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. » 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.

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certificate granting course of study• Report any student who has withdrawn • Report Differential Costs.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.

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

•

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.

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

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

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

How to Contact Special Programs

• By Phone 1-800-443-0646, option 2, option 3

• By email Every program has an email

[email protected]

[email protected]

• By Fax717-720-3786

mailto:[email protected]


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

Access to State Grant Data

• Business Partner Access Management System» Authoritative Source» Access to various systems (SG, Chafee, etc)» User IDs (CG#)

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 [email protected]

Predisbursement

• 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

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 08/09/2010 PREDIS ROSTER DATE / /

STATUS C COMPLETED - 10 25 2010 STATUS C COMPLETED - 10 25 2010 STATUS _ __________ - __ __ ____

Disbursement

• 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








TYPE C "WINTER" DISBURSEMENT TYPE C "WINTER" DISBURSEMENTTYPE C "WINTER" DISBURSEMENT

DISB AMT $ _____________ ______ DISB AMT $ 514,667 (092%)DISB AMT $ 514,667 (092%)

DATE PAID __________ DATE PAID DATE PAID 02/04/201102/04/2011

DISB ROSTER DATE __________ DISB ROSTER DATE DISB ROSTER DATE 01/24/201101/24/2011

STATUS _ __________ - __ __ ____ STATUS C COMPLETED - STATUS C COMPLETED - 03 08 201103 08 2011

DISB ROSTER RETURNED _ __ ____ DISB ROSTER RETURNED DISB ROSTER RETURNED 03 07 201103 07 2011

PREDIS ROSTER DATE 11/15/2010 PREDIS ROSTER DATE / /

STATUS C COMPLETED - 01 18 2011 STATUS _ __________ - __ __ ____

Disbursement








TYPE E "SPRING" DISBURSEMENT SPRING" DISBURSEMENT TYPE G "REC" DISBURSEMENTREC" DISBURSEMENT

DISB AMT $ _____________ ______ DISB AMT $ 447,947

DATE PAID __________ DATE PAID 04/29/2011

DISB ROSTER DATE __________ DISB ROSTER DATE 04/18/201104/18/2011

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 C COMPLETED - 04 14 2011 STATUS _ __________ - __ __ ____

Reconciliation Rosters








TYPE J 4TH RECONCILIATION DISB TYPE J 4TH RECONCILIATION DISB4TH RECONCILIATION DISB

DISB AMT $ 0 DISB AMT $ 855$ 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 _ __________ - __ __ ____

Refunds



PHEAA CODE 018999 ACAD YEAR LAST USER PH16088


REFUNDS FROM COLLEGES/INSTITUTIONS

DATE POSTED REFUND AMOUNT REFUND SOURCE

08 12 2011 $ 67175 E EFT

__ __ ____ $ _________ _ ______________________________

__ __ ____ $ _________ _ ______________________________

__ __ ____ $ _________ _ ______________________________

__ __ ____ $ _________ _ ______________________________

__ __ ____ $ _________ _ ______________________________

__ __ ____ $ _________ _ ______________________________

__ __ ____ $ _________ _ ______________________________

__ __ ____ $ _________ _ ______________________________

__ __ ____ $ _________ _ ______________________________

REFUND CORRESPONDENCE _ ______________________________

Disbursement and Awards SummaryFG3S I 2010;A;00000000;01;018999 STATE GRANT COLLEGE DISBURSEMENT DISPLAY

OE CODE 00000000 01 APPLICATION YEAR 2010-11 PAGE 3 OR 3



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

Disbursement

•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.

Reconciliation

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

Reconciliation – PHEAA Owes School• 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 – Offset from Prior AYFG3S I 2010;A;00000000;01;013999 STATE GRANT COLLEGE DISBURSEMENT DISPLAYOE CODE 00000000 01 APPLICATION YEAR 2010-11 PAGE 3 OR 3PHEAA CODE 013999 ACAD YEAR LAST USER PH05806WITMER JUNIOR COLLEGE LAST UPDATE 05/13/2011

DISBURSEMENT AND AWARDS SUMMARY

A TOTAL AWARDS $ 3132969

B CALCULATED DISBURSEMENT $ 3382546C ADJUSTED DISBURSEMENT $ 3213419

D LESS 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 $ 73954K BALANCE DUE INSTITUTION $ 0

Reconciliation - Refunds

FG3S I 2010;A;00000000;01;010999 STATE GRANT COLLEGE DISBURSEMENT DISPLAYOE CODE 00000000 01 APP YEAR 2010-11 SCROLLING 1 OF 1 PAGE 2 OF 3PHEAA CODE 010999 ACAD YEAR LAST USER

PH05806SCHMELZ UNIV LAST UPDATE

10/22/2011

• REFUNDS FROM COLLEGES/INSTITUTIONS

• DATE POSTED REFUND AMOUNT REFUND SOURCE• 09 29 2011 $ 25637 S SYSTEM GENERATED REFUND09 29 2011 $ 25637 S SYSTEM GENERATED REFUND• 10 22 2011 $ 4600 C CORRESPONDENCE• __ __ ____ $ _________ _ ______________________________• __ __ ____ $ _________ _ ______________________________• __ __ ____ $ _________ _ ______________________________• __ __ ____ $ _________ _ ______________________________• __ __ ____ $ _________ _ ______________________________• __ __ ____ $ _________ _ ______________________________• __ __ ____ $ _________ _ ______________________________• __ __ ____ $ _________ _ ______________________________

• REFUND CORRESPONDENCE _ ______________________________

Reconciliation – In Balance!!

FG3S I 2010;S;00000000;01;012999 STATE GRANT COLLEGE DISBURSEMENT DISPLAYOE CODE 00000000 01 APPLICATION YEAR 2010-11 PAGE 3 OR 3PHEAA CODE 012999 SUMMER LAST USER

FGXMRCREIGHTON 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

• 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?

Remember…..

• 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

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

Record Retention and Audit Trail

• 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”

Questions/Contacts

• By Phone 1-800-443-0646, option 3, option 1

• By email [email protected]

• By Fax717-720-3786


reconciliation of state grant and special programs

Documents