Certifying Official 102
For Seasoned Certifying Officials
Cinda Quattrini: Education Liaison Representative
VA Regional Processing Office, Buffalo, NY
VETERANS BENEFITS ADMINISTRATION
June 2013
Today’s Objective
This presentation will include:
• A brief overview of VA education benefits
• Understanding Entitlement
• Enrollment Reporting Concerns
• Post 9/11 GI Bill payment issues
• Reporting Enrollment Changes
VETERANS BENEFITS ADMINISTRATION
1
VA Education Benefits
Eligibility & Program
Basics
VETERANS BENEFITS ADMINISTRATION
VA Partners
• SCO (School Certifying Official): The person with
delegated authority to sign enrollment certifications,
documents, and reports relating to VA benefits.
• ELR (Education Liaison Representative): The VA
employee responsible for liaison, program approval
functions, and compliance surveys for your state.
• ECSS (Education Compliance Survey Specialist): VA
employee who conducts school surveys.
• SAA (State Approving Agency): State Employees
responsible for program approval and compliance
surveys for VA
VETERANS BENEFITS ADMINISTRATION
VA Forms for Students
VA 22-1990
VA 22-1990t
VA 22-1995
VA-22-1990E
Application For VA Education Benefits
Application For Tutorial Assistance
Request Change of Program/Place of Training
Application for Transfer of Entitlement Benefits
VA-22-1990R
Application for VRAP Benefits
Chapter 35
VA 22-5490
VA 22-5495
Application For Survivors’ And Dependents’
Educational Assistance (also Fry Scholarship)
Request For Change Of Program/Place
Chapter 31
VA 28-1900
Application For Vocational and Rehabilitation Benefits
VETERANS BENEFITS ADMINISTRATION
4
VA Education Benefit Programs
•
•
•
•
•
•
•
Post 9/11 GI Bill (Chapter 33)/Transfer of Entitlement/
John D. Fry Scholarship
MGIB-Active Duty (Chapter 30)
MGIB-Selected Reserve (Chapter 1606)
Reserve Education Assistance Program (Chapter
1607/REAP)
Dependent’s Educational Assistance (Chapter 35/DEA)
Veterans Retraining Assistance Program (VRAP)
Vocational Rehabilitation & Employment (Chapter
31/VR&E)
VETERANS BENEFITS ADMINISTRATION
5
Period of Eligibility
“Delimiting Date”: The first day after a claimant's period of
eligibility expires. Benefits are not payable on or after the
delimiting date.
• Period of eligibility varies by program.
• Ch1606, Ch1607 and Ch35 Delimiting Dates may be extended
to the end of the term.
• Delimiting Dates may be extended for a disability that
prevented training.
• May be extended for additional active duty periods.
VETERANS BENEFITS ADMINISTRATION
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Ch33 Active Duty Requirements
• The Post 9/11 GI Bill has eligibility tiers based length of qualifying
active duty service after September 10, 2001.
VETERANS BENEFITS ADMINISTRATION
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VA Education Benefits
Entitlement Basics
VETERANS BENEFITS ADMINISTRATION
Entitlement
The number of months and days of full-time benefits an individual
originally receives or has remaining.
•
•
•
•
•
•
Maximum of 36 months for MGIB or Post 9/11 GI Bill (Ch30 and Ch33
entitlement may be extended to end of term).
DEA (Ch35) provides 45 months, VR&E (Ch31) 48 months.
Maximum of 48 months under any combination of programs (Example: If a
veteran used 36 months under MGIB (Ch30), they may use an additional 12
months of
Ch 33 benefits).
Entitlement charged based on Training Time for all non-Ch33 programs
during the period the student attended school.
Entitlement charged based on Rate of Pursuit (ROP) for Ch33 at IHLs.
Entitlement charged based on amount of annual cap paid for Ch33 at NCDs.
VETERANS BENEFITS ADMINISTRATION
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Chapter 33 Entitlement
• In general, individuals remain eligible for Ch33 benefits for
15 years from last date of discharge of at least 90
continuous days (30 days if disability). Service members
maintain eligibility while on duty.
• Veterans receive a maximum of 36 months of benefits
under CH33, which may extend when exhausted within a
term.
• Entitlement limited to no more than 48 months of
combined benefits under educational assistance programs
administered by VA.
NOTE: Individuals transferring to the Post-9/11 GI Bill from the Montgomery GI Bill (Chapter 30) will
be limited to the amount of remaining Chapter 30 entitlement, unless none remains.
VETERANS BENEFITS ADMINISTRATION
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How Entitlement is Charged at IHLs
Full-time: Generally 12 or more undergraduate credits per standard
term (commonly 4 courses @ 3 credits each )
Term Dates:
Fall
Interval
Spring
Full-time training
08/25 thru 12/13
12/14 thru 01/25
01/26 thru 05/16
entitlement charge
=
=
=
=
3
1
3
7
mos.
mos.
mos.
mos.
19
10
21
10
days
days
days
days
(Interval pay ceased effective 7/31/2011)
Note: Standard Semester is 15-19 weeks, Standard Quarter is 10-13 weeks.
Entitlement charge based on 30 day months, regardless of actual days in month.
VETERANS BENEFITS ADMINISTRATION
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How Entitlement is Charged at IHLs
Half-time (or 50% ROP): Generally 6 undergraduate credit hours per
standard term (commonly 2 courses @ 3 credits each )
Term Dates:
Fall
Interval
Spring
Half-time training
08/25 thru 12/13
12/14 thru 01/25
01/26 thru 05/16
entitlement charge is
=
=
=
=
1
0
1
3
mos.
mos.
mos.
mos.
24
20
26
20
days
days
days
days
(Interval pay ceased effective 7/31/2011)
Note: Standard Semester is 15-19 weeks, Standard Quarter is 10-13 weeks.
Entitlement charge based on 30 day months, regardless of actual days in month.
VETERANS BENEFITS ADMINISTRATION
12
How Ch33 Entitlement is Charged at NCDs
Full-time: Generally 18 or 22 clock hours per week throughout the
program; (Relevant for monthly housing payments only.)
• NCD Program is 2 months long; Tuition & Fees = $18, 077.50
Entitlement charge will be 12 months.
• NCD Program is 18 months long; Tuition & Fees = $1,506.00
Entitlement charge will be 1 month.
Note: 18 clock hours per week is full-time when classroom training is greater than
50% of the program. 22 clock hours per week is full-time when ‘shop’ training
is greater than 50% of the program.
VETERANS BENEFITS ADMINISTRATION
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VA Education Benefits
Rate of Pursuit (ROP)
Equivalent Credit Hours
(ECH)
VETERANS BENEFITS ADMINISTRATION
Rate of Pursuit (ROP)
•
Ch33 measure of training time: Divide the number of credit hours enrolled (or clock hour
equivalent) by the number of enrolled credit hours (or clock hour equivalent) considered
full-time at the school (or full-time graduate equivalent). The resulting percentage is the
individual’s Rate of Pursuit for that award period (rounded to the nearest hundredth).
•
Rate of Pursuit will determine the entitlement charged for an IHL award period and
determine if the Monthly Housing Allowance will be paid as well as the rate (must be
training at Rate of Pursuit greater than 50% to receive housing).
•
Greater than 50% ROP would normally be 7 or more credits taken during a standard
semester (15-19 weeks) or standard quarter (10-13 weeks).
•
Example:
– Student is taking 7 credits for a standard semester
– ROP = 7 / 12 = .58 or 58%
– Housing paid at 60% of vet’s full-time rate at associated facility code
Note: For Non-Standard term (or summer session), VA will calculate Equivalent Credit Hours
(ECH), then use that to determine Rate of Pursuit.
VETERANS BENEFITS ADMINISTRATION
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ECH Calculation
To determine the Equivalent Credit Hours of a non-standard term:
–
–
# semester credits taken multiplied by 18 divided by number of weeks
# quarter credits taken multiplied by 12 divided by number of weeks
(round up partial weeks if 4 days or more)
Example:
Non-standard term dates: June 1, 2013 to July 27, 2013 @ 3 credits
− Calculate term length – 57 days / 7 = 8 weeks and 1 day = 8 weeks
− Calculate ECH (sem school) - (3 cr x 18) / 8 = 6.75 ECH
− Calculate ROP – 6.75 ECH / 12 (normal FT measurement) = .56 or 56%
MONTHLY HOUSING IS PAID at the 60% level
____________________________________________________________________
Non-standard term dates: June 1, 2013 to July 27, 2013 @ 3 credits
− Calculate term length – 57 days / 7 = 8 weeks and 1 day = 8 weeks
− Calculate ECH (qtr school) - (3 cr x 12) / 8 = 4.5 ECH
− Calculate ROP – 4.5 ECH / 12 (normal FT measurement) = .38 or 38%
NO MONTHLY HOUSING IS PAID
VETERANS BENEFITS ADMINISTRATION
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ECH Calculation (Grad)
For a Graduate student enrolled in a non-standard term, the basic calculation is
the same, except the “normal FT measurement” changes if Graduate Full-Time
training is less than 12 hours.
•
Example, 9 semester hours is Graduate Full-Time training:
Non-standard term dates: June 1, 2013 to July 27, 2013 @ 3 credits
− Calculate term length – 57 days / 7 = 8 weeks and 1 day = 8 weeks
− Calculate ECH (sem school) - (3 cr x 18) / 8 = 6.75 ECH
− Calculate ROP – 6.75 ECH / 9 (Grad FT measurement) = .75 or 75%
MONTHLY HOUSING PAID at the 80% level
____________________________________________________________________
•
Example, 6 quarter hours is Graduate Full-Time training:
Non-standard term dates: June 1, 2010 to July 27, 2010 @ 3 credits
− Calculate term length – 57 days / 7 = 8 weeks and 1 day = 8 weeks
− Calculate ECH (qtr school) - (3 cr x 12) / 8 = 4.5 ECH
− Calculate ROP – 4.5 ECH / 6 (Grad FT measurement) = .75 or 75%
MONTHLY HOUSING PAID at the 80% level
VETERANS BENEFITS ADMINISTRATION
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Quick ECH Guide
The following is true for undergrad credits at semester schools. (You must
count actual number of days in the class session, including non-school days):
•
1 hr. is FT when taken in a session that is 10 days or less.
•
2 hrs. are FT when taken in a session that is 24 days or less.
•
3 hrs. are FT when taken in a session that is 31 days or less.
•
4 hrs. are FT when taken concurrently in a session that is 45 days or less.
•
5 hrs. are FT when taken concurrently in a session that is 52 days or less.
•
6 hrs. are FT when taken concurrently in a session that is 66 days or less.
VETERANS BENEFITS ADMINISTRATION
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VA Education Benefits
Transfer of Entitlement
(TOE)
Fry Scholarship
VETERANS BENEFITS ADMINISTRATION
Transfer of Entitlement
• DoD determines if an individual can transfer entitlement
to one or more dependents
• Dependents eligible to receive entitlement include
spouses and natural, adopted, or step-children.
• Transferees use entitlement in the same manner as the
veteran. Changes to transferred entitlement can be
made at any time by the veteran.
• Eligibility percentage levels may change with additional
active duty service.
• Dependents file VAF 22-1990E to receive benefits.
Note: The fact that DoD permitted a transfer of entitlement to occur does not guarantee Chapter 33
benefits can be paid.
VETERANS BENEFITS ADMINISTRATION
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Transfer of Entitlement
SPOUSES
•
Spouses receive benefits in the same manner as the transferor (can’t
receive housing payments if transferor is on active duty)
•
Period of eligibility is the same as the veteran; 15 years from latest
release from active duty
•
Transferred MGIB entitlement cannot be treated as marital property, is
not subject to division in divorce or civil proceeding
CHILDREN
•
Child must have completed high school (or the equivalent) or reached
18 years of age. Child always receives benefits like a veteran.
•
Entitlement not subject to the veteran’s 15 year delimiting date, but
may not be used after reaching age 26.
VETERANS BENEFITS ADMINISTRATION
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John D. Fry Scholarship
• Eligibility for children of an active duty member killed in the line of
duty on or after September 11, 2001.
• Will receive tuition & fees payments, monthly housing allowance
and the books & supplies stipend at the 100% rate. (No Yellow
Ribbon)
• All dependents receive 36 months of entitlement (not divided up
from veteran’s entitlement like TOE)
• Will also be eligible for Ch35 benefits, must elect one of the two
• Dependents must file VA Form 22-5490 to receive benefits.
VETERANS BENEFITS ADMINISTRATION
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VA Education Benefits
Enrollment Reporting
Concerns
VETERANS BENEFITS ADMINISTRATION
Undergraduate Resident Credits
•
Regularly scheduled, standard class sessions that
meet at least once every two weeks & which have a
total number of class sessions equal to the number of
credit hours awarded for the course, times the
number of weeks in the term.
•
A course consisting of practical training in its entirety.
Practical training can be certified as clock hours per
week if advantageous to the student’s ROP.
VETERANS BENEFITS ADMINISTRATION
Graduate Resident Credits
• Offered through regularly scheduled, conventional classroom
or laboratory (at least two sessions per term); or
• Consists or research (either on campus or in absentia
necessary for the preparation of the student’s:
– Master’s thesis
– Doctoral dissertation, or
– Similar treatise which is prerequisite to the degree being
pursued; or
• Can consist of a combination of training described above.
VETERANS BENEFITS ADMINISTRATION
Nonstandard Terms at IHLs
• Shorter or longer in length than the standard semester (15-19 wks.)
or quarter (10-13 wks.)
• Must report the actual date the classes begin and end, if outside the
normal reported academic calendar.
• Must report beginning & ending dates of "block or sequential"
course credits separately from standard semester/quarter course
credits
NOTE: When reporting the credits for courses that begin the first calendar
week (Sunday to Saturday) of the term and end the last calendar week of the
term, total the credits and report the begin and end dates based on the
institution’s published term calendar.
VETERANS BENEFITS ADMINISTRATION
26
Distance vs Residence vs Hybrid
UNDERGRAD RESIDENT TRAINING
•
Must have regularly scheduled classes & meet
at least once every 2 weeks
•
Total hours of instruction (based on 50
minutes per hour) must >/= the # of credits
awarded multiplied by the number of weeks in
a term
–
–
–
•
3cr over 16 week = 48 total class hours
3cr over 5 week = 15 total class hours
* And must meet at least once every 2
weeks
•
•
These are all treated the same by VA
Interaction between the student and the
instructor (who is physically separated from
the student) through the use of
communications technology instead of
regularly scheduled, conventional classroom or
laboratory sessions.
•
Communications technology includes (but not
limited to):
– Open Circuit TV
– Computer technology
– Wireless communication devices
•
Any other school assigned term,
including “hybrid” or “blended” that fails
to meet VA’s requirements for resident
training is considered independent study
and must be reported as distance
learning for Ch33.
“In class” does not include the student
working independently at his or her own pace
with a teacher in the room to answer
questions
GRADUATE RESIDENT TRAINING
•
INDEP STUDY, ONLINE, DISTANCE ED
Consists of at least 2 regularly scheduled
standard classes per term, research (on or off
campus), or a combination of both.
VETERANS BENEFITS ADMINISTRATION
Distance Learning/Independent Study
• Non-accredited schools cannot certify distance
learning/independent study courses
• Courses offered in whole or in part by independent study
cannot be approved at non-accredited schools
• All schools with multiple branches should not certify online
classes that are administered/hosted out of a different branch; must
use the correct facility code
• Remedial/deficiency courses offered at any school in a hybrid
format or as distance learning cannot be certified unless they meet
the definition for resident training.
VETERANS BENEFITS ADMINISTRATION
28
Non-Matric & Remedial Courses
• Certify only those courses which apply to the student’s program of
study. Use a degree audit or degree plan to track progress.
• VA can pay only for 2 terms in non-matric status; acceptance to
degree program must be pending (General Education courses only).
If student remains non-matric beyond 2 terms, you can certify, but
include a remark to indicate non-matric beyond 2 terms
• If certifying remedial courses, you must document courses are
required to overcome secondary-level deficiencies. Keep copy of test
results in student’s file. (Distance learning not permitted.)
• Monitor student progress monthly to ensure timely reporting of
credit/clock hour adjustments.
• Review student’s grades to ensure satisfactory progress.
VETERANS BENEFITS ADMINISTRATION
29
Repeated or Audited Courses
• If student received a punitive failing grade for a required
course, it may be certified again. If the course is failed a 2nd
time, you must report the grade that became non-punitive.
• If the grade received previously does not meet requirements
of program, it may be certified again.
• If course credit is considered outdated according to the school
or program, you may certify the course again.
• Audited courses may not be certified. If a course is changed
to audit, report it as withdrawn, using the date of the change
as the effective date.
Document these actions in the student’s VA folder!
VETERANS BENEFITS ADMINISTRATION
30
Prerequisites & Rounding Out
• If certifying prerequisite courses, document the courses are required
for the student’s program.
• If undergrad courses are needed to be accepted into a graduate
program and taken in conjunction with other grad courses, certify as
graduate training if the majority of credits are graduate.
• VA may only pay for courses required for the student’s program of
education. However, for degree courses taken on a term basis,
rounding out of the last term is permitted.
• A claimant may enroll in sufficient credit hours during his or her last
term to allow payment of (up to and including) full-time training.
This can be used to repeat a course for a better grade, begin grad
courses prior to completion of undergrad program, etc.
VETERANS BENEFITS ADMINISTRATION
31
Practical Training
•
•
•
•
•
Academic training that includes actual work or field experience. May be
known as internship, externship, practicum, etc. Considered resident
training, even if it takes place off campus.
Common in certain programs, such as student teaching, medical and dental
programs (clinical portion or residency), and aviation programs.
May occur during a period without additional enrolled courses. In most
cases, this should be certified as clock hours, even if the student is awarded
credit for this training. Reporting credits only wouldn’t reflect the required
time commitment. (Don’t report this as credits and clock hours!)
Student may be concurrently enrolled in standard credit-bearing courses
and courses with practical training requirements. If student is FT based on
credits, it’s not necessary to report in clock hrs.
If not FT by credits alone, determine by course if credit or clock hours are
advantageous to student.
VETERANS BENEFITS ADMINISTRATION
32
Practical Training
•
•
•
When credits & clock hours are reported for a single term, indicate
accordingly in the remarks in VA-Once.
In this example, each of 2 courses required 2 hrs. of elementary classroom
observation, in addition to regular classroom attendance.
Don’t report the credits and clock hours for the same course!
VETERANS BENEFITS ADMINISTRATION
33
Supplemental Enrollment
• Students may take courses at more than one school that
apply toward their degree. The degree granting school is
known as the primary school.
• Also known as Concurrent Enrollment, Cross-Registration,
Parent School/Secondary school, Guest Student, etc.
• 2 term limit for non-matriculation doesn’t apply, but courses
taken at 2nd school must transfer back to primary school
toward student’s degree program.
• Each school must certify only courses taken at their own
facility code and report only charges from their school
VETERANS BENEFITS ADMINISTRATION
34
Supplemental Enrollment
If you’re the Primary School:
• Provide “Parent School” letter addressed to SCO at the
supplemental school indicating course(s) will satisfy
requirements for student’s degree program
• Certify only the courses taken at your school
• Have student provide copy of transcript from secondary
school to ensure successful completion of course(s)
• Update degree audit to show course(s) as completed
• Maintain copy of Parent School letter in student’s file
VETERANS BENEFITS ADMINISTRATION
35
Supplemental Enrollment
If you’re the Secondary School:
• Certify only the courses taken at your school with the
associated tuition and fees from your school only
• Add the student in VA-Once and certify as a ‘Guest Student’.
Enter the name of the parent school VA-Once, which will
ensure the cert will route to jurisdiction of parent school
• Report changes of enrollment as you would for any student
• Data and the history from the primary and secondary schools
will be visible by both schools in VA-Once
VETERANS BENEFITS ADMINISTRATION
36
Academic Probation
• Schools are now required to promptly report to VA when a
student is placed in academic probation. (Within 30 days.)
• Once a student has been placed in academic probation, you
should notify VA using the Internet Inquiry System. Be sure
to include the student’s name and claim number along with
the statement “Student placed on academic probation.”
• Students should be advised of any counseling services
available to them at the school in order to help them resolve
their situation and successfully complete their program.
• VA will also write the student to notify them of the availability
of counseling services through their local VA Regional Office
as well as tutorial assistance benefits available through the
Buffalo Regional Processing Office.
VETERANS BENEFITS ADMINISTRATION
37
Academic Probation
• Use spreadsheet to report multiple students placed on academic
probation
VETERANS BENEFITS ADMINISTRATION
38
Graduation
• Must report graduation or program completion information to VA.
• Once a student graduates from a degree program or completes a
Non-College Degree program, you should submit a termination in
VA-Once. If the student is graduating from a degree program,
“Graduation” should be selected as the termination reason.
• If the student completes a Non-College Degree program, select "End
of Term or Course" as the termination reason. The last date of the
term selected will be pre-populated as the date of termination.
• If subsequent terms were previously certified, VA-ONCE will prompt
you to terminate those enrollments, or to leave them as previously
certified if the student is continuing in another program. Ensure
that the program information is accurate.
• Report when the student has completed all course requirements for
the degree program, not when or if he attends graduation.
VETERANS BENEFITS ADMINISTRATION
39
Study Abroad
Study Abroad can be certified if:
•
•
•
•
Both schools must have programs approved for VA benefits
Student must be enrolled in courses that apply toward their program
School charging the associated tuition must certify the enrollment
VA can make payment to only one school even if both assess fees
VA can’t pay for Study Abroad Fees if:
• The study abroad isn’t required for the student’s program
• Associated fees are for travel related costs such as airfare, train
fare, etc.
• Reported fees are for meals, lodging, or optional cultural
experiences
Note: See Post-9/11 Study Abroad Fact Sheet for more detailed instructions
VETERANS BENEFITS ADMINISTRATION
40
VA Education Benefits
Post - 9/11 GI Bill
Payments
VETERANS BENEFITS ADMINISTRATION
Post-9/11 GI Bill Payments
• Net Tuition and Fees Charged
• Monthly Housing Allowance (MHA)
• Books and Supplies Stipend
• Kickers (also known as College Fund)
• Licensing and Certifications Tests, National Exams
• Work Study
• Tutorial Assistance
• Refund of $1,200 MGIB Contribution
(All payments are subject to Eligibility Level Percentages.)
VETERANS BENEFITS ADMINISTRATION
42
Net Charges
VA was initially considered ‘First Payer’ for tuition & fees
reporting purposes. Effective August 1, 2011, schools must
report the net cost of tuition and fees after deducting:
• Any waiver of, or reduction in Tuition and Fees; and
• Any scholarship, or other Federal, State, institutional, or
employer based aid that is provided directly to the school
towards tuition and fees for the sole purpose of defraying
tuition and fees”
• Title IV Funds (Pell Grants and Federal Loans) are excluded
from net charge assessments.
* Effective July 2009, no VA education benefits can be considered when calculating EFC or as
an outside
resource
for Financial Aid purposes
VETERANS
BENEFITS
ADMINISTRATION
43
2012-2013 Tuition & Fees Cap
Eligibility Tier
Max T&F Payable/Year
100%
$18,077.50
90%
$16,269.75
80%
$14,462.00
70%
$12,654.25
60%
$10,846.50
50%
$ 9,038.75
40%
$ 7,231.00
In general, VA will pay the lesser of the net T&Fs or the individual’s annual
cap rate for all Ch33 students
VETERANS BENEFITS ADMINISTRATION
44
Reporting Tuition and Fees
For each enrollment period, report actual net cost for tuition & fees to VA:
Tuition and Fees
School Veteran Tuition Waiver
Private Tuition Scholarship
NYS VTA
NYS TAP
Net Tuition and Fees
= $5,000.00
(500.00)
(500.00)
VA Waiver*
VA Waiver*
= $4,000.00
Report $4,000.00 to VA as the net T&Fs for this term. If the student received any
Title IV funds or assistance not specifically designated for the payment of tuition
and fees – Do not deduct from the amount reported to VA.
* Some states granted waivers to exclude state funds from net payer provision
VETERANS BENEFITS ADMINISTRATION
45
Yellow Ribbon Program
• IHLs may voluntarily enter into an agreement with VA to allow the
two parties to provide matching funds to cover a portion of the
established charges above the highest public in-state undergraduate
tuition rate. (Program available only to IHLs in the US)
• Deadline for current contract was May 15, 2013, for submission of
2013-2014 agreements. Check website (www.gibill.va.gov) for
information. Contracts are now open-ended and continue as is,
unless school terminates or changes during the annual open period.
• Use VA Form 22-0839, May 2012 to enroll or change current
contract
• Annual Open Season March 15 – May 15
• Funds used by the institution for the Yellow Ribbon Program must
be available for “unrestricted” use by the institution.
VETERANS BENEFITS ADMINISTRATION
46
Yellow Ribbon Program
• Only individuals entitled to the 100 percent benefit rate (based on
service requirements) may receive this funding. In VA-Once, code
100% Chapter 33 students as “33Yellow” on VA-ONCE Bio screen.
• VA will match each additional dollar that an institution contributes
toward an eligible student’s established charges, not to exceed 50%
of unmet allowable charges above the annual cap at private schools
or to cover out of state charges at public schools.
• Funds used by the institution as Yellow Ribbon contributions become
part of the veterans education benefit and cannot be included as
estimated financial assistance (EFA).
• The following are NOT eligible for Yellow Ribbon:
– Active duty personnel and their spouses
– Fry Scholarship recipients
VETERANS BENEFITS ADMINISTRATION
47
Reporting Enrollments
• Include the following on Enrollment Certifications:
– Report: In-Residence Hours, Distance hours,
Remedial/Def./Refresher hours separately. VA will add each
together to get total hours.
– Report: Net Tuition & Fees and Yellow Ribbon for each term or
session. If mini-terms are part of semester or quarter charges,
you must break out the tuition and fees for each course or miniterm.
– For ch33 graduate students, report the number of credits that
are considered to be Full-Time in a standard semester (this is
needed to determine ROP). Don’t adjust for shorter terms!
VETERANS BENEFITS ADMINISTRATION
48
Reporting Enrollments
• If you have mini or summer terms (sessions) where the tuition and
fees are charged collectively at the beginning of the first term or
session; you should report the tuition and fees that are associated
with the cost of each credit hour taken for each term/session
reported.
For example:
A school has 3 summer sessions, but charges tuition and fees during
the first session for all three sessions. When certifying the
enrollment, the tuition and fees should be reported for the number
of credits for each session that the student is enrolled in. This will
allow VA to make proportionate payments based on the number of
credits taken each term/session; rather than just the term/session
when the tuition and fees were required to be paid.
VETERANS BENEFITS ADMINISTRATION
49
“Zero Tuition”
• If net tuition and fees are unknown, you may wish to submit the
term dates and actual credit hours, but enter $0.00 as the
charges
• This allows the student to receive timely housing and books &
supplies stipend payments
• Also permits financial aid to be resolved prior to submitting cert
• MUST submit an amended cert, effective the First Day of the
Term to ensure accurate payment when net T&Fs are reported!
(Don’t include T&Fs along with an adjustment made after the
first day of the term.)
VETERANS BENEFITS ADMINISTRATION
50
Restoring GI Bill Fairness Act
• The legislation authorized VA to pay more than $17,500 (or reduced
amount based on the student’s eligibility tier) in tuition & fees under the
Post-9/11 GI Bill for certain students attending private schools.
• To qualify for the increased payment (also referred to as the
“grandfathered” amount), students must have been enrolled in the same
college or university since January 4, 2011, and have been in a program
for which the combined tuition & fees for full-time attendance during the
2010-2011 academic year (Aug. 1, 2010 - July 31, 2011) exceeded
$17,500
• Eligible students will receive the “grandfathered” rate for tuition & fees for
terms that begin before August 1, 2014, as long as they’re continuously
enrolled at the same institution. If they transfer to a different institution,
they will no longer qualify for the “grandfathered” rate.
• Submit enrollment certifications with the remark “Student eligible for
restored rates”
VETERANS BENEFITS ADMINISTRATION
51
Restoring GI Bill Fairness Act
Grandfathered Tuition & Fees Rates
State
Max Tuition
New Hampshire
$1003.75/credit
$ 5,197.00
New York
$1010.00/credit
$12,293.00
Pennsylvania
$ 934.00/credit
$ 6,110.00
VETERANS BENEFITS ADMINISTRATION
Max Fees
52
Annual Reporting Fees
• ‘Snapshot’ data collected each October, representative of
all students in receipt of VA benefits during calendar year.
Payment issued in the spring, was sent by EFT this year
(mailed from Treasury to generic address of the school if
no EFT.)
• Sent with corresponding letter and student listing
– $12.00 per standard enrollment certification of each
student.
– $15.00 per advance pay enrollment certification
(advance pay not available for Chapter 33)
• By law, funds must be used to support veteran
certification and programs. Usage will be reviewed
during compliance survey.
*new*
VETERANS BENEFITS ADMINISTRATION
53
Vet Rep Listing
• Ch33 Vet Rep Listing is automatically sent weekly to the
address in WEAMS (VA’s approval database)
• Report details all Tuition & Fees payments and Yellow Ribbon
payments made during the reporting period.
• Non-Ch33 monthly reports available (need one-time request)
VETERANS BENEFITS ADMINISTRATION
54
VA Education Benefits
Reporting Enrollment
Changes
VETERANS BENEFITS ADMINISTRATION
Change Terminology
Amend
• A change in reported term dates, reported
tuition & fees, or yellow ribbon contribution.
Adjust
• A change in reported credit hours; increase or
reduction (not to include zero hours.)
Termination
• Complete withdrawal from term. (VA’s definition)
VETERANS BENEFITS ADMINISTRATION
Reporting Changes
The SCO must notify VA within 30 days of discovery if any of
the following occurs:
• The net charges change or the term dates change.
• The trainee withdraws from training.
• The trainee does not progress satisfactorily according to
approved standards and practices of your facility.
• When the trainee changes credit or clock hours of
training, even during drop/add.
• If the trainee receives non-punitive grades or punitive
grades due to non-attendance.
• Trainee placed on academic probation or graduates.
VETERANS BENEFITS ADMINISTRATION
Reporting Changes
• If a student withdraws from all classes, the MHA will terminate
as well.
• For a complete withdrawal, the Tuition and Fees payment will be
pro-rated based on the length of time the student attended.
The fact the school refunded money has no bearing on the VA
payment. VA will pay for the time attended, even if withdrawal
occurs during Drop/Add.
• For a reduction or an increase, the school should report the net
Tuition and Fees for the remaining credits as if those were the
original number of enrolled credits the student. This report is
not based on actual charges, so don’t factor in any refunds or
current balance due.
• Report all reductions and increases, even if the Tuition and Fees
remain the same. Under Ch33, all changes to credit hours must
be reported and have the potential of impacting payment.
VETERANS BENEFITS ADMINISTRATION
Reductions & Terminations
Begin
05/15/2013
06/18/2013
07/25/2013
End
06/16/2013
07/20/2013
08/16/2013
Crs.
3
3
3
Tuition
$1800.00
$1800.00
$1800.00
Fees
$166.67
$166.67
$166.66
• VA considers each enrollment line a separate term.
• If the student withdrew from the 2nd term prior to 6/18/13,
(never attended), VA will designated as school debt.
• If subsequently, he began the 3rd term, then withdrew on
7/30/13, VA will designate this as vet debt.
• Send $1966.67 from 2nd term to VA; refund vet for 3rd term,
if applicable.
VETERANS BENEFITS ADMINISTRATION
59
Reductions & Terminations
• Currently, VA assumes Mitigating Circumstances exist for all
reductions and terminations under Chapter 33.
• The Books & Supplies Stipend is not affected by a reduction or
termination, provided the student attended at least one day of the
term. If the student changes hours before the beginning of the
term, the Books and Supplies payment will be adjusted to reflect the
new number of hours.
• Entitlement to Housing continues after a reduction, (but may be
reduced,) as long as the Rate of Pursuit (ROP) remains at greater
than 50% Rate of Pursuit after the reduction.
• If a student reduces to 50% ROP or less, the MHA will be paid
through the end of the month of the reduction or to the end of the
term, whichever comes first. If terminated, housing stops effective
the last day of attendance.
VETERANS BENEFITS ADMINISTRATION
60
Reductions & Terminations
• For reductions within the school’s refund period, funds should be
given directly to the student. The fact the school refunded
money to the student has no bearing on the VA payment. VA
will pay for the time attended. (Even during Drop/Add.)
• Ch33 reductions are paid at the original rate through the end of
the month in which they occurred. This is known as the “End of
Month Rule” and is based on the inability of the student to verify
his or her attendance at the end of each month. (Monthly
verification for Ch33 will begin at some point in the future; when
this happens, “End of Month Rule” will cease.)
•
• The student is responsible for any debts incurred to VA as the
result of a change in enrollment within a term. Don’t send funds
to VA unless a debt notice is received.
VETERANS BENEFITS ADMINISTRATION
61
Example: Increase (100% Tier)
Term is: 8/24/20013 to 12/23/20013 starting at 9 credits
Total length of the term (based on 30 day months) = 120 days
Student increases from 9 credits to 13 credits effective 09/06/2013
Tuition and Fees for 9 credits is $3500.00 and for 13 credits is $4500.00
Number of days enrolled for 9 credits = 12 days (8/24/2013 to 09/05/2013)
Percentage of term at 9 credits = 12/ 120 = 10%
Percentage of $3500.00 tuition and fees for 9 credits due = $3500.00 X 10% = $350.00
Number of days enrolled for 13 credits = 108 days (09/06/2011 to 12/23/2011)
Percentage of term at 13 credits = 108 / 120 = 90 %
Percentage of $4500.00 tuition and fees for 13 credits due = $4500.00 X 90% = $4050.00
Add $350.00 + $4050.00 = $4400.00 is the amount the student is entitled to receive for this term
based on the increase from 9 credits to 13 credits.
(NOTE: If an enrollment was submitted with $0.00 T&F and the change occurs before the
amended enrollment with the T&F is submitted; you will need to let VA know what the T&F were
for both 9 credits and 13 credits.)
VETERANS BENEFITS ADMINISTRATION
62
Example 2: Decrease (100% Tier)
Term is: 8/24/2013 to 12/23/2013 starting at 16 credits
Total length of the term (based on 30 day months) = 120 days
Student reduces from 16 credits to 9 credits effective 09/06/2013
Tuition for 16 credits is $15,000.00 and for 9 credits is $10,000.00
Fees are $500.00 for both 16 and 9 credits
Number of days enrolled for 16 credits = 37 days (8/24/2013 to 09/30/2013) EOM rule
Percentage of term at 16 credits = 37/ 120 = 30.8%
Percentage of $15,500.00 tuition & fees due @ 16 cr = $15,500.00 X 30.8% = $4774.00
Number of days enrolled at 9 credits = 83 days (10/01/2013 to 12/23/2013)
Percentage of term at 9 credits = 83/ 120 = 69.2%
Percentage of $10,500.00 tuition & fees due @ 9 cr = $10,500.00 X 69.2% = $7266.000
The total payment for the term will be prorated based on time spent at 16 hrs, then at 9 hrs.
$4774.00 + $7266.00 = $12,040.00 is the amount the student is entitled to receive for this term
based on the reduction from 16 to 9 credits; this will result in vet debt or reduced payment to
school, depending when tuition and fees payment is made.
VETERANS BENEFITS ADMINISTRATION
63
Chapter 33 Debt
Vet Debt
• Monthly Housing Allowance (MHA)
• Books and Supplies Stipend
• Kickers (also known as College Fund)
• Tuition and Fees Charged to Vet
-------------------------------------------------------School Debt
• Tuition and Fees Charged to School
VETERANS BENEFITS ADMINISTRATION
64
VA Education Benefits
Available Resources
VETERANS BENEFITS ADMINISTRATION
GI Bill Website (www.gibill.va.gov)
VETERANS BENEFITS ADMINISTRATION
Do your students know?
WAVE
(Web Automated Verification of Enrollment)
 Submit monthly verification
 Self-reported change in enrollment
 Change mailing address
 Change Direct Deposit
 View Current Benefit Information
(this is not available for Ch33; see
e-benefits for Ch33)
VETERANS BENEFITS ADMINISTRATION
Education & Training Assistance
Visit the official VA education benefits site at:
www.gibill.va.gov
See the School Certifying Official Handbook & the VA-Once
Flip Book (Find both in School Section of the website)
Call VA at:
NEW!
1-888-GI BILL-1 (1-888-442-4551)
Certifying Official Line 1-855-225-1159
*must be a designated SCO & provide your facility code
VETERANS BENEFITS ADMINISTRATION
Contact Information
For Students:
•
Toll free: 1-888-442-4551 for Education Questions
•
Toll free: 1-800-827-1000 for other VA questions
•
Submit a Question via www.gibill.va.gov
For School VA Certifying Officials (only):
•
Local Education Liaison Representative (ELR)
•
Certification, regulatory requirements, VAONCE assistance
– Hardship cases (i.e. certified student has no payment or communication from VA
and has exhausted other contact resources)
•
National Hotline for School Certifying Officials 1-888-225-1159
•
General questions on student eligibility, claim status, payment status
•
Allow a passage of time before making an inquiry re: a 1999
Schools may establish account/make inquiry direct to the Buffalo RPO via
www.gibill.va.gov “Submit A Question”.
VETERANS BENEFITS ADMINISTRATION
69