USFAS SCHOLARSHIP ADMINISTRATIVE SUPPORT TRAINING Anita Brown

Assistant Director

Scholarship Awarding & Processing

INTRODUCTION

University Scholarships and Financial Aid Services (USFAS)

System-Wide Office focused on customer service for

students, parents, and University staff

Support USF students receiving Financial Aid (Scholarships, Grants, Loans & Federal Work Study)

Scholarship Team

Facilitate USF units awarding scholarships

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TOPICS

¢  Scholarship Support Calendar

¢  Cost of Attendance and Stacking Policy

¢  USF Staff Portal

¢  Financial Aid Fund Code Procedures

¢  Terms & Conditions (T&C) and Thank You Letter (TYL) Requirements

¢  USFAS Payment Process

¢  Awarding, Disbursement, and Cancellation/Reduction Procedures

¢  Fund Reconciliation Procedures

¢  Questions???

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SCHOLARSHIP SUPPORT CALENDAR

2015-2016 Scholarship Deadlines

Student Type Application

Deadline

USFAS Payment Request Deadline

USFAS Packaging

Dates

New Freshman February 1 February 13 March 1 

New Transfer & Graduate Students

March 15 March 27 April 15

Continuing Students & Renewals

April 15 May 22 June 15

BENEFITS OF SCHOLARSHIP SUPPORT CALENDAR- STUDENTS

¢  The scholarship deadlines are intended to leverage all USF scholarship funds for recruiting new students.

¢  The deadlines allow leveraging of all scholarships for continuing students by reducing loan debt.

¢  Scholarships submitted by the deadline each term allows: ¢ Financial Aid Tuition Deferments ¢ Financial Aid Housing Deferments ¢ Financial Aid Meal Plan Deferments ¢ USF Bookstore Advance Purchase Program (BAPP)

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USF COST OF ATTENDANCE AND FINANCIAL AID AWARD PACKAGES ¢  Cost of Attendance (COA)- includes average tuition & fees,

housing, meals, books & supplies, transportation and miscellaneous expenses based on residency, grade level, and housing plans which are reviewed annually.

¢  A package of financial aid includes all aid awarded to a student (e.g. grants, scholarships, loans, work study, waiver, etc.)

¢  Financial aid packages are intended to meet the student’s need which is calculated by taking the COA and subtracting the estimated family contribution (EFC). COA-EFC=NEED

¢  The USF packaging guidelines restrict the amount of equity funds (gift aid) �  80% of the student’s COA for on/off campus �  54% of the student’s COA for students living at home

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USFAS SCHOLARSHIP STACKING POLICY ¢  If a scholarship is awarded after the student has been packaged

with need based grant awards:

�  USFAS will replace need based grant funds with scholarship funds to meet the unmet need, equity cap, and/or cost of attendance.

�  These calculations exclude private custodial scholarships (i.e. Kiwanis Club) because those follow the student to any school the student chooses to attend.

�  If the package does not include need-based aid, the federal student aid awards (including student loans) will be revised to stay within the COA.

¢  Submit your payment request by the published deadline.

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USF STAFF PORTAL 7/2/14

¢  Scholarship Administration Information

¢  Scholarship Request Forms

¢  Reports

¢  Contact Us

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FINANCIAL AID FUND CODE FORMS

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FINANCIAL AID FUND CODE FORMS

¢ USFAS New Fund Code Form

¢ How to Create a New Financial Aid Fund Code

¢ USFAS Update Fund Code Form

¢ How to Update an Existing Financial Aid Fund Code

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7/2/14 USFAS FUND CODE FORM

USFAS FUND CODE FORM 7/2/14

TERMS AND CONDITIONS (T&C) AND THANK YOU LETTERS (TYL)

Terms and Conditions (T&C): ¢  Remind students of the conditions required to receive payment

including enrollment status, terms covered, renewal requirements, TYL, etc.

¢  Posted as a requirement in OASIS associated with the award.

¢  Requires acceptance in OASIS or award will not pay!

Thank You Letters (TYL): ¢  Posted as a requirement in OASIS associated with the T&C.

¢  "Thank You” letter(s) tracked as received by USFAS. �  Letter will be scanned into USF imaging system (BDMS) �  Original letter is sent to awarding unit or vice versa

¢  Award will not pay until TYL is satisfied by USFAS.

Review the Scholarship Terms and Conditions and Thank You Letter Overview presentation on the USF Staff Portal.

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*NEW* UPDATES TO FUND CODE FORMS

¢  FAST Account Number �  Drop down menu with the common numbers to use.

¢  Term and Conditions (T&C) and Thank You Letter Requirements (TYL) �  T&C text needs to be provided when New and Update Fund

Code forms are submitted. ¢  Default will be a standard University Foundation Scholarship T&C.

�  TYL requirement requested, must have T&C.

¢  Scholarship/Grant Uncashed Refund Check Policy �  USFAS policy is to return any uncashed funds to the scholarship fund. �  Other option is remit funds to State of Florida as Abandoned Property. �  Use New or Update Fund code form if your unit would like to change

from the default policy.

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USFAS PAYMENT, DISBURSEMENT, AND CANCELLATION/REDUCTIONS PROCESS

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USFAS PAYMENT REQUEST FORM

¢  Required: �  College/Department �  Scholarship Name �  Financial Aid Fund Code

and FNDN Fund # (if applicable)

�  Name of student �  Correct University ID

number �  Actual dollar amount for

scholarship

¢  Special Instructions: Request enrollment exceptions or to notify for study abroad funding

¢  Form must be signed by an Accountable Officer and Initiator should actually be a point of contact.

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PAYMENT PROCESS

1.  Complete the scholarship Payment Request Form.

2.  Scan and email the form as an attachment to scholarship email inbox-AA USF ASPFR (usfaspfr@usf.edu).

3.  Awards are normally posted within 10 business days of receipt of the completed form.

4.  Colleges/Departments should monitor awards and payments from the fund reconciliation reports in the USF Staff Portal Administrative Reports (REPOR7 or REPORT56).

Review Completing and Submitting an USFAS Payment Request Form presentation on the USF Staff Portal.

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DISBURSEMENT PROCEDURES

¢ To ensure compliance with all federal and state regulations, all scholarship awards must be disbursed through the student's University account.

¢ Students must be enrolled for the term of disbursement.

¢ Scholarship or grant funds will not disburse directly to students or to a 3rd party on behalf of a student.

¢ Disbursement dates for financial aid are after drop/add period of each term. �  Automatic disbursements run from the 6th day of classes to

the last day of classes for that term.

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Enrollment Status Descriptions…webpage 19

CANCELLATION/REDUCTION PROCEDURES

¢  Need to make a correction?

1. Use the USFAS Cancellation/Reduction Form for Scholarships/Grants.

2. Scan and email the form as an attachment to scholarship email inbox-AA USF ASPFR (usfaspfr@usf.edu).

Please note: Incomplete forms will not be processed.

3. Use the USF Staff Portal Fund Reconciliation Report to monitor/reconcile your requests for each student.

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ACCOUNTABLE OFFICER

¢ USF Foundation (Banner ALUM) �  Authorized

Signers �  Level (L1,L2,etc.)

¢ USFAS (Banner PROD) �  Accountable

Officers �  Administrative

Contacts

¢ FAST

¢  Accountable Officers

Fund Reconciliation using USF Staff Portal Reports

Awarding Disbursement Cancellation/Reduction

USFAS Payment Process

Awarding, Disbursement, and Cancellation/Reduction Procedures

USFAS New /Update Fund Code Form Procedures

Establish Terms and Conditions, Thank You Letter, or Awarding and Disbursement Rules

USF STAFF PORTAL ADMINISTRATIVE REPORTS

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ADMINISTRATIVE REPORTS LOG IN 7/2/14

•  You must have an USFAS created username and password to access the Administrative Reports

•  Need access? Contact Anita Brown (anitabrown@usf.edu) for assistance.

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REPORTING MENU

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7/2/14 Creating Selection Criteria for REPORT7

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EXCEL OUTPUT

REPORT7 OUTPUT

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EXAMPLES OF USF STAFF PORTAL REPORTS

¢ REPORT50 AR Detail Code by FAST Chart Field

¢ REPORT50 Fund Codes by FAST Chartfield

¢ REPORT51 Fund Codes by Foundation Fund #

¢ REPORT75 Continuing Student General Scholarship Information via Population Selection

¢ REPORT87 Financial Aid by College by Term

¢ More to come by request!

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RESOURCES

USFAS Website USF Staff Portal

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QUESTIONS??? 7/2/14

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THANKS FOR COMING!

www.usf.edu/finaid

QUESTIONS? CONTACT A MEMBER OF THE USFAS SCHOLARSHIP TEAMS: