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The Monthly Memo
April 2008

FINAL VOUCHER IS MAY 16

IN THIS ISSUE

Change in HEAB Staff - John Whitt Going to UW-Madison
John Whitt has been hired by the University of Wisconsin - Madison as a Financial Aid Functional Analyst in the IT area of the financial aid office. John’s last day at HEAB is April 11, 2008.

John has done outstanding work at HEAB since he started here 10 years ago. We are very sorry to be losing him at HEAB, but we are happy that he will remain in the financial aid field. We wish him happiness and great success in this new chapter of his career.

FINAL VOUCHER FOR 0708 - MAY 16 (Friday)
We have moved the final voucher up a month to May. We need this extra time to ensure we have all funds spent with enough time left to finalize HEAB’s annual accounting procedures.

PLEASE SUBMIT REFUND LIST ELECTRONICALLY!!
REFUNDS MUST BE SUBMITTED BY MAY 1 IN ORDER TO BE REDISTRIBUTED
When we receive your refund lists Cassie Weisensel enters all of the information into our system. It is much quicker and leaves less room for errors if you submit your refund list USING THE HEAB TEMPLATE (http://www.heab.wi.gov/rfndtemp.xlt) electronically. You can send a paper copy with the money, but providing an electronic copy is essential for quick turnaround of the funds - particularly as we near the end of the academic year.

HAVE YOU UPGRADED TO MICROSOFT OFFICE 2007?
If your institution has upgraded or plans to upgrade to Microsoft Office 2007: When sending Excel or Access spreadsheets (e.g. for refunds), or word documents, they must be saved as Office 2002 or HEAB staff will not be able to open them.

NO ˘ENTS - IN VOUCHERS OR REFUNDS!!
WE STILL HAVE A FEW SCHOOLS INCLUDING CENTS IN THEIR REFUNDS! PLEASE HELP US GET THE WORD TO THE RIGHT PEOPLE ON YOUR CAMPUSES THAT WE ARE NO LONGER ACCEPTING CENTS IN REFUNDS!
If your refunds includes cents, HEAB will return your entire check to your institution. Our new system now accepts only full dollar transactions. Please use standard rounding when determining the dollar amount to be refunded. Sorry for the inconvenience.

NEW NOTIFICATION LIST LAYOUT - BUT. . .
The 0809 notification list is out in the format used in 0708.

We will soon be releasing a new format, a tab delimited file with a lot more detail. As soon as testing is complete we will get the details to everyone. Please note that we will continue to provide the delimited notification list in its current layout at least through December, 2008, in addition to the new delimited format. Once we have completed testing and can provide you with the new list we will work with you to assess the amount of time it will take to convert all of your systems so they can accommodate the additional data and new layout.

NOTIFICATION LIST
Distributed Wednesday afternoons: We will alternate between 0708 and 0809 lists
0708 List April 9, 23
May 7, 21
June 4, 18
0809 List April 2, 16, 30
May 14, 28
June 11, 25

AES LIST
Thursdays: April 10, and May 8
Please look for the schedule online at: http://www.heab.wi.gov/finaid.html

VOUCHER PROCESSING
Tuesdays and Fridays for files uploaded by noon.

Please check our Webpage for current Notification List and Voucher Processing Schedules.
http://www.heab.wi.gov/finaid.html

UPCOMING EVENTS

Scheduled HEAB Board Meetings: August 8, 2008
WASFAA Spring Conference: April 23-25, Wausau http://wasfaa.net/events/conferences.asp

Next HEAB Training Date: May 15, July 17, 2008

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. 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 Nancy Wilkison at (608) 267-2213 or email him at Nancy.Wilkison@wisconsin.gov.

 

Please contact me by phone at (608) 264-6181 or by email at Connie.Hutchison@wisconsin.gov if you have any questions, concerns or comments. Thank you!

Connie Hutchison
Executive Secretary

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