1. 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

2. CPE Credits
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3. 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

4. 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

5. 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

6. 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

7. 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

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

9. 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

10. 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)

11. 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

12. 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

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

14. 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.

15. Student Account Example:

16. How to Interface Exemptions to Financial Aid RPROPTS

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

18. RPAARSC

19. 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.

20. 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.

21. (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

22. 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

23. 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

24. 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

25. Open to the Floor
Questions
Comments
Jeremy Mayernik

26. Thank You
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