Reconciliation of State Grant and Special Programs

Reconciliation of the EAP Program Summer was changed from a Header to a Trailer starting with Reconciliation will normally run in June and contain all three terms Fall, Spring, and Summer. The roster is due 45 days after it is sent. »An reminder is sent. »Rosters are available in Page Center. EAP does offset with in a given Financial Aid year. Certification Procedures were published in September for and are available on the Document Library EAP is currently not available on OC webconnect. Reconciliation is currently all on paper.

EAP Student Eligibility Confirm Each Student’s Enrollment and Costs Student Must be a Domiciliary of Pennsylvania Student Must be enrolled in a Title IV degree or certificate granting course of study Report any student who has withdrawn Report Differential Costs. Any tuition that is 25% (or more) higher or lower than tuition used to calculate an award.

EAP Reconciliation Roster FED TAX IDATTN: FINANCIAL AID ADMINISTRATORRECONCILIATION DISBURSEMENT ALLEGANY COLLEGE OF MARYLAND - SOMERSET WILLOW BROOK RD S.E CUMBERLAND, MD TOTAL EAP FUNDS DUE STUDENTS (AS OF THIS ROSTER)$8,581 LESS: PRIOR ACTUAL DISBURSEMENTS ROSTER DATE $ 5,575 ROSTER DATE $5,679 TOTAL PRIOR DISBURSEMENTS$11,254 PLUS: REFUNDS RETURNED TO PHEAA DATE RECEIVED $2,673 DATE RECEIVED $2,777 TOTAL REFUNDS$ 5,450 ACTUAL DISBURSEMENT REFUND DUE PHEAA $2,777 TOTAL NUMBER OF RECIPIENTS ON ROSTER 2

Reconciliation PATH Grant Program Path is only awarded for fall and spring. Reconciliation Rosters are normally distributed in June. »An reminder is sent. »Rosters are available in Page Center. Certification Procedures were published in September for and are available on the Document Library. PATH does not offset. Path is not currently available on OC webconnect. Reconciliation is currently all on paper.

PATH Grant Student Eligibility Student Eligibility Checks »Nominated and receive an academic Scholarship from a partner ◦ A list of all partner awards is available on the Document Library »PA resident »Receive a State Grant for every term they receive an award »Have Demonstrated Financial Need

PATH Grant Student Eligibility Be an Undergraduate Student Enrolled at least half-time Be attending a State Grant approved postsecondary institution in Pennsylvania Be enrolled in a State Grant approved, degree seeking Program of Study Maintain Academic progress Once all eligibility checks are done Sign, Date, and Return the Roster

All Refunds Paper Checks Note the program you are sending in PHEAA P.O. Box Baltimore, MD ACH M&T Bank Note the program you are sending in PHEAA Operations ACCT# ABA#

How to Contact Special Programs By Phone , option 2, option 3 By Every program has an By Fax

PA State Grant Program As with practically all student aid programs, it takes the coordination of the financial aid office, bursar, admissions, registrar and other campus offices to effectively administer the eligibility requirements of the State Grant Program. »Access for all those involved »Disbursement »Reconciliation

Access to State Grant Data Business Partner Access Management System »Authoritative Source »Access to various systems (SG, Chafee, etc) »User IDs (CG#)

Disbursement All funds disbursed to schools via the Automated Clearing House (ACH). »Institutions are required to have a current Electronic Funds Transfer (EFT) agreement on file with PHEAA in order to get their State Grant funds. ◦ EFT agreements are handled by Financial Management ◦ EFT form is available on PHEAA’s Document Library ◦ Contact FM at

Predisbursement Initial roster for each term for some schools »Available in PageCenter mailbox or via transmission before the first day of class. »Cannot be certified and returned until after the first day of class when enrollment/eligibility can be confirmed and all changes have been submitted via FG5Y, FG11C, or certification transmission. »Includes no funds

Predisbursement FG3S I 2010;A; ;01; STATE GRANT COLLEGE DISBURSEMENT DISPLAY OE CODE APP YEAR SCROLLING 1 OF 5 PAGE 1 OF 3 PHEAA CODE ACAD YEAR LAST USER FGXMT PHEAA BUSINESS COLLEGE LAST UPDATE 10/03/2011 ACADEMIC SCHEDULE Q QUARTER TERM BEGIN DATES - FALL 09/28/2010 WINTER 01/03/2011 SPRING 03/31/2011 POSS DISB DATES - FALL 09/28/2010 WINTER 01/03/2011 SPRING 03/31/2011 TYPE A "FALL" DISBURSEMENT DISB AMT $ _____________ ______ DISB AMT $ 541,224 (092%) DATE PAID __________ DATE PAID 11/05/2010 DISB ROSTER DATE __________ DISB ROSTER DATE 10/25/2010 STATUS _ __________ - __ __ ____ STATUS C COMPLETED DISB ROSTER RETURNED __ __ ___ DISB ROSTER RETURNED PREDIS ROSTER DATE 08/09/2010 PREDIS ROSTER DATE 08/09/2010 PREDIS ROSTER DATE / / STATUS C COMPLETED STATUS C COMPLETED STATUS _ __________ - __ __ ____

Disbursement Goal: To get the funds due to the school for the term deposited into the designated, noninterest bank account on either: »the first day of classes OR »a date designated by the school while meeting the systematic checks and balances OR »after the certified predisbursement roster has been processed.

Disbursement FG3S I 2010;A; ;01; STATE GRANT COLLEGE DISBURSEMENT DISPLAY OE CODE APP YEAR SCROLLING 2 OF 5 PAGE 1 OF 3 PHEAA CODE ACAD YEAR LAST USER FGXMT PHEAA BUSINESS COLLEGELAST UPDATE 10/03/2011 ACADEMIC SCHEDULE Q QUARTER TERM BEGIN DATES - FALL 09/28/2010 WINTER 01/03/2011 SPRING 03/31/2011 POSS DISB DATES - FALL 09/28/2010 WINTER 01/03/2011 SPRING 03/31/2011 TYPE C "WINTER" DISBURSEMENT TYPE C "WINTER" DISBURSEMENT TYPE C "WINTER" DISBURSEMENT DISB AMT $ 514,667 (092%) DISB AMT $ _____________ ______ DISB AMT $ 514,667 (092%) DATE PAID 02/04/2011 DATE PAID __________ DATE PAID 02/04/2011 DISB ROSTER DATE 01/24/2011 DISB ROSTER DATE __________ DISB ROSTER DATE 01/24/2011 STATUS C COMPLETED STATUS _ __________ - __ __ ____ STATUS C COMPLETED DISB ROSTER RETURNED DISB ROSTER RETURNED _ __ ____ DISB ROSTER RETURNED PREDIS ROSTER DATE 11/15/2010 PREDIS ROSTER DATE / / STATUS C COMPLETED STATUS _ __________ - __ __ ____

Disbursement FG3S I 2010;A; ;01; STATE GRANT COLLEGE DISBURSEMENT DISPLAY OE CODE APP YEAR SCROLLING 3 OF 5 PAGE 1 OF 3 PHEAA CODE ACAD YEAR LAST USER FGXMT PHEAA BUSINESS COLLEGE LAST UPDATE 10/03/2011 ACADEMIC SCHEDULE Q QUARTER TERM BEGIN DATES - FALL 09/28/2010 WINTER 01/03/2011 SPRING 03/31/2011 POSS DISB DATES - FALL 09/28/2010 WINTER 01/03/2011 SPRING 03/31/2011 SPRING" DISBURSEMENT REC" DISBURSEMENT TYPE E "SPRING" DISBURSEMENT TYPE G "REC" DISBURSEMENT DISB AMT $ _____________ ______ DISB AMT $ 447,947 DATE PAID __________ DATE PAID 04/29/ /18/2011 DISB ROSTER DATE __________ DISB ROSTER DATE 04/18/2011 STATUS _ __________ - __ __ ____ STATUS C COMPLETED DISB ROSTER RETURNED _ __ ____ DISB ROSTER RETURNED PREDIS ROSTER DATE 02/23/2011 PREDIS ROSTER DATE / / STATUS C COMPLETED STATUS C COMPLETED STATUS _ __________ - __ __ ____

Reconciliation Rosters FG3S I 2010;A; ;01; STATE GRANT COLLEGE DISBURSEMENT DISPLAY OE CODE APP YEAR SCROLLING 5 OF 5 PAGE 1 OF 3 PHEAA CODE ACAD YEAR LAST USER FGXMT PHEAA BUSINESS COLLEGE LAST UPDATE 10/03/2011 ACADEMIC SCHEDULE Q QUARTER TERM BEGIN DATES - FALL 09/28/2010 WINTER 01/03/2011 SPRING 03/31/2011 POSS DISB DATES - FALL 09/28/2010 WINTER 01/03/2011 SPRING 03/31/2011 4TH RECONCILIATION DISB TYPE J 4TH RECONCILIATION DISB TYPE J 4TH RECONCILIATION DISB $ 855 DISB AMT $ 0 DISB AMT $ 855 DATE PAID 08/23/2011 DATE PAID 10/17/2011 DISB ROSTER DATE 08/10/2011 DISB ROSTER DATE 10/03/2011 STATUS C COMPLETED STATUS P PRINTED - __ __ ____ DISB ROSTER RETURNED DISB ROSTER RETURNED __ __ ____ PREDIS ROSTER DATE / / STATUS _ __________ - __ __ ____

Refunds FG3S I 2010;A; ;01; STATE GRANT COLLEGE DISBURSEMENT DISPLAY OE CODE APP YEAR SCROLLING 1 OF 1 PAGE 2 OF 3 PHEAA CODE ACAD YEAR LAST USER PH16088 PHEAA BUSINESS COLLEGE LAST UPDATE 08/16/2011 REFUNDS FROM COLLEGES/INSTITUTIONS DATE POSTED REFUND AMOUNT REFUND SOURCE $ E EFT __ __ ____ $ _________ _ ______________________________ REFUND CORRESPONDENCE _ ______________________________

Disbursement and Awards Summary FG3S I 2010;A; ;01; STATE GRANT COLLEGE DISBURSEMENT DISPLAY OE CODE APPLICATION YEAR PAGE 3 OR 3 PHEAA CODE ACAD YEAR LAST USER FGXMT PHEAA BUSINESS COLLEGE LAST UPDATE 10/14/2011 DISBURSEMENT AND AWARDS SUMMARY TOTAL AWARDS $ 1,435,510 CALCULATED DISBURSEMENT $ 1,596,510 ADJUSTED DISBURSEMENT $ 1,504,693 LESS PRIOR YEAR REFUND $ 0 ACTUAL DISBURSED AMOUNT $ 1,504,693 TOTAL SPECIAL CHECKS $ 0 TOTAL COLLEGE REFUND $ 67,175 TOTAL PROGRAM REVIEW REFUND $ 0 TOTAL PHEAA COLLECTABLE REFUND $ 2,008 BALANCE DUE PHEAA $ 0 BALANCE DUE INSTITUTION $ 0

Disbursement Funds are deposited into the school’s account no sooner than the first day of class. Disbursement roster generated approximately two weeks before the first day of classes. »Takes minimum of 9 business days for funds transfer to be completed All prior term/year signed/certified rosters must be returned before any additional disbursement rosters can run.

Reconciliation Does the State Grant Record (FG3S)/Roster Summary Page Agree with school records? »$$$ due to PHEAA »$$$ due to School »In Balance

Reconciliation – PHEAA Owes School FG3S I 2010;A; ;01; STATE GRANT COLLEGE DISBURSEMENT DISPLAY OE CODE APPLICATION YEAR PAGE 3 OR 3 PHEAA CODE ACAD YEAR LAST USER FGXMT SCHMELZ UNIV OF PA LAST UPDATE 06/02/2011 DISBURSEMENT AND AWARDS SUMMARY TOTAL AWARDS $ CALCULATED DISBURSEMENT $ ADJUSTED DISBURSEMENT $ LESS PRIOR YEAR REFUND $ 75 ACTUAL DISBURSED AMOUNT $ TOTAL SPECIAL CHECKS $ 0 TOTAL COLLEGE REFUND $ 0 TOTAL PROGRAM REVIEW REFUND $ 0 TOTAL PHEAA COLLECTABLE REFUND $ 0 BALANCE DUE PHEAA $ 0 BALANCE DUE INSTITUTION $ 90734

Reconciliation – Offset from Prior AY FG3S I 2010;A; ;01; STATE GRANT COLLEGE DISBURSEMENT DISPLAY OE CODE APPLICATION YEAR PAGE 3 OR 3 PHEAA CODE ACAD YEAR LAST USER PH05806 WITMER JUNIOR COLLEGE LAST UPDATE 05/13/2011 DISBURSEMENT AND AWARDS SUMMARY A TOTAL AWARDS $ B CALCULATED DISBURSEMENT $ C ADJUSTED DISBURSEMENT $ D LESS PRIOR YEAR REFUND $ 674 D + E = C E ACTUAL DISBURSED AMOUNT $ F TOTAL SPECIAL CHECKS $ 0 C – A – G – I = J G TOTAL COLLEGE REFUND $ 1866 H TOTAL PROGRAM REVIEW REFUND $ 0 I TOTAL PHEAA COLLECTABLE REFUND $ 4630 J BALANCE DUE PHEAA $ K BALANCE DUE INSTITUTION $ 0

Reconciliation - Refunds FG3S I 2010;A; ;01; STATE GRANT COLLEGE DISBURSEMENT DISPLAY OE CODE APP YEAR SCROLLING 1 OF 1 PAGE 2 OF 3 PHEAA CODE ACAD YEAR LAST USER PH05806 SCHMELZ UNIV LAST UPDATE 10/22/2011 REFUNDS FROM COLLEGES/INSTITUTIONS DATE POSTED REFUND AMOUNT REFUND SOURCE $ S SYSTEM GENERATED REFUND $ 4600 C CORRESPONDENCE __ __ ____ $ _________ _ ______________________________ REFUND CORRESPONDENCE _ ______________________________

Reconciliation – In Balance!! FG3S I 2010;S; ;01; STATE GRANT COLLEGE DISBURSEMENT DISPLAY OE CODE APPLICATION YEAR PAGE 3 OR 3 PHEAA CODE SUMMER LAST USER FGXMR CREIGHTON STATE UNIVERSITY LAST UPDATE 02/27/2011 DISBURSEMENT AND AWARDS SUMMARY TOTAL AWARDS $ CALCULATED DISBURSEMENT $ ADJUSTED DISBURSEMENT $ LESS PRIOR YEAR REFUND $ 0 ACTUAL DISBURSED AMOUNT $ TOTAL SPECIAL CHECKS $ 0 TOTAL COLLEGE REFUND $ 2578 TOTAL PROGRAM REVIEW REFUND $ 0 TOTAL PHEAA COLLECTABLE REFUND $ 0 BALANCE DUE PHEAA $ 0 BALANCE DUE INSTITUTION $ 0

Reconciliation Have all funds been posted correctly? Have all rosters been certified and returned? Have all refunds been returned to PHEAA? Do I need a final reconciliation roster for the year?

Remember….. Outstanding prior year/term roster stops future disbursement rosters until certified and returned Fall offset of any funds due from AY immediately preceding current year Any outstanding refunds due to PHEAA after the Fall term will put an automatic hold on any future disbursements »If the FAA reports a change, make sure that the refund has been requested from the business office

State Grant Refunds How to Refund »By check to: PHEAA, P.O. Box 64849, Baltimore MD »By ACH funds transfer to: M&T Bank, PHEAA Operations, Account # , ABA # , “PA State Grant” School’s Choice »Term by term »End of the academic year

Record Retention and Audit Trail Retain ALL supporting documentation for 5 years from the date the Reconciliation Roster is certified Requirements »Auditable record »Date of crediting »Amount of grant »Term »Identification as “State Grant” or “PHEAA”

Questions/Contacts By Phone , option 3, option 1 By By Fax