GI Bill Overview ~ New Topics And Some of our old Favorites!

GI Bill Overview ~ New Topics And Some of our old Favorites!
2015 NCACVA Conference GI Bill Overview ~ New Topics And Some of our old Favorites! October 13, 2015

Training Topics VA Once Section 702 Yellow Ribbon VA vs TA
Amend/Adjusted certs suspend payments Reductions vs Withdrawals First Day of Term Terminations Brower Compatibility Modifying a terminated cert Graduating students Section 702 Yellow Ribbon VA vs TA Probation & Unsatisfactory progress, attendance or conduct How to report probation How to report Unsatisfactory progress When to terminate for unsatisfactory progress, attendance or conduct Miscellaneous issues Service after 8/1/11 Tuition & Fees Who to Contact & Resources

Submitting Amended or Adjusted Certs
Any time there is an ‘authorized’ but unreleased payment in the LTS system and an amended or adjusted certification is received all authorized payments are suspended The LTS system is set up to release authorized Books & Supplies (B&S) and T&F payments 15 days prior to the start of the term The LTS system is set up to release authorized monthly Housing (BAH/MHA) payments in the last week of the month of payment If you submit a cert early with $0 T&F in order to help the student get books and/or housing and then submit an ‘amended’ cert in order to add the T&F: LTS will suspend any payments currently authorized to release

EXAMPLE: SCO submits a CH33 cert with $0 T&F a month before the term starts The LTS system ‘authorizes’ the student’s B&S stipend to release 15 days prior to the start of the term The SCO then submits an amended cert to provide T&F 17 days prior to the start of the term The amended cert reporting T&F will suspend the B&S payment and it will not release on the 15th day ~ It will not release until that amended cert is processed

The LTS does this because it does not know what was changed by the amended/adjusted cert and does not want to release what may now turn out to be an incorrect payment How to Avoid this Happening: The only way to avoid this happening is to either wait and submit the cert with T&F once known or Wait until at least 14 days or less before the start of the term to submit the amended cert providing T&F. I suggest the first day of the term, or after, would be a safer time to report amendments to T&F in this situation If an amended/adjusted cert will not change the BAH due, you may not want to submit it in the last week of the month or the BAH payment may be suspended

Reduction VS Withdrawal
For VA purposes “reduction” means a student drops one or more hours but continues training in one or more hours “Withdrawal” means the student stops attending all hours certified SCHOOL DEBT Student doesn’t show up for the term/session at all OR shows up for only the first day & then completely withdraws from the term/session Mini sessions are treated separately by VA EX: 1/10/14 – 3/12/14 3 CR complete no show 1/10/14 – 5/10/14 3 CR completes these credits School debt because the student was a “no show” for the 1/10/14 session even though they completed the term Also a school debt when: T&F are changed but hours are not School is double paid/mispaid School is paid for the wrong student STUDENT DEBT ANY REDUCTION AT ANY TIME (Before or During the term) A student begins a term/session (i.e., attends more than just the 1st day) & then completely withdraws from the term/session

First Day of Term Terminations ~ CH33
Overpayment procedures state if a student never shows up for a term at all, or withdraws on the 1st day, no payment is due & the debt is on the school First Day of Term Terminations in VA Once are not being processed properly by the LTS if “withdrew during drop/add” is chosen 1 day prorated T&F and housing payments are being generated The T&F debt is being placed on the student So for terminations on or before the 1st day of the term: Do NOT use “withdrew during drop/add” Choose “Preregistered but never attended” or Choose “Withdraw before beginning of term” NOTE: If your browser is not compatible you will get errors not be able to submit

VA ONCE COMPATIBILITY ISSUES
VA Once is only tested to work with Internet Explorer (IE) 9 or below IE 10 or 11 OR other browsers such as Firefox, Chrome, etc., will cause errors! Some common errors: “Preregistered but reduced/withdrew prior to the first day of the term” Error message = “Effective date must be between begin & end date” but VA Once will not allow you to change the LDA/EFF date You are unable to add remarks You are unable to add standard terms or the terms do not show up in your drop down VA Once requiring T&F for less than ½ time training but the student is not < 1/2 time Always turn off pop up blockers If you cannot go back to IE 9 or below you can work in compatibility mode

VA ONCE COMPATIBILITY MODE
For more info regarding compatibility mode: If working in IE 10 or 11 it you must use the compatibility mode. You can find the compatibility mode on your address bar near the search field: Click on the icon that looks like a torn sheet of paper & it will appear to come together, turn blue or disappear. You are now in compatibility mode.

If you don’t see the compatibility icon click on Tools or the icon that looks like a gear or cog Then click on Compatibility View Settings. You will get a pop up box

Add “va.gov” to the list of websites or check the box for “Display all websites in compatibility view” If software is updated by your IT department the websites may be removed so periodically check your settings to ensure va.gov is still listed NOTE: The online SCO self-paced training has the same system requirements

Modifying Terminated Certifications
VA ONCE will not allow a school to report adjustments or corrections to a term that has been terminated VA Central Office has advised that schools should: Recertify the term using the VBA standard remark that has been added to VA Once: “Correcting previously terminated enrollment. Notice of Change in Student Status(s) to follow” Submit any adjustments that need to be made the same day VA feels this will reduce the possibility of duplicate CH33 payments Double check all such certifications to ensure you were not double paid

Modifying Terminated Certifications

GRADUATING STUDENTS IN VA ONCE
Although VA cannot require you to report graduation data it is highly encouraged and recommended, as this data is being used to provide GI Bill © Outcome Measures and for the GI Bill© Comparison Tool You can report CH33 graduation data for students back to 8/1/09 if you choose, but should not report graduation data at all for the following students: If the CH33 student transferred and didn’t graduate from your school (ie a student at a 2 year school transfers to a 4 year school but doesn’t graduate from the 2 year school) If the CH33 student exhausted his/her CH33 entitlement in a term prior to graduation If the CH33 student reached his/her delimiting date in a term prior to graduation Use “end of term or course” from the drop down menu for reason to report graduation/completion from an NCD program Never report an LDA/EFF date for graduation that is later than the ending date of the last term certified Although not being used currently, all student data will eventually be used so I suggest you report graduation for all chapters if you are able. Guidance provided on page 80 of the most recent SCO Handbook

QUESTIONS

Section 702 – In-State Tuition Provision
Section 702 of the Choice Act requires VA to disapprove programs of education for everyone training under CH30 and Ch33, not just covered individuals, if resident T&F are not charged to all covered individuals. Other chapters (CHs 31, 35, 1606 & 1607) are not effected in any way Applies to terms beginning after July 1, 2015 Section 702 only applies after the Service member has been discharged Does not apply to students (spouse or children) using transferred Post-9/11 GI Bill benefits (TOE) from someone still on active duty It does not apply to those currently on active duty Section 702 Info is featured on the GI Bill Website (benefits.va.gov/gibill/702.asp) 4 #

Section 702 “Covered Individuals”
A “covered individual” is defined in the Choice Act as: A Veteran who lives in the state in which the IHL is located (regardless of formal state of residence) and enrolls in the school within three years of discharge from a period of active duty service of 90 days or more A spouse or child of a Veteran using transferred benefits who lives in the state in which the IHL is located (regardless of his/her formal state of residence) and enrolls in the school within three years of the transferor’s discharge from a period of active duty service of 90 days or more A spouse or child using benefits under the Fry Scholarship who lives in the state in which the IHL is located (regardless of his/her formal state of residence) and enrolls in the school within three years of the Service member’s death in the line of duty following a period of active duty service of 90 days or more 5 #

Section 702 “Covered Individuals” (cont.)
States must ensure all public institutions of higher learning offering VA-approved programs charge in-state T&F to covered individuals including: Same sex spouses using TOE benefits and Children (biological, adopted, pre-adoptive, and stepchildren) of same sex spouses) using TOE 9 #

Section 702 ~ Residency How do we define “residency” or “living in the state?” “Living in the state” simply means that the student must live in the state where the public IHL is located on the first day of classes. This is something short of being a “resident” but is similar and consistent with other legal concepts such as “domicile” and “place of abode” that denote a meaningful physical presence that does not rise to the level of residency. Student could show proof such as a utility bill with their name and address in the state, drivers license in the state, voter registration in the state etc 8 #

To maintain covered status a student must be using CH30 or CH33 benefits and: Remain continually enrolled at the same public IHL Continuity of enrollment is not broken by regularly scheduled breaks between courses, semesters, terms or by summer break NOTE: Continuity of Enrollment may not be broken if there is an agreement between state schools (such as UNC)~awaiting further VACO guidance A student will lose covered status if: They exhaust entitlement or reach their delimiting date They choose not to use benefits under CH30 or CH33 even if the student remains continuously enrolled 6 #

A school can impose other requirements in order for a student to be charged in-state T&F as long as they do not require physical presence for any period of time Example: The law allows the state/school to require a Letter of Intent become a resident and NC has chosen to do so It is ultimately a student’s responsibility to provide documentation to the school to prove ‘covered’ status If student fails to provide the required documentation then the school can charge out of state T&F You will want to document your attempts to obtain the info from the student 7 #

The Yellow Ribbon Program will still be available for eligible students who do not meet the definition of covered individual Students beyond three years of discharge TOE dependents of active duty members Students who lose ‘covered’ status (change schools, exhaust entitlement, have a break in enrollment etc) Students attending private schools 7 #

Section Website Section 702 Info is featured on the GI Bill Website (benefits.va.gov/gibill/702.asp) 10 #

Section 702 – Integration into Comparison Tool
The GI Bill Comparison Tool will be updated to include information regarding compliance with Section 702 Users will be able to select a school or program and learn if it complies with the Resident Rate Requirements of Section 702 Completion date has not yet been determined - updates will be announced as necessary 12 #

Section 702 “Covered Individuals” Quiz
Question 1#: A student was released from a 3 year Active Duty period on 2/2/12 and starts classes at NC State University for the Spring 2015 term on 1/15/15. Does the student meet the requirements to be ‘covered’ under Section 702 for the Fall 2015 term? Question 2#: The son of a Marine stationed at Camp Lejeune has been transferred CH33 benefits and is attending UNC Charlotte for the Fall 2015 term. Does this student meet the requirements to be ‘covered’ under Section 702

QUESTIONS?

Yellow Ribbon (YR) Private Colleges Public Colleges
CH33 pays NET T&F up to a yearly cap Current cap = $21,084.89 After the cap is reached, and for the remainder of the academic year, VA will pay nothing for T&F unless the student is entitled to YR & the school has a YR contract with VA. - Only IHL Schools - Student must be 100% eligible - Only Veterans, TOE dependents of Veterans & TOE children of Active Duty VA will match school contribution, up to ½ of the unmet T&F charges Public Colleges CH33 pays full NET instate T&F Out of state students, who are not ‘covered’ under Section 702 of the Choice Act, can participate in YR to cover the Out of State Charges. - Only IHL Schools - Student must be 100% - Only Veterans, TOE dependents of Veterans & TOE children of Active Duty VA will match school contribution up to ½ of the unmet T&F charges

Yellow Ribbon Example ~ Private School
Example of payments after August 1, 2011: Student at a private school, 100% benefit level, attending 12CRS for SP The institution charged the student $32,000 T&F This is the student’s 1st enrollment at the institution for this academic year. VA Once Certified T&F from School $32,000.00 Less payment for CH33 T&F from the VA $21,084.89 Remaining in un-met charges $10,915.11 Can the student receive Yellow Ribbon?

Yellow Ribbon Example ~ Private School
Answer: Yes, VA will match the amount certified by the school, up to half of the remaining un-met charges $10, (un-met charges) divided by 2 (VA and School) = $5,457.56 School will certify $5,457.56, or the amount from their YR contract whichever is LESS VA will match amount certified by school

Yellow Ribbon Example ~Public School
An out of state student at the 100% benefit level, who does not meet the Section 702 requirements, is attending a public school The institution certified in VA Once: $4,025 for Tuition and Fees + $4,500 Out of State Charges (charges over/above in state T&F) = $8,525 certified for total T&F for term $2500 certified for YR How much will CH33 pay?

Yellow Ribbon Example (Public School) Continued
$8, ($4025 in-state + $4500 out-of-state charges) - $4,025 Paid by VA towards Tuition and Fees $4, remaining in un-met charges The school contracted for and certified $2500 YR Can VA match that amount?

Yellow Ribbon Example (Public School) Continued
Answer: No, VA cannot match $2,500.00 Why? Reason: Half of the Un-met charges =$4,500 divided by 2 = $2,250.00 Thus, the VA can only pay UP TO $2,250.00 The VA will pay $2, for the Yellow Ribbon payment The institution should only certify AND contribute $2, for YR as well

Question & Answers 21 #

Military Tuition Assistance (TA) and VA
Tuition Assistance (TA) is a Department of Defense (DoD) program. VA does not administer TA. TA rules vary by branch of service and can even vary between components within the branches depending on whether the service member is Active duty, Reserve, or National Guard. State Tuition Assistance and Federal Tuition Assistance are also often treated differently within a chapter. What is Tuition Assistance Top-up (TATU)? Top-up allows VA to pay the difference between what TA pays and the cost of the course under CH30 Montgomery GI Bill for active duty student’s only. Top Up pays all or a portion of the course depending on how much the course cost and how much TA paid. What is AGR? AGR is short for Active Guard Reserve and is considered active duty for VA purposes in most circumstances. So you can have a eservist/guardsmen who is considered active duty.

CH33 Post 9/11: We handle veterans and active duty exactly the same SCO certifies all credits enrolled & deducts the TA received from T&F certified Does not matter if TA is state or federal Advise students NOT to send a TA form to VA TATU/TOP UP is not payable For ONCE CH33 is the easy chapter!

CH30 MGIB: Change eff Sept 2015: VETERANS: No Change - Certify as you would any other CH30 student ACTIVE DUTY: Do not certify any course for which TA covered full T&F Certify any courses for which TA did NOT fully cover T&F Only report remaining out of pocket T&F after TA is dedcuted Add a remark “Top Up” to the cert NOTE: Adding the remark is vital to ensure claim is processed under Top Up rules rather than CH30 rules, which effects entitlement charged Student will NOT submit a copy of TA form to VA for payment under TATU/TOP UP If student has additional course(s) for which no TA was received you should certify those courses on a separate cert Certify applicable T&F for those courses only Include names/numbers of course(s) certified in remarks on cert

CH1606 & CH1607 Not On Active Duty Do not certify any course for which *FEDERAL TA was received Do Certify any courses for which STATE TA was received NOTE: If a student in receipt of FEDERAL TA is erroneously certified to VA for the same course(s) the debt will be collected by the military under TA not by the VA under CH1606 or CH1607. CH1607 on Active Duty: Do not certify any course for which any TA was received Do certify any courses for which TA was NOT received Only certify T&F applicable to NON TA courses Student is not entitled to TATU/TOP UP CH1606 on ACTIVE DUTY: Do not certify to VA AT ALL - CH1606 benefits are suspended while on active duty

QUESTIONS

Probation Schools that have a period of probation can’t continue to certify a student (who remains in a probationary status) for an indefinite period Generally VA allows 2 terms Check your school and/or SAA policy Report when a student is placed on probation through Right Now Web (ie the Q&A section of the GI Bill website) Include in the report: Student’s name and VA file number Put "Student placed on academic probation“ in the subject line See SCO Handbook page 14 for instructions on setting up a RNW account. If multiple students are being reported you may submit a single notification by using the spread sheet on page 77 of the SCO handbook Advise student of any counseling services etc available through the school to establish a meaningful plan for resolving the student’s academic or other issues VA has counseling services available to these students (CH36) using VA Form

Unsatisfactory Attendance, Conduct or Progress
What does Unsatisfactory Attendance, Progress or Conduct mean: It means academic suspension: The student is not meeting either the attendance, conduct or progress standards for his/her program and you are terminating their VA eligibility at your school until they are once again meeting your schools progress standards This means you should not be certifying any terms immediately after you have terminated a student for unsat, as they will not be payable. Do not use this termination reason if a student just stops attending a class(s) or is failing a class(s) and you simply need to terminate them. Do terminate even if the student is not returning to your school If the student returns to the same school/program VA will resume benefits If the student makes a change, VA may have to determine of the new program is suitable before benefits can be resumed

When do you terminate for Unsat: What LDA/EFF date do you use: If the student completed the term/mod/session: Report the last day of the term/mod/session as the LDA/EFF If the student stops attending before completing the term/mod/session and is later determined to be unsat at the end of that term/mod/session: Report last date of attendance for the LDA/EFF date Terminate the last term/mod/session for which the student is entitled to payment School or SAA approval doesn’t allow a probationary certification period: Terminate for unsat at the end of the period during which the determination of unsat was made. School and SAA approval does allow a probationary certification period: If at the end of that period the student is still not meeting their program’s attendance and/or progress standards, you would then terminate them for unsat.

VA-ONCE will insert the end date of the term as the default “LDA/EFF Date”. You can change the default end of term date if it isn’t the correct date.

Student will receive a suspension letter:

Appeals If a student is academically suspended but the suspension is appealed and readmittance is granted: Annotate the students file regarding the successful appeal you do not terminate the certification If the termination was already submitted you should recertify the term Check to see if any subsequent terms were affected

QUESTIONS?

CH 33 Post 9/11 GI Bill ~ ELECTIONS
IMPORTANT: Individuals with an enter on active duty date (EOD) on/after 8/1/11, cannot use the same period of service to establish eligibility to CH33 & CH30, CH1606 or CH1607 They must make an election to which benefit the service should be credited This means a Veteran with only 1 period of service that starts after 8/1/11 will only get 36 months of benefits This does not effect prior periods of active duty that started prior to 8/1/11 or immediate reenlistments, which are counted as separate periods of service

VA is not concerned with what the student actually owes the school
Tuition & Fees When reporting a reduction w/ T&F, VA needs the tuition and fees for the reduced number of credits VA is not concerned with what the student actually owes the school Wrong! You must report the T&F the student would have been charged had they initially started the term with the reduced number of credits

MISC Issues & Reminders
I am once again behind in my approval processing (currently working on approvals received in August) so if you have a NEW NCD program approved that you need to certify a student in let me know and I will pull your approval and get that program into WEAMS s to update Certifying Officials: Please list all designated SCOs not just new SCOs If they don’t need VA Once access to certify students please let me know If you have individuals that need to be able to call VA but not certify students annotate that Provide address for everyone that needs VA Once access Make sure its signed and dated! CH33 TOE VS Ch35 dependents in VA Once CH33 TOE students : Both VA File Number and SSN fields are students SSN CH35 dependents: The SSN field is the student’s SSN The VA File number field is the veteran’s VA File number (may be the SSN or a VA assigned 8 digit #) Each dependent is assigned a “Payee Number” (Spouse = W/10, children A/41, B/42 etc)

VA has always required that changes to a cert be submitted within 30 days of the change Submit changes as soon as possible to reduce student overpayments Make sure copies of withdrawal forms are in the student’s VA file VA is now also requiring that you certify a student within 30 days after the start of the term EXCEPTIONS: If the student is a non CH33 who training at < ½ time Should not be certified prior to the first day of the term Full charged T&F are required You do not have required documentation to certify the student by the 30th day of the term The student comes and asks to be certified more than 30 days into a term NOTE: you should document in the file why you did not certify by the 30th day in such cases

A DD214, COE and/or copy of the 1990 application are NOT required by VA for certification and are not required to be in the student’s VA file! OFFICIAL transcripts & a prior credit evaluation ARE required VA generally allows 2 terms of certification while student is attempts to obtain official copies Subject to your school’s published policy and SAA approval Only CH33 (& Voc. Rehab – Ch31) pay the school directly all other chapters pay student directly the student is responsible for paying the school

VA Comparison Tool If students want to know how much they will receive under a particular chapter have them use the Comparison Tool on the GI Bill Website They can plug in school & student specific rates/info It will calculate their BAH, Total VA benefit and out of pocket expense They can compare up to 4 different schools

Who To Contact & GI Bill Website Resources
For general questions/status inquiries: National Call Centers: Students SCO dedicated phone line ** DO NOT SHARE THIS # WITH STUDENTS** VA’s Face Book page: Facebook.com/gibillEducation For inquiries regarding a debt: Debt Management Center: – Students – SCOs only For Voc. Rehab (CH31) Inquiries or Questions Your school’s Voc. Rehab Counselor For status inquiries & student specific questions Students or SCOs Ask a question in GI Bill® website (Right Now Web for SCOs) See page 15 of SCO Handbook for instructions Outcome Measures Questions:

Who To Contact & GI Bill Website Resources Comparison Tool Questions:
Certification, complicated student specific questions or VA Once – ELR ** Please do not share your ELRs contact info with students** Compliance Issues Your VA Education Compliance Survey Specialist Or Your SAA Program Specialist Keep in mind they are often out of the office performing audits and may take awhile to get back to you Comparison Tool Questions: GI Bill® Website **View** SCO Handbook On-line SCO training Power points VA Once Chapters Transcripts of web-in-airs Yellow Ribbon info Treasury Off set Info ARTS & SMARTS transcripts Pamphlets WAVE & E-Benefits Approval issues Your SAA Program Specialist

QUESTIONS? Christina Regusters

GI Bill Overview ~ New Topics And Some of our old Favorites!

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GI Bill Overview ~ New Topics And Some of our old Favorites!

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