Repackage Fund Level Award Decreases

For campuses which share funds and priority order, you can use the Repackage Fund Level Award Decreases grid to configure how the institution will distribute their fund sources for an award-level decrease when auto repackaging occurs. Auto repackaging may refund paid or decrease scheduled disbursement amounts based on the award-level distribution configuration (e.g. all payment periods, current and future payment periods, or future payment periods) on an individual fund source.

The Fund Level Award Decrease configuration can cause a student to have uneven disbursement amounts between payment periods.

Example

When a student's fund source is awarded $900, each of the disbursements across 3 terms is scheduled for $300. If the Repackage Fund Level Award Decrease is configured for the future payment period only, and the fund source award amount is decreased to $800 during the student's second term, repackaging will leave term 1 at $300, term 2 at $300, and reduce the future term 3 to $200.

In Financial Aid Automation 24.3.0 and later, Auto Repackaging adjusts individual disbursement amounts based on Enrollment Allocation of the full eligible disbursement amount after any award level increase or decrease has been applied. If there are no award level adjustments to the fund source, Auto Repackaging will apply any disbursement level adjustments when the Term Repackaging Effective date is active.

The grid lists fund sources in their currently configured fund source priority order. You can assign how repackaging will evaluate individual fund source eligibility and reduce scheduled or refund paid disbursements for past, current, and/or future payment periods only. You can also copy records from one campus to one or more campuses to expedite the configuration and reduce manual intervention.

Prerequisites

You must have:

  • Common - Configuration - View authorization

  • Financial Aid Automation - Configuration - Automated Awarding Fund Source Priority - Edit, Update Awarding Priority, and View authorization

Access Method

Select the Configuration tile > expand Financial Aid > select Automated Awarding Fund Source Priority.

Procedure to Configure Repackage Fund Level Award Decreases

  1. Select the Repackage Fund Level Award Decreases tab.

  2. Select a Campus. The grid will be populated with the associated records.

    The Copy Priority button is disabled when a campus is selected.

  3. Review the displayed records and the following values in the grid.

    Award Level DistributionClosed The Award Level Distribution value determines the payment periods affected by repackaging fund eligibility adjustments. The options are: 1 — All Payment Periods (Past, Current & Future), 2 — Current & Future Payment Periods, and 3 — Future Payment Periods. The default is “All Payment Periods (Past, Current & Future)” for all fund sources except Pell. Pell will default to “Current & Future Payment Periods”. The default priority order of funds will remain but if the form was already configured, it retains the priority values configured by the user.

    Award StateClosed The current state of the student's award in the system.

    Awarding PriorityClosed The number representing the awarding order for the fund source.

    Date ModifiedClosed The date when the item was changed. On some pages, it also includes the timestamp for the time.

    Financial EligibilityClosed If you are using the Student Financial Aid Awarding (SFAA) feature and you selected Grant (Other than Pell), Scholarship, or Other Outside Resources in the Type field, specifies whether the aid is need based on non-need based. For all other types of fund sources, it defaults to the appropriate value and cannot be changed. Anthology Student uses the values to calculate amounts for manual packaging, automatic packaging, financial aid batch packaging, and in the Alternate and Standard grids on the Awards tab. For Need based or if no value is specified, Anthology Student performs the calculation for need based aid and displays the value in the Gross Need Based Aid Pkgd field in the grid on the Awards tab. For Non-Need Based, Anthology Student performs the calculation for non-need based aid and displays the value in the Non-Need Based Aid Pkgd field in the grid on the Awards tab.

    Fund Source CodeClosed Abbreviation/code for the Fund Source.

    Fund Source TypeClosed Specific classification for the fund source.

    Merit BasedClosed Notes whether the student's non-need based aid is merit based aid.

    Modified ByClosed The name of the person who changed the item.

    Repackage by Disbursement StatusClosed Select the disbursement status of Paid, Scheduled, or Paid and Scheduled to only allow the increase or reduction of that specific status. A fund's Fund Source Priority configuration for Repackage Fund Level Award Increase/Decrease is verified during Auto Repackaging. The system will only increase/decrease by the Award Level Distribution of Past, Current, or Future configured terms and relevant against the system date,and against the Disbursement Status of Paid or Scheduled. This ensures that only those terms with that disbursement status will be increased/decreased evenly (not prorated) by the full award level increase/decrease. This does not apply to Pell awards because Pell cannot exceed the Pell chart value for individual disbursements.

    Return Ineligible FundClosed Select to reduce the full award to $0 for paid and scheduled disbursements. If this option is not selected, all reductions will be per the Award Level Distribution as well as against the Repackage by Disbursement Status. If an award is in Approved status, Auto Repackaging cancels the fund source but if the award is in Estimated status, Auto Repackaging deletes the fund source.

  4. You can edit the Award Level Distribution value in the grid by selecting one of the following options:

    When the system applies award-level distribution, the system considers any break between terms as:

    • Prior term = Past

    • Next term = Future

    • All Payment Periods (Past, Current & Future)

      With this configuration, auto repackaging affects past, current, and future pay periods. This is the default value for all fund sources other than a Pell grant.

    • Current & Future Payment Periods

      With this configuration, auto repackaging determines the active (current) pay period and awards funds only for the current and future pay periods. This is the default value for the Pell grant fund source.

    • Future Payment Periods

      With this configuration, auto-repackaging determines the current pay period and awards funds only for a future pay period.

      When a paid disbursement is eligible for a refund, auto repackaging will schedule a refund for that payment period to account for the decreased amount as well as decreasing any scheduled disbursements.

  5. You can edit the Repackage by Disbursement Status value in the grid by selecting one of the following options

    When the system applies Repackage by Disbursement Status, the system considers the award-level distribution before reducing by the disbursement status.

    • Paid

      With this configuration, auto-repackaging will only reduce Paid disbursement statuses within the award level distribution.

    • Scheduled

      With this configuration, auto-repackaging will only reduce Scheduled disbursement statuses within the award-level distribution.

    • Paid and Scheduled

      With this configuration, auto-repackaging will reduce both Paid and Scheduled disbursement statuses within the award-level distribution.

      When a paid disbursement is eligible for a refund, auto-repackaging will schedule a refund for that payment period to account for the decreased amount as well as decreasing any scheduled disbursements.

  6. If you need to copy a selected fund source eligibility configuration to other campuses that share the same funds and the priority order:

    1. Select the Copy Priority button in the grid toolbar.

      The Copy Priority button is enabled only if there are records in the database for the selected Campus, otherwise the button is disabled. This button will copy the shared Repackage Award Level Increases from the selected campus (Campus A) to one or more campuses (Campus B, Campus C, ...) selected in the pop-up.

      If there are specific funds for the campuses where the adjustments should be copied (Campus B, Campus C, ...), first in order will be shared funds in the same order as Campus A followed by the specific funds in the same order as before.

      The Copy Priority pop-up is displayed with the following message: "WARNING: Copied configuration values will override existing configurations."

    2. Select the Campuses field and select one or more campuses.

    3. Select the Copy to proceed. A confirmation message indicates "Copy priority is in progress."

    Result:

    • Shared funds in priority order receiving the copied data will be placed in the Repackage Award Level Increases grid in the priority order of the campus the data is being copied from.

    • Funds in priority order not shared that exist in the fund source priority grid for the campus being copied will be presented continuing the priority sequence after the fund is copied.

    • Funds not found in the new campuses will not be copied.

    You can adjust the fund source's priority order desired by the institution by updating the Fund Source Priority for the fund source in the Automated Awarding Fund Source Priority.

    To successfully copy a priority, Repackage process activation must be enabled for the campus(es) being copied to. When the copy is performed, if you opt to repeat the copy process for a campus you already selected and saved, all values will be overwritten. Any prior existing values you copied to the campus are permanently deleted and the new values are inserted.

  1. If you want to save and: 

    • Continue making changes, select the Save button

    • Close, select the Save & Close button