2013-2014 USFAS SCHOLARSHIP ADMINISTRATIVE SUPPORT TRAINING Anita Brown

Assistant Director

Scholarship Awarding & Processing

INTRODUCTION

University Scholarships and Financial Aid Services (USFAS) is a system-wide office that exists to

provide financial support for students applying to and enrolled at USF. Our focus is on customer

service for students, parents, and University staff. We provide guidance and support to offices who

administer scholarship funds including the set up, awarding, disbursement, and reconciliation

processes.

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TOPICS

¢  Scholarship Support Calendar

¢  Cost of Attendance and Stacking Policy

¢  USF Staff Portal ¢  New/Update Fund Code Procedures

¢  Terms & Conditions (T&C) and Thank You Letter (TYL) Procedures

¢  USFAS Payment Process

¢  Awarding, Disbursement, and Cancellation/Reduction Procedures

¢  Fund Reconciliation Procedures

¢  Questions

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SCHOLARSHIP SUPPORT CALENDAR

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SCHOLARSHIP SUPPORT CALENDAR HIGHLIGHTS

¢ The scholarship deadlines are intended to leverage scholarships for recruiting new students and retaining current students.

¢ These deadlines also have a goal of assisting with lowering student loan debt.

¢ USFAS provides tools and services that can aid you in complying with these deadlines and optimizing the use of USF resources.

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COST OF ATTENDANCE AND STACKING POLICY

¢  Cost of Attendance (COA)- include average tuition & fees, housing, meals, books & supplies, transportation and miscellaneous expenses based on residency, grade level and housing plans which are reviewed annually.

¢  Financial aid packages are intended to meet the student’s need which is calculated by taking the COA and subtracting the estimated family contribution (EFC).

COA-EFC=NEED

¢  If a student receives federal, state, institutional or private gift aid up to the amount of funds needed, the student may be able to attend USF with minimal student loan debt.

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COST OF ATTENDANCE AND STACKING POLICY (CONT.)

¢ A package of financial aid includes all aid awarded to a student (e.g. grants, scholarships, loans, work study, waiver, etc.)

¢ The USF packaging guidelines restrict the amount of equity funds (gift aid) �  80% of the student’s COA for on/off campus �  54% of the student’s COA for students living at home

¢ The percentage reflects the amount of the COA related to direct educational costs (i.e. tuition, books & supplies, housing and meals)

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COST OF ATTENDANCE AND STACKING POLICY(CONT.)

¢  If a scholarship is awarded after the student has been packaged:

�  USFAS will enforce the unmet need cap and corresponding equity cap for all USFAS administered funds as indicated in USFAS Student Terms & Conditions.

�  These calculations exclude private custodial scholarships because those follow the student to any school the student chooses to attend.

�  Once all affected awards are restricted, if a student is still over the cap, no further action will be taken.

¢  If a scholarship is awarded after the student has been packaged, and the package does not include need-based aid, the award will be approved up to an amount that meets the student’s COA.

¢  USF awarding units should create a list of alternate students eligible for scholarship in case the original recipient’s award must be revised due to other aid already awarded.

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USF STAFF PORTAL 2/28/13

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¢  Administrative Guides

¢  Administrative Reports

¢  USFAS

Scholarship Team Contact Information

¢  USFAS Scholarship Forms

NEW FINANCIAL AID FUND CODE PROCEDURES ¢  Creating a New Financial Aid Fund Code:

1.  Determine the Scholarship/Grant Management

2.  Use the USFAS New Fund Code Form to:

―  Identify Accountable Officer

―  Establish the name of the scholarship/grant

―  Identify/establish foundation acct. number or FAST accounting entries and Chart Fields (non-USF Foundation scholarships/grants only)

―  Identify awarding and disbursement rules, if any, per the donor agreement

Disbursement rules can be created for anything that can be monitored in Banner. This includes major, department, class code, GPA, etc.

Review How to Create a New Financial Aid Fund Code presentation on the USF Staff Portal.

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USFAS NEW FINANCIAL AID FUND CODE FORM

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UPDATE FUND CODE PROCEDURES

Updating a Financial Aid Fund Code: ¢  The USFAS Update Fund Code Form is used for updating an

existing scholarship/grant.

― Scholarship/Grant Name

― Source or account information

― Awarding and disbursement rules, if any, per the donor agreement

¢  Review How to Update an Existing Financial Aid Fund Code presentation on the USF Staff Portal.

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USFAS UPDATE FUND CODE FORM 2/28/13

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TERMS AND CONDITIONS (T&C) AND THANK YOU LETTERS (TYL)

Terms and Conditions (T&C):

¢  Posted as a requirement in OASIS ¢  Electronically displayed and accepted on students’ OASIS accounts ¢  Prevents scholarship from disbursing until accepted ¢  Scholarship terms and conditions are for scholarships that are annually

renewable Thank You Letters (TYL):

¢  For scholarships that require a “Thank You” letter be sent to the donor before disbursement

¢  Posted as a requirement in OASIS ¢  Students will be directed to send their "Thank You” letter(s) to USFAS ¢  USFAS will satisfy the requirement in OASIS ¢  Letter will be imaged in USFAS BDMS system ¢  Original letter is sent to awarding unit

Review the Scholarship Terms and Conditions and Thank You Letter Overview presentation on the USF Staff Portal.

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USFAS PAYMENT PROCESS

1.  Select students to receive funds ¢  Please note that eligible students must be actively enrolled at the

time of disbursement.

2.  Complete the scholarship Payment Request Form

3.  Scan and email the form as an attachment to scholarship email inbox-AA USF ASPFR (usfaspfr@usf.edu)

4.  Awards are normally posted within 10 business days of receipt of the completed form

5.  Colleges/Departments should monitor awards and payments from the fund reconciliation report in the Administrative Reports

Review Completing and Submitting an USFAS Payment Request Form presentation on the USF Staff Portal.

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USFAS PAYMENT REQUEST FORM 2/28/13

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DISBURSEMENT PROCEDURES

¢ To ensure compliance with all federal and state regulations, all scholarship awards must be disbursed through the student's University account.

¢ Students must be enrolled for the term of disbursement.

¢ Scholarship or grant funds will not disburse directly to students or to a 3rd party on behalf of a student.

¢ Disbursement dates for financial aid-after drop/add period of each term.

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CANCELLATION/REDUCTION PROCEDURES

¢  Need to make a correction?

1. Use the USFAS Cancellation/Reduction Form for Scholarships/Grants.

2. Scan and email the form as an attachment to scholarship email inbox-AA USF ASPFR (usfaspfr@usf.edu).

Please note: Incomplete forms will not be processed.

3. Use the web based "Fund Reconciliation Report" to monitor/reconcile your requests for each student.

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USFAS CANCELLATION/REDUCTION FORM 2/28/13

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Fund Reconciliation USF Staff

Portal Reports

Awarding Disbursement Cancellation/Reduction

USFAS Payment Process

Awarding, Disbursement, and Cancellation/Reduction Procedures

USFAS New /Update Fund Code Form Procedures

Establish Terms and Conditions, Thank You Letter, or Awarding and Disbursement Rules

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¢ USF Foundation (Banner ALUM) �  Authorized Signers �  Level (L1,L2,etc.)

¢ USFAS (Banner PROD) �  Accountable Officers �  Administrative

ADMINISTRATIVE REPORTS LOG IN 2/28/13

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•  You must have an USFAS created username and password to access the Administrative Reports

•  Need access? Contact Anita Brown (anitabrown@usf.edu) for assistance.

REPORTING MENU 2/28/13

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RUNNING REPORTS 2/28/13

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NEW REPORTS!

¢ Report46 AR Detail Codes by Fund

¢ Report50 Fund Codes by FAST CF

¢ Report51 Fund Codes by FNDNT#

¢ Report56 Fund Code Group Reconciliation

¢ Report75 Continuing Student General Scholarship Information via Population Selection

¢ More to come!

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RESOURCES

USFAS Website USF Staff Portal

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QUESTIONS??? 2/28/13

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THANKS FOR COMING!

www.usf.edu/finaid

QUESTIONS? CONTACT A MEMBER OF THE USFAS SCHOLARSHIP TEAMS: