Duplicate and Overlapping Constraint Sets

The screen will prevent users from saving overlapping or duplicated sets of constraints (same FAY, overlapping effective dates, multiple blank Start dates, multiple blank End dates, etc.). The duplication prevention works similarly to Fund Set-up Screen Requirements, Amount Per Payment Period.  Multiple entries per FAY are allowed, but due to the effective date validation, the values configured in a single FAY should not be able to have overlapping effective date ranges

The Federal Award Year field is required for FAY scope funds, except if only a single data set is configured. If there is only a single data set it means that the amount(s) configured will apply to all FAYs.

This table allows, within a given FAY, one entry can have either a NULL end date OR a NULL Start Date, while still ensuring that effective date ranges entered for the values of a given FAY are not overlapping.

The system prevents overlapping ranges for limits.

• If no Federal Award Year or Effective dates are configured, the configured Flat Amount Per Payment Period and Amount Per Unit amounts will be used for the award for all FAYs and PPs.  When FAY and Effective Date are blank, only one limit (one row of data) can be configured.
• Regent Award validates that the Effective Dates entered fall within the system configured effective date range for the FAY chosen.  For example, if the FAY date range is July 1 to June 30, any data sets provided for a given FAY must fall within these specific dates.
• If a NULL value is provided for an Effective Start or End Date, it will be implied that the Start or End date aligns with the FAY date range.  For example:
  • Data Set 1 for 2019-2020:  Null Start Date; End Date of Dec. 1, 2019;  The implied Start Date is the system's FAY start date, either July 1 or the start date of one of the Alt-FAY values, depending on configuration. 
  • Data Set 2 for 2019-2020:  Start Date of Dec. 2, 2019; Null End Date;  The implied End Date is the system's FAY end date, either June 30 or the end date of one of the Alt-FAY values, depending on configuration. 

Matching configured Amounts to Payment Periods:

• For FAY-scoped Funds, Regent Award will first match the FAY value configured to the FAY value on the payment period. This check is not performed for AY-Scoped funds.
• Then the system will validate that the payment period start date falls within the effective date range provided for a given set of per PP/per Unit values.  If the payment period falls within the effective date range, the configured award amount will be used.

Data Requirements

Fund Group Setup - General tab

Amount Limit Per Award Period

These fields specify a Maximum Amount that can be awarded for the selected programs, for all grouped funds within the same award period (per FAY or Academic Year).

The system first calculates award eligibility based on fund setup, packaging philosophy, and other rules. Then, the system awards each award in the fund group, in order of the packaging philosophy, up to the configured maximum for the fund group. Any calculated amounts above the configured maximum for the fund group will not be awarded.

The Maximum Amount may be optionally further configured to apply only to a specific FAY or Effective Date range. Award amounts from the fund group will be applied to the Maximum when the Payment Period Start Date falls during the FAY or within the Effective Date range, as applicable. The Effective End Date may be left blank until the maximum amount expires or needs to be changed.

Funds Association

Selects one or more funds to add to the Fund Group.

All the selected funds must share the same Fund Scope and the same Award Period. For example, if a fund has a Fund Scope of Federal Award Year in Fund Setup, all funds must also share the same Alternative FAY Schedule. 

• When a user selects the first Fund, that fund's selection will filter the list of Available Funds to only show funds sharing the same fund scope as the selected Fund. The "Add All" button becomes available when at least one fund is selected.
• For the initial implementation, the user may only select funds that do not have any custom ruleset. 

All selected Funds must have the same budget scope. When the first fund is selected, the screen will filter the Available Funds to only show other funds sharing the same fund scope and same award period. If the funds use an alternative Federal Award Year calendar, all the selected funds must also have the same Alt-FAY dates.

The system dynamically filters the list of Available Funds (behind the scenes), in addition to the normal user-entered text filters.

• On initial load or edit, the system filters the list to only show funds that use configuration-driven awarding.
• When the Selected Funds column contains a Fund, the system will additionally filter to the list of remaining funds to only allow funds with the same Fund Scope (FAY or AY), and the same Alt-FAY (for example, Jan 01 - Dec 31) as the already-selected Fund.
• Users can additionally filter for specific text values. If the user clears the user-entered text filters, the system will still filter the funds based on the scope of the current Selected Funds.
• If the user selects a fund, the system will filter the list of remaining Available Funds to match the same award period as the selected fund. 

Limit - During packaging, the system will check each fund marked with "Limit" and ensure it does not exceed the group's overall maximum amount. The system will automatically adjust the award amounts from that fund.

Fund Group Setup - Programs tab

The Programs tab displays the Fund Group Name, read-only. In view-only mode, the screen displays the list of the group's Selected Programs only.

A user may optionally select a checkbox for "Apply Fund Group to All Programs." The default setting is unselected. Program selection is only available if the checkbox for "Apply Fund Group to All Programs" is unselected. The selection behavior is similar to Fund Setup, Programs tab.

The "Add" and "Remove" buttons are used to select or unselect the programs and move them to the relevant column.

A user must have permission to Edit Fund Groups to add or edit the selected programs.

The non-button columns have standard text filters available.

Saving Selected Programs

• Saving will also save the user identifier and the date/time stamp for auditing purposes.

• A user may save the Fund Group with no programs selected. Reason: The school might add some programs later.

Available and Selected Programs

Configures which Programs the system will apply the limit to. The system will apply the limit based on the active program for the term or payment period.

For example, if an employer has a $5250 annual benefit limit cap for Undergraduates, but the limit does not apply to Graduate students, then the Selected Programs should only include the Undergraduate programs that are subject to the $5250 limit.

If students in a program are not subject to a limit, the Fund Group should not select those programs. The Funds may still be linked to those programs in Fund Setup.