SCT Banner Financial Aid Budgeting Training Workbook
Contents
1. a eer aS k fee Sai ph bini pa SUNGARD TIN LEU HIGEHNHER nI Confidential Business Information This documentation is proprietary information of SunGard SCT and is not to be copied reproduced lent or disposed of nor used for any purpose other than that for which it is specifically provided without the written permission of SunGard SCT Prepared By SunGard SCT 4 Country View Road Malvern Pennsylvania 19355 United States of America SunGard 2004 All rights reserved The unauthorized possession use reproduction distribution display or disclosure of this material or the information contained herein is prohibited In preparing and providing this publication SunGard SCT is not rendering legal accounting or other similar professional services SunGard SCT makes no claims that an institution s use of this publication or the software for which it is provided will insure compliance with applicable federal or state laws rules or regulations Each organization should seek legal accounting and other similar professional services from competent providers of the organization s own choosing SunGard the SunGard logo SCT the SCT logo and Banner Campus Pipeline Luminis PowerCAMPUS SCT fsaATLAS SCT Matrix SCT Plus SCT OnSite and SCT PocketRecruiter are trademarks or registered trademarks of SunGard Data Systems Inc or its subsidiaries in the U S and other countries All other trade names are tr2. F Tuition and Fees 4 05 aUG 2004 R B Room and Board 05 AUG 2004 15 JUN 2004 03 JAN 1995 03 JAN 1995 15 JUN 2004 03 JAN 1995 03 JAN 1995 03 JAN 1995 03 JAN 1995 03 JAN 1995 03 JAN 1995 03 JAN 1995 15 APR 2004 15 APR 2004 4 4 J O 4 O JK 20 S B S Books and Supplies 30 4 PERS Personal Expenses 50 4 TRAN Transportation Tele CHLD Child Care Expenses STFE Stafford Fees a sale RESF Resident Dorm Fee ofS Non resident fee FEES Fees COMP Computer Fees MED Medical MISC Miscellaneous WILL Will s Test Fee www Test of field size EE am maEOO OOOOOG GEOCECOCOC IiNME EME OOOOOOOOOC IHERB NARE MEOOOCOOGOOOEO Follow the steps to build standard components to be used in constructing cost of attendance budgets Access the Budget Component Validation Form RTVCOMP Enter a unique code in the Component Code field 3 Enter a brief description for the new component in the Description field copy the component into each budget that you define the print order Continued on the next page SunGard 2004 2005 Budgeting Page B 7 Budget Component Validation Form Continued Procedure continued Click the Used for Alt Pell checkbox for each component to be used to calculate an alternate Pell Grant budget automatically for the student This is appropriate
3. SunGard 2004 2005 Budgeting Page D 3 Forms Job Aid Purpose Use this table as a guide to the forms used in this workbook The Owner column may be used as a way to designate the individual s responsible for maintaining a form Message Code Validation Message Rules SunGard 2004 2005 Budgeting Page D 4 Release Date This workbook was last updated on 07 06 2005
4. 04 JAN 1995 Graduate Non res On Campus 60 04 Jan 1995 Budgeting Default Group 300 04 JAN 1995 To test display of coded field 301 17 MAR 2004 ARA Kathy s for testing 302 25 MAR 2004 DEB Deb s Budget Group 999 18 AUG 2004 E Procedure Follow the steps to establish standard budget group codes Access the Budget Group Validation Form RTVBGRP 2 Enter a budget group code in the Group Code field 3 Enter a brief description of the budget group code in the Group Description field 4 Enter a numerical value 1 999 as the budget group priority in the Priority field 3 Click the Save icon Click the Exit icon SunGard 2004 2005 Budgeting Page B 10 Financial Aid Selection Rules Form Introduction The Financial Aid Selection Rules Form RORRULE enables you to write rules for group selection fund management and satisfactory academic progress based on the rule type that you enter Banner form Rule Type Budget Group Assignment Aid Year 0405 Y 2004 2005 Financial Aid Year Group Code UGINHM 7 Undergrad Resident At Home Fund Code s Selection Criteria C Table Name 7 Column Name Operator v Value AND OR rerappl stat code res PA and rcrappi yr in coll in 1 2 3 4 S 6 or rerappl yr in coll is null and rerappl curr rec ind Y Copy To JES Procedure Follow these st
5. Example A student may be an undergraduate student for the fall term and a graduate student for the spring term The Mixed Enrollment tab will allow you to enter the student in an undergraduate group for 50 percent and a graduate group for 50 percent 9 Click the Exit icon SunGard 2004 2005 Budgeting Page C 4 Assigning a Budget with On Line Immediate Processing Introduction Banner form Procedure SunGard 2004 2005 The Applicant Immediate Process Form ROAIMMP is used to assign an applicant s budget Aid Year los 05 v ID 1 0009306 v Ic armen Carey Action Indicator Term Current Status Completion Date Tracking Group Assignment None v v Budgeting Group Assignment Isimmediate v 200509 EJ Packaging Group Assignment None 7 7 Sap Calculated From pe Effective Je Packaging Fund Assignment None m Need Analysis Calculation None m _ Immediate Pell Calculation Disbursement Date Update Authorize or Disburse Available Aid 7 Letter Generation Letter Code Term Code Wait Days ae Initial Code 7 Follow the steps to complete the process Access the Applicant Budget Form RBAABUD ia Enter code in the Aid Year field for the aid year for which you are assigning budgets or select it from the LOV Result This will take you to the Immediate Process form ROAIMMP Select Immediate
6. Home Percent of Full Year 100 Period FAISPR Fall Spring Semesters c Create Budget Group Lock Indicator Ej Delete Budget Budget Type Type CAMP 7 Campus based EFC Method Fo System Indicator g Budget Components System Code Description Amount Activity Date User ID Indicator ka m z Total Procedure Access the Applicant Budget Form RBAABUD Enter code in the Aid Year field for the aid year for which you are assigning budgets or select it from the LOV Enter the ID of a student you used in a previous exercise in the ID Enter the fall spring aid period in The Period field or select it from the LOV Continued on the next page page SunGard 2004 2005 Budgeting Page C 3 Assigning a Budget with the Create Budget Function Continued Procedure continued Click the Create Budget icon to insert the default components and associated dollar amounts Note The default listed on RBRGTYP will be the budget type displayed when automatically creating the budget components Note the System Indicator field at the end of each budget component line Result The System Indicator field will show e M when requirements are manually entered updated S when requirements are automatically entered updated e B when requirements are assigned using the batch posting process e X when mixed enrollment is being used Note The Mixed Enrollment tab allows for instances where students have mixed enrollment
7. s budget za Message Rules RORMESG 7 0 s7c70 Aid Year 0405 v Type Budgeting Code UGINHM KA Undergrad Resident At Home Message Code Message Description Activity Date y UIHM Your budget was determined on being an in state student and residing at home If this information is 27 FEB 2004 m Follow these steps to associate a budget code and message to a budget group Access the Message Rules Form RORMESG Enter code for the aid year in the Aid Year field or select it from the LOV Enter the budget group code in the Code field to which you want to add the message or select it from the LOV 5 Enter the code in the Message Code field for the message that you created in the Message Code Validation Form RTVMESG procedure Note This message can be associated with this budget group on any letter to a student However budget messages are not displayed on Self Service 6 Click the Save icon Click the Exit icon SunGard 2004 2005 Budgeting Page B 17 Self Check Directions Question 1 Question 2 Question 3 Question 4 Question 5 Use the information you have learned in this workbook to complete this self check activity Once you have established an aid period on the Aid Period Validation Form RTVAPRD you will then complete the a b c d e Aid Period Terms Rules Form RORTPRD Institutional Options Form ROAINST Financial Aid Te
8. YPE Character O R Required M S Single Identifies which combinations of group selection to perform Submission Save Parameter Set as Name Description Hold Submit Follow the steps to complete the process Access the Batch Automatic Grouping Process ROBBGRP 2 Double click in the Printer field and select Database from the Printer Validation Form GTVPRNT Continued on the next page Budgeting Page C 7 Assigning Budgets with the Batch Grouping Process Continued Procedure continued 3 Enter these values in the parameters indicated here Note All characters must be entered in upper case Group Type Indicator Aid Year Code Parameter 03 Leave this field blank for this exercise Term Code Parameter 04 Enter a Y Applicants Indicator Parameter 05 Leave this field blank for this exercise Selection Identifier Parameter 06 Leave this field blank for this exercise Application Code Parameter 07 Leave this field blank for this exercise Creator ID of Selection ID View the Auto Hint line at the bottom of the form and note the sequence number assigned to the job Continued on the next page SunGard 2004 2005 Budgeting Page C 8 Assigning Budgets with the Batch Grouping Process Continued Procedure continued Select Review Output on the Options menu Result The Saved Output Review form will display and you will see the name of the job ROBBGRP and the sequence number that you noted in the Hin
9. ademarks or registered trademarks of their respective holders Table of Contents Topic Section A Introduction Process Introduction O lt s s O la NW Section B Set Up Aid Period Validation Form Aid Period Term Rules Form Budget Component Validation Form Budget Type Validation Form Budget Group Validation Form Financial Aid Selection Rules Form Budget Group Type Rules Form Budget Component Rules Form Message Code Validation Form Message Rules Form Aid Period Validation Fom r3 Aid Period Term Rules Form B5 Budget Component Validation Fom B7 Financial Aid Selection Rules Form Bu Self Check Bis Answer Key for Self Check Section C Day to Day Operations s Process Introduction Assigning a Budget with the Create Budget Function Assigning a Budget with On Line Immediate Processing Assigning Budgets with the Batch Grouping Process Adding Budget Components Locking a Budget Group Changing a Budget Group and Aid Period Entering Comments About Budget Changes Entering Mixed Enrollment Budgets alalale J Qi Go Tho amp ge N O s G O zi O 8 lt A Q _ N Answer Key for Self Check Section D Reference Set Up Forms and Where Used Day to Day Forms and Set Up Needed ome Joba P a NO oS Section A Introduction Overview Workbook goal The goal of this workbook is to provide you with the knowledge and practice to accurately calculate
10. and assign cost of attendance values to applicants based on budget types using the various functions in the SCT Banner Budgeting module This workbook is divided into four sections e Introduction e Set Up e Day to day operations e Reference Intended Financial Aid office administrators and staff audience In this section These topics are covered in this section SunGard 2004 2005 Budgeting Page A l Process Introduction Introduction Flow diagram zk Legend z Student O A Financial Aid Office Government pP i SunGard 2004 2005 Applicant budgets reflect the approximate costs that an applicant 1s expected to incur while attending the institution These costs are different for different categories of students for example on campus versus off campus graduate versus undergraduate An individual applicant can have at most two different budgets one for Pell Grants and a second for non Pell programs This diagram highlights where the budgeting process occurs within the overall Financial Aid process C You are here Assigns student to budget Packages aid Notifies student of package Submits financial aid documents Inform student of tracking info on web Calculates official need analysis Applies for Financial Aid Intiates SAP PROCESS Accepts financial aid package Completes term or year Disburses aid to student account and no
11. eps to write a budget grouping rule Access the Financial Aid Selection Rules Form RORRULE 2 Select Budget Group Assignment from the drop down menu in the Rule Type field Enter the code in the Aid Year field for the aid year you are defining or select it from the list of values LOV 4 Enter the group code in the Group Code field you defined in the Budget Group Type Rules Form procedure or select it from the LOV Note Do not enter a fund code Perform a Next Block function Continued on the next page SunGard 2004 2005 Budgeting Page B 11 Financial Aid Selection Rules Form Continued Procedure continued Enter one of the selection criteria below to define your budget group Sample rules Undergraduate Living with Parents RCRAPP1_YR_IN_COLL BETWEEN 1I AND 5 OR RCRAPPI YR IN COLL IS NULL AND RCRAPPI INST HOUS CDE l OR RCRAPPI INST HOUS CDE IS NULL AND RCRAPPI CURR REC IND Y OR Graduate Living in an Apartment RCRAPPI YR IN COLL gt 5 AND RCRAPPI INST HOUS CDE 3 AND RCRAPPI CURR REC IND Y Click the Save icon 8 Click the Exit icon SunGard 2004 2005 Budgeting Page B 12 Budget Group Type Rules Form Introduction The Budget Group Type Rules Form RBRGTYP enables you to identify which budget types are valid for students in a particular budget group Banner form Group Code UGINHM v Undergrad Resident At Home Description Default Activ
12. ery 5 l Procedure Access the Group Inquiry Form ROIGRPI Verify the aid year information is correct 3 Perform a Next Block function Result The number of students associated with each group 1s displayed in the Student Count field SunGard 2004 2005 Budgeting Page C 10 Adding Budget Components Locking a Budget Group Introduction The Applicant Budget Form RBAABUD is used to review the documentation make manual changes on a case by case basis and lock the budget group to prevent the budget from being changed during the batch grouping process Banner form Aid Year 0405 v ID E 0009306 sl v Carmen Carey Aed hi Mixed Enrollment Budget Group and Period Group UGINIHM 7 Undergrad Resident At Home Percent of Full Year 100 Period FAJSPR 7 Fall Spring Semesters s Create Budget Group Lock Indicator Ej Delete Budget Budget Type Type CAMP hd Campus based EFC Method F System Indicator g Budget Components System Code Description Amount Activity Date User ID Indicator a a a m B S Books and Supplies 750 03 DEC 2004 FAISUSR M loss Non resident fee 2 000 03 DEC 2004 FAISUSR M PERS Personal Expenses 950 03 DEC 2004 FAISUSR ht R B Room and Board 3 550 03 DEC 2004 FAISUSR M T F Tuition and Fees 9 500 03 DEC 2004 FAISUSR m Mo Total 16 750 Procedure Follow these steps to add budget components and lock a budget gr
13. from the drop down menu in the Action Indicator column for the Budgeting field Click in the Term Code field to default the current term Continued on the next page Select Assign Budget Group from the Options menu Budgeting Page C 5 Assigning a Budget with On Line Immediate Processing Continued Procedure continued Click the Save icon Result The grouping process executes the rules entered on RORRULE for budget groups When it is finished the results are displayed in the auto hint line Click the Exit icon Result The system will exit ROAIMMP and return to RBAABUD Review budget data for the student on the RBAABUD form SunGard 2004 2005 Budgeting Page C 6 Assigning Budgets with the Batch Grouping Process Introduction Banner form Procedure SunGard 2004 2005 The Batch Grouping Process ROBBGRP is used to assign a budget to groups of students For more explanatory information about the job parameters see the SCT Banner Financial Aid User Manual Process ROBEGRP Ka Bate h Automatic Grouping Parameter Set v Printer Control Printer DATABASE Special Print E Lines 55 Submit Time Parameter Values Parameters Values Lz amp 01 Group Type Indicat 02 Aid Year Cod l 03 Term Code 04 Use All Applicants Indicator N 05 Selection Identifier 06 Application Code 07 Creator ID of Selection ID LENGTH 3 T
14. he Applicant Budget Form RBAABUD is used to make adjustments to the student cost of attendance FrFrerreereererrermerrereerrerereerrererererererereererererreererrFrereerrFrererrererere po 8 se 2 ea eee Ee Bo TO UE EI Bi Bl EJ EU Eo Bo EEA RI ER le CE EI si Leu Ee EEA Lan LAW FE JE EN ENE RA EI Ba EI EI JE Lae EI RJE Lew ca hd amnlinam mj a j n t T rT T TA Elle ci Eeee eE Oe TN rar ri did Year 0405 o v sw 10009308 v carmen Carey Applicant Budget PASTS lie ii Budget Group Code Description Percent 7 UGNON Undergrad Resident On Campus 5 JA ul Procedure Follow these steps to complete the process Mixed Enrollment tab 6 Select a budget group code in the first Code field 7 Enter the percentage of the student s enrollment in the Percent field of the student s enrollment accounted for by this group 8 Select another budget group code in the next Code field 7 7 Enter the percentage of the student s enrollment in the Percent field of H the student s enrollment accounted for by this group Note The total percentage must equal 100 Click the Save icon 11 Perform an Insert Record function Result The Applicant Budget tab is displayed Notice that X is displayed in the System Indicator field for each mixed budget component in the Budget Components block SunGard 2004 2005 Budgeting Page C 14 Self Check Directions Use the information you have learned
15. ice Administrators audience Objectives At the end of this section you will be able to create budget components component amounts budget groups and budget types define aid periods establish valid budget types by budget groups establish valid budget components by budget groups budget type and aid period combinations define budget group assignment rules for each budget group established Prerequisites To complete this section you should have SunGard 2004 2005 completed the SCT Education Practices computer based training CBT tutorial SCT Banner 7 Fundamentals or have equivalent experience navigating in the SCT Banner system completed the Financial Aid Overview training workbook a minimum working knowledge of SQL for building rules administrative rights to create the rules and set the validation codes in SCT Banner Continued on the next page Budgeting Page B 1 Overview Continued In this section These topics are covered in this section These forms are used to set the rules and parameters in SCT Banner for handling applicant budgeting Form Description Aid Period Validation Form Aid Period Term Rules Form id Peri Budget Component Validation Form Budget Type Validation Form B9 B 10 Message Code Validation Form Menu structure JiFinancial Aid RESOURCE J Applicant Processing RESAPPL I Need Analysis RESNEED _ Requirements Tracking FRESTRACK 5 m Budgeting FRESBUDG Ap
16. in this workbook to complete this self check activity Question 1 The two fields that must be populated in the Budget Group Period block of the Applicant Budget Form RBAABUD in order for SCT Banner to calculate a budget for a student are the a Group and Aid Period b Group and Term Code c Group and Prorate Indicator d Budget Type and Aid Period e Budget Group and Budget Type Question 2 A mixed budget exists if the indictor in the Sys Man column is marked with a a M b X c S d D e J Question 3 Below are three methods for creating a student budget on the Applicant Budget Form RBAABUD 1 Access the Group Data window enter a budget group and aid period and click the Create Budget icon 2 Access the ROAIMMP form and perform immediate on line budget grouping 3 Run the batch ROBBGRP Batch Grouping process True False Question 4 The name of the form you will use to document changes to a student s budget is the a Applicant Comments Form RHACOMM b Applicant Budget Form RBAABUD c Applicant Requirements Tracking Form RRAAREQ d Message Code Validation Form RTVMESG e Message Rules Form RORMESG Continued on the next page SunGard 2004 2005 Budgeting Page C 15 Self Check Continued Question 5 You prevent the student s group and budget from changing during the batch grouping process by a doing nothing because once a student is in a budget group the grouping process cannot change
17. ion Rules Form RORRULE Question 3 You will associate a message with a budget group on the c Message Rules Form RORMESG Ouestion 4 The final step for putting all of the pieces of a budget together is on the a Budget Component Rules Form RBRCOMP Ouestion 5 Click the default checkbox on the RTVCOMP for each component you want to display automatically when creating budgets on the RBRCOMP form True SunGard 2004 2005 Budgeting Page B 19 Overview Purpose Intended audience Objectives Prerequisites In this section Section C Day to Day Operations The purpose of this section is to explain the day to day or operational procedures to handle applicant budgeting at your institution Financial Aid office staff At the end of this section you will be able to e place a student in a budget group e change a student s budget group to reflect mixed enrollment e determine whether components were system generated manually assigned or generated as a result of mixed enrollment To complete this section you should have e completed the SCT Education Practices computer based training CBT tutorial SCT Banner 7 Fundamentals or have equivalent experience navigating in the SCT Banner system e completed the Financial Aid Overview training workbook e ensure that the rules and validation codes in SCT Banner needed for applicant budgeting have been set up These topics are covered in this section C 7 Self Chec
18. is section Set Up Forms and Where Used Day to Day Forms and Set Up Needed Forms Job Aid SunGard 2004 2005 Budgeting Page D 1 Set Up Forms and Where Used Purpose Use this table as a guide to the set up forms and the day to day forms that use them Budget Group Validation RTVBGRP Applicant Budget Form RBAABUD Financial Aid Selection Rules RORRULE Applicant Immediate Process ROAIMMP Form Budget Group Type Rules RBRGTYP Applicant Budget Form RBAABUD Budget Component Rules RBRCOMP Applicant Budget Form RBAABUD Message Code Validation RTVMESG This form is linked to another set up form Requirements Tracking Validation Form Message Rules RORMESG Text entered on this form will print explanatory information on letters to students regarding unsatisfied requirements Budget Type Validation RTVBTYP Applicant Budget Form RBAABUD SunGard 2004 2005 Budgeting Page D 2 Day to Day Forms and Set Up Needed Purpose Use this table as a guide to the day to day forms and the set up forms needed for each Day to Day Form Setup Forms Needed Applicant Budget Form e Budget Group Validation Form RTVBGRP RBAABUD e Aid Period Validation form RTVAPRD e Budget Component Validation Form RTVCOMP Applicant Immediate Process e Financial Aid Selection Rules Form RORRULE Form ROAIMMP ROBBGRP ROIGRPI Applicant Comments Form Aid Year Validation Form ROIAIDY wacom AN Yea Valdain Pom BOADO
19. ity Date CAMP ii 10 JAN 1995 INST Institutional N 10 JAN 1995 PELL Pell Based 4 10 JAN 1995 Procedure Follow these steps to complete the process Enter the budget group code in the Group Code field that you defined in the Budget Type Validation Form procedure KLA Enter the budget type code in the Type field that you defined in the Budget Type Validation Form procedure or select it from the LOV Enter Y or N in the Default field to indicate whether this is the primary budget type that you use for calculating need Note Only one budget type can be defined as the default For Institutional Methodology schools the Institutional budget must be the Default budget 6 Click the Exit icon SunGard 2004 2005 Budgeting Page B 13 Budget Component Rules Form Introduction Banner form Procedure The Budget Component Rules Form RBRCOMP associates a set of budget components with a budget group budget type aid period for a specified aid year and assigns dollar amounts to the components Aid Year 0405 v 2004 2005 Financial Aid Year Percent of Full Year 100 Group Code UGINHM v Undergrad Resident At Home O Default Prorated Amounts Type Code camp 7 Campus based Period Code FA SPR v Fall Spring Semesters Budget Component Adjustment Component Description Amount Percent Amo
20. k SunGard 2004 2005 Budgeting Page C 1 Process Introduction Flow diagram a Student iv Admissions Ais Financial Aid Office What happens This diagram highlights the processes used to assign budgets and modify budget amounts x Sra Submitted ISIR Requests Creates cost of Creates award Admits the with housing and student verificatinn attendance Verifies the file package and attendance plans documents budqet sends to student The stages of the process are described in this table Student submits an ISIR to the college with housing preferences and attendance plans Admissions admits student to the institution FAO creates a cost of attendance budget FAO verifies the file if required FAO requests verification documents from the student if required FAO creates an award package to send to the student SunGard 2004 2005 Budgeting Page C 2 Assigning a Budget with the Create Budget Function Introduction The Applicant Budget Form RBAABUD enables you to assign a set of budget components to a financial aid applicant for a specified aid year The form also allows you to assign a budget group to a student for a specific aid period The aid period defines the portion of the aid year that the student will attend Banner form nagiba dzlih hi Mixed Enrollment Budget Group and Period Group USINHM 7 Undergrad Resident At
21. m m m E o a im m E 0 D os a m m m Procedure Follow the steps to establish standard budget type codes Enter the appropriate effective family contribution EFC code in the Default EFC field e If the EFC is federal methodology enter F e If the EFC is institutional methodology enter 7 5 Click the appropriate checkbox for the budget type Note Institutional Methodology schools must create one budget with the Institutional field checked 6 Click the Save icon Click the Exit icon SunGard 2004 2005 Budgeting Page B 9 Budget Group Validation Form Introduction The Budget Group Validation Form RTVBGRP enables you to create and maintain standard budget group codes These budgeting groups allow you to categorize students with similar budgeting considerations into the same designated groups Banner form Group Activity Description Priority Date Undergrad Resident At Home 5 04 3aNn 1995 Undergrad Resident Off Campus 10 04 JAN 1995 Undergrad Resident On Campus 15 04 Jan 1995 Undergrad Non res 4t Home 20 04 JAN 1995 Undergrad Non res Off Campus 25 04 Jan 1995 Undergrad Non res On Campus 30 04 J4N 1995 Graduate Resident 4t Home 35 04 JAN 1995 Graduate Resident Off Campus 40 04 Jan 1995 Graduate Resident On Campus 45 04 Jan 1995 Graduate Non res At Home so 04 Jan 1995 Graduate Non res Off Campus 55
22. n the Pell Full Year Percent field Note Each percentage entered may not exceed 100 percent but you may have more than one entry of 100 percent in this column Enter the percentage of the effective family contribution EFC calculation that you wish to associate with this aid period in the EFC Percent field Note This field is used only when the Use EFC Proration box on ROAINST is checked Click the Save icon Click the Exit icon Step EL a EEA SunGard 2004 2005 Budgeting Page B 4 Aid Period Term Rules Form Introduction The Aid Period Term Rules Form RORTPRD enables you to specify the terms that you want to associate with an aid period In addition to defining aid periods the form must also be built to define the valid terms within aid periods These terms have been defined on the Term Validation Form STVTERM This form appears in the Common Functions Control Menu Banner form Aid Year 0405 gt Aid Period FA SPR v Fall Spring Semesters Aid Period Base Information EFC Percent 100 Percentage of Full Year 100 EFC Proration N Pell Percentage of Full Year 100 Aid Period Term Code Rules Term Code Term Description Start Date End Date Activity Date fl 200510 Fall 2004 2005 01 JUN 2004 31 DEC 2004 26 FEB 2004 200520 Spring 2005 28 JAN 2005 31 MAY 2005 26 FEB 2004 r r Procedure Follow the steps to crea
23. only for those schools that meet Alternate Pell cost guidelines Result The student s calculated Alternate Pell Budget total displays on the Applicant Pell Grant form ROAPELL the total of those components that are in the student s assigned Pell budget The calculated lt 1 2 Pell budget total for the student displays on the Applicant Pell Grant Form ROAPELL Click the Save icon Click the Exit icon Click the Used for lt 1 2 Pell checkbox for each component to be used to calculate a less than half time Pell Grant budget automatically for the student Result When the Used for lt 1 2 Pell field is checked Banner sums SunGard 2004 2005 Budgeting Page B 8 Budget Type Validation Form Introduction The Budget Type Validation Form RTVBTYP enables you to define and maintain standard budget type codes Banner form Type Default Activity Code Description EFC Campus Pell Institutional State Other Date STNI Campus based R g m m 03 JAN 1995 INST Institutional I a a m O E 03 JAN 1995 _ OTHR Other f L L LI a v 03 JAN 1995 PELL Pell Based F O r O O 03 JAN 1995 STAT State F oO O E v O 03 JAN 1995 A z ss zdi Ha Om m O a m im m Li o dg im im z mE im Gm e m m m im m O EO J 5 E E jim m E E m i Do oe s s c Sum m 5 0 im JE m z E im J m o m m im m k in
24. or this aid period the Expected Family Contribution EFC percentage for the period and the activity date of the maintenance Activity Date 03 JAN 1995 03 Jan 1995 03 JAN 1995 ie 03 Jan 1995 09 auG 2004 09 auG 2004 29 JuL 2004 03 JAN 1995 03 Jan 1995 03 Jan 1995 03 JAN 1995 20 May 2004 03 JAN 1995 H on na KO KO wD KO H o BD Hm ao uw O NARA BH o o f min ajanl Continued on the next page Budgeting Aid Period Validation Form Continued Procedure Follow the steps to create a cost of attendance budget for each of the various groups of students who attend your institution Step Action Access the Aid Period Validation Form RTVAPRD Perform an Insert Record function Enter a unique aid period code in the Code field ay Note Maximum of six characters Example You can enter FA SPR which indicates an aid period of fall spring semesters Enter the percentage of the aid year that this aid period represents in the Full Year Percent field Example Fall Only 50 or Fall Spring 100 Note SCT Banner only allows one aid period in this column to equal 100 percent All other aid periods must be a variation of 100 percent either higher or lower Enter 99 999 percent when an additional aid period should equal 100 percent Enter the percentage of the annual scheduled Pell Grant that a student may be awarded for this aid period i
25. oup you want to add or select one from the LOV Go to the Amount field for another budget component and change the amount 10 Click the Group Lock checkbox in the Group Data block 11 Click the Save icon 12 Access the Applicant Data Log Inquiry Form ROIALOG and review entries for your budget changes 13 Click the Exit icon SunGard 2004 2005 Budgeting Page C 11 Changing a Budget Group and Aid Period Introduction Banner form Procedure The Applicant Budget Form RBAABUD is used to change a budget group and aid period Brad bei dz ha Mixed Enrollment Budget Group and Period Group UGINHM s Undergrad Resident At Home Percent of Full Year 100 Period FAISPR 7 Fall Spring Semesters Ej Create Budget Group Lock Indicator Ej Delete Budget Budget Type Type CAMP 7 Campus based EFC Method F System Indicator g Budget Components System Code Description Amount Activity Date User ID Indicator Z B S Books and Supplies 750 03 DEC 2004 SR 7 OS Non resident fee 2 000 03 DEC 2004 Fa SUSR a PERS jl Personal Expenses 950 03 DEC 2004 Fats JSR hM R B Room and Board 3 550 03 DEC 2004 SR m T F Tuition and Fees 9 500 03 DEC 2004 IM pare M M Total 16 750 SunGard 2004 2005 Click the Create Budget icon Result This will default in the budget consistent with group and aid period from RBRCOMP Review the
26. plicant Budget RBAABUD Financial Aid Record Maintenance ROARMAN B Applicant Comments RHACOMM Applicant Immediate Process ROAIMMP Budgeting Control FRESBUDGCM SunGard 2004 2005 Budgeting Page B 2 Aid Period Validation Form Introduction Banner form SunGard 2004 2005 zs Aid Period Validation RTVAPRD 7 1 570670 yn Description FA SPR Fall 5pring Semesters Fa sui Fali Summeri FALL Fal Semester Fas1s2 Fall 5ummer1 Summer2 Fssisz Fall Spring Summer1 Summer2 Fssu1 Fall 5pring Summer1 Fssu2 Fall Spring Summer2 FWS Fall Winter Spring Fwss Fali Winter Spring Summer egua HAL Hals aid period SPRING spring Semester Mi sPS1s2 Spring Summer1 Summer2 sPsu1 Spring Summer1 sPsu2 Spring Summer2 suisuz summer1 Summer2 sue1 sue fall spring SUMMR4 Summer 1 Semester 7 4 summR2 Summer 2 Semester Budget Full Year Percent Hm o J sella al aa Er 50 100 100 100 100 33 334 so so 99 999 100 75 75 75 75 25 il PI an d Page B 3 Pell Full Year Percent o ima o o o o The Aid Period Validation Form RTVAPRD is used to maintain valid aid periods descriptions of each period percent of full academic year costs assigned for budgets for this aid period the percentage of the student s annual Pell award that may be awarded f
27. resulting change in EFC on ROASTAT and RNARSLT Note The student and or parent EFC will adjust automatically if you have the Use EFC Proration field checked on the ROAINST form If you are not using EFC proration enter the number of months of budget duration on the RNAOVxx form and click Calculate Need on the Options menu to adjust the EFC Budgeting Page C 12 Entering Comments About Budget Changes Introduction The Applicant Comments Form RHACOMM is used to enter comments about an applicant s changes in his her budget Example When a budget is modified you want to document the changes in SCT Banner Banner form Aid Year 0405 7 Created Activity Date User Comment E E D Aid Year v Created Activity Date User Comment Aid Year I Created Activity Date User Comment Aid Year Created hn Activity Date nm User Comment Procedure Follow these steps to complete the process Access the Applicant Comments Form RHACOMM Enter an ID number of a student in the ID field 3 Enter the aid year in the Aid Year field for the aid year or select it from the LOV adjustment 3 Click the Save icon ee Click the Exit icon A Enter a free form text comment in the Comment fields for the budget SunGard 2004 2005 Budgeting Page C 13 Entering Mixed Enrollment Budgets Introduction Banner form T
28. rm Code Inquiry Form ROITERM Aid Year Inquiry Form ROIAIDY Budget Component Validation Form RTVCOMP You will establish budgeting group selection criteria on the a b c d e Budget Component Rules Form RBRCOMP Financial Aid Selection Rules Form RORRULE Budget Group Validation Form RTVBGRP Institutional Options Form ROAINST Budget Component Validation Form RTVCOMP You will associate a message with a budget group on the a b c d e Message Code Validation Form RTVMESG Applicant Comments Form RHACOMM Message Rules Form RORMESG Budget Group Type Rules Form RBRGTYP Budget Group Validation Form RTVBGRP The final step for putting all of the pieces of a budget together is on the a b c d e Budget Component Rules Form RBRCOMP Budget Group Validation Form RTVBGRP Budget Component Validation Form RTVCOMP Budget Type Validation Form RTVBTYP Budget Group Type Rules Form RBRGTYP Click the default checkbox on the RTVCOMP for each component you want to display automatically when creating budgets on the RBRCOMP form True or False SunGard 2004 2005 Budgeting Page B 18 Answer Key for Self Check Question 1 Once you have established an aid period on the Aid Period Validation Form RTVAPRD you will then complete the a Aid Period Terms Rules Form RORTPRD Question 2 You will establish budgeting group selection criteria on the b Financial Aid Select
29. sage Code Validation Form Introduction Banner form Procedure The Message Code Validation Form RTVMESG permits the maintenance of message related codes and text This form is found on the Common Functions Control Menu Warning When creating message text DO NOT use double quotes or other characters in the text Miscellaneous characters within the text create problems with the Letter Generation process and printing of letters pre is ag ae RE yk ee a NE ea T e a a a a a N A E E N OD OPE PEDO DOOR E N N N oe oe Message Code Info Access Activity Date Text Message Code AFDC O Info Access Activity Date Text Please provide documentation of your SFDC benefits Follow these steps to create a budget group message Access the Message Code Validation Form RTVMESG Perform an Insert Record function 3 Enter a code in the Message Code field for the new message Note For practice create a message code for the budget group defined 4 Enter the free form text message in the Text field The Info Access box is not enabled for budget group messages 6 Click the Save icon Click the Exit icon SunGard 2004 2005 Budgeting Page B 16 Message Rules Form Introduction Banner form Procedure The Message Rules Form RORMESG enables you to associate budget message codes with a budget group This allows you to print explanatory messages on letters to further describe the student
30. t line Double click in the File Name field Result This will display a log and a lis file for the process Select the log file Result Information about how the job functioned is displayed 11 Select the Rollback function to access the Key block of the Saved Output Review Form GJIREVO Double click in the File Name field 3 Select the lis file 14 Select Show Document Save File or Delete from the Options menu N 14 Viewing results You can also check the results of the process by looking at the Group Inguiry Form ROIGRPI This inquiry form displays the cumulative results from all executions of ROBBGRP With each run of the job the numbers will increment according to the population processed Continued on the next page SunGard 2004 2005 Budgeting Page C 9 Assigning Budgets with the Batch Grouping Process Continued Banner form en GrOU Mol ROIGRPI 0 OO 2057 Fo i I II EEL IEE ELLE Aid Year p405 Je Aid Year 2004 2005 Group Type Budgeting Group Award Rules Information Student Activity Priority Priority Exist Access Count Date 5 pa N m IKI G4JAN1995 10 CI LI 1 04 JAN 1995 15 Ea no LI 1 D4 JAN 1995 a J D 9 eaN 995 30 iN LI o 04 JAN 1995 J ro ho fes 45 a iN LI g Da JAN 1995 fo Ro o omnes aa J D o nm ma m a O m ma B O C L z JE Student Count gt Total 5 Qu
31. te a cost of attendance budget for each of the various groups of students who attend your institution Access the Aid Period Term Rules Form RORTPRD Enter the code in the Aid Year field for the aid year for which you are specifying terms or select it from the LOV 3 Enter the aid period in the Aid Period field for which you are specifying terms or select it from the LOV Note For practice enter or select the aid period you defined in the last exercise Perform a Next Block function Enter the first term code in the Term Code field that you want to associate with this aid period or select it from the LOV Continued on the next page SunGard 2004 2005 Budgeting Page B 5 Aid Period Term Rules Form Continued Procedure continued Repeat for each term that should be associated with the aid period Example The Fall Spring aid period needs a Fall term code and a Spring term code Click the Save icon 8 Click the Exit icon SunGard 2004 2005 Budgeting Page B 6 Budget Component Validation Form Introduction Banner form Procedure The Budget Component Validation Form RTVCOMP enables you to define and maintain standard budget component codes These budget component codes represent items that you frequently encounter when you estimate a student s cost of education cost of attendance a Component Print Used for Used for Activity Code Description Default Order Alt Pell lt 1 2 Pell Date
32. the student s budget group b accessing the Mixed Budget window on the RBAABUD form and clicking the Group Lock checkbox c accessing the Group Data window on the RBAABUD form and clicking the Group Lock checkbox d accessing the Group Data window on the RBAABUD form and inserting a record e accessing the Group Data window on the RBAABUD form and saving the record SunGard 2004 2005 Budgeting Page C 16 Answer Key for Self Check Question 1 Question 2 Question 3 Question 4 Question 5 The two fields that must be populated in the Budget Group Period block of the Applicant Budget Form RBAABUD in order for SCT Banner to calculate a budget for a student are the a Group and Aid Period A mixed budget exists if the indictor in the Sys Man column is marked with a b X Below are three methods for creating a student budget on the Applicant Budget Form RBAABUD True The name of the form you will use to document changes to a student s budget is the a Applicant Comments Form RHACOMM You prevent the student s group and budget from changing during the batch grouping process by c accessing the Group Data window on the RBAABUD form and clicking the Group Lock checkbox SunGard 2004 2005 Budgeting Page C 17 Section D Reference Overview Purpose The purpose of this section is to provide reference materials related to the workbook In this section These topics are covered in th
33. tifies student If required process loan application If required also Participates in entrance interview Completes loan application Continued on the next page Budgeting Page A 2 Process Introduction Continued What happens The stages of the process are described in this table Description 5 FAO assigns student to budget Packages aid and notifies student of package 6 Student accepts financial aid package o o FAO processes loan application 8 FAO disburses aid to student account and notifies student 77 9 Student completes term of year S SunGard 2004 2005 Budgeting Page A 3 Overview Section B Set Up Introduction The Budgeting module calculates and assigns cost of attendance values to each applicant based on budget components in effect at the institution e g tuition fees room and board etc This module provides these features Budget Component Assignment assigns a pre defined set of budget categories components and values to students according to their budget group Mixed Enrollment creates a budget that is a weighted average of two or more budgets This is useful for a student who is on campus for half a year and off campus for the other half Multiple Budgets based on user defined rules a student can be assigned a Pell budget plus one additional budget Transaction Log maintains an online log of all budget and budget group changes Intended Financial Aid Off
34. unt Activity Date Books and Supplies 750 27 FEB 2004 Personal Expenses 950 l 27 FEB 2004 R B Room and Board 1 550 l 27 FEB 2004 r n T F Tuition and Fees 9 500 27 FEB 2004 TRAN Transportation 650 27 FEB 2004 ee mali mm Total l 13 400 Copy To Aid Year y Group y Type s Period Copy xj Follow the steps to define cost of attendance budgets Step Access the Budget Component Rules Form RBRCOMP Enter the code in the Aid Year field for the aid year for which you are associating a set of budget components or select it from LOV Budget Group Type Rules Form procedure or select it from the LOV Enter the type code in the Type Code field you defined in the Budget Type Validation Form procedure or select it from the LOV Period Validation Form procedure or select it from the LOV Perform a Next Block function Result This inserts components with the default field checked on RTVCOMP 7 Enter the budgeted monetary amount in the Amount field for the component code Click the Save icon Continued on the next page Enter the period code in the Period Code field you defined in the Aid SunGard 2004 2005 Budgeting Page B 14 Budget Component Rules Form Continued Procedure continued Complete the fields in the Copy To block to copy existing budget data to another group aid perdio type as needed Click the Exit icon SunGard 2004 2005 Budgeting Page B 15 Mes
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