Background for Processing Worksheet Steps

Anthology Student calculates the amount of Title IV aid disbursed (Worksheet Box A) and the amount that could have been disbursed (Worksheet Box B) within the payment period or period of enrollment (time frame) for this calculation. The logic for this step is the same on the credit and clock hour worksheets.

The Date Student Ceased Attending field is used to determine whether a posted disbursement is considered Amount Disbursed or Could Have Been Disbursed.

An inadvertent overpayment occurs when an institution receives a Title IV overpayment of aid that is posted to the student’s ledger after the student has ceased to attend but before the Date of Determination (DOD). This overpayment is included in Return of Title IV calculations as Could Have Been Disbursed rather than Amount Disbursed. The Could Have Been Disbursed funds include inadvertent overpayments and disbursements that are still scheduled for the period that is being calculated.

If attendance is

• Required for the institution, the Last Day Attended (LDA) for the student is used to determine if the disbursement posted is an inadvertent overpayment (posted after LDA). This means the Date Student Ceased Attending field will be automatically populated with the Last Date Attended (LDA) and it cannot be edited.

• Not required, this field is populated with the NSLDS Withdrawal date by default for an actual calculation. For a hypothetical calculation, this field is populated by the LDA by default. This date can be edited as needed. After selecting an appropriate date, select the Recalculate button to reevaluate the disbursements (based on the selected Date Student Ceased Attending) to determine if the disbursements are considered Amount Disbursed or Could Have Been Disbursed.

The Date Student Ceased to Attend field is populated with a saved value (for Return of Title IV4 calculations that have been completed previously) by default. You can select the name of the fund source to select the disbursements that should be included in the Return of Title IV calculation.

Because only one payment period may be used within the Return of Title IV calculation to determine aid received or aid that could have been received, the regulations specify that institutions must use the payment period that ends later as the basis of the return calculation. Any aid associated with payment periods that overlap the payment period used as the basis of the return calculation must be attributed to that payment period.

An example of how to perform the return calculation and attribution defined above when an institution disburses Title IV aid to a student using different payment periods can be found in Volume 5 of the 2023-2024 Federal Student Aid Handbook (https://fsapartners.ed.gov/knowledge-center/fsa-handbook/2023-2024/vol5). While the example is specific to non-standard term programs that are non-SE9W and where both Title IV grant and Direct loan funds have been awarded, the guidance received from Federal Student Aid states that this is standard guidance in all situations where payment periods for loans and grants do not align.

While the Return of Title IV Funds feature in Anthology Student provides clients with sufficient flexibility to manually perform the attribution defined above, this is not automated at this time. Once the amounts have been entered on the form, Anthology Student applies the appropriate return calculation based on the Return of Title IV Worksheets published by the Department of Education.

Anthology Student determines the amount of aid received for each Title IV fund source in the time frame. This is done by selecting all of the student's records in the transaction table that satisfy the following criteria.

• The transaction is a financial aid-related transaction.

• The fund source is a Title IV fund source.

• The financial aid transaction applies to the payment period/period of enrollment (time frame) for which this calculation is being done.

• If the calculation is based on the Period of Enrollment, the transaction date must be within the defined time frame. Otherwise, the calculation is based on the Payment Period.

• If the term code for the transaction is null, or a term was not specified for this calculation, the date must be within the defined time frame. Otherwise, the term code for the transaction must match the term code specified for this calculation.

For all records that pass the above criteria, Anthology Student calculates the net amount received for each type of fund source.

If the fund source is an SEOG grant and a matching percentage has been entered for the SEOG, Anthology Student reduces the net amount received using the following formulas.

Net Amount Received = (100 – Matching Percentage) * Net Amount Received)

Anthology Student determines the amount of aid that could have been disbursed in the time frame at the time of the student's withdrawal but was not disbursed (Worksheet Box B). Anthology Student selects all the student's scheduled disbursements that satisfy the following criteria.

• The disbursement is still expected to be received. Scheduled Status must equal S or R.

• The fund source is a Title IV fund source other than college work-study.

• The FA disbursement applies to the payment period or period of enrollment for which this calculation is being done.

• If the calculation is based on the Period of Enrollment, the expected date must be within the defined calculation time frame. Otherwise, the calculation is based on the Payment Period.

• If the term code for the disbursement is null or a term was not specified for this calculation, the expected date for disbursement must be within the defined calculation time frame. Otherwise, the term code for this disbursement must match the term code specified for this calculation.

For all records that pass the above criteria, Anthology Student totals the expected amount for each different type of fund source.

If the fund source is an SEOG grant and a matching percentage has been entered for the SEOG, Anthology Student reduces the expected amount as follows:

Expected Amount = (100 - Matching Percentage) * Expected Amount)

If no Title IV funding was calculated to have been received or could have been received, Anthology Student displays a message and terminates the calculation. There is no need to proceed further with this calculation.

If Title IV aid is found, the results are displayed. A row is displayed for each fund source where amounts were calculated.

• Total Title IV aid disbursed for payment period/period of enrollment: 999999.99

• Total Title IV aid disbursed plus Title IV aid that could have been disbursed: 999999.99

Fund Source	Amt Disbursed	Could Have Been Disbursed	Still Expected
XXXXXXXXXXXXXXXXXX	99999.99	99999.99	99999.99
XXXXXXXXXXXXXXXXXX	99999.99	99999.99	99999.99

Anthology Student allows you to navigate the grid and edit any amounts in the amount that Could Have Been Disbursed column. The amounts in this column cannot be less than zero and must be less than or equal to the amount still expected. When you exit the grid, you have the option to continue or exit the calculation.

The business rules in this step for the credit hour and clock hour worksheets are different. For a student withdrawing from a clock hour program, only scheduled hours—not completed hours—are used to determine the percentage of the payment period or enrollment period completed (clock hours scheduled to be completed as of the day on which the student withdrew divided by total clock hours in the period). If the percentage is more than 60%, the student earns 100% of his or her aid.

Credit Hour Worksheet

By default, Anthology Student calculates the percentage completed based on the student’s last day of attendance (LDA). When the check box is disabled, Anthology Student displays the percentage completed based on default behavior.

However, if your institution does not require you to take attendance and wants to use 50% completed, you can enable the "Use 50% for Box H" check box. Anthology Student automatically fills in 50% for box H and makes the field non-editable.

Note: NSLDS WDRWL Date = Withdrawal date as reported to the National Student Loan Data System (NSLDS).

• Total days completed: NSLDS WDRWL date - period begin date

• Total days in calculation time frame: period end date - period begin date

• The program subtracts any days of approved LOA that occurred from the period begin date to the NSLDS WDRWL date.

• The program subtracts any holidays where the scheduled time off was 5 days or more. If the holiday period encompasses the period begin date and the NSLDS WDRWL date, the program subtracts the applicable days from the total days completed.

• The program divides the total days completed by the total days in the calculation period to determine the percentage of the payment period or period of enrollment the student completed (Worksheet Box C).

Clock Hour Worksheet

Calculation 1

Clock hours completed will be calculated by selecting all attendance records for the student where the date is within the calculation time frame, and the attendance unit type is M - Minutes.

The calculation of total hours in the payment period or period of enrollment will depend on the billing method for the student's program and the period type being used for the calculation. After the number is calculated, you will be given the option to verify or override the total hours in the period.

If the billing method is: 

• Full program (Billing Method Frequency is P), and if the period type is Period of Enrollment, total hours will equal enrollment hours required. Otherwise, the period type is Payment Period and total hours will equal zero.

• Academic year (Billing Method Frequency is A), the program defaults the value to the number of hours defined in the academic year from which the student withdrew. Anthology Student finds the record for the student where the Last Date of Attendance (LDA) is within the student's academic year start date and end date. If a record is found, total hours equal the student's academic year credit hours. If a record is not found, total hours equal zero.

• Term or course (Billing Method Frequency is C or T), the program defaults the value to the calculated sum of the clock hours scheduled for the student in the term from which they withdrew. This is done by summing the scheduled enrollment hours for all records for the student where the term ID equals the term specified for the calculation, and the student's enrollment status is not D. If no term was specified for the calculation, total hours will equal zero.

Anthology Student prompts you to edit or verify the total hours in the payment period or period of enrollment.

Calculation 2

The logic of determining the clock hours completed is explained in Calculation 1.

Clock hours scheduled are calculated by selecting all attendance records for the student where the attendance date is within the calculation time frame, and the attendance unit type equals M - minutes. Anthology Student determines the sum of minutes attended and minutes absent, then divides by 60 to calculate the clock hours scheduled.

If the result of Calculation 2 is: 

• Less than 70%, the percentage in Worksheet Box C is taken from Calculation 1

• Equal to or greater than 70%, Anthology Student determines the clock hours scheduled to be completed as of the date the student withdrew divided by the total clock hours in the payment period or period of enrollment (This amount may be greater than 60%.)

This calculation includes the values calculated in Steps 1 and 2. The percentage calculated in Worksheet Step 2 for Box C is multiplied by the value calculated in Worksheet Step 1 for Box B to get the amount of Title IV Aid earned by the student (Worksheet Box D).

Please refer to the worksheet titled Post-Withdrawal Disbursement Tracking Sheet along with the main worksheet, located at https://fsapartners.ed.gov/knowledge-center/library/fsa-assessments/2019-04-02/return-title-iv-funds. The PWD Tracking Sheet is used in conjunction with Box E on the main worksheet.

Notice that under the Calculation Results the inadvertent overpayment to be returned is identified. An inadvertent overpayment occurs when an institution makes a Title IV overpayment of aid to the student’s ledger after the student’s Last Date Attended (LDA) but before the Date of Determination (DOD). This overpayment is included in Return calculations as Amount Could Have Been Disbursed, rather than Amount Disbursed.

Post-withdrawal Disbursement (PWD) (Worksheet Box E)

A post-withdrawal disbursement is the result if the amount of Title IV aid earned by the student (Worksheet Step 3) is greater than the amount of Title IV aid disbursed (Box A in Worksheet Step 1). The post-withdrawal disbursement is used as a credit against all outstanding charges on the student's ledger card. If the amount of the post-withdrawal disbursement exceeds the amount of outstanding charges on the student's ledger card, the remaining amount is offered to the student or parent.

The entry of the post-withdrawal disbursement information takes place after the refund calculation is fully completed. Please refer to the worksheet titled Post-Withdrawal Disbursement Tracking Sheet along with the main worksheet.

Title IV Aid to be Returned (Worksheet Box F)

Title IV aid must be returned if the amount of Title IV aid earned by the student (Step 3) is less than the amount of Title IV aid disbursed (Worksheet Box A in Step 1). If this is the case, proceed to Step 5.

The institutional charges for the payment period/period of enrollment are displayed. This is done by selecting all records from the transaction table that satisfy the following criteria.

• The transaction is a charge or adjustment. The transaction type must be I, C, or D.

• The transaction applies to the payment period or period of enrollment for which this calculation is being done. If the period type is Period of Enrollment, the transaction date must be within the defined calculation time frame. Otherwise, the period type is Payment Period. If the term code for the transaction is null or a term code was not specified for the calculation, the transaction date must be within the defined calculation time frame. Otherwise, the term code for the transaction must match the term code specified for the calculation.

Anthology Student uses estimated charges when a calculation is done over the payment period since the charges billed for the time frame can exceed the expected amount due to system anomalies.

For example, a student registers into five 4-credit courses to complete an 18-credit payment period. Anthology Student will bill 20 credits for that payment period even though the time frame requires 18. Charges are estimated based on the budget setting for the student’s academic year where the drop occurred when the student’s program version is academic calendar 5 or 6. The configuration setting for Institutional Charges Calculation Method on the budget selected (Select the Configuration tile > expand Financial Aid > select Budgets.) should be set to Use Amounts Entered Here or Calculate from Total Program Costs (Select the Configuration tile > expand Financial Aid > select Program Versions.). Those amounts are used to determine the amounts that should be billed for the payment period. Only Tuition and Books amounts are used, but users can manually adjust those amounts or add new transaction codes to include in the Title IV calculations.

For term-based programs, you must configure the transaction codes to include in the R2T4 calculation. (Select the Configuration tile > expand Student Accounts > select Transaction Codes.). This configuration option does not change/affect/include/apply to Non-Term Program transactions/charges that can get pulled into the R2T4 calculation via the COA/budget config.

Anthology Student sums the net amount charged by billing code and displays the results.

Description	Charges for Payment Period or Period of Enrollment
XXXXXXXXXXXX	999999.99
XXXXXXXXXXXX	999999.99
Total Institutional Charges	999999.99

You can edit the information on this screen if the academic calendar of the student's program version is 1, 5, or 6. If you can edit this information, you can add an additional institutional charge or edit the amount of an existing institutional charge. If you add an additional institutional charge, you must select a valid billing code.

If the academic calendar is 2, 3, or 4, you cannot edit any of the institutional charge information. This is because the payment period corresponds to a term code in Anthology Student and all institutional charges for this payment period are coded with the corresponding term code on the student's ledger card. If the academic calendar is 1, 5, or 6, you can edit the charges because the institutional charges for the calculation period may not necessarily correlate to what has been posted to the student's ledger card.

After exiting this screen, you can continue with the calculation or exit the calculation.

Note: Worksheet boxes H, I, and J are explained on the worksheets. You do not edit these values.

The total amount of funds to be returned is applied to the appropriate fund sources. The amount to be returned to each fund source cannot exceed the net amount received from the fund source. If the amount of funds to return exceeds the net amount received from the first fund source, Anthology Student returns the net amount received from the first fund source and then moves to the next fund source.

For example, Box J in Worksheet Step 5 is $3000.00. The student received a net of $2000.00 from a Subsidized Stafford loan and $4000.00 from a Perkins loan. The funds to return would be as follows: $2000.00 to the Subsidized Stafford loan and $1000.00 to the Perkins loan.

Anthology Student displays the amounts to return. Each amount that will be returned will have a due date calculated. Per the regulations of the Return of Title IV Funds policy, the due date for each refund will be 30 days from the student's drop date. This information is displayed as follows.

Fund Source	Net Amount Received	Amount to be Returned	Due Date
XXXXXXXXXX	999999.99	999999.99	99/99/99
XXXXXXXXXX	999999.99	999999.99	99/99/99
Amount to be returned		999999.99	99/99/99

If your institution configured the campus to include unearned Title IV aid in the refunds that are scheduled from the institution, unearned aid is included when the Include Unearned Aid due from Student in School Refunds is selected. If your institution also configured the campus to allow override of the include unearned T4 aid due, you can also exclude the unearned Title IV aid due from the student in the scheduled refunds from the institution in the refund calculation.

The remainder of the form is read-only. You can continue with the calculation or exit the calculation.

Note: The Due Date is based on the Determination Date and the Number of days to add to the Determination Date to Calc Due Date field setting on the campus Refunds form.

If this calculation returns a number greater than zero, Anthology Student proceeds to Worksheet Step 8. If this calculation returns zero, the calculation is completed.

In this area, the amount of Title IV Loans that the student is responsible for repaying (Box R) is calculated by subtracting the Total Loans the School Must Return (Box P) from the Net Loans Disbursed to the Student (Box B). If the value of the amount of Title IV Loans that the student is responsible for repaying (Box R) is greater than the Initial Amount of Unearned Title IV Aid Due from the Student (Box Q), then further calculations in the worksheet are not necessary.

This area calculates the Initial Amount of Title IV Grants for Student to Return (Box S), the Amount of Title IV Grant Protection (Box T), and the Title IV Grant Funds for Student to Return (Box U). The Initial Amount of Title IV Grants for Student to Return (Box S) is calculated by subtracting the Amount of Loans to be Repaid by the Student (Box R) from the Initial Amount of Unearned Title IV Aid due from the Student (Box Q).

The Amount of Title IV Grant Protection (Box T) is calculated by multiplying the Total Title IV Aid that could have been disbursed (Box F) by 50%.

The Title IV Grant Funds for Student to Return (Box U) is calculated by subtracting the Amount of Title IV Grant Protection (Box T) from the Amount of Title IV Grants for Student to Return (Box S).

The Return of Grant Funds by the Student area will determine the amount of unearned grant funds to be returned to each aid source by the student. The funds represented in the Title IV Grant Funds for Student to Return (Box U) field will be distributed to each fund source, in order, up to the total net amount disbursed from each source less any grant funds the school is responsible for returning to that program.

The fund sources are listed in the order in which the student must return the funds.

Note: The student is not responsible for returning funds to any program to which the student owes $50.00 or less.

Anthology Student applies the same validation logic here as was done in Step 6. The amount to return to each fund source cannot exceed the net amount received from the fund source. HERA regulations that went into effect in 2006 state: A student shall only be required to return grant assistance in the amount by which the amount to be returned by the student exceeds 50 percent of the total grant assistance received by the student for the payment period or period of enrollment. The 50% rule only applies to Pell and SEOG loans.

Notice that this step also displays the correct inadvertent overpayment amount. This amount also appears on the Return of Title IV report.

When you select Next, Anthology Student displays a message and you can display the report.

The 50% Rule

The Return to Title IV calculation reflects the 50% rule. An example is provided below of how to determine 50% of the Title IV grant.

If the current return calculation determined that a student owed $1200 back to the Pell program after $1500 had been received for the payment period, the current amount to return would be $600.

Under the new rule:

• Only the grant money to be returned greater than $750 (1/2 of $1500) must be returned

• $450 would need to be returned ($1200 - 750 = $450).

Note: The net amount received from each fund source includes the amounts being returned in Worksheet Step 6. For example, if $2000.00 was received from a Subsidized Stafford loan and posted to the student's ledger card, but $2000.00 was calculated as needing to be returned in Worksheet Step 6, the net amount received would be zero.

Anthology Student displays the amounts to return using the same layout as in Worksheet Step 6.

Print the Calculation

The printed report does not match the layout of the attached worksheets exactly; however, the presentation of the information flows according to the worksheets.

Save the Calculation

The following files hold the information for this calculation:

• Return of Title IV table

• Return of Title IV Aid table

• Return of Title IV Institutional Charge table

A record exists in the Return of Title IV table for each unique combination of enrollment ID and drop date. Even though more than one refund policy may be run for a student when he or she drops, only one return of funds calculation will exist.

When saving the calculation, Anthology Student checks if a record already exists in the Return of Title IV table for the student where the drop date equals the enrollment status date. If a record is found, Anthology Student the existing record with the values from the calculation. If a record does not exist, Anthology Student adds a record and then updates it.

The Return of Title IV Aid table holds one record for each Title IV fund source from which the student received a disbursement or could have received a disbursement. Before adding the records to this table, Anthology Student deletes all existing records where the calculated Return of Title IV ID equals the ID in the Return of Title IV table. This will delete all prior records if the calculation is being done again, and you opted to overwrite prior calculation information.

The Return of Title IV Institutional Charge table holds one record for each institutional charge the student received. Before adding the records to this table, Anthology Student deletes all existing records where the calculated Return of Title IV ID equals the ID in the Return of Title IV table. This will delete all prior records if the calculation is being done again, and you opted to overwrite prior calculation information.

All amounts to be returned that are calculated in Worksheet Step 6 are updated to the Refunds Due table. If this calculation has already been done for the student, any refunds for Title IV monies that were saved from the prior calculation and have not yet been refunded will be deleted. Records for the student with the following criteria will be deleted.

FaRefund.SaReturnOfT4ID = SaReturnOfT4.SaReturnOfT4ID AND FaRefund.Status = 'N'

After saving the calculation information, you can continue with the standard refund calculation or cancel the calculation.

This area displays the Allocation of the Post Withdrawal Disbursement to the various fund sources based on the previous calculations. This section will only be populated if a student is eligible to qualify for a Post Withdrawal Disbursement as per the Title IV regulation.

When an R2T4 Calculation is approved - by selecting on the Approve button at the bottom of the screen - the system will send a Post Withdrawal Notification if the student has Title IV Funds remaining to which they are entitled.

Note: The Automated Eligibility feature evaluates the scheduled award year funds using the automated awarding initial feature Disbursement Eligibility Rules and Disbursement Approval Criteria against the Application Processing data. The 2nd disbursement and any subsequent Federal Direct Loan disbursements that are received and paid after the LDA and before the Withdrawal date by an institution within the current payment period are considered an inadvertent overpayment and will be recorded within the "Could of Been Disbursed" column in Step 1 of the R2T4 calculation. These disbursements are scheduled as a refund for the total ineligible amount received to be sent to COD when a student has withdrawn and has not graduated or completed the Loan Period.

This area displays the:

• Current status of the Post Withdrawal Disbursement processing cycle

• Date the Post Withdrawal Disbursement Notice Loan Notification was sent

• Date by which a response should be received

• Status of the response

• Date the Post Withdrawal Disbursement was sent or mailed