Jeremy Mayernik Duquesne University Discovering Exemptions: Percentage Awards Made Easy Combining Financial Aid and Student Accounts for Awards based on Percentages Jeremy Mayernik Duquesne University

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Duquesne University Pittsburgh, PA Private, Catholic Undergraduate and Graduate Enrollment: Undergraduates 6,074 Graduate students 3,270 Total: 9,344 Approximately 85% of students submit FAFSA

Background 50% Health Insurance Award Automatically awarded to Ph.D. students Was only supposed to be awarded to students who were charged for Health Insurance We used Financial Aid Funds for these awards originally It was working in general, but prone for errors

Common Errors that occurred Students were awarded the aid, and then cancelled their health insurance The charges were reversed, but the aid did not come off automatically. We calculated the 50% amount of the award based on the full charge Some students were charged pro-rated amounts for Health Insurance Charges were unpredictable – they would go on, then off, then back on again at the full amount, then corrected again to a pro-rated amount Daily reports were developed to review these issues and make manual corrections

Opportunity: Student Accounts training on Exemptions I was aware that Banner Student Accounts had Exemptions functionality But how did it work? Should I believe the myths I had heard? An Ellucian Student Accounts consultant visited our campus I was able to schedule Exemption training time I took advantage of the Ellucian Live Action Line personal consulting times and inquired about Exemptions Presented the idea to Student Accounts and Finance personnel

How Exemptions Work – Big Picture Update Financial Aid Self-Service so that students can know they received the aid Interface Exemptions to Financial Aid – Appears as a Resource Run the TSRRBIL process to create automatic exemption credits Add eligible students to the Exemption Set up the Exemption

How to Set up an Exemption TSAEXPT Create a 6 digit code Enter the term

TSAEXPT – Set up Enter a description Enter the Payment Detail Code This is the detail code of the credit that will go on the student account We used the same detail code that we formerly used for the fund code

TSAEXPT – set up continued TSAEXPT has 3 different ways to set up an Exemption: Account Level Authorization % of all charges that have a Billing Detail Source Code Category Code Level Authorization % based on the Detail Code Category Code Detail Code Level Authorization % based on a specific detail code(s)

TSAEXPT – Detail Code Level Authorization We set up our Exemptions based on Detail Codes Enter Detail Code that is charged to the Student Account Enter a Priority Enter the Percent of the Exemption Enter the Source Indicator – A for All

TSAEXPT – Enter eligible students Manually enter the ID’s of the students who are to receive the Exemption I created a daily report to find eligible students who were NOT already listed on the exemption

TSAEXPP TSAEXPP is a form for data-entry of eligible students only

Student Accounts Daily Process Student Accounts must run TSRRBIL process If not already doing this, the TSRRBIL process would have to be added to daily Student Account tasks TSRRBILL is run in “apply credit” mode Important parameter: 21 Create Cont, Dep, Expt Credits: Y What Happens when it runs: If the student has the Detail Code charged with an amount, the Exemption will be applied for the percentage of the amount charged. If the amount charged changes, the Exemption is automatically updated. Updates are timely, efficient, and accurate.

Student Account Example:

How to Interface Exemptions to Financial Aid RPROPTS

RPREXPT Ensure that Info Access is checked Also allows you to add an “Estimated Amount” until the actual Exemption is applied

RPAARSC

Self Service Exemptions display on Self-Service on the “Resources / Additional Information Tab” of the Award for Aid Year Enable this tab on ROAINST I also created Web Text message and Web Variable to add to the “Financial Aid Status” page The message appears at the top of the page, to alert the students who have a resource or an exemption, with the total of all resources/exemptions The message states: Outside aid/resources have been awarded to you in the amount of <**RESOURCE**>. You can view the detail of these awards in Award section of Self Service, Resources/Additional Information tab.

Reports: Overawards Aid > COA Since Exemptions are put on when they are ACTUAL, there are times when adding the Exemption will create an overaward We are using Exemptions exclusively for Graduate Students Unsub Stafford, Grad PLUS, or Alternative Loan might’ve been processed before the Exemption went on I have a report: “Aid greater than COA” which runs daily This report catches any issues if the exemption is added/increased and it creates an issue to review.

(SELECT SPRIDEN_ID AS "ID3",RNVAND0_RESOURCE_AMOUNT AS "RESOURCE1" FROM RNVAND0,SPRIDEN WHERE RNVAND0_AIDY_CODE = '1819' AND SPRIDEN_CHANGE_IND IS NULL AND SPRIDEN_ENTITY_IND = 'P' AND SPRIDEN_PIDM = RNVAND0_PIDM)   WHERE ID1=ID2 AND ID1=ID3(+) AND SPRIDEN_ID = ID1 AND SPRIDEN_PIDM IN (SELECT A.RPRAWRD_PIDM                      FROM RPRAWRD A,RFRFCAT                      WHERE A.RPRAWRD_AIDY_CODE = '1819'                      AND A.RPRAWRD_FUND_CODE = RFRFCAT_FUND_CODE(+)                      AND A.RPRAWRD_ACCEPT_AMT > 0                      AND RFRFCAT_FCAT_CODE IS NULL) AND SPRIDEN_PIDM NOT IN (SELECT ROBUSDF_PIDM                                                 FROM ROBUSDF                                                 WHERE ROBUSDF_AIDY_CODE = '1819'                                                 AND ROBUSDF_VALUE_8 IS NOT NULL) ) WHERE BUDGET < AID+RESOURCES ORDER BY LNAME,FNAME SELECT  ID,         LNAME,         FNAME,         BUDGET,         AID+RESOURCES "TOTAL_AID",         BUDGET - AID - RESOURCES "OVERAWARD"   FROM( SELECT  ID1 "ID",         SPRIDEN_LAST_NAME "LNAME",         SPRIDEN_FIRST_NAME "FNAME",         NEW_BUDG "BUDGET",         AID "AID",         NVL(RESOURCE1,0) "RESOURCES" FROM SPRIDEN, (SELECT SPRIDEN_ID AS "ID1",SUM(RBRAPBC_AMT) AS "NEW_BUDG" FROM RBRAPBC,SPRIDEN WHERE RBRAPBC_AIDY_CODE = '1819' AND RBRAPBC_RUN_NAME = 'ACTUAL' AND RBRAPBC_PBTP_CODE = 'FED' AND SPRIDEN_CHANGE_IND IS NULL AND SPRIDEN_ENTITY_IND = 'P' AND SPRIDEN_PIDM = RBRAPBC_PIDM GROUP BY SPRIDEN_ID), (SELECT SPRIDEN_ID AS "ID2",SUM(RPRAWRD_ACCEPT_AMT) AS "AID" FROM RPRAWRD,SPRIDEN WHERE RPRAWRD_AIDY_CODE = '1819' AND SPRIDEN_PIDM = RPRAWRD_PIDM

Reports: Students to Add SELECT SPRIDEN_ID "ID",                 SPRIDEN_LAST_NAME "LAST_NAME",                 SPRIDEN_FIRST_NAME "FIRST_NAME",                 A.SGBSTDN_LEVL_CODE "LEVEL",   A.SGBSTDN_DEGC_CODE_1 "DEGREE",   A.SFRTHST_TERM_CODE "TERM CODE",   A.SFRTHST_TMST_CODE "STATUS"   FROM SPRIDEN,SGBSTDN A,SFRTHST A WHERE SPRIDEN_CHANGE_IND IS NULL AND SPRIDEN_ENTITY_IND = 'P' AND A.SGBSTDN_PIDM = SPRIDEN_PIDM AND A.SGBSTDN_TERM_CODE_EFF = (SELECT MAX(B.SGBSTDN_TERM_CODE_EFF)     FROM SGBSTDN B     WHERE B.SGBSTDN_PIDM = A.SGBSTDN_PIDM      AND B.SGBSTDN_TERM_CODE_EFF <= '201910') AND A.SGBSTDN_DEGC_CODE_1 = 'PHD' AND A.SFRTHST_PIDM = SPRIDEN_PIDM AND A.SFRTHST_TERM_CODE = '201910' AND A.SFRTHST_TMST_DATE = (SELECT MAX(B.SFRTHST_TMST_DATE)                 FROM SFRTHST B                 WHERE B.SFRTHST_PIDM = A.SFRTHST_PIDM                 AND B.SFRTHST_TERM_CODE = A.SFRTHST_TERM_CODE) AND A.SFRTHST_TMST_CODE <> '00' AND SPRIDEN_PIDM NOT IN (SELECT TBBESTU_PIDM                                                 FROM TBBESTU                                                 WHERE TBBESTU_EXEMPTION_CODE = '100000'                                                 AND TBBESTU_TERM_CODE = '201910')        ORDER BY SPRIDEN_LAST_NAME, SPRIDEN_FIRST_NAME Reports: Students to Add Eligible Students not added to the exemption on TSAEXPP Run daily – add students as they get enrolled

Pro’s and Con’s of Exemptions Excellent to use for straight-forward percentage discounts Can use your existing Detail Codes that are already set up Once you enter a student’s ID as eligible for the Exemption, it will automatically calculate and update Ensures that the credit is always correct – no lag CON’S Only posts when the award is ACTUAL May require re-packaging of traditional financial aid in RPRAWRD if not using the Estimated functionality on RPREXPT No batch data entry available – must manually add to TSAEXPP / TSAEXPT

If you switch to using exemptions May need to update some of your reports to include Exemptions in your annual reports Inform your counseling staff / phone staff The aid will not show as “normal” aid in RPAAWRD It will show in the Resource total in RPAAWRD The aid will show on the second page of RPAARSC, which is not obvious RPAARSC is not a tabbed form, must use the “Next Section” controls Make plans to add/make visible the Exemption on Self Service so that students can find it on their own, hopefully Get used to first checking for the Exemption on the Student Account RSIAREV or TSAAREV

Open to the Floor Questions Comments Jeremy Mayernik mayernikj@duq.edu

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