Cost Setup NameText 50 char max

Must be unique at the Campus level. An uppercase letter is considered the same as a lower case letter for this uniqueness.

External Cost ID

Text

Cost Rounding Method

Must be unique at the Campus level. An uppercase letter is considered the same as a lower case letter for this uniqueness.

Default

• Unselected (default)
• Selected

Only one default Cost Setup is allowed per Campus and the setup must be active to be marked as default.

• Making a Cost Setup default marks any other existing Cost Setups as not default.

Cost Rounding Level

• Dollar
• Cents

The increment that the rounding method should be applied to the COA.

Rounding MethodStandard Rounding
Round Up Truncate

Active

Checkbox

• Standard Rounding (default)
• Round Up
• Truncate

• Standard rounding: The value is rounded down in the decimal value is less than .5, rounded up if greater than or equal to .5
• Round Up: The value is rounded up to the next whole number at the specified number of decimal places
• Truncate: The decimal values are truncated.

Active

• Unselected (default)
• Selected

Only one active Cost Setup is allowed per Campus

Default

Checkbox

Used to indicate whether the Cost Setup is the default COA.

Cost Group Name

Text

Name of the cost group

Federal Category

Cost Group Name

Effective Start Date

Effective End Date

Federal Cost Category

• Tuition and Fees
• Books and Supplies
• Transportation
• Personal/Misc
• Room and Board
• Dependent Care
• Study Abroad Expenses
• Disability Expenses
• -Employment expenses for co-op study
• Loan Fees

Federal cost category that the cost group is to be created under. The calculated values will be displayed under this Federal category in the COA on the Award tab.

Effective Start Date

Date

The start date for using the Cost group.

Effective End Date

Date

The end date for using the Cost group.

Programs

Sites

The academic programs associated with List of all Available Sites at the Campus will be auto-populated

Programs

The sites associated with the Cost Group.List of Available Programs at the Campus will be auto-populated

Cost Item Name

The name and calculated value will be displayed under this name in the COA on the Award tab.

Display NameTest 500 char

This will be used by SNAP to pull the Cost Item display name value and reflect it on the Net Price questionnaires.

Cost Frequency

• Onetime Per Program
• Lifetime
• Enrollment
• Academic Year
• Payment Period
• Grade Level
• Week
• Month
• Calendar Year

Used to determine the frequency for using the cost item.

• Onetime Per Program: Only applied once per program.
• Lifetime: Only applied once per student.
• Enrollment: Only applied once per each enrollment.
• Academic Year: Only applied once per academic year.
• Payment Period: Only applied once per payment period at the start of the PP.
• Grade Level: Only applied once per grade level.
• Week: Only applied once per week.
• Month: Only applied once per month.
• Calendar Year: Only applied once per calendar year.

Use UDF Effective Dates

• Unselected (default)
• Selected

Available for durational (Monthly and Weekly) Cost Items.

Cost Method

• Instructional

• Durational

Available for durational (Monthly and Weekly) Cost Items.

• Institutional Cost Calculations counts each week in which there is at least one instructional day in the intersecting period of the Cost Effective Dates and the UDF Effective dates

• excluding student and institutional breaks.

• Durational Cost Calculations counts each

• day in the intersecting period of the Cost Effective Dates and the UDF Effective dates

• including student and institutional breaks.

Cost

Rounding Method

• Standard Rounding
• Round Up
• Truncate

• Standard Rounding: The value is rounded down if decimal value is less than .5, and up if greater than or equal to .5.
• Round Up: If a decimal value, round up to next whole number.
• Truncate: Always drop the decimal value and use the whole number.

Cost

Positive or negative ####.##

Cost Per

• Unit
• Flat Rate
• Course

Used to set the cost increment. Flat rate does not vary. Cost per unit is determined by cost X # of units. Cost per course is determined by cost X # of courses.

Rate Start

• Unit: The cost is calculated by multiplying the base cost x number of units (credit / clock hours)
  • For term, Regent Award uses program applicable units only in determining per units costs.
  • For non-term, Regent Award uses the greater of registered vs. anticipated units in determining per unit costs
• Flat Rate: The cost is the base cost (does not vary by units)
• Course: The cost is calculated by multiplying the cost x number of courses
  • Course is not a transfer
  • Course is not withdrawn
  • Course enrollment date <= Census
  • Course is not remedial

Rate Start

Available when Cost Per = Unit or Course

Distribution Type

• Upfront
• Distributed

The distribution type only applies to per academic year, per calendar year and per grade level.

If the cost is an upfront cost , the calculated cost is only applied to the first enrollment in the set of effected enrollments. If distributed, the calculated cost is applied to all enrollments in the set of effected enrollments. If the cost is a back loaded cost, the calculated cost is only applied to the last enrollment in the set of effected enrollments.

Rounding Method

• Standard Rounding
• Round Up
• Truncate

Standard Rounding: The value is rounded down if decimal value is less than .5, and up if greater than or equal to .5.
Round Up: If a decimal value, round up to next whole number.
Truncate: Always drop the decimal value and use the whole number.

Cost Rounding Level 

1,2

Determines the number of decimal places to which the rounding method is applied.

Direct Cost

Yes, NoCost Rounding Level Code

• 1
• 2

Direct Cost

• Unselected (default)
• Selected

Determines whether this item is counted in limiting the awarding of some funds to the student's direct costs. Direct costs are costs that the student pays directly to the school. These include tuition and fees, institutional housing, meal plan, and sometimes, bookstore charges.

Billed by SchoolYes, No

• Unselected (default)
• Selected

Determines whether the Cost Item is billed by the school. These include tuition and fees, institutional housing, meal plan, and sometimes, bookstore charges.

Institutional External Cost ID

The Institutional External Cost Identifier field allows the system to link Cost Items across campuses. This is important for students undergoing a Campus-to-Campus Program Change. Therefore, the Cost Item's Institutional External Cost Identifier must match for all campuses if this Cost Item is the same across Campuses. If this field is left blank, R8 Regent Award will populate this value with a concatenation of the Cost Name.

Lifetime CostYes, No

• Unselected (default)
• Selected

This field allows the system to determine how to apply the cost item to the student, particularly in the case of a program change. If this box is checked, R8 Regent Award will not apply this cost to the student's next program if the student has already received this cost in a prior program. If the student has not received this cost in a prior program, R8 Regent Award will apply this cost in the student's next program.

Apply to End of Program

Yes, No

Applies the Cost Item to the last payment period of the student's program.

Dependency Status

all states/provinces by default

• Unselected
• Selected (default)

When selected, applies to all states for residency. When unselected, limits the Cost Item to only apply to the selected state(s) as their state of residency.

States

Dependency Status

• Dependent
• Independent
• Independent With Dependents

Housing Status

Checkbox

• On-Campus
• With Parent
• Off-Campus

The system will use the housing choice from the active ISIR that is associated with the Federal School Code for the campus the student is attending.

Residency StatusIn State
Out of State In District
Out of District
Unknown

Apply to all states/provinces by default

Checkbox

When checked, applies to all states for residency. When unchecked, limits the Cost Item to only apply to the selected state(s) as their state of residency.

States

Dual Multi-Select Boxes ("Available" and "Selected")

• In State
• Out of State
• In District
• Out of District
• Unknown

Apply to End of Program

• Unselected (default)
• Selected

Applies the Cost Item to the last payment period of the student's program.

Custom Fields (UDF)Dropdown

Available fields based on the custom fields defined on Institution Setup.

Available fields will be populated based on the custom fields defined by the school on Institution Setup.

Enrollment Units Min##

##

Enrollment Units Max##

##

Cumulative Units Min##

0 - 999.99

Cumulative Units Max##

0 - 999.99

Cumulative Courses Min##

0 - 999

Cumulative Courses Max##

0 - 999

Enrollment Level Min

• Full-time

• 3/4 Time

• 1/2 Time

• Less than 1/2 Time

The minimum Enrollment Level required to receive the cost. Before census date, but after the begin actual date, use actual enrollment; Initially use anticipated enrollment.

Enrollment Level Max

• Full-time

• 3/4 Time

• 1/2 Time

• Less than 1/2 Time

Academic Year Min##

##

Academic Year Max##

##

Grade Level Min#

#

Grade Level Max#

#

Week Min##

##

Week Max##

##

Month Min

##

##

Month Max

##

##

Calendar Year Min

##

Date

Calendar Year Max##

Date

Enrollment Start Date MinDate

Date

Enrollment Start Date MaxDate

Date

Program Start Date Min

Date

Date

Program Start Date MaxDate

Date

Academic Plan Start Date MinDate

Date

Academic Plan Start Date Max

Date

Date

Can Field Name

User shall have the ability to add multiple user defined fields to the cost setup Cost Setup item via and an "Add" button. If multiple user defined fields are added to a cost item, the student must have ALL of these cost fields, with the exact defined value, in order for the student to be assigned this cost item. (the logic is AND not OR)

Field Name

Select from drop down

Used to select a UDF item defined in Institutional setup.

Operation

Is equal to,

Operation

• Is equal to
• Is not equal to

The system will validate that the student meets all of the criteria on the cost item, and if it does not, the cost item will not be assigned to the student.

Value50 char

If the UDF value is missing or the UDF name/operand/value combination equates to "false" the student will be NOT assigned the cost item. If the UDF name/operand/value combination equates to "true", the student WILL be assigned the cost item.

Actions

Selecting the button deletes the row.