLUS: REFUNDS RETURNED TO PHEAA • DATE RECEIVED 2011-01-03 $2,673 • DATE RECEIVED 2011-03-30 $2,777 • TOTAL REFUNDS $ 5,450 • ACTUAL DISBURSEMENT REFUND DUE PHEAA $2,777 • TOTAL NUMBER OF RECIPIENTS ON ROSTER 2

  5. Reconciliation PATH Grant Program • Path is only awarded for fall and spring. • Reconciliation Rosters are normally distributed in June. • An Email reminder is sent. • Rosters are available in Page Center. • Certification Procedures were published in September for 2011-12 and are available on the Document Library. • PATH does not offset. • Path is not currently available on OC webconnect. Reconciliation is currently all on paper.

  6. PATH Grant Student Eligibility • Student Eligibility Checks • Nominated and receive an academic Scholarship from a partner • A list of all partner awards is available on the Document Library • PA resident • Receive a State Grant for every term they receive an award • Have Demonstrated Financial Need

  7. PATH Grant Student Eligibility • Be an Undergraduate Student • Enrolled at least half-time • Be attending a State Grant approved postsecondary institution in Pennsylvania • Be enrolled in a State Grant approved, degree seeking Program of Study • Maintain Academic progress • Once all eligibility checks are done Sign, Date, and Return the Roster

  8. All Refunds • Paper Checks Note the program you are sending in PHEAA P.O. Box 64849 Baltimore, MD 21264-4849 • ACH M&T Bank Note the program you are sending in PHEAA Operations ACCT# 990267820 ABA# 022000046

  9. How to Contact Special Programs • By Phone 1-800-443-0646, option 2, option 3 • By email Every program has an email Path@pheaa.org Eap@pheaa.org • By Fax 717-720-3786

  10. PA State Grant Program • As with practically all student aid programs, it takes the coordination of the financial aid office, bursar, admissions, registrar and other campus offices to effectively administer the eligibility requirements of the State Grant Program. • Access for all those involved • Disbursement • Reconciliation

  11. Access to State Grant Data • Business Partner Access Management System • Authoritative Source • Access to various systems (SG, Chafee, etc) • User IDs (CG#)

  12. Disbursement • All funds disbursed to schools via the Automated Clearing House (ACH). • Institutions are required to have a current Electronic Funds Transfer (EFT) agreement on file with PHEAA in order to get their State Grant funds. • EFT agreements are handled by Financial Management • EFT form is available on PHEAA’s Document Library • Contact FM at fmeftadmin@aessuccess.org

  13. Initial roster for each term for some schools Available in PageCenter mailbox or via transmission before the first day of class. Cannot be certified and returned until after the first day of class when enrollment/eligibility can be confirmed and all changes have been submitted via FG5Y, FG11C, or certification transmission. Includes no funds Predisbursement

  14. Predisbursement FG3S I 2010;A;00000000;01;018999 STATE GRANT COLLEGE DISBURSEMENT DISPLAY OE CODE 00000000 01 APP YEAR 2010-11 SCROLLING 1 OF 5 PAGE 1 OF 3 PHEAA CODE 018999 ACAD YEAR LAST USER FGXMT PHEAA BUSINESS COLLEGE LAST UPDATE 10/03/2011 ACADEMIC SCHEDULE Q QUARTER TERM BEGIN DATES - FALL 09/28/2010 WINTER 01/03/2011 SPRING 03/31/2011 POSS DISB DATES - FALL 09/28/2010 WINTER 01/03/2011 SPRING 03/31/2011 TYPE A "FALL" DISBURSEMENT TYPE A "FALL" DISBURSEMENT DISB AMT $ _____________ ______ DISB AMT $ 541,224 (092%) DATE PAID __________ DATE PAID 11/05/2010 DISB ROSTER DATE __________ DISB ROSTER DATE 10/25/2010 STATUS _ __________ - __ __ ____ STATUS C COMPLETED - 12 02 2010 DISB ROSTER RETURNED __ __ ___ DISB ROSTER RETURNED 11 29 2010 PREDIS ROSTER DATE 08/09/2010 PREDIS ROSTER DATE / / STATUS C COMPLETED - 10 25 2010 STATUS _ __________ - __ __ ____

  15. Goal: To get the funds due to the school for the term deposited into the designated, noninterest bank account on either: the first day of classes OR a date designated by the school while meeting the systematic checks and balances OR after the certified predisbursement roster has been processed. Disbursement

  16. Disbursement FG3S I 2010;A;00000000;01;018999 STATE GRANT COLLEGE DISBURSEMENT DISPLAY OE CODE 00000000 01 APP YEAR 2010-11 SCROLLING 2 OF 5 PAGE 1 OF 3 PHEAA CODE 018999 ACAD YEAR LAST USER FGXMT PHEAA BUSINESS COLLEGE LAST UPDATE 10/03/2011 ACADEMIC SCHEDULE Q QUARTER TERM BEGIN DATES - FALL 09/28/2010 WINTER 01/03/2011 SPRING 03/31/2011 POSS DISB DATES - FALL 09/28/2010 WINTER 01/03/2011 SPRING 03/31/2011 TYPE C "WINTER" DISBURSEMENT TYPE C "WINTER" DISBURSEMENT DISB AMT $ _____________ ______ DISB AMT $ 514,667 (092%) DATE PAID __________ DATE PAID 02/04/2011 DISB ROSTER DATE __________ DISB ROSTER DATE 01/24/2011 STATUS _ __________ - __ __ ____ STATUS C COMPLETED - 03 08 2011 DISB ROSTER RETURNED _ __ ____ DISB ROSTER RETURNED 03 07 2011 PREDIS ROSTER DATE 11/15/2010 PREDIS ROSTER DATE / / STATUS C COMPLETED - 01 18 2011 STATUS _ __________ - __ __ ____

  17. Disbursement FG3S I 2010;A;00000000;01;018999 STATE GRANT COLLEGE DISBURSEMENT DISPLAY OE CODE 00000000 01 APP YEAR 2010-11 SCROLLING 3 OF 5 PAGE 1 OF 3 PHEAA CODE 018999 ACAD YEAR LAST USER FGXMT PHEAA BUSINESS COLLEGE LAST UPDATE 10/03/2011 ACADEMIC SCHEDULE Q QUARTER TERM BEGIN DATES - FALL 09/28/2010 WINTER 01/03/2011 SPRING 03/31/2011 POSS DISB DATES - FALL 09/28/2010 WINTER 01/03/2011 SPRING 03/31/2011 TYPE E "SPRING" DISBURSEMENT TYPE G "REC" DISBURSEMENT DISB AMT $ _____________ ______ DISB AMT $ 447,947 DATE PAID __________ DATE PAID 04/29/2011 DISB ROSTER DATE __________ DISB ROSTER DATE 04/18/2011 STATUS _ __________ - __ __ ____ STATUS C COMPLETED - 06 09 2011 DISB ROSTER RETURNED _ __ ____ DISB ROSTER RETURNED 06 08 2011 PREDIS ROSTER DATE 02/23/2011 PREDIS ROSTER DATE / / STATUS C COMPLETED - 04 14 2011 STATUS _ __________ - __ __ ____

  18. Reconciliation Rosters FG3S I 2010;A;00000000;01;018999 STATE GRANT COLLEGE DISBURSEMENT DISPLAY OE CODE 00000000 01 APP YEAR 2010-11 SCROLLING 5 OF 5 PAGE 1 OF 3 PHEAA CODE 018999 ACAD YEAR LAST USER FGXMT PHEAA BUSINESS COLLEGE LAST UPDATE 10/03/2011 ACADEMIC SCHEDULE Q QUARTER TERM BEGIN DATES - FALL 09/28/2010 WINTER 01/03/2011 SPRING 03/31/2011 POSS DISB DATES - FALL 09/28/2010 WINTER 01/03/2011 SPRING 03/31/2011 TYPE J 4TH RECONCILIATION DISB TYPE J 4TH RECONCILIATION DISB DISB AMT $ 0 DISB AMT $ 855 DATE PAID 08/23/2011 DATE PAID 10/17/2011 DISB ROSTER DATE 08/10/2011 DISB ROSTER DATE 10/03/2011 STATUS C COMPLETED - 08 12 2011 STATUS P PRINTED - __ __ ____ DISB ROSTER RETURNED 08 11 2011 DISB ROSTER RETURNED __ __ ____ PREDIS ROSTER DATE / / PREDIS ROSTER DATE / / STATUS _ __________ - __ __ ____ STATUS _ __________ - __ __ ____

  19. Refunds FG3S I 2010;A;00000000;01;018999 STATE GRANT COLLEGE DISBURSEMENT DISPLAY OE CODE 00000000 01 APP YEAR 2010-11 SCROLLING 1 OF 1 PAGE 2 OF 3 PHEAA CODE 018999 ACAD YEAR LAST USER PH16088 PHEAA BUSINESS COLLEGE LAST UPDATE 08/16/2011 REFUNDS FROM COLLEGES/INSTITUTIONS DATE POSTED REFUND AMOUNT REFUND SOURCE 08 12 2011 $ 67175 E EFT __ __ ____ $ _________ _ ______________________________ __ __ ____ $ _________ _ ______________________________ __ __ ____ $ _________ _ ______________________________ __ __ ____ $ _________ _ ______________________________ __ __ ____ $ _________ _ ______________________________ __ __ ____ $ _________ _ ______________________________ __ __ ____ $ _________ _ ______________________________ __ __ ____ $ _________ _ ______________________________ __ __ ____ $ _________ _ ______________________________ REFUND CORRESPONDENCE _ ______________________________

  20. Disbursement and Awards Summary FG3S I 2010;A;00000000;01;018999 STATE GRANT COLLEGE DISBURSEMENT DISPLAY OE CODE 00000000 01 APPLICATION YEAR 2010-11 PAGE 3 OR 3 PHEAA CODE 018999 ACAD YEAR LAST USER FGXMT PHEAA BUSINESS COLLEGE LAST UPDATE 10/14/2011 DISBURSEMENT AND AWARDS SUMMARY TOTAL AWARDS $ 1,435,510 CALCULATED DISBURSEMENT $ 1,596,510 ADJUSTED DISBURSEMENT $ 1,504,693 LESS PRIOR YEAR REFUND $ 0 ACTUAL DISBURSED AMOUNT $ 1,504,693 TOTAL SPECIAL CHECKS $ 0 TOTAL COLLEGE REFUND $ 67,175 TOTAL PROGRAM REVIEW REFUND $ 0 TOTAL PHEAA COLLECTABLE REFUND $ 2,008 BALANCE DUE PHEAA $ 0 BALANCE DUE INSTITUTION $ 0

  21. Funds are deposited into the school’s account no sooner than the first day of class. Disbursement roster generated approximately two weeks before the first day of classes. Takes minimum of 9 business days for funds transfer to be completed All prior term/year signed/certified rosters must be returned before any additional disbursement rosters can run. Disbursement

  22. Reconciliation • Does the State Grant Record (FG3S)/Roster Summary Page Agree with school records? • $$$ due to PHEAA • $$$ due to School • In Balance

  23. FG3S I 2010;A;00000000;01;011999 STATE GRANT COLLEGE DISBURSEMENT DISPLAY OE CODE 00000000 01 APPLICATION YEAR 2010-11 PAGE 3 OR 3 PHEAA CODE 011999 ACAD YEAR LAST USER FGXMT SCHMELZ UNIV OF PA LAST UPDATE 06/02/2011 DISBURSEMENT AND AWARDS SUMMARY TOTAL AWARDS $ 1637870 CALCULATED DISBURSEMENT $ 1758109 ADJUSTED DISBURSEMENT $ 1547136 LESS PRIOR YEAR REFUND $ 75 ACTUAL DISBURSED AMOUNT $ 1547061 TOTAL SPECIAL CHECKS $ 0 TOTAL COLLEGE REFUND $ 0 TOTAL PROGRAM REVIEW REFUND $ 0 TOTAL PHEAA COLLECTABLE REFUND $ 0 BALANCE DUE PHEAA $ 0 BALANCE DUE INSTITUTION $ 90734 Reconciliation – PHEAA Owes School

  24. FG3S I 2010;A;00000000;01;013999 STATE GRANT COLLEGE DISBURSEMENT DISPLAY OE CODE 00000000 01 APPLICATION YEAR 2010-11 PAGE 3 OR 3 PHEAA CODE 013999 ACAD YEAR LAST USER PH05806 WITMER JUNIOR COLLEGE LAST UPDATE 05/13/2011 DISBURSEMENT AND AWARDS SUMMARY A TOTAL AWARDS $ 3132969 B CALCULATED DISBURSEMENT $ 3382546 C ADJUSTED DISBURSEMENT $ 3213419 DLESS PRIOR YEAR REFUND $ 674 D + E = C E ACTUAL DISBURSED AMOUNT $ 3212745 F TOTAL SPECIAL CHECKS $ 0 C – A – G – I = J G TOTAL COLLEGE REFUND $ 1866 H TOTAL PROGRAM REVIEW REFUND $ 0 I TOTAL PHEAA COLLECTABLE REFUND $ 4630 J BALANCE DUE PHEAA $ 73954 K BALANCE DUE INSTITUTION $ 0 Reconciliation – Offset from Prior AY

  25. FG3S I 2010;A;00000000;01;010999 STATE GRANT COLLEGE DISBURSEMENT DISPLAY OE CODE 00000000 01 APP YEAR 2010-11 SCROLLING 1 OF 1 PAGE 2 OF 3 PHEAA CODE 010999 ACAD YEAR LAST USER PH05806 SCHMELZ UNIV LAST UPDATE 10/22/2011 REFUNDS FROM COLLEGES/INSTITUTIONS DATE POSTED REFUND AMOUNT REFUND SOURCE 09 29 2011 $ 25637 S SYSTEM GENERATED REFUND 10 22 2011 $ 4600 C CORRESPONDENCE __ __ ____ $ _________ _ ______________________________ __ __ ____ $ _________ _ ______________________________ __ __ ____ $ _________ _ ______________________________ __ __ ____ $ _________ _ ______________________________ __ __ ____ $ _________ _ ______________________________ __ __ ____ $ _________ _ ______________________________ __ __ ____ $ _________ _ ______________________________ __ __ ____ $ _________ _ ______________________________ REFUND CORRESPONDENCE _ ______________________________ Reconciliation - Refunds

  26. FG3S I 2010;S;00000000;01;012999 STATE GRANT COLLEGE DISBURSEMENT DISPLAY OE CODE 00000000 01 APPLICATION YEAR 2010-11 PAGE 3 OR 3 PHEAA CODE 012999 SUMMER LAST USER FGXMR CREIGHTON STATE UNIVERSITY LAST UPDATE 02/27/2011 DISBURSEMENT AND AWARDS SUMMARY TOTAL AWARDS $ 94071 CALCULATED DISBURSEMENT $ 96649 ADJUSTED DISBURSEMENT $ 96649 LESS PRIOR YEAR REFUND $ 0 ACTUAL DISBURSED AMOUNT $ 96649 TOTAL SPECIAL CHECKS $ 0 TOTAL COLLEGE REFUND $ 2578 TOTAL PROGRAM REVIEW REFUND $ 0 TOTAL PHEAA COLLECTABLE REFUND $ 0 BALANCE DUE PHEAA $ 0 BALANCE DUE INSTITUTION $ 0 Reconciliation – In Balance!!

  27. Have all funds been posted correctly? Have all rosters been certified and returned? Have all refunds been returned to PHEAA? Do I need a final reconciliation roster for the year? Reconciliation

  28. Outstanding prior year/term roster stops future disbursement rosters until certified and returned Fall offset of any funds due from AY immediately preceding current year Any outstanding refunds due to PHEAA after the Fall term will put an automatic hold on any future disbursements If the FAA reports a change, make sure that the refund has been requested from the business office Remember…..

  29. State Grant Refunds • How to Refund • By check to: PHEAA, P.O. Box 64849, Baltimore MD 21264-4849 • By ACH funds transfer to: M&T Bank, PHEAA Operations, Account #990267820, ABA #022000046, “PA State Grant” • School’s Choice • Term by term • End of the academic year

  30. Retain ALL supporting documentation for 5 years from the date the Reconciliation Roster is certified Requirements Auditable record Date of crediting Amount of grant Term Identification as “State Grant” or “PHEAA” Record Retention and Audit Trail

  31. By Phone 1-800-443-0646, option 3, option 1 By email sghelp@pheaa.org By Fax 717-720-3786 Questions/Contacts

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