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The Monthly Memo Archive

The Monthly Memo

December, 2004

 

BEGINNING DECEMBER 9, COMBINED NOTIFICATION/ERROR REPORT REPLACE OLD ERROR REPORTS AND NOTIFICATION LIST

WE WILL CONTINUE TO SEND THE FLAT FILE IN ITS CURRENT FORMAT INDEFINITELY!!

All schools have had the new Notification List sent, along with the old list and error reports, in November. We are now using this Notification List exclusively. All student information, including errors, is included in this report and you will no longer receive the old notification report file or the three error reports.

This list is in its final form for the 04-05 school year. If you have suggestions for changes or additions, please contact your grant coordinator or Barb Moermond so we can consider those for the 05-06 year.

Individual Training Options: To get hands-on training for the Notification/Error List and its potential uses, you can bring lap-tops to HEAB and learn on your own list. The staff here is ready to assist you and devote time specifically to your school’s staff. Please contact your grant specialist if you are interested and we’ll set up a time.

Please check our Webpage under Information for Financial Aid Administrators for current Notification List and Voucher Processing Schedules.

Voucher Requests for 2nd Semester are Now Being Accepted

NOTIFICATION LIST PROCESSING
Tuesdays December: 7, 14, 21
January: 4, 11, 19*, 25

VOUCHER PROCESSING
Tuesdays and Fridays December 3, 7, 10, 14, 17, 21
January 4, 7, 11, 14, 19*, 21, 25, 28

* Notification and Voucher processed on Wednesday, January 19 rather than Tuesday due to a State Holiday that week

UPDATES
CURRENT THIS TIME
LAST YEAR
TUITION GRANT
Committed
Spent
 
104.81%
46.72%
 
110.76%
49.53%
WHEG-UW
Committed
Spent
 
124.51%
48.07%
 
130.85%
52.31%
WHEG-WTC
Committed
Spent
 
167.02%
51.77%
 
168.65%
54.65%
TIP GRANT
Committed
Spent
 
118.36%
43.98%
 
130.78%
47.64%

OTHER ANNOUNCEMENTS AND POINTS OF INTEREST

Return of Funds
Because this is the second year of the biennium it’s important to get all refunds back in a timely manner. Money that is not spent this year is returned to the state’s general fund and becomes unavailable for the students. This is the current policy on Return of Funds:

HEAB POLICIES AND PROCEDURES - CHAPTER 10
Return of Funds

The timely identification and processing of refunds is essential. Processing of refunds should be given the same priority as the processing of checks when they are initially received. Refunding money in a timely manner helps ensure that Wisconsin students will have money available to them when needed.

Policy

Each institution shall have a fair and equitable refund policy that addresses the return of state funds when a student withdraws from the institution prior to the end of the institutionally determined refund period. State aid programs will have priority for any credit balance remaining from an institutional refund after the federal Return of Title IV Funds requirements are satisfied. The amount of state grants refunded shall not exceed the "unearned" percentage of grant, consistent with the "unearned" percentage of federal funds.

Process

  1. Unclaimed or refunded money should be returned to HEAB by check.

  2. If a student officially (or unofficially) withdraws, state funds must be returned to HEAB within 30 days of the last date of attendance; or the date the student officially notifies school officials of withdrawal; or the date the school officially designates as the withdrawal date.

  3. If a check is unclaimed by the student within 21 days of the date the check is received by the institution, the state funds must be returned to HEAB promptly after the 21st day.

  4. The information accompanying the check must include:

    1. Student's first and last name.

    2. Student's social security number.

    3. The correct disbursement code.

    4. Your 3 digit HEAB school code.

    5. The HEAB voucher number (if you do not know the voucher number include the academic year and semester of the award being returned).

    6. Amount of each individual award being refunded.

    7. The check number and date of check being returned. This should not be the number and date of the original award check if different.

  5. Please do not submit refund lists via e-mail. Refund lists must be mailed with their accompanying check(s).

  6. If you are using the Refund Template (Appendix #19) and submitting your refund lists on diskette, save the refund list as an Excel spreadsheet. Do not save the list as a PRN document.

If you would like a copy of the Refund Template, please contact HEAB by e-mail (heabmail@heab.state.wi.us) or at 608-267-2206 and a file will be e-mailed to you.

All refunds should be mailed to:

State of Wisconsin Higher Educational Aids Board
Refund Processing
P.O. Box 7885
Madison, WI 53707-7885

NOTE: Please remember that for return or refund purposes, Talent Incentive Program Grant funds are considered federal monies. This means the federal refund policy should be used in calculating when and how much to refund.

UPCOMING DEADLINES AND EVENTS

Scheduled HEAB Board Meetings: February 18, 2005; April 22, 2005; July 29, 2005

Next HEAB Training Date: January 20, 2004

Please let us know if you are coming to training as materials are printed based on the number of people attending. To register for a session or for more information, please contact John Whitt at (608) 266-1665 or email him at john.whitt@heab.state.wi.us.

HEAB conducts one-day training programs for new and continuing financial aid administrators. The training session covers all aspects of the programs administered by HEAB, including:

The program begins at 10:00 a.m. and ends no later than 3:00 p.m. It is held at the HEAB offices at 131 W. Wilson St, Suite 902, Madison, WI. We have room for up to 6 people at each session.

 

I appreciate your feedback. If you have comments or concerns, please contact me by phone at (608) 264-6181 or by email at connie.hutchison@heab.state.wi.us.

Connie Hutchison

 

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