Budgets

You can use the Budgets page to configure budget definitions that represent the cost of attendance. In most cases, the budget applies to 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.

How Institutional Charges are Calculated for the Academic Year

Values to Use for the Calculation	Prerequisite or Requirement	Option to Select	How Institutional Charges are Calculated for the Academic Year
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 are 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 a 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:

• 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

Prerequisites

You must have Financial Aid - Configuration - Manage authorization.

To edit an item associated with more than one campus, you must have access to all the campuses. For example, if the item is configured to be 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 to which 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 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

1. If you want to:

   • Add a new list item, select the New button on the toolbar

   • Add a new list item by copying and modifying an existing list item, select the required row in the list, and select the Duplicate button on the toolbar

   • Edit an existing list item, select the item name in the list

2. Review, specify, or change the following values.

Active Specifies whether the associated record is active. Books and School Supplies The cost of books and supplies. If a fee schedule is entered for the student's enrollment, the books and supplies default to the value in the fee schedule (if any). If your institution configured a default budget for the program version or you select a budget in the Budget Definition list, Anthology Student displays the value from the budget. You can change the value. The Extended Budget allows for the books to be configured as Institutional or Non-Institutional. Campus Group Select a Campus Group to which this budget applies. If you want the budget to apply to all campuses, select ALL. Code The alphanumeric code assigned to the item by your institution. In most cases, codes must be unique.

Description Text that describes the item. Institutional Charges Method Specifies the method that Anthology Student uses to calculate institutional charges. For additional information, see the table "How Institutional Charges are Calculated for the Academic Year". Tuition The cost of tuition. If a fee schedule is entered for the student's enrollment, the default tuition is the Tuition value in the fee schedule. If your institution configured a default budget for the program version or you select a budget in the Budget Definition list, Anthology Student displays the value from the budget. You can change the value. Use Monthly Amounts Indicate whether the numbers you specify in the budget are for a month. If a value is displayed for an academic year when financial aid is being awarded, the value is multiplied by the number of months in the academic year.

When the Allow Extended Budget Select Yes to enable the enhanced academic year budget functionality in the Student Web App and legacy interface, so that any academic year that starts on or after this feature is enabled will display the extended budget view (to include automated awarding). This functionality permanently disables the Budget configuration in the legacy interface. All existing budgets can be calculated but only newly configured budgets will have the additional three budget fee fields. 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.

3. Expand Expenses - Parent and specify the expenses for students living with their parents.

   The expenses are grouped as Standard Charges and Other Charges.

   The value specified for “Housing and Food” in the budget configuration will apply to Academic Years and Loan Period budgets.

   Amount The amount in dollars. Housing and Food The estimated housing and food costs for the student for the academic year. If your institution configured a default budget for the program version or you select a budget in the Budget Definition list, Anthology Student displays the value from the budget. You can change the value. See Note Institutional Amounts paid directly to the institution. They appear on the student ledger card and are counted as revenue for your institution. For example, tuition is an institutional charge. In most cases, travel is not an institutional charge. If your institution configured a default budget for the program version or you select a budget in the Budget Definition list, Anthology Student displays the values from the budget. If you select the check box, Anthology Student automatically updates the values for Total Budget and Total Institutional to include the amounts. For the definition of an institutional charge, see the FSA handbook.

   Other Charges Description of any other charges that are considered cost of attendance (COA). If your institution configured a default budget for the program version or you select a budget in the Budget Definition list, Anthology Student displays the value from the budget. You can change the value. Room and Board The estimated room and board expense for the student for the academic year. If your institution configured a default budget for the program version or you select a budget in the Budget Definition list, Anthology Student displays the value from the budget. You can change the value.  See Note. Note: According to the FAFSA Simplification Act for the 2023-24 award year, the Cost of Attendance (COA) item “Room and Board” is now known as “Housing and Food” and grouped under living expenses. In Anthology Student, new or duplicated budgets will have the field label for “Room” or “Room and Board” automatically set as “Housing and Food”. Pre-existing budgets will continue to use the label "Room" or "Room and Board". The “Housing and Food” field label is editable. Anthology Student will save the edited label and propagate it to the Academic Year and Loan Period pages. If a user blanks out the label with spaces during Save or Save & Close, Anthology Student will save the label as "Housing and Food". Travel The estimated travel expense for the student. If your institution configured a default budget for the program version or you select a budget in the Budget Definition list, Anthology Student displays the value from the budget. You can change the value.

4. To use most or all of the expenses you specified under Expenses - Parent for the other two housing statuses, select Copy Expenses. Anthology Student copies the expenses to Expenses - On Campus and Expenses - Off Campus.

5. Expand Expenses - On Campus and Expenses - Off Campus and specify or review and change the values.

6. For each of the housing statuses, review the results.

   Total Charges Displays the total of values you have specified in the budget and represents the cost of attendance (COA) for this academic year or loan period. It includes tuition, books and supplies, room and board, travel, and all other charges. Total Institutional Charges Total amount paid to the institution. It includes tuition, books and supplies, and other charges that have been configured as institutional. For the definition of an institutional charge, see the FSA handbook.

7. If you want to save and: 

   • Continue making changes, select the Save button

   • Continue to add another item to the list, select the Save & New button

   • Close, select the Save & Close button

Delete or Deactivate Budgets

You can use the Budgets page to delete or deactivate budget definitions.

• 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 as it was previously.

If an item: 

• 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

• Is associated with Automated Awarding, you cannot delete or deactivate it

Procedure to Delete Items

1. Highlight the item in the list.

2. Select the Delete button on the toolbar.

The item is:

• Removed from the list on the page and the list is redisplayed

• 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
Using a toolbar button	1.  Highlight one item in the list. 2.  Select 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.  Select the name of the item in the list. 2.  In the Active drop-down, select No. 3.  Select the Save and Close button.

Because the item is not removed, you can also make it active again by selecting the Activate button.