Automated Budget and Packaging Options

On this form, you can manage, edit, and assign (apply) Cost of Attendance (COA) budgets to campuses, program versions, and/or areas of study, and/or study groups .

The cost of attendance is the estimated amount that a student is expected to spend to complete a full year of college.

Institutions generally publish estimates for:

• Tuition
• Fees
• Supplies
• Books
• Accommodation
• Transportation
• Personal expenses
• Other (miscellaneous) expenses

You can configure the number of Payment Periods and Default hours and associate them with each enrollment status (Full Time, Three-Quarter Time, Half Time, and Less than Half Time).

• Proration

  The Prorate check box will only be available for selection on Full Time enrollment status for items within the Common Fees and Charges section and on items within Fees and Charges based on Residency. Proration only takes place when the system determines that a Full Time Cost of Attendance budget needs to be allocated to a student. The budget configured within the Full Time enrollment status will then be prorated as per the existing functionality and allocated to the student.

• Default COA

  You must select a Default COA on the form. When Default COA is selected as enrollment Status criteria within the Select Enrollment Status Using field, the system calculates and allocates a budget configured against the Enrollment Status that is selected as Default COA. The system will not look at any other enrollment status from any other form and only resort to allocating the budget from the Default COA. If the system is unable to determine an enrollment status from Packaged To or Prior Completed Term criteria, the system will allocate budget from the Default COA.

• All effective dates on the Budget and Packaging form must be on or after the Automated Awarding Effective Date found in the Automated Campus Settings form.

Prerequisites

You must have:

• Common - Configuration - View authorization

• Financial Aid Automation - Configuration - Automated Budget and Packaging Options - Delete, Save, and View authorization.

Access Method

Select the Configuration tile > locate Financial Aid in the tree > select Automated Budget and Packaging Options

Procedure to Manage Automated Budget and Packaging Options

1. Under Automated Budget and Packaging Options , specify the values.

   Campus The campus or campuses to which a person or item is assigned. It is filtered to display the campuses to which you have access. In some cases, it is also used to filter a list to only those items for the campus. In some lists, you can select more than one campus or select All. In lists that display columns, if the column contains more than one campus, you cannot sort or filter on that column.

   Program Versions Select a specific program version to narrow your search.

2. Click Apply Filters.

3. Results are listed in the grid. Review the following values.

   Academic Calendar The academic calendar. The values correspond to calendar options required by the Department of Education. They are non-standard terms, standard terms of quarters, standard terms of semesters, standard terms of trimesters, clock hours, and credit hours without terms. The default is the academic calendar configured for the program version. If you are configuring program versions from Financial Aid, the list is filtered to show the academic calendars appropriate for the Curriculum Standard selected when the program version was configured from Academic Records. Area of Study The various areas such as Major, Minor, or Concentration that the students have taken to complete their degree. The areas of study are configured by your institution. Award Disbursement Used to configure the scheduled disbursement dates for all aid that has been awarded. You can select the following options: Scheduled Disbursement Days From Start of Payment Period or Scheduled Disbursement Using Configured Disbursement Scheduled. Award Level Methodology Configure the awarding up to the cost of either the Cost of Attendance or Institutional Charges. Award Loan Fees Indicates whether fees apply to the loan award. Select Yes or No. Campus The campus or campuses to which a person or item is assigned. It is filtered to display the campuses to which you have access. In some cases, it is also used to filter a list to only those items for the campus. In some lists, you can select more than one campus or select All. In lists that display columns, if the column contains more than one campus, you cannot sort or filter on that column. Date Modified The date when the item was changed. On some pages, it also includes the timestamp for the time. Default COA The selected COA configured by an administrator. The system uses this COA only and ignores all other when calculating and allocating a budget. Default Payment Periods Payment periods configured in the Default COA. Direct Loan COA Calculation Select Pell COA, AY COA, or None. The system automatically updates the Direct Loan Cost of Attendance field value during Auto Awarding when you select Pell COA or AY COA. Note: When the Advanced Feature for Enable Advanced Auto Packaging is disabled, this field appears in the Automated Campus Settings form. When the Advanced Feature for Enable Advanced Auto Packaging is enabled, this field appears in the Automated Budget and Packaging form.

   Modified By The name of the person who changed the item. Package by Award Years Indicates whether auto packaging applies to the Current award year or Multiple award years. Package by Academic Years Indicates whether auto packaging applies to a Single academic year or Multiple academic years. Payment Methodology The Payment Methodology that applies to the program version (ex. Credit Hrs Standard Term, Clock Hr/Credit Hr without terms, etc...). Program The name of the program. Programs are configured by your institution. Program Version Code Code configured in the system for that program version. Repackaging Triggers Triggers that will cause the auto-awarding process to award or recalculate a student financial aid award. Student Enrollment Status Using What to use in regard to the student enrollment: select Default COA, Packaged To, or Prior Completed Term. Student Group The name of the student group. If you are selecting a group and your institution has configured Anthology Student to limit groups to campuses, you can only select groups for the campus that you are assigned to. If you are selecting a group, it can also be filtered to display groups where you are the owner, public groups, and private groups where you have been given access. Title IV Eligible A "Yes" indicates that the program version is configured as Title IV eligible. "No" indicates that the program version is not Title IV eligible. The column is read-only. Users can filter the results by using "Title IV Eligible" as the filter criteria. Users can hide/unhide this column.

   Be aware: The Automated Budget and Packaging Options form only displays the "Direct Loan COA Calculation" field when the Advanced Feature for Auto Packaging is ENABLED.

   Note: Bank fees can be added into either Institutional Charges or the Cost of Attendance (COA) so that loan award funds can be used to cover the cost of those bank fees. The chart below shows the configuration functionality.

   Award Level Methodology	Award Loans Fees	Add Bank Fees to COA	Awarding Result
   Cost of Attendance	No	No	Gross amount calculated to award total aid and not to exceed the Cost of Attendance
   Cost of Attendance	Yes	No	Net amount calculated to award total aid and not to exceed the Cost of Attendance
   Cost of Attendance	No	Yes	Gross amount calculated to award total aid and not to exceed the Cost of Attendance
   Cost of Attendance	Yes	Yes	Gross amount calculated to award total aid up to the Cost of Attendance plus the loan fees being awarded.
   Institutional Charges	No	No	Gross amount calculated to award total aid and not to exceed the Institutional Charges
   Institutional Charges	Yes	No	Net amount calculated to award total aid and not to exceed the Institutional Charges
   Institutional Charges	Yes	Yes	Net amount calculated to award total aid and not to exceed the Institutional Charges
   Institutional Charges	No	Yes	Gross amount calculated to award total aid up to the Institutional Charges plus the loan fees being awarded.

   Add bank fees to COA when adding new loans is available within the Settings tile.

4. If Cost of Attendance budgets are configured for a listed program version, click the expand icon () next to the program version to view a drop-down grid showing the specific details of that cost of attendance budget for that program version. Configured budgets are listed by their enrollment status (Full Time, Half Time, etc...). Click next to the enrollment status you wish to review. The following values are displayed.

   Current Effective Date The date the fee or charge is active. Current On Campus The current fee, charge or credit amount based on the student's On Campus residency. Current Off Campus The current fee, charge or credit amount based on the student's Off Campus residency. Current With Parent The current fee, charge or credit amount based on the student's residency with their parents. Future Effective Date Chosen date in the future that the fee or charge is active.

   Future On Campus The future fee, charge or credit amount based on the student's On Campus residency. Future Off Campus The future fee, charge or credit amount based on the student's Off Campus residency. Future with Parent The future fee, charge or credit amount based on the student's residency with their parents. Name The specific fee or charge (Room, tuition, etc...).

5. To delete a program version from the results grid, select that program version and click Delete in the toolbar. This resets the program version (if the program version has no area of study and/or student group) and removes all configurations (if the program version has no area of study and/or student group).

   The following warning is displayed when you click Delete: "The selected program version budget and packaging options configuration will be permanently deleted. Removing this configuration for students may affect repackaging. Do you want to Continue?"

   • If you click Yes, the program version configuration, including area of study and/or student group configurations is deleted.

   • If you click No, no changes are made.

   Note: When a configuration is deleted within the Budget and Packaging Options grid, the system does not delete previously assigned budgets that have been placed in the student's academic year.

6. To copy and apply a cost of attendance budget to single or multiple campus, program version, area of study, or student group, select the COA budget in the grid and click Copy Budget and Options in the toolbar. The Copy Budget and Options form opens.

   Note: When copying a current campus program version's budget to another campus or multiple other campuses, you may not see all the copied budgets on the grid until the filters are changed to display the budgets for the campus(es) you transferred them to.

   • If the copy is fully successful, a message of "Copy of Budget and Options completed successfully" is displayed.

   • If the copy is both successful and not successful, a pop-up dialogue will give a single sentence with a bulleted list of the campuses that had the budget successfully copied and a single sentence with a bulleted list of the campuses where the budget and options were not copied.

   • If the copy is not fully successful, a pop-up dialogue will give a single sentence with a bulleted list of the campuses where the budget and options were not copied.

   In the cases when a copy was not successful, a 'Copy Text to Clipboard" link is provided in the message so the results can be copied and pasted into other documents.

7. The selected COA Program Version and Campus is listed at the top of the form. Select values in the following fields.

   Areas of Study The areas of study you are applying the COA to - listed by Name and Code. Campuses The campus or campuses to which a person or item is assigned. It is filtered to display the campuses to which you have access. In some cases, it is also used to filter a list to only those items for the campus. In some lists, you can select more than one campus or select All. In lists that display columns, if the column contains more than one campus, you cannot sort or filter on that column.

   Student Groups The student groups you are applying the selected COA to. To Program Versions The program versions you are applying the selected COA to.

   Select the Create all combinations check box to create different combinations of a COA budget for the same program version based on the Student Groups and Area of Study selections you made.

8. Click Save or click Cancel to exit the form without saving.

Note: When copying a current campus program version's budget to another campus or multiple other campuses, you may not see all the copied budgets on the grid until the filters are changed to display the budgets for the campus(es) you transferred them to.

To edit any of the cost of attendance budgets or the packaging options for the records listed in the grid, follow the procedures in the topics below: