Reconciliation of State Grant
and Special Programs
Reconciliation of the EAP Program
• Summer was changed from a Header to a Trailer starting with 201011.
• Reconciliation will normally run in June and contain all three terms
Fall, Spring, and Summer. The roster is due 45 days after it is sent.
» An Email reminder is sent.
» Rosters are available in Page Center.
• EAP does offset with in a given Financial Aid year.
• Certification Procedures were published in September for 2011-12
and are available on the Document Library
• EAP is currently not available on OC webconnect. Reconciliation is
currently all on paper.
EAP Student Eligibility
• Confirm Each Student’s Enrollment and Costs
• Student Must be a Domiciliary of Pennsylvania
• Student Must be enrolled in a Title IV degree or
certificate granting course of study
• Report any student who has withdrawn
• Report Differential Costs. Any tuition that is 25%
(or more) higher or lower than tuition used to
calculate an award.
EAP Reconciliation Roster
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FED TAX ID
ATTN: FINANCIAL AID ADMINISTRATOR
RECONCILIATION DISBURSEMENT
52-0846757
ALLEGANY COLLEGE OF MARYLAND - SOMERSET
12401 WILLOW BROOK RD S.E.
014888 CUMBERLAND, MD 21502
TOTAL EAP FUNDS DUE STUDENTS (AS OF THIS ROSTER) $8,581
LESS: PRIOR ACTUAL DISBURSEMENTS
ROSTER DATE2010-09-21
$ 5,575
ROSTER DATE2011-01-06
$5,679
TOTAL PRIOR DISBURSEMENTS
$11,254
PLUS: REFUNDS RETURNED TO PHEAA
DATE RECEIVED
2011-01-03
DATE RECEIVED
2011-03-30
TOTAL REFUNDS
$2,673
$2,777
$ 5,450
ACTUAL DISBURSEMENT REFUND DUE PHEAA
$2,777
TOTAL NUMBER OF RECIPIENTS ON ROSTER
2
Reconciliation PATH Grant
Program
• Path is only awarded for fall and spring.
• Reconciliation Rosters are normally distributed in June.
» An Email reminder is sent.
» Rosters are available in Page Center.
• Certification Procedures were published in September
for 2011-12 and are available on the Document Library.
• PATH does not offset.
• Path is not currently available on OC webconnect.
Reconciliation is currently all on paper.
PATH Grant Student Eligibility
• Student Eligibility Checks
» Nominated and receive an academic Scholarship
from a partner
◦
A list of all partner awards is available on the Document
Library
» PA resident
» Receive a State Grant for every term they receive an
award
» Have Demonstrated Financial Need
PATH Grant Student Eligibility
• Be an Undergraduate Student
• Enrolled at least half-time
• Be attending a State Grant approved postsecondary
institution in Pennsylvania
• Be enrolled in a State Grant approved, degree seeking
Program of Study
• Maintain Academic progress
• Once all eligibility checks are done Sign, Date, and
Return the Roster
All Refunds
•
Paper Checks
Note the program you are sending in
PHEAA
P.O. Box 64849
Baltimore, MD 21264-4849
•
ACH
M&T Bank
Note the program you are sending in
PHEAA Operations
ACCT# 990267820
ABA# 022000046
How to Contact Special Programs
• By Phone
1-800-443-0646, option 2, option 3
• By email
Every program has an email
Path@pheaa.org
Eap@pheaa.org
• By Fax
717-720-3786
PA State Grant Program
• As with practically all student aid programs, it
takes the coordination of the financial aid office,
bursar, admissions, registrar and other campus
offices to effectively administer the eligibility
requirements of the State Grant Program.
» Access for all those involved
» Disbursement
» Reconciliation
Access to State Grant Data
• Business Partner Access Management System
» Authoritative Source
» Access to various systems (SG, Chafee, etc)
» User IDs (CG#)
Disbursement
• All funds disbursed to schools via the Automated
Clearing House (ACH).
» Institutions are required to have a current Electronic
Funds Transfer (EFT) agreement on file with PHEAA
in order to get their State Grant funds.
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EFT agreements are handled by Financial Management
EFT form is available on PHEAA’s Document Library
Contact FM at fmeftadmin@aessuccess.org
Predisbursement
• Initial roster for each term for some schools
» Available in PageCenter mailbox or via transmission
before the first day of class.
» Cannot be certified and returned until after the first
day of class when enrollment/eligibility can be
confirmed and all changes have been submitted via
FG5Y, FG11C, or certification transmission.
» Includes no funds
Predisbursement
FG3S I 2010;A;00000000;01;018999
STATE GRANT COLLEGE DISBURSEMENT DISPLAY
OE CODE
00000000 01 APP YEAR 2010-11
SCROLLING 1 OF 5 PAGE 1 OF 3
PHEAA CODE 018999
ACAD YEAR
LAST USER FGXMT
PHEAA BUSINESS COLLEGE
LAST UPDATE 10/03/2011
ACADEMIC SCHEDULE Q QUARTER
TERM BEGIN DATES - FALL 09/28/2010 WINTER 01/03/2011 SPRING 03/31/2011
POSS DISB DATES - FALL 09/28/2010 WINTER 01/03/2011 SPRING 03/31/2011
TYPE A "FALL" DISBURSEMENT
DISB AMT
$ _____________ ______
DATE PAID
__________
DISB ROSTER DATE
__________
STATUS
_ __________ - __ __ ____
DISB ROSTER RETURNED __ __ ___
TYPE A "FALL" DISBURSEMENT
DISB AMT
$
541,224 (092%)
DATE PAID
11/05/2010
DISB ROSTER DATE
10/25/2010
STATUS
C COMPLETED 12 02 2010
DISB ROSTER RETURNED
11 29 2010
PREDIS ROSTER DATE
08/09/2010
STATUS
C COMPLETED - 10 25 2010
PREDIS ROSTER DATE
/ /
STATUS
_ __________ - __ __ ____
Disbursement
• Goal: To get the funds due to the school for the
term deposited into the designated, noninterest
bank account on either:
» the first day of classes OR
» a date designated by the school while meeting the
systematic checks and balances OR
» after the certified predisbursement roster has been
processed.
Disbursement
FG3S I 2010;A;00000000;01;018999
STATE GRANT COLLEGE DISBURSEMENT DISPLAY
OE CODE
00000000 01 APP YEAR 2010-11
SCROLLING 2 OF 5 PAGE 1 OF 3
PHEAA CODE 018999
ACAD YEAR
LAST USER FGXMT
PHEAA BUSINESS COLLEGE
LAST UPDATE 10/03/2011
ACADEMIC SCHEDULE Q QUARTER
TERM BEGIN DATES - FALL 09/28/2010 WINTER 01/03/2011 SPRING 03/31/2011
POSS DISB DATES - FALL 09/28/2010 WINTER 01/03/2011 SPRING 03/31/2011
TYPE C "WINTER" DISBURSEMENT
DISB AMT
$ _____________ ______
DATE PAID
__________
DISB ROSTER DATE
__________
STATUS
_ __________ - __ __ ____
DISB ROSTER RETURNED _ __ ____
PREDIS ROSTER DATE
11/15/2010
STATUS
C COMPLETED - 01 18 2011
TYPE C "WINTER" DISBURSEMENT
DISB AMT
$
514,667 (092%)
DATE PAID
02/04/2011
DISB ROSTER DATE
01/24/2011
STATUS
C COMPLETED 03 08 2011
DISB ROSTER RETURNED
03 07 2011
PREDIS ROSTER DATE
/ /
STATUS
_ __________ - __ __ ____
Disbursement
FG3S I 2010;A;00000000;01;018999
STATE GRANT COLLEGE DISBURSEMENT DISPLAY
OE CODE
00000000 01 APP YEAR 2010-11
SCROLLING 3 OF 5 PAGE 1 OF 3
PHEAA CODE 018999
ACAD YEAR
LAST USER FGXMT
PHEAA BUSINESS COLLEGE
LAST UPDATE 10/03/2011
ACADEMIC SCHEDULE Q QUARTER
TERM BEGIN DATES - FALL 09/28/2010 WINTER 01/03/2011 SPRING 03/31/2011
POSS DISB DATES - FALL 09/28/2010 WINTER 01/03/2011 SPRING 03/31/2011
TYPE E "SPRING" DISBURSEMENT
DISB AMT
$ _____________ ______
DATE PAID
__________
DISB ROSTER DATE
__________
STATUS
_ __________ - __ __ ____
DISB ROSTER RETURNED _ __ ____
TYPE G "REC" DISBURSEMENT
DISB AMT
$
447,947
DATE PAID
DISB ROSTER DATE
STATUS
C COMPLETED DISB ROSTER RETURNED
PREDIS ROSTER DATE
02/23/2011
STATUS
C COMPLETED - 04 14 2011
PREDIS ROSTER DATE
/ /
STATUS
_ __________ - __ __ ____
04/29/2011
04/18/2011
06 09 2011
06 08 2011
Reconciliation Rosters
FG3S I 2010;A;00000000;01;018999
STATE GRANT COLLEGE DISBURSEMENT DISPLAY
OE CODE
00000000 01 APP YEAR 2010-11
SCROLLING 5 OF 5 PAGE 1 OF 3
PHEAA CODE 018999
ACAD YEAR
LAST USER FGXMT
PHEAA BUSINESS COLLEGE
LAST UPDATE 10/03/2011
ACADEMIC SCHEDULE Q QUARTER
TERM BEGIN DATES - FALL 09/28/2010 WINTER 01/03/2011 SPRING 03/31/2011
POSS DISB DATES - FALL 09/28/2010 WINTER 01/03/2011 SPRING 03/31/2011
TYPE J 4TH RECONCILIATION DISB
DISB AMT
$
0
DATE PAID
08/23/2011
DISB ROSTER DATE
08/10/2011
STATUS
C COMPLETED - 08 12 2011
DISB ROSTER RETURNED
08 11 2011
TYPE J 4TH RECONCILIATION DISB
DISB AMT
$
855
DATE PAID
10/17/2011
DISB ROSTER DATE
10/03/2011
STATUS
P PRINTED __ __ ____
DISB ROSTER RETURNED
__ __ ____
PREDIS ROSTER DATE
/ /
STATUS
_ __________ - __ __ ____
PREDIS ROSTER DATE
/ /
STATUS
_ __________ - __ __ ____
Refunds
FG3S I 2010;A;00000000;01;018999
STATE GRANT COLLEGE DISBURSEMENT DISPLAY
OE CODE
00000000 01 APP YEAR 2010-11
SCROLLING 1 OF 1 PAGE 2 OF 3
PHEAA CODE 018999
ACAD YEAR
LAST USER PH16088
PHEAA BUSINESS COLLEGE
LAST UPDATE 08/16/2011
REFUNDS FROM COLLEGES/INSTITUTIONS
DATE POSTED
REFUND AMOUNT
REFUND SOURCE
08 12 2011
$
67175
E EFT
__ __ ____
$ _________
_ ______________________________
__ __ ____
$ _________
_ ______________________________
__ __ ____
$ _________
_ ______________________________
__ __ ____
$ _________
_ ______________________________
__ __ ____
$ _________
_ ______________________________
__ __ ____
$ _________
_ ______________________________
__ __ ____
$ _________
_ ______________________________
__ __ ____
$ _________
_ ______________________________
__ __ ____
$ _________
_ ______________________________
REFUND CORRESPONDENCE
_ ______________________________
Disbursement and Awards
Summary
FG3S I 2010;A;00000000;01;018999
STATE GRANT COLLEGE DISBURSEMENT DISPLAY
OE CODE
00000000 01
APPLICATION YEAR 2010-11
PAGE 3 OR 3
PHEAA CODE 018999
ACAD YEAR
LAST USER FGXMT
PHEAA BUSINESS COLLEGE
LAST UPDATE 10/14/2011
DISBURSEMENT AND AWARDS SUMMARY
TOTAL AWARDS
$ 1,435,510
CALCULATED DISBURSEMENT
ADJUSTED DISBURSEMENT
LESS PRIOR YEAR REFUND
ACTUAL DISBURSED AMOUNT
TOTAL SPECIAL CHECKS
$
$
$
$
$
1,596,510
1,504,693
0
1,504,693
0
TOTAL COLLEGE REFUND
TOTAL PROGRAM REVIEW REFUND
TOTAL PHEAA COLLECTABLE REFUND
$
$
$
67,175
0
2,008
BALANCE DUE PHEAA
BALANCE DUE INSTITUTION
$
$
0
0
Disbursement
• Funds are deposited into the school’s account
no sooner than the first day of class.
• Disbursement roster generated approximately
two weeks before the first day of classes.
» Takes minimum of 9 business days for funds transfer
to be completed
• All prior term/year signed/certified rosters must
be returned before any additional disbursement
rosters can run.
Reconciliation
• Does the State Grant Record (FG3S)/Roster
Summary Page Agree with school records?
» $$$ due to PHEAA
» $$$ due to School
» In Balance
Reconciliation – PHEAA Owes
School
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FG3S I 2010;A;00000000;01;011999
STATE GRANT COLLEGE DISBURSEMENT DISPLAY
OE CODE
00000000 01
APPLICATION YEAR 2010-11
PAGE 3 OR 3
PHEAA CODE 011999
ACAD YEAR
LAST USER FGXMT
SCHMELZ UNIV OF PA
LAST UPDATE 06/02/2011
DISBURSEMENT AND AWARDS SUMMARY
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TOTAL AWARDS
$
1637870
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CALCULATED DISBURSEMENT
ADJUSTED DISBURSEMENT
LESS PRIOR YEAR REFUND
ACTUAL DISBURSED AMOUNT
TOTAL SPECIAL CHECKS
$
$
$
$
$
1758109
1547136
75
1547061
0
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TOTAL COLLEGE REFUND
TOTAL PROGRAM REVIEW REFUND
TOTAL PHEAA COLLECTABLE REFUND
$
$
$
0
0
0
•
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BALANCE DUE PHEAA
BALANCE DUE INSTITUTION
$
$
0
90734
Reconciliation – Offset from Prior
AY
FG3S I 2010;A;00000000;01;013999
OE CODE
00000000 01
PHEAA CODE 013999
WITMER JUNIOR COLLEGE
STATE GRANT COLLEGE DISBURSEMENT DISPLAY
APPLICATION YEAR 2010-11
PAGE 3 OR 3
ACAD YEAR
LAST USER PH05806
LAST UPDATE 05/13/2011
DISBURSEMENT AND AWARDS SUMMARY
A
TOTAL AWARDS
$
3132969
B
C
CALCULATED DISBURSEMENT
ADJUSTED DISBURSEMENT
$
$
3382546
3213419
D
E
LESS PRIOR YEAR REFUND
ACTUAL DISBURSED AMOUNT
$
$
674
3212745
F
TOTAL SPECIAL CHECKS
$
0
G
TOTAL COLLEGE REFUND
$
1866
H
I
TOTAL PROGRAM REVIEW REFUND
TOTAL PHEAA COLLECTABLE REFUND
$
$
0
4630
J
K
BALANCE DUE PHEAA
BALANCE DUE INSTITUTION
$
$
73954
0
D+E=C
C–A–G–I=J
Reconciliation - Refunds
FG3S I 2010;A;00000000;01;010999
OE CODE
00000000 01
PHEAA CODE 010999
SCHMELZ UNIV
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STATE GRANT COLLEGE DISBURSEMENT DISPLAY
APP YEAR 2010-11
SCROLLING 1 OF 1 PAGE 2 OF 3
ACAD YEAR
LAST USER PH05806
LAST UPDATE 10/22/2011
REFUNDS FROM COLLEGES/INSTITUTIONS
DATE POSTED
09 29 2011
$
10 22 2011
$
__ __ ____
$
__ __ ____
$
__ __ ____
$
__ __ ____
$
__ __ ____
$
__ __ ____
$
__ __ ____
$
__ __ ____
$
REFUND AMOUNT
REFUND SOURCE
25637
S SYSTEM GENERATED REFUND
4600
C CORRESPONDENCE
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_ ______________________________
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_ ______________________________
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_ ______________________________
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_ ______________________________
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_ ______________________________
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_ ______________________________
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_ ______________________________
_________
_ ______________________________
REFUND CORRESPONDENCE _ ______________________________
Reconciliation – In Balance!!
FG3S I 2010;S;00000000;01;012999
OE CODE
00000000 01
PHEAA CODE 012999
CREIGHTON STATE UNIVERSITY
STATE GRANT COLLEGE DISBURSEMENT DISPLAY
APPLICATION YEAR 2010-11
PAGE 3 OR 3
SUMMER
LAST USER FGXMR
LAST UPDATE 02/27/2011
DISBURSEMENT AND AWARDS SUMMARY
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TOTAL AWARDS
$
94071
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CALCULATED DISBURSEMENT
ADJUSTED DISBURSEMENT
LESS PRIOR YEAR REFUND
ACTUAL DISBURSED AMOUNT
TOTAL SPECIAL CHECKS
$
$
$
$
$
96649
96649
0
96649
0
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TOTAL COLLEGE REFUND
TOTAL PROGRAM REVIEW REFUND
TOTAL PHEAA COLLECTABLE REFUND
$
$
$
2578
0
0
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BALANCE DUE PHEAA
BALANCE DUE INSTITUTION
$
$
0
0
Reconciliation
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Have all funds been posted correctly?
Have all rosters been certified and returned?
Have all refunds been returned to PHEAA?
Do I need a final reconciliation roster for the
year?
Remember…..
• Outstanding prior year/term roster stops future
disbursement rosters until certified and returned
• Fall offset of any funds due from AY immediately
preceding current year
• Any outstanding refunds due to PHEAA after the
Fall term will put an automatic hold on any future
disbursements
» If the FAA reports a change, make sure that the
refund has been requested from the business office
State Grant Refunds
• How to Refund
» By check to: PHEAA, P.O. Box 64849, Baltimore MD
21264-4849
» By ACH funds transfer to: M&T Bank, PHEAA
Operations, Account #990267820, ABA #022000046,
“PA State Grant”
• School’s Choice
» Term by term
» End of the academic year
Record Retention and Audit Trail
• Retain ALL supporting documentation for 5
years from the date the Reconciliation Roster is
certified
• Requirements
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»
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Auditable record
Date of crediting
Amount of grant
Term
Identification as “State Grant” or “PHEAA”
Questions/Contacts
• By Phone
1-800-443-0646, option 3, option 1
• By email
sghelp@pheaa.org
• By Fax
717-720-3786