financial aid workshop september 26, 2012. prorating texas grant and teog awards exemptions and...

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Financial Aid WorkshopSeptember 26, 2012

Prorating TEXAS Grant and TEOG Awards

Exemptions and Waiver Programs

TX College Work Study Program

Top 10 Percent Reimbursement Report

Overview of the Revised G&SP Information Website

Tracking Hours of Eligibility

Hot Topics

Prorating TEXAS Grant Awards


Remaining Hours =

9 HoursRemaining Hours =

6 – 8 Hours

Remaining Hours = Fewer Than 6

Hours

Student Enrolled at Least ¾-Time

Maximum eligibility = 100% of a maximum award amount



Student Enrolled ½-Time

Only with approved hardship (see hardship schedule)



Student Enrolled Less Than ½-Time

No Award No Award No Award

Prorating an award based on the hours remaining in the TEXAS Grant Program:If a student is within 9 hours of the total 150 or 90 semester credit hours limit and enrolled at least ½-time (6 hours), the following model should be used:

Proration Schedule for Students with 9 hours or less Remaining in Program:


Enrolled 9 Hours or More

Enrolled 6-8 HoursEnrolled

Less Than 6 Hours

For an Approved Hardship:

Maximum eligibility = 100% of a

maximum award amount for the

semester.

Maximum eligibility = the maximum award for the semester divided by 12 and multiplied by the

number of hours enrolled.

No Award

Prorating an award due to a hardship:If a student has been approved for a TEXAS Grant award due to a hardship and is enrolled less than ¾-time, but at least ½-time, the institution must use the proration schedule below:

Proration Schedule for an Approved Hardship:


A student cannot receive a TEXAS Grant Award if enrolled less than ½ time (6 hours).

This includes prorated awards due to: Hardships

Limited hours remaining in the TEXAS Grant Program; and/or graduation

Prorating TEOG Awards


Enrolled 6 Hours or More Enrolled fewer than 6 Hours

Student Hardship Approved

Maximum eligibility = 100% of a maximum award amount for the semester

Maximum eligibility = the maximum award for the semester divided by 12 and multiplied by the number of hours enrolled

If a student has been approved for a TEOG award due to a hardship and enrolled less than ½-time, the institution must use the proration schedule below:

Prorating an award due to a hardship:


Each institution must adopt a hardship policy and have it available for public

review upon request. All hardship decisions must be documented in the student’s record and be available for

submission to the Coordinating Board if requested.


Balance of Hours =

6 Hours or MoreBalance of Hours = Fewer Than 6 Hours

Student Enrolled at Least 1/2-Time



Prorating awards when a student has less than 6 hours remaining of the 75 Semester Credit Hour Limit.

Proration Schedule for Students with 6 hours or less Remaining in Program:


A TEOG award must be prorated for an eligible student who has less than 6

semester credit hours remaining in the program.

This student can only receive up to 25% of the maximum TEOG award for the

semester.

Exemptions and Waivers

All exemption and waiver programs are authorized or mandated by the Texas Legislature.

Exemptions allow special groups of Texas residents or nonresidents to enroll and pay a reduced amount of tuition and fees.

Waivers allow special groups of nonresidents to enroll and pay a reduced nonresident tuition rate.

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Exemptions and Waivers

Mandatory exemption and waiver programs are dictated in statute for all institutions to honor.

Optional exemption and waiver programs provide discretion for institutional governing boards to implement.

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If the institution chooses to offer an Optional exemption or waiver program, it must serve all eligible students.

Mandatory versus Optional

Exemptions & Waivers are targeted to specific populations that have been identified as warranting special consideration related to paying for higher education costs.

There is limited uniformity in definition, application, or structure for the programs.

The CB does not administer the programs, they are administered locally at each institution.

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Quick Facts

Currently, Texas has 39 exemption programs and 22 waiver programs.

In FY 2011, more than 237,000 students received assistance through these programs, for a total of $498 million in foregone tuition and fee revenue.

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Statistics

Texas College Work Study

Who does NOT qualify?

Athletic scholarship recipients;

Students enrolled in a seminary or other programs leading to a license to preach for a religious sect; or

Undocumented or international students unable to legally work in the U.S.

Eligibility Requirements

TCWS

Who qualifies?

A Texas resident

Enrolled at least ½ time of a full course load

Shows financial need

Is registered with Selective Service, or is exempt

Without a waiver:

A Nonprofit employer must provide 25% of the earnings received by the student and 100% of other employee benefits.

For-profit employers must provide not less than 50% of an employed student's wages and 100% of other employee benefits.

Title III/Title V Waiver

Waivers

The State of Texas will honor your Federal Title III or Title V waiver which exempts your institution from the 25% matching requirement.

A copy of your institution’s Title III and Title V waiver must be e-mailed to [email protected]

Transferability of Funds

Transfers

Institutions participating in TEXAS Grant, TEG, and Texas College Work-Study may transfer, in a given fiscal year, up to the lesser of 10% or $10,000 between these programs.

The 10% or $10,000 maximum applies to the account from which the money is coming.

If you want to transfer funds from TEG to TCWS, email the Program Specialist with your request.

Year-End Report:

Due June 15, 2013

How much money your institution issued, and number of students awarded, along with excess funds awarded.

These totals are used to reconcile the FADB report.

Texas College Work-Study Reports

Progress Reports:

Due February 20, 2013

Indicates amounts encumbered (awarded but not yet disbursed), amount to be released, and additional funds requested.

Funds that have not been disbursed or encumbered will be swept for reallocation.

Top 10 Percent Reimbursement

Report

10/01/2012 is the reimbursement deadline date for both IY and RY awards.

The following must be completed by the 10/01/12 deadline in order for the Coordinating Board to process reimbursements:

All files submitted must be accepted without errors by the deadline date for awards to be valid and paid.

Errors concerning “duplicate” student awards must be resolved in order for the award to be issued. If the duplicate error is not resolved prior to the deadline date, the award is invalid and the student is ineligible.

All awards with “ISIR pending verification” must be updated prior to the deadline date. If verification status is not updated, then the award is invalid, and the student is ineligible.

Top 10 Percent Reimbursement

Award amount

Priority status

Award type (Renewal and Bonus)

The file does not identify SAP eligibility and/or hardship issued

If errors are found in your file, an e-mail will be generated notifying you of an impending ERROR report to be sent via SFTP.

Sample Error notificationFrom: [email protected] [mailto:[email protected]] Sent: Day, Month #, Year TimeTo: InstitutionSubject: REJECTED ERROR file FICE##### **** **** Top 10% Scholarship Request File

Your file was received and processed. The file produced errors in 12 records. You may retrieve your report from the TexasGrants_Output folder at the SFTP site. The name of the report is #####Top10Renewal20120725094718ERROR.pdf.

If you have questions, please contact the Grants and Special Programs office at [email protected] or call toll-free (800) 242-03062, option 3,3, 5 or (512) 427-6340, Austin metro.

***********************************************************************

Error Reports

The ERROR report will list only the error

records found in the file. Once errors are corrected, you will

need to resubmit the report for processing.

Once your file is accepted, an e-mail will be generated notifying you of the total funds that will be processed along with the record count that was accepted for processing.

Sample Accept file notification

Subject: ACCEPTED file FICE##### ******** Top 10% Scholarship Reimbursement Request File

Your file was accepted.

The following Payment will be processed within five business days:

Award Amount: $22000 Record Count: 11

You may retrieve your report from the TexasGrants_Output folder at the SFTP site. The name of the report is #####Top10Response20120726144247ACCEPTED.pdf.

If you have questions, please contact the Grants and Special Programs office at [email protected] or call toll-free (800) 242-3062, option 3,3, 5 or (512) 427-6340, Austin metro. ***********************************************************************

Accepted File

Duplicate student records and

Verification Pending records submitted will be listed in an Accept

file, but will not be processed until verification of

enrollment is received and/or pending

verification is cleared.

Payment Processed Once the payment is processed, a reimbursement report will be sent via SFTP. Sample Reimbursement Report

Texas Higher Education Coordinating BoardTop 10% Scholarship Program

FICE(#####) Reimbursement Report AY 2012 Student ID Student Name Amount Date Paid######### Last Name, First Name $2,000.0008/01/2012######### Last Name, First Name $2,000.0008/01/2012######### Last Name, First Name $2,000.0008/01/2012######### Last Name, First Name $2,000.0008/01/2012

Total Awards: 4Total Amount: $8,000

Reimbursement Report

If a student’s record has already been reported by another institution, all other records on your file will be accepted and processed. Once you have verified that the student is enrolled at your institution, you will then notify the Coordinating Board of the change via e-mail.

Sample e-mail notification to be sent to the Coordinating Board:

Subject: Fice Code(#####) Duplicate verification

The following students listed below have been verified enrolled at our institution. Confirmation that a refund will be received by the paid institution has also been received.

Student First name, Last Name – DOB ##/##/####Paid institution Contact:

Duplicates

Question: What if we are unable to confirm that a refund will be sent by the paid institution, can we still ask for our awards to be reimbursed?

Answer: Yes, your email request confirming that the duplicate student is enrolled at your institution can be sent. Unfortunately, payment can not be issued until we have received confirmation that the award will be refunded.

Overview of the Revised G&SP Information

Website

G&SP Information Website

G&SP Information Website Address:

https://www1.thecb.state.tx.us/apps/SpecialPrograms/

You can now Access the Main Menu of the website without an ID or Password

The Cross Reference contains a comprehensive list of the questions organized by program and publication date.


Workshop Presentations and handouts.



Upcoming Webinar Trainings will be available.

Tracking Hours of Eligibility

Verification Screens are found under “Program Specific Information”

E-mail Grant Info for your ID and Password: [email protected]

Logging In to Grants and Special Programs

TEXAS Grant Verification Screen

Tracking Hours - TEXAS Grant

TEOG Verification Screen

Tracking Hours - TEOG

financial aid workshop september 26, 2012. prorating texas grant and teog awards exemptions and...

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