Fund Source Repackaging Enrollment Range Allocation

By selecting the link in the "Term Payment Period Enrollment Allocation" or "Non-Term Payment Period Enrollment Allocation" column on the Automated Awarding Fund Source Rules form, you can configure enrollment ranges for Standard Terms or Non Standard Terms that trigger the adjustment of paid or scheduled disbursements during auto-repackaging. These configured enrollment ranges are based on credit hours with an assigned percentage or dollar range for the adjustment of the paid or scheduled disbursements

The values in the Term/Non-Term Payment Period Enrollment Allocation column can be "Not Configured" (default) or "Configured. The values are linked if the Auto Repackage field is selected on the Automated Awarding Fund Source Rules form.

• Select Not Configured to configure a Repackaging Enrollment Range Allocation for a fund source.

• Select Configured to edit a saved Enrollment Range Allocation for a fund source.

Prerequisites

You must have:

• Common - Configuration - View authorization

• Financial Aid Automation - Configuration - Automated Awarding Fund Source Rules - Calculated Fields - Delete, Edit, New, and View authorization

• Financial Aid Automation - Configuration - Automated Awarding Fund Source Rules - Conditional Templates - Delete, Edit, New, and View authorization

• Financial Aid Automation - Configuration - Automated Awarding Fund Source Rules - Edit and View authorization

Access Method

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

Configure Fund Source Repackaging Enrollment Range Allocation

1. On the Fund Source Rules tab, specify the Campus The campus or campuses to which a person or item is assigned. It is filtered to display the campuses to which you have access. In some cases, it is also used to filter a list to only those items for the campus. In some lists, you can select more than one campus or select All. In lists that display columns, if the column contains more than one campus, you cannot sort or filter on that column..

2. Select the Apply Filters button.

3. Review the displayed records and the following values in the grid as needed. All fund sources are sorted by Awarding Priority in ascending order starting with priority 1. Fund sources with priority 0 are listed at the bottom of the grid.

   Auto Approve Select to ensure the record is set to "Approved" status during the auto-packaging process. Auto Repackage Select the check box to enable the Auto Repackage functionality or clear the check box to disable it. Award ISIR Students Only If you select this check box and there is no valid ISIR on file, the fund source will not be awarded. If there is no valid ISIR on file and the check box is cleared, the fund source (except for Pell and SEOG) will be awarded. Note: This functionality supersedes the configuration in the Campus Information form for Award Students for ISIRs Only. Award Limit Rules This option informs the user if the fund source has at least one rule configured. Award Sort Letter Specify a number to sort the award letters. Awarding Eligibility Rules Informs the user if the specific fund source has at least one rule configured. Awarding Priority The number representing the awarding order for the fund source. Campus The campus or campuses to which a person or item is assigned. It is filtered to display the campuses to which you have access. In some cases, it is also used to filter a list to only those items for the campus. In some lists, you can select more than one campus or select All. In lists that display columns, if the column contains more than one campus, you cannot sort or filter on that column. Crossover Payment Period by Award Year 2 If you select this check box, the Pell/SEOG/TEACH fund source that will be awarded within the payment period that crosses over both the Award Year 1 and Award Year 2 time frame will be awarded with the Award Year 2 value. If this configuration is selected but no Award Year 2 value is present on the student’s academic year form, an exception is displayed. Crossover Payment Period Most Beneficial Year-Round Pell If you select this check box, the Pell fund source that will be awarded within the payment period that crosses over both Award Year 1 and Award Year 2 will be awarded in the award year with the highest disbursement value. If both award years have the same disbursement value, the Crossover Payment Period by Award Year 2 configuration will be awarded. If the Crossover Payment Period Most Beneficial Year Round Pell check box is not selected, the Crossover Payment Period by Award Year 2 configuration will be awarded.

   Date Modified The date that the item was over-written with a later version by the student. Disbursement Eligibility Rules This informs the user if that specific fund source has at least one rule configured. Fund Source The source of this fund. If your institution is using fund source security, you must have permission to work with the fund source. Fund Source Code Abbreviation/code for the Fund Source. Fund Source Type Specific classification for the fund source. Lock Fund from Re-Awarding Selecting ensures the financial aid will not be evaluated for re-awarding after the initial auto package process and will be considered locked. Modified By The name of the person who changed the item. Repackage Action Choose which action you wish to occur upon the execution of Auto Repackaging for the fund source. Repackage Method Choose the repackaging method: Default or Simulation. Term Payment Period Enrollment Allocation You can use this field to configure Standard Term enrollment ranges based on credit hours with an assigned percentage or dollar range to adjust paid or scheduled disbursements during Auto Repackaging. Rounding Disbursements to Whole Dollars If you select this check box, the fund source disbursements will be rounded to a whole dollar amount when awarded. For example, a $500 award would break down into three disbursements of $167, $166, and $167. This option is available for all fund source types.  Read Note. Note: The Automated Awarding Fund Source Rule grid allows the four select fund source types that don't give the user the ability to round the funds to whole dollars at the fund source level by enabling/disabling the Rounding Disbursement to Whole Dollars option. Auto Packaging awards disbursements for Payment Periods and Disbursement Schedule, and Alternative Disbursement Schedules with the logic to round the first disbursement up and the next disbursement down (repeating) but the last disbursement will be rounded as to not exceed the full fund source award amount. This rounding applies against the Award Level and Disbursement Level to be in whole dollars.

   Best Practice for Rounding Configuration:

   The system does allow administrators to configure disbursement amounts in exact pennies using the following features:

   • Alternative Disbursement Schedule (refer to Award Limit Rule Tab > Alternative Disbursement Schedule Sub-Tab)

   • Auto Repackaging using the Term Payment Period Enrollment Allocation You can use this field to configure Standard Term enrollment ranges based on credit hours with an assigned percentage or dollar range to adjust paid or scheduled disbursements during Auto Repackaging. option (refer to Configure Fund Source Repackaging Enrollment Range Allocation)

   However, in both cases, when Rounding Disbursements to Whole Dollars If you select this check box, the fund source disbursements will be rounded to a whole dollar amount when awarded. For example, a $500 award would break down into three disbursements of $167, $166, and $167. This option is available for all fund source types. is selected in the Automated Awarding Fund Source Rule grid, standard rounding will be applied to the decimal value. Therefore, it is best practice to configure only whole-dollar disbursements if the institution wants whole-dollar disbursement amounts.

4. Select the value in the Term Payment Period Enrollment Allocation column and the Term Allocations form opens. Review the displayed values in the grid for existing fund source Enrollment Range Allocations.

   Active Whether the Term Payment Period Enrollment Allocation is currently configured to be used or if it is inactive. Date Added The date when the item or person was added or the status change was entered. Date Modified The date when the item was changed. On some pages, it also includes the timestamp for the time.

   Effective Date Type Select the type of date the Term Allocation goes into effect: you can choose the Academic Year Start Date, the Enrollment Date, or the actual System Date. Effective Start Date The first day that the item is effective or can be used. Modified By The name of the person who changed the item.

   • To edit an existing Enrollment Range Allocation record, select the link in the Effective Start Date column.

   • To create a new Enrollment Range Allocation, select New in the toolbar.

5. Either the Edit Term Allocation or the New Term Allocation section will open below the Term Allocations grid. Review the following field values and configure (for a new allocation) or edit as necessary.

   Active Whether the Term Payment Period Enrollment Allocation is currently configured to be used or if it is inactive. Effective Date Type Select the type of date the Term Allocation goes into effect: you can choose the Academic Year Start Date, the Enrollment Date, or the actual System Date.

   Effective Start Date The first day that the item is effective or can be used. Program Version The normal system default for this field is 'All Program Versions'. Configuring this field enables you to select a specific program version and set it against an enrollment allocation so you can auto package or auto repackage a single fund in multiple ways.

6. In the presented grid, review the values for the fields below.

   Dollar Value Select the fund source dollar amount you wish to be awarded for the credit hour range you configured in the row. High Credit Hour The high end of the credit hour range you wish to select for your term allocation.

   Low Credit Hour The low end of the credit hour range you wish to select for your term allocation. Percentage Value Choose the percentage of the fund source award you wish to be awarded for the credit hour range you have configured in that row of the grid.

   • If you are editing an existing Enrollment Range Allocation, edit the field values as necessary.

   • If you are configuring a new Enrollment Range Allocation, configure the field values in the row and then select Add in the toolbar for each subsequent new row you need to add for the configuration. Be aware that you can only configure a single row at a time before adding a subsequent row.

   The grid allows you to add up to 15 rows of distinct enrollment ranges to configure how a fund source is awarded during repackaging, based on the Percentage Value of the fund source award or by Dollar Value.

   Each row added must have a percentage or dollar value option selected for that fund source. You can insert a range of numbers (e.g. 0 to 5 for Less Than Halftime, 6 to 8 for Halftime, 9 to 11 for Three Quarter Time, and 12 to 99 for Full-time) for the low and high range of credit hours and you can mix and match percentage value of the award and straight dollar values, as long as the range of credits or clock hours do not overlap. 999 is the highest hour amount you can add.

   If the Automated Awarding Fund Source Rule grid hasRounding Disbursements to Whole Dollars If you select this check box, the fund source disbursements will be rounded to a whole dollar amount when awarded. For example, a $500 award would break down into three disbursements of $167, $166, and $167. This option is available for all fund source types. enabled and the Dollar Value or Percentage Value of the Term Payment Period Enrollment Allocation or Non-Term Payment Period Enrollment Allocation calculates a disbursement amount with pennies, then standard rounding will be applied to the disbursement. If the individual disbursement amount shouldn't be rounded up to exceed a specific amount, then the allocation should be configured with a whole dollar value that will not be impacted by the rounding.

   Rows can be deleted by selecting the appropriate check box and selecting Delete in the toolbar.

   You can also deactivate a row by selecting the appropriate check box and selecting Deactivate in the toolbar. Any row you deactivate will be removed from the grid. You can review all deactivated rows by selecting the Inactive tab.

7. If you want to save and:

   • Continue making changes, select the Save button

   • Close, select the Save & Close button

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

8. You can also Duplicate or Copy an existing Enrollment Range Allocation.

   • To duplicate an existing Enrollment Range Allocation, select it in the grid and select Duplicate in the toolbar. This takes the configured elements from the selected Enrollment Range Allocation and places them in a brand new configuration. All you need to do is select an Effective Start Date and then you can save this new allocation. All other fields can also be edited if needed before you save this new allocation.

   • To copy an existing Enrollment Range Allocation, select it in the grid and select Copy in the toolbar. A Copy pop-up form appears. In Campuses The campus or campuses to which a person or item is assigned. It is filtered to display the campuses to which you have access. In some cases, it is also used to filter a list to only those items for the campus. In some lists, you can select more than one campus or select All. In lists that display columns, if the column contains more than one campus, you cannot sort or filter on that column., select the campus or campuses you wish to copy the Enrollment Range Allocation details to and then select the Fund Type Specific classification for the fund source.. Once you select Apply Filters, the pop-up grid is populated with all the fund types in the system for the selected campuses. Select the check box for all the fund source type records you wish to copy the Enrollment Range Allocation details to, and then select Copy.

   Note: If the "Override Existing" check box is selected in the Copy pop-up form, any currently configured Enrollment Range Allocation already configured for a fund type will be overridden when you select Copy.

   You can only use the "Copy Term Payment Period Enrollment Allocation" functionality for campuses with "Automated Process Activation for Auto Repackaging" enabled. If a campus does not have that enabled, the campus will not be displayed. When the Applied filter is used for campus and fund source type, only fund sources configured on the Automated Fund Source Priority grid with a priority greater than 0 are displayed.

   Any copied allocation used to create new allocations will be associated with All Program Versions. "Override Existing" only updates the Low/High Credit Hour and Percentage or Dollar Value fields for existing allocations of the same effective date. The program version field remains as originally configured.