Budgets
You can use the Budgets page to configure budget definitions that represent the cost of attendance. In most cases, the budget is for an academic year. The budget is the basis for financial aid grants and loans which are also based on academic years. While a budget shares common tuition, books, and supplies, budgets can also be added for different housing statuses (such as with parent, on campus, or off campus).
Budgets can be selected for students when academic years are specified for financial aid on the Academic Years tab (Select the Students tile > select the name in the Students list > expand Financial Aid > select the Awarding tile > Academic Years tab.).
The method you select to calculate institutional charges determines how Anthology Student calculates institutional charges when the budget for an academic year is displayed when financial aid is being awarded. Use the table to determine the option to use.
Values to Use for the Calculation | Prerequisite or Requirement | Option to Select | How Institutional Charges are Calculated for the Academic Year |
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Always use the values you specify on this page |
None |
Use Amounts Entered Here |
If you select: • Yes for Use Monthly Amounts, the values are multiplied by the number of months in the academic year • No for Use Monthly Amounts, the values you specify are displayed |
The costs configured for the program version on the Program Costs tab. (Select the Configuration tile > expand Financial Aid > select Program Versions.) |
The program version costs must be configured for the academic years you want to select when you award financial aid. |
Calculate Total Program Costs |
Using the following formula. (Program Costs Configured for the Program Version in Financial Aid / Total Number of Weeks in the Program Version) * (Weeks in Academic Year - Weeks Not Enrolled) |
The fees you configured for the program on Enrollment Fees in Anthology Student (Select the Students tile > select the name in the Students list > expand Academic Records > select the Fees tile.) |
The frequency selected for the billing method configured for the program version must be program, academic year, term, or quarter without a rate schedule. You cannot select this option for frequencies that use courses, payment periods, or have a rate schedule. You can select one of the other 2 options instead. |
Calculate from Enrollment Fees |
If the frequency for the billing method is: • Program version, the total of full program costs • Academic year, the total of the program costs for the academic year • Term or quarter, the charge records multiplied by the number of billing cycles |
For all of the options, the budgets for housing statuses on this page are used for the housing status you select when you award financial aid. If you select:
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Yes for "Use Monthly Amounts", the values are multiplied by the number of months in the academic year
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No for "Use Monthly Amounts", the values you specify are displayed
Prerequisites
You must have Financial Aid - Configuration - Manage authorization.
If you want to edit, delete, or deactivate an item and it is associated with more than one campus, you must have access to all the campuses. For example, if the item was configured so that it is available at three campuses and you only have access to two of the campuses, you can view, but cannot edit it. (When you add an item, you can only select campuses where you have access.)
Access Method
Select the Configuration tile > expand Financial Aid > select Budgets.
Filters
By default, the grid displays all records for the campuses that you are authorized to work with. You can use the drop-down at the top of the page to display only records for a specific campus.
Procedure to Add or Edit Budgets
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If you want to:
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Add a new list item, click the New button on the toolbar
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Add a new list item by copying and modifying an existing list item, select the required row in the list and click the Duplicate button on the toolbar
- Edit an existing list item, click the item name in the list
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Review, specify, or change the following values.
When the Allow Extended Budget advanced feature is enabled (see Configure Advanced Features for Anthology Student), any new budget created will allow more flexibility on what fees are institutional or non-institutional as well as provide configuration options for three more fees in the budget definition. All existing budgets can still be assigned to academic years. A user can only assign an extended budget to an academic year if the feature flag “Allow Extended Budget” is enabled and the academic year start date is on or after the date the feature flag was modified. This is designed to prevent users from assigning a budget to an academic year that doesn’t present the additional fee fields.
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Expand Expenses - Parent and specify the expenses for students living with their parents.
The value specified for “Housing and Food” in the budget configuration will apply to Academic Years and Loan Period budgets.
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If you want to use most or all of the expenses you specified under Expenses - Parent for the other 2 housing statuses, click Copy Expenses. Anthology Student copies the expenses to Expenses - On Campus and Expenses - Off Campus.
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Expand Expenses - On Campus and Expenses - Off Campus and specify or review and change the values.
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For each of the housing statuses, review the results.
If you want to save and:
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Continue making changes, click the Save button
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Continue to add another item to the list, click the Save & New button
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Close, click the Save & Close button
Delete or Deactivate Budgets
You can use the Budgets page to delete or deactivate budget definitions.
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Deleting an item permanently removes it. No record of deleted list items is maintained in Anthology Student.
- Deactivating an item keeps a record of it in Anthology Student (preferred). It can no longer be assigned to a student or record but remains assigned if it was previously assigned.
If an item:
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Is not associated with a student or record, you can delete or deactivate it
- Is associated with a student or record, you can only deactivate it
Procedure to Delete Items
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Highlight the item in the list.
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Click the Delete button on the toolbar.
The item is:
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Removed from the list on the page and the list is redisplayed
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No longer available to select on the forms that contain the list
Procedures for Deactivating Items
There is more than one method for deactivating an item.
Method | Procedure to Follow | Result |
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Using a toolbar button |
1. Highlight one item in the list. 2. Click the Deactivate button on the toolbar. |
The item: • Remains displayed in the list with No in the Active column • Is also no longer available to select on the forms that contain the list |
Editing the item |
1. Click the name of the item in the list. 2. In the Active drop-down, select No. 3. Click the Save and Close button. |
Because the item is not removed, you can also make it active again by selecting the Activate button.