Edit or Cancel Pell Grants

You can use the Awards tab on the Awarding page to edit or cancel a Pell Grant.

When you edit awards, you may have to change the award amounts on the NSLDS Information form to $0.00 or delete records on the Current Data tab of the NSLDS form. Refer to NSLDS.

An award is automatically set to canceled if:

• The amount of the award is $0
• All of the disbursements are canceled
• The school status for a student is changed to never attended

Prerequisites

To cancel a Pell award, disbursements must have a status of Scheduled or Canceled. (You cannot cancel an award if it has one or more disbursements with a status of Paid or Ready to Pay.)

You should be familiar with the Background for Pell Grants.

Access Method

Select the Students tile > select the name in the Students list > expand Financial Aid > select the Awarding tile > Awards tab.

Procedure to Edit Pell Grants

1. Verify that the program version is correct. If not, select the specific program version in the Program Version drop-down list.

2. Select the record for the Pell Grant in the list of awards.

3. Review the values at the top of the page.

   Annual Scheduled Amount The Annual Pell Award is the Scheduled Pell Award adjusted for enrollment intensity for awards year 2024-25 and later. The Scheduled Pell Award is the maximum amount a student can receive during the award year if the student attends full-time for a full academic year. The value indicates either the Max Pell, Min Pell, or Temporary Scheduled Award (TSA) amount based on the ISIR flags. Initial awarding will always package to a default of 100% enrollment intensity. For more details, refer to Background for Pell Grants. Current Year Eligibility The remaining eligible percentage of a student's original Pell-eligible percentage for the current award year.

   Remaining Lifetime Eligibility The remaining eligibility based on the Pell LEU from the student's ISIR.

   The Student Web App updates the Current Year Eligibility The remaining eligible percentage of a student's original Pell-eligible percentage for the current award year. field on the Pell grant fund source if NSLDS indicates the Pell Grants' prior percentage disbursed. The Prior Percentage Disbursed Indicates the percentage of the student's eligible annual award year amount from an imported ISIR that has been disbursed by a prior institution. If the staff member determines that the percentage is different at COD from when the ISIR was imported, the Prior Percentage Disbursement can be edited and saved in the grid. The system takes the Disbursed Amount divided by the Scheduled Amount and applies standard rounding to set the Prior Percentage Disbursed into a 4-decimal value. This field holds values with up to 7 characters (not including the decimal point). If a staff member enters more than 4 decimal values, the system truncates the decimal values without rounding. For example, if the user inputs 123.12349999, the system saves this as 123.1234. field on the NSLDSpage retains the value manually updated and saved by the staff member. If the percentage differs at COD, staff members can edit and save the field on the NSLDS page to ensure accurate reporting for the remaining eligi le amount. When both Disbursed Amount The amount of the disbursement. If you are adding disbursements using Anthology Student, the total of the amounts should equal the amount of the award. and Prior Percentage Disbursed are completed on the NSLDS page, the system uses the Prior Percentage Disbursed to determine remaining annual Pell eligibility. When staff members award the Pell Grant by selecting New, the awarding calculation reviews the annual Pell award limit against the Prior Percentage Disbursement field on the NSLDS page for the award year. Also, the Recalculate Pell Eligibility option will update each disbursement accordingly to the student's remaining current year eligibility.

4. Review the values of the Pell Grant and make any needed changes. The values will vary depending on your configuration and some of the values are read-only.

   Academic Calendar The academic calendar. The values correspond to calendar options required by the Department of Education. They are non-standard terms, standard terms of quarters, standard terms of semesters, standard terms of trimesters, clock hours, and credit hours without terms. The default is the academic calendar configured for the program version. If you are configuring program versions from Financial Aid, the list is filtered to show the academic calendars appropriate for the Curriculum Standard selected when the program version was configured from Academic Records. Additional Eligibility Indicator Select this flag if the student has received a Pell amount greater than 100% at another school. You can then populate the prior percentage disbursed for packaging to determine whether the student should be packaged for Additional Eligibility and determine the remaining Pell amount above 100% that can be packaged. Administrative Relief If you are using the Financial Aid Automation COD Export feature and your institution has been granted Administrative Relief, select the check box to ensure that records for the closed award year are included in the COD Export process. Amount Packaged The amount in dollars. For some awards, a default amount is set. For example, for a Pell grant, the amount is calculated by COD from the student's FAFSA. Award Status The status of the award. The values are Estimated, Pending Approval, Approved, and Canceled. The Approved option is available only if: - You are in a staff group with permission to approve the fund source. - The student does not have pending ISIR corrections. - The institution does not use a servicer (such as Global Financial Services) to process financial aid. Bypass Pell Grant Amount When you have the permission Financial Aid - Student Award Pell - Bypass Pell Grant Amount - Edit, you can enable and disable this option to package Pell awards for the 2023-24 award year and later to the student's full eligibility, for example, when the student’s Pell LEU % has changed since a new ISIR was received. When the bypass logic is enabled, the only validation against saving the fund source updates will be that the award amount equals the sum of all disbursements. If you don't have the Financial Aid - Student Award Pell - Bypass Pell Grant Amount - Edit permission, the Bypass Pell Grant Amount field is displayed if it was previously selected by an authorized user, otherwise, the field is not displayed. Comment Codes The FAFSA Processing System (FPS) adds comment codes and text to the student’s transaction to provide information to the student and the Financial Aid Administration (FAA) about the student’s processed FAFSA. Enrollment Date The enrollment date for the Pell award is populated with the start date of the first eligible payment period for the award year. Incarcerated Code Please reference the FSA handbook for the restrictions involving incarcerated students. Lifetime Eligibility Used % Percentage of the eligibility that the student has used. This field is read-only and is updated when the COD record for the Pell grant is imported from COD. Beginning in the 2010-2011 award year, COD returns the Lifetime Eligibility Used % in the Common Record Response and the Negative Disbursement System-Generated response for Pell awards for first-time Pell recipients for the 2010-2011 award year and forward. This field is sent in multiple Pell reports from COD (Multiple Reporting Records, Reconciliation Report, and Year-to-Date file). Only the Year-to- Date file updates this field within the database. In the other files, it is just used for display. This field is saved to the database and displayed on the form.

   Num of Payment Periods in AY The number of payment periods in the academic year. The default is the number of payment periods you specified on the Academic Years tab. The maximum is 15. Origination Amount The amount being sent to COD for the grant. The field is editable for cases where there is more than one grant for the same award year. If the origination status of the award is Accepted, this is the amount at COD. If you change the amount and your institution has configured Anthology Student to automatically update the origination status, the origination status is changed to Ready to Send. If your institution is not automatically updating the origination status, Anthology Student gives you the option to change the status. Origination Batch Identifier When you save the grant, Anthology Student checks for an ISIR on file before writing the Origination ID. If an ISIR is on file, the ID is populated from the ISIR record. Origination Status Origination status of the award. The values are Accepted (A), Batched to Send (B), Error/Rejected (E), Not Ready to Send or Not Ready to Send, No ISIR (N), Ready to Send (R), and Blank (not on file). This field cannot always be edited. Payment Methodology Select one of the following: 1 Credit hour with standard terms in which Fall through Spring terms equal or exceed 30 weeks or equal or exceed academic year with waiver (AC: 2,3,4), 2 Credit hour with standard terms in which Fall through Spring terms are less than 30 weeks without waiver (AC: 2,3,4), 3 Credit hour with standard or non-standard terms (AC: 1-4), 4 Clock hour or Credit Hour without terms (AC: 5,6), 5 Nonresidential portion of programs offered by correspondence without terms (AC: 1-4,6). The options in this field vary according to your choice of Academic Calendar. Pell Cost of Attendance Calculated Pell cost of attendance (COA) based on a 9-month academic year. If your academic year is longer or shorter, this value may differ from the value displayed in the Cost of Attendance field.  Read Note If the Pell Cost of Attendance (COA) is 0, Anthology Student will not let you award a Pell Grant. The Pell COA is populated in two ways: Specify the Pell COA amount in the Program Version for Financial Aid. This amount will always populate the Pell COA on the Award form. Refer to Pell COA. If that is not entered, the system will use the Budget Information from the Academic Year form to calculate and populate the Pell COA. Refer to Add Academic Year Sequences. Tip: Be sure to select Save on the Academic Year form after the Budget Information is populated. Otherwise, the Pell COA will not populate and you cannot enter a Pell award. Pell Enrollment Status The enrollment status for the student after the add and drop period. It is the status that determines whether a student is eligible to receive the federal aid that was packaged for the academic year. If a student has registered for a course but never attends that course, institutions can still charge the student for the course but might need to reduce federal aid. For an award, the default is the status on the enrollment record. If there is no status on the enrollment record, the default is Full Time. For a disbursement, the default is the value specified for the award. Reject Codes Reject Codes can be alphabetic or numeric. Some reject reasons are verifiable—that is, the student can confirm the questionable data by reentering the same value or correcting it to a different value. Other reject reasons are not verifiable; the questioned data must be changed or provided. In all reject situations, the questioned information is highlighted on the FAFSA Submission Summary, and an EFC/SAI is not calculated. Total Eligibility Used % The percentage of the eligible amount of the grant for the award year that the student has used.

   When the enrollment status is changed to "Canceled", the corresponding disbursement and fund sources change automatically to canceled status.

   When the origination status is set to "Accepted" and "Batch to Send" with no batch ID, on Save, Anthology Student displays a message stating that saving the award in a status of "Canceled" updates the origination status to "Not ready to Send". If you select Save on the message, the origination status changes to "Not Ready to Send" instead of changing to "Ready to Send".

   However, when the origination status is set to "Accepted" and "Batch to Send" with batch ID, on Save, Anthology Student does not display any message. The origination status automatically changes to "Not Ready to Send".

   Pell Cost of Attendance Calculation

   The Pell COA is always based on a full-time student for a full 9-month academic year by residency.

   The Pell COA populated on the Awarding form uses the value configured on the program version based on the housing status (With Parent, On Campus, Off Campus) when configured.

   When the number of months in the academic year is less than 9, Anthology Student will calculate a student's Pell COA correctly if you also reduce the values in the Budget section on the Academic Year form.

   Anthology Student awards Pell Grants for 2024-25 and later award years only if a Pell Cost of Attendance (COA) value can be determined. The source of the Pell COA value can be either:

   • A program version that is configured with a full-time (FT) and less-than-half-time (LTHT) Pell COA or
   • A budget for the academic year in which the Pell Grant is awarded

   If neither option provides a value, the system will consider the Pell COA value to be $0, and the Pell Grant will not be awarded. A prior award year's Pell COA cannot be used to calculate the Pell Grant for a future award year, just like a prior budget cannot be used to calculate the Pell Grant for a future award year.

5. If you selected a disbursement schedule or the disbursements were calculated, review the disbursements in the Disbursements from Selected Enrollment grid.

   Acad Year The academic year configured by your institution. Actual Enroll Intensity The Actual Enroll Intensity displays the value based on courses the student is taking in the term. This field is not editable and is used to help guide users in determining if they want to manually change the Packaged Enrollment Intensity and recalculate. Calculated Disbursement Pell COA The Calc Disb Pell COA column is displayed on the Awards form in the Disbursements from the Selected Enrollment grid for award years 2024-25 and later when the Full Time (FT) and Less Than Half Time (LTHT) Cost of Attendance (COA) feature is enabled. The Calc Disb Pell COA column indicates Pell Cost of Attendance used to calculate the disbursement amount. • If the enrollment intensity is 50% or higher, it will display the Full Time Pell COA for the program version that is evaluated when calculating the disbursement amount. • If the enrollment intensity is 49% or lower, it will display the Less Than Half Time Pell COA for the program version that is evaluated when calculating the disbursement amount. The Calc Disb Pell COA values are stored in the FaStudentAY table. The values are not editable. Disb The sequence number for the disbursement. For Pell grants, if there are disbursements from other enrollments, the numbering scheme picks up where the previous disbursements left off. Enroll Status The enrollment status for the student after the add and drop period. It is the status that determines whether a student is eligible to receive the federal aid that was packaged for the academic year. If a student has registered for a course but never attends that course, institutions can still charge the student for the course but might need to reduce federal aid. For an award, the default is the status on the enrollment record. If there is no status on the enrollment record, the default is Full Time. For a disbursement, the default is the value specified for the award. Exp Amount The expected amount to be disbursed. If it is calculated by Anthology Student, Anthology Student divides the total award amount by the number of payment periods in the academic year. When disbursement amounts cannot be divided evenly, the first payment is the highest. For example, for a $2,000 award, the first two disbursements are $667 and the last disbursement is $666. For a $1000 award, the first disbursement is $334 and the last two disbursements are $333. The auto package features use the same method.

   Exp Date The date on which the disbursement is to be paid. For grants and Perkins loans, it must be before the end of the award year and academic year. For Direct loans, the date can be changed to a date outside both the loan period and academic year dates for non-term program versions. Override Disb Date If the scheduled disbursement date was overridden during the COD export process, the date specified during export. For example, if a disbursement date is a holiday, it can be changed during the export. This is only displayed if Student Financial Aid Awarding (SFAA) is enabled and configured to exclude weekends and holidays and your institution has configured multiple disbursement rules. Pmt Begin Date The start date of the payment. It must be before the end of the academic year. If you also select a payment period, the date must also be in the award year. Packaged Enroll Intensity The Packaged Enrollment Intensity defaults to 100% during initial packaging since institutions often package Pell Grants before students are registered into courses. When registration/un-registration events occur, the system recalculates the Actual Enrollment Intensity and displays it in the Term Summary. To enable this calculation, the field "Pell Enrollment Intensity - Packaged = Actual" must be selected in the Disbursement Approval Criteria policy under Configuration > Financial Aid > Disbursement Approval Criteria and the Disbursement Approval Criteria policy must be associated with the Pell fund source. Status The status of the disbursement. For Direct loans, the statuses are Scheduled (S), Paid (P), or Canceled (C). For all other awards, the statuses are Scheduled (S), Ready to Pay (R), Paid (P), and Canceled (C). Term The available terms with start date and end date of each term. The start date must be before the end date of the award year.

6. Review the disbursements from other enrollments in the Disbursements from Other Enrollments list.

   Amount The amount in dollars. Campus The campus where the student or students were enrolled. Disbursed Date The date on which the disbursement is to be paid. For grants and Perkins loans, it must be before the end of the award year and academic year. For Direct loans, the date can be changed to a date outside both the loan period and academic year dates for non-term program versions.

   Disbursement Number The sequence number for the disbursement. For Pell grants, if there are disbursements from other enrollments, the numbering scheme picks up where the previous disbursements left off. Status The status of the disbursement. For Direct loans, the statuses are Scheduled (S), Paid (P), or Canceled (C). For all other awards, the statuses are Scheduled (S), Ready to Pay (R), Paid (P), and Canceled (C). Term The available terms with start date and end date of each term. The start date must be before the end date of the award year.

7. If you selected the Additional Eligibility Indicator check box, manually calculate the amount and add the additional disbursement. (The Recalculate Pell Eligibility button is not available when the Additional Eligibility Indicator check box is selected.)

8. If you want to save and: 

   • Continue making changes, select the Save button

   • Close, select the Save & Close button

Anthology Student validates: 

• The amount so that it does not exceed the maximum allowed for the award or maximums configured by your institution (such as limiting awards to the student cost of attendance)

• Any authorization limits configured for the general ledger

If the total of the scheduled disbursements does not equal the Amount value for the award, Anthology Student recalculates the Amount value when you save the award.

If the Amount value is $0, Anthology Student automatically sets the status to canceled.

If your institution has configured an automatic promotion process or document triggers, the process or triggers are initiated after you save the award.

If a Pell award for 2024-25 or later is packaged for a student enrolled in a non-standard program version of Academic Calendar 1 and no instructional weeks have been configured on the scheduled disbursements, Anthology Student displays the following message to alert users that the enrollment intensity could not be calculated: "At least one term(s) does not have Instructional Weeks (IW) defined for calculating Enrollment Intensity (EI). EI will calculate IW between the start and end date of those terms." Refer to Terms.

If the values for Amount and Origination Amount are not the same and your institution has configured Anthology Student to automatically update the origination status, the origination status is changed to Ready to Send. If your institution is not automatically updating the origination status, Anthology Student gives you the option to change the status.

Limitations

Once a COD grant is approved and batched to send to COD, you cannot make changes that affect the batched data until the acknowledgment is received.

You cannot edit an award if the fund source for the award has been disabled.

If You Add or Edit and Manually Override the Values

If you add or edit a Pell grant and manually override the amount of Pell from the Pell tables, you must calculate the correct amounts for: 

• The Origination Amount field
• All of the disbursements on the Scheduled Disbursements tab

Do not select the Recalculate Pell Eligibility button if you manually change the: 

• Origination Amount field
• Disbursements on the Scheduled Disbursements tab

If you select the button, Anthology Student recalculates the amounts based on the standards in the Pell tables and can change the amounts you manually overrode. Recalculating the disbursements does not change any other values for the disbursement (such as the value for Exp Date or Enroll Status).

You can use the Override COD Originations process to synchronize the Anthology Student data with the COD information.

Procedure to Cancel Pell Grants

1. Verify that the program version is correct. If not, select the specific program version in the Program Version drop-down list.

2. Select the year in the Academic Year The academic year configured by your institution. list.

3. Select the record for the Pell grant in the list.

4. In the Status The status of the award. The values are Estimated, Pending Approval, Approved, and Canceled. The Approved option is available only if: - You are in a staff group with permission to approve the fund source. - The student does not have pending ISIR corrections. - The institution does not use a servicer (such as Global Financial Services) to process financial aid. field, select Canceled.

5. Select the Save button on the toolbar. Anthology Student: 

   • Changes the status of all the disbursements to Canceled

   • Changes the status of the award to Canceled, but the record remains in the list

   • If the status is Ready to Send, Anthology Student changes it to Not Ready to Send.