FA Delivered Return to Title IV Last updated June 2018

The Early Days (Interface and first Go Live Year) Manually identified R2T4 via paper withdrawal forms Manually enter R2T4 calculations into SFA system Creation of I510 and I623 Reports Used UAPC reports, Interface reports and Registrar Total Withdrawal Queries to assure all potential cases were captured

R2T4 FA Delivered (FY13) A CEMLI was developed to automate most parts of the process Worksheets resulting in returns of aid will have the awards adjusted automatically when the CEMLI (E-033) completes the worksheets Automatic generation of the R2T4 communications Awards are adjusted in cases of PWDs As always with R2T4, the entire process needs to be monitored by the college coordinators Report any issues via CRM

R2T4 Process Overview (effective fall 2014) A student is selected for R2T4 worksheet creation if: 1) Grades in all courses are “W”, “WA”, “WD”, “WU”, and “WF” or any combination of these, 2) Have either anticipated or disbursed Title IV aid and 3) Incurred institutional liability of tuition or allowable fees. Worksheets are generated via the FA Run Book process for Front-End Summer, Fall and Spring terms from Tues – Fri (or Tues – Thurs during the summer hours) “All Drops” or “All WNs” are not included (WN grades mixed with other withdrawal grades will be ignored and worksheet will be created based on the other withdrawal grades) Term withdrawal dates are ignored

Navigation for R2T4 FA Item Types

R2T4 Allowable Charges Tuition Room and Board (if run by the college or college contracted with 3rd party) Material Fee Student Activity Fee Consolidated Fee Technology Fee Accelerated Study Fee Book Voucher Amount (not Book Advance) Senate Fee Thesis Binding Fee Academic Excellence Fee Change of Program Fee

Navigation for R2T4 SF Item Type Group

R2T4 SF Item Type Group

To Generate R2T4 Calculations - Auto generated every work day via Run Book (except Mondays) - Can be run manually by user

R2T4 Jobs Must Run to Success

Generating R2T4 Calculations The following steps may generate when the Automate R2T4 Process is run:

R2T4 Error Logs Associated with the CU_R2T4_SESN step, the process creates error logs. These error logs are made available to OSFA by CIS and OSFA forwards via email to the R2T4 coordinators. R2T4 Error logs are generated Tuesdays - Fridays and contain the PROCESS ERROR DETAILS and the PROCESS SUMMARY reports for each campus. The R2T4 Coordinator is expected to review and follow up on the rejected records.

R2T4 Error Logs The purpose of the Process Error Details log is to identify students whom the E-033 job could not complete the R2T4 process successfully, and allows the users an opportunity to review those accounts and manually update those records appropriately. An error message displays reporting the potential reason for the rejection. The Process Summary log identifies those students where a term or session worksheet was successfully created, completed or the awards adjusted. It provides a summary of how many records were processed on a given day.

To review individual student calculations

CF R2T4 Main Fields Overall Status: Pending, Complete, Adjust or Cancelled Undetermined Withdrawal Date: Selected for unofficial withdrawals Calculate All: Recalculates the worksheet gathering data from all modules Calculate: Recalculates the worksheet gathering data input on a specific screen

Example of an Official Withdrawal

Example of an WA Case

Example of an Unofficial Withdrawal

Example of a PWD Case

When there is a need to manually update awards: Enter “B” on Action and new Offered Amount

Enter new Offered award amount (Must calculate gross amt Enter new Offered award amount (Must calculate gross amt. and fee in cases of DL)

Select Override Authorization to authorize the new award amount, and select the Authorization button

Example of case earning 100% of Aid

Session Withdrawals

Session Withdrawals

To Confirm Grades

To Confirm Withdrawal Dates

To Track PWD Cases

To Track Return Cases

To Track All Worksheets

Delivered Aging Report

Sample of Delivered Aging Report

Enrollment Service Indicators

Enrollment Service Indicators

R2T4 Service Indicator

R2T4 Communications Campus Community>Communications>Person Communication>Communication Management Enter ID, Academic Institution, Administrative Function: FINT and select Communication Category: FAR2T

R2T4 Communications Communication Context: FAR2PW (for PWD communications) FAR2OW (for Overpayment communications) FAR2RS (for Return of Aid Communications) PLUS Communications require the generation of a paper letter at the campus

Click on the View Generated Communication Link to view the communication

Click on View to open the Communication

Template of PWD Notice

Template of Overpayment Notice

Template of Return of Aid Notice

Current Issues Identified in C5 Date prior to the start of the break used as the withdrawal date for withdrawal dates within a break of 5 or more days. A Translate Set Table needed to exclude certain message courses when generating an R2T4 worksheet. When worksheets Overall Status changes, create a row in the Last Updated page to track who did the update and when. Some Direct Loan disbursements when adjusted by the E-033, result in a Net Disbursement Balance amount that is off by a $1.

Current Issues Identified in C5 Students with withdrawal grades in all courses across multi-sessions should have a worksheet created/updated even if a worksheet already exists. To better define messages on the R2T4 Error Logs: Add Student Name, provide actual description of error, update headings and grammatical errors, display students with no charges, display students in a pending status with a determination date > 21 days from run date Request to not allow R2T4 worksheets to be updated by other business units when created by another. Direct Loan students who earn 100% of their aid should have any undisbursed disbursement #2 or higher zeroed out.

Helpful queries CU_FA_CONTROL_M_PRCS_LIST (Look for jobs in Slide 11) CU_FA_WN_GRADES_W_DISB_FED_AID CU_SR_ENRL_INQRY_TERM CU_SR_TOT_WITHDRAWAL CU_FA_DISBS_NOT_ENROLLED (Identifies drops) CU_FA_R2T4_BACK_END_PELL (query used to identify Back-End Summer R2T4 candidates to be handled manually) CU_FA_R2T4_TO_MANUALLY_REVIEW (Identifies Pending Status worksheets due to overawards/over aggregates, WN grade in a session or no institutional charges. For the record not to show on query, switch to “Complete” under the School Return Status field in the Student/School Return tab) CU_FA_R2T4_WORKSHEETS CU_SR_COA_ROSTER_STUDENT (Shows the COA for each student by session) CU_SR_TERM_SESSION_TBL (Displays 60% Dates from SR Tables) CU_FA_R2T4_W_GRDS_NO_WRKSHT CU_FA_R2T4_PWD_LOANS_TO_RVW (Unsub. PWD before Perkins) The last query Identifies all students who need manual processing due to Award Errors such as Over-Awarded, WN session withdrawals or $0 Institutional Charges. 1) Pending worksheet with an Institutional Determination Date which is more than 20 days old. A- Students who had awarding issues such as over awards or aggregate problems or were over fiscal limits where the Award ‘Message’ Link Warning appeared on the Student Award Page when the process attempted to adjust awards. B- Students who had all WN grades in at least one of the sessions in the term. 2) $0 Institutional Charges.

Data in CU_FA_R2T4_WORKSHEETS Query Query to be run on a weekly basis to review/manage R2T4 calculations Schl Rtrn - SEOG Schl Rtrn - TEACH Schl Rtrn - Perkins Schl Rtrn - Sub Schl Rtrn - Unsub Schl Rtrn - PLUS Schl Rtrn - Grad PLUS Schl Rtrn - Other PW Disb - Pell PW Disb - SEOG PW Disb - TEACH PW Disb - Perkins PW Disb - Sub PW Disb - Unsub PW Disb - PLUS PW Disb - Grad PLUS PW Disb - Other Notes Seq Notes Date-Time Notes OPRID Notes Name ID Institution Aid Yr Career EFC Status SAP Status Verif Status Verif Status Cd R2T4 Term R2T4 Session Worksheet Status Form Completed Wdraw Date Inst Deter Date Undetermined WD Date G. Inst Chrgs Total TIV Awarded Total TIV Disbursed % Aid Earned Schl Rtrn - Pell

Questions? Contact OSFA_Policy&Compliance@cuny.edu