CERTIFYING TUITION AND FEES June 2018

Flat Rate Tuition Schools (Chapter 33) Schools that charge flat rate tuition must also report the net Tuition and Fees (see Certifying Tuition and Fees). When a student is enrolled in modular terms (i.e. mini-sessions within the standard term), the net Tuition and Fees should be associated and reported with the first credits that total the minimum number of credits required to be a full time student at the school. The following questions, answers, and examples provide guidance on how to accurately certify net charges for modular terms at schools with flat rate tuition.

Flat Rate Tuition Question 1: How should schools with flat rate tuition certify tuition for Chapter 33 claims during modular terms? Answer: Schools with flat rate tuition should certify modular terms by first dividing the total tuition charged by the minimum number of hours considered full-time (usually 12). They should then multiply that per-credit hour cost by the number of hours of enrollment for each modulated term (until the minimum full time hours are reached) and certify the results. No tuition should be certified for subsequent hours pursued.

Flat Rate Tuition Example 1: VA College charges a flat rate of $6,250.00 per semester for each individual pursuing between 12-18 credit hours. Each semester has 3 five-week terms. ($6,250/12 = 520.83 per credit hour). Spring Semester Credit Hours Enrolled Tuition Reported Term 1 9 $4,687.50 Term 2 3 $1,562.50 Term 3 $0

Flat Rate Tuition Question 2: How should schools with flat rate tuition certify fees for Chapter 33 claims during modular terms? Answer: If the school also has a flat rate fee schedule, it should be divided just as the flat rate tuition is divided in Example 1. However, if there are additional fees associated with individual classes, they should be certified for the term in which the class is attended.

Flat Rate Tuition Example 2: Same details as Example 1 above, but this college charges a flat rate of $600 in fees each semester and the student is enrolled in a class in Term 3 that also has a lab fee of $100. Spring Semester Credit Hours Enrolled Tuition Reported Fees Reported Term 1 9 $4,687.50 $450.00 Term 2 3 $1,562.50 $150.00 Term 3 $0 $100.00

Flat Rate Tuition Question 3: How should schools with flat rate tuition certify Yellow Ribbon for Chapter 33 claims during modular terms? Answer: The school can only certify Yellow Ribbon for the terms where the annual cap has been exceeded.

Flat Rate Tuition Example 3: Same details as Example 1 above but this student has been certified for $16,000.00 in tuition during previous terms. The annual cap for the academic year is $22,805.34. Spring Semester Credit Hours Enrolled Tuition Reported Unmet Charges Maximum Reportable YR Term 1 9 $4,687.50 $2,610.00 $3,402.67 Term 2 3 $1,562.50 $781.25 Term 3 $0

Flat Rate Tuition Question 4: How should schools with flat rate tuition report changes for added classes during modular terms? Answer: See the following examples and the explanation for each.

Flat Rate Tuition Example 4a: If classes are added to the student’s schedule that do not change the term in which the student reaches the number of hours required for full time status, no change to tuition amounts is required but the change in credit hours will still need to be reported. Original Cert Change of Enrollment Semester Credit Hours Tuition Reported New Credit Hours Term 1 9 $4,687.50 Term 2 3 $1,562.50 Term 3 $0 6 Original Cert Change of Enrollment Semester Credit Hours Tuition Reported New Credit Hours Term 1 9 $4,687.50 Term 2 3 $1,562.50 6 Term 3 $0 Or:

Flat Rate Tuition Example 4b: If classes are added to the student’s schedule that change the term in which the student reaches the number or hours required for full time status, the change in hours and the change in tuition amounts associated with the terms should be reported. Original Cert Change of Enrollment Semester Credit Hours Tuition Reported New Credit Hours Term 1 9 $4,687.50 12 $6,250.00 Term 2 3 $1,562.50 $0 Term 3 Original Cert Change of Enrollment Semester Credit Hours Tuition Reported New Credit Hours Term 1 9 $4,687.50 10 $5,208.33 Term 2 3 $1,562.50 $1,041.67 Term 3 $0 Or:

Flat Rate Tuition Question 5: How should schools with flat rate tuition report changes for dropped classes during modular terms? Answer: See the following examples and the explanation for each.

Flat Rate Tuition Example 5a: If classes are dropped from the student’s schedule that do not change when the student reaches the number of hours required for full time status, no change to tuition amounts is required but the change in credit hours will still need to be reported. Original Cert Change of Enrollment Spring Semester Credit Hours Tuition Reported New Credit Hours Term 1 9 $4,687.50 Term 2 3 $1,562.50 Term 3 $0

Flat Rate Tuition Example 5b: If classes are dropped from the student’s schedule that change when the student reaches the number of hours required for full time status, the change in hours and the change in tuition amounts associated with the terms should be reported. Original Cert Change of Enrollment Semester Credit Hours Tuition Reported New Credit Hours Term 1 9 $4,687.50 6 $3,125.00 Term 2 3 $1,562.50 Term 3 $0 Original Cert Change of Enrollment Semester Credit Hours Tuition Reported New Credit Hours Term 1 9 $4,687.50 8 $4,166.67 Term 2 3 $1,562.50 Term 3 $0 $520.83 Or:

Flat Rate Tuition Question 6: How should schools with flat rate tuition report changes for added or dropped classes during modular terms outside of the flat rate course load (usually 12 to 18 hours)? Answer: See the following examples and the explanation for each.

Flat Rate Tuition Question 6a: If classes are dropped from the student’s schedule that reduce the course load to less than the minimum full time amount for flat rate tuition, the actual charges for each term must be reported. In this example, $530 is the per-credit hour charge when below 12 hours or above 18 hours. Original Cert Change of Enrollment Spring Semester Credit Hours Tuition Reported New Credit Hours Term 1 9 $4,687.50 4 $2,120.00 Term 2 3 $1,562.50 $1,590.00 Term 3 $0

Flat Rate Tuition Question 6b: If classes are added to the student’s schedule that exceed the course load for flat rate tuition, the actual charges for the additional classes must be reported for the term where the additional classes are attended Original Cert Change of Enrollment Spring Semester Credit Hours Tuition Reported New Credit Hours Term 1 9 $4,687.50 14 $6,250.00 Term 2 3 $1,562.50 $0 Term 3 $1,590.00

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