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Overview

This R2T4 Wizard in Regent Award has two tabs, the R2T4 Tab and the PWD Tab.  The content below outlines the field by field details of the PWD Tab.  If the R2T4 does not result in a PWD, the PWD worksheet will not be available for editing.  If the R2T4 does result in a PWD, Regent Award will take several automated actions on the PWD calculations for both manual and automated R2T4s.  See Return of Title IV (R2T4) Post-Withdrawal Disbursement.

Numeric Display and Rounding

  • Dollar values are displayed to the cents (rounded to the nearest penny).
  • Percentages round to three decimal places.  (For example, .4486 = .449 or 44.9%)


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Post-Withdrawal Disbursement Worksheet Controls 

Field NameDescriptionRequired/OptionalTypeValueBusiness Rule
Edit

Opens the PWD worksheet for editing.


Button

Displayed in "View Mode."

Unavailable once the R2T4 Status is "Finalized."

The PWD worksheet cannot be edited if the current date is more than 180 days after the R2T4 record's Date of Determination (DOD).

Finalize

Moves the PWD to a "Finalized" status. 

  • The Finalize options are available EITHER on the R2T4 tab OR on the PWD tab.  
  • If the R2T4 results in a PWD, the Finalize and Reverse buttons will NOT be available on the R2T4 tab, but will instead appear on the PWD tab.  The Reverse button will not be available until the PWD is Finalized.

Button

Displayed in "View Mode."

Unavailable once the R2T4 Status is "Finalized."

Reverse

Moves the PWD to "Reversed" status.

  • The Reverse option is available EITHER on the R2T4 tab OR on the PWD tab.  
  • If the R2T4 results in a PWD, the Finalize and Reverse buttons will NOT be available on the R2T4 tab, but will instead appear on the PWD tab.  The Reverse button will not be available until the PWD is Finalized.

Button

Displayed in "View Mode."

Unavailable once the R2T4 Status is "Reversed."

 A user may Reverse a Finalized R2T4 at any time, including more than 180 days past the R2T4's Date of Determination.

Print

Opens a printable version of the PWD worksheet in a new window.  The R2T4 and PWD tabs each have a print option and must be printed separately.


Button
Displayed in "View Mode."
Save

Saves the changes that have been made to the PWD worksheet.


Button

Displayed in "Edit Mode." 

Saves the changes that have been made to the PWD worksheet and returns the screen to "View Mode."

If a user has entered text in the Comment field, but the Comment has not been saved, the system also saves the Comment text.

If a user has changed any value for "Do Not Offer," the user must provide a Comment before the screen allows Saving the change. If the user already Saved a comment in the same editing session, the user can still save.

Cancel


Discards any unsaved changes and returns the screen to "View Mode."
Button

Displayed in "Edit Mode."

Discards any unsaved changes and returns the screen to "View Mode."

If a user has entered text in the Comment field, but the Comment has not been saved, the system also discards unsaved text in the Comment field.

Data Field Specifications for the Post-Withdrawal Disbursement Worksheet (PWD)

Field NameDescriptionRequired/OptionalTypeValueBusiness Rule
Student's Name
View OnlyTextPre-populated
Date Form CompletedDate that the PWD is "Finalized."View OnlyDateToday's Date
SSN
View OnlyTextPre-populated
External ID 1The student's external ID 1. This comes from the SBL import file.View OnlyTextPre-populated
Date of school’s determination that student withdrewThe Date of Determination from the R2T4 Tab. This comes from the SBL import file or entered manually on the R2T4 Tab.View OnlyDatePopulate from SBL data received, or populate manually.If the user manually changes this value on the R2T4 Tab, the PWD Tab will populate this field with the most recently provided manual DOD.

Amount of Post-Withdrawal Disbursement (1.)

Amount from "Box J" of the Treatment of Title IV Funds When a Student Withdraws worksheet.

Box 1. Amount from "Box J" of the Treatment of Title IV Funds When a Student Withdraws worksheet.View OnlyTextPopulated from Box J on the R2T4 Tab

Outstanding Charges for Educationally Related Expenses Remaining on Student's Account (II.)

Total Outstanding Charges Scheduled to be Paid from PWD. (Note: Prior Year charges cannot exceed $200).

Box 2. Total Outstanding Charges Scheduled to be Paid from PWDView OnlyTextCurrency

This value can be provided via the SBL or entered manually by the user. See Institutional Charges.  Once a manually provided value has been entered, any updates made to this field, via the SBL, are disregarded by the PWD wizard.

If the user enters this value manually, an "M" icon designation will appear next to the field and an ALE will be logged reflecting the original and changed value. 

The field is editable at all times, even after selecting "Finalize" until the point that the PWD form is locked down for editing (once all PWDs are either paid or canceled).

Allocation of Post-Withdrawal Disbursement (III.)

Type of AidThe type of fund being offered as a PWDView OnlyText

Fund Name

The Fund Name will appear only on the first row in the group of disbursements.

When determining which funds to include as PWD, use the funds in R2T4 Step One in the following order until the full amount of the PWD has been met.

      1. Inadvertent Overpayment (IOP) Pell
      2. Could Have Been Disbursed (CHBD) Pell
      3. IOP IASG
      4. CHBD IASG
      5. IOP SEOG
      6. CHBD SEOG
      7. IOP TEACH
      8. CHBD TEACH
      9. IOP Perkins
      10. CHBD Perkins
      11. IOP Sub Stafford
      12. CHBD Sub Stafford
      13. IOP Unsub Stafford
      14. CHBD Unsub Stafford
      15. IOP GradPLUS
      16. CHBD GradPLUS
      17. IOP Parent PLUS
      18. CHBD Parent PLUS 
  1. Pell:  Offer the lesser of the value for Inadvertent Overpayment and Could Have Been Disbursed Pell OR the Total PWD amount.  STOP if full PWD amount has been reached.
  2. IASG:  Offer the lesser of the value for Inadvertent Overpayment and Could Have Been Disbursed IASG OR the Total PWD amount minus Pell.  STOP if full PWD amount has been reached.
  3. SEOG:  Offer the lesser of the value for Inadvertent Overpayment and Could Have Been Disbursed SEOG  OR the Total PWD amount minus Pell and IASG.  STOP if full PWD amount has been reached.
  4. .....and so forth, filling each fund "bucket" until the full PWD has been used up.

Note:  Offer Inadvertent Overpayment first, before using Could Have Been Disbursed amount if both types exist for a particular fund.

Gross PWD Amount (Informational Only)Displays the gross amount of an offered PWD Fund, both IOP and non-IOP PWD disbursements.View OnlyTextCurrency

The amount displayed here will not change when the user accepts or declines the PWD funds.  This amount will display as a whole dollar amount without cents.

Loan IDDisplays the FAY of the award for Grants and the FAY plus the last three digits of the Loan ID for Loans.View OnlyTextNumeric
Regent Disb. #Displays the disbursement number associated with the PWD fund being offeredView OnlyTextNumericThis field is the same value as displayed under the "Regent Disbursement #" column on the Disbursement Details screen.
Net PWD Amount

Displays the net amount of the offered PWD Loan or Grant

The "Non-IOP" column is the portion of the PWD that is not an Inadvertent Overpayment - it is unpaid. the "IOP" column is the portion of the PWD that is an Inadvertent Overpayment - it's already been disbursed to the student.

View OnlyTextCurrency
Net PWD Amount Non-IOPTotal Net Amount of the non-IOP portion of the PWD


This amount does not change when the user accepts or declines non-IOP funds. The amount will include cents.
Net PWD Amount IOPTotal Net Amount of the IOP portion of the PWDView OnlyTextCurrency

This amount does not change when the user accepts or declines non-IOP funds. The amount will include cents.

Actual Cancel Date

The date entered here will be used to auto-cancel the PWD if a response is not received by this date, for all R2T4s, both manual and automated.

This date will auto-populate based on the "Offset to Establish Fund Auto-Cancellation Date" configuration option for "X" number of days after the PWD Finalization date.

Example: If "Offset to Establish Fund Auto-Cancellation Date" is configured for 90 days and the R2T4 is finalized on 1/15, the date that will auto-populate for the "Actual Cancel Date" will be 4/15 (in a non-leap year).

If the school receives a response from the student prior to this date, they will manually edit the PWD tab:

  • If the student accepts the funds, the user will edit the PWD to manually enter a "Net Accepted Amount" value and enter the "PWD Response Date"
  • If the student declines the funds, the user will edit the PWD to manually change the "Actual Cancel Date" value to today or a more recent date when they want the fund to auto-cancel, and enter the "Post-withdrawal disbursement loan notification sent to student and/or parent on" date.
  • If the student partially accepts one or more funds, the partial acceptance amount should be entered in the "Net Accepted Amount" field and the "PWD Response Date" should be completed. The "Actual Cancel Date" will be cleared by this change.

When packaging is run on/after the Actual Cancel Date and the "Net Accepted Amount" field is blank or $0, the PWD or IOP amount will be automatically canceled.

OptionalDatePre-populated

The field is editable at all times, even after selecting "Finalize" until the point that the PWD form is locked down for editing (once all PWDs are either paid or canceled).

If the "Do Not Offer" checkbox is selected; this field will auto-set to the R2T4 Finalization Date.

If the PWD Response Date and Net Accepted Amount fields are completed by the user, this date will be auto-cleared.

If the user enters this value manually, provide a "M" icon designation next to the field and log an ALE reflecting the original and changed value.

Date PWD Response

This is the date the student accepted the PWD disbursement amount and is be completed manually by the FA user.

The user will manually enter this date when the student responds to the PWD offer.

OptionalDate

The "Facilitate PWD Response" document is no longer needed for this field. If schools continue to use this document, it should be Payment Period scoped. 

Net Amount Accepted

Net amount of the PWD fund accepted by the student.  Enter the amount of the PWD disbursement that the student has accepted, including cents. 

For Loans, this is the net amount of the loan accepted by the student (can be 0). When filling out this section, users should enter amounts for all offered loans. Regent Award will adjust the loan disbursement/award to match the amount entered in this field. Loans will disburse or cancel on the next BP/EST run. 

For Grants, this value will be auto-filled and will disburse on the next BP/EST run.

If the R2T4 is Finalized, and the PWD is fully paid for the student's Net Amount Accepted, any changes must occur outside of the PWD worksheet. "Fully paid" means the disbursement's amount and the disbursement's paid amount are both equal to the student's Net Accepted Amount, and the disbursement's Status = Paid.

RequiredTextCurrency

The system stops evaluating PWDs for changes when more than 180 days have passed after the Date of Determination. For example, if the Date of Determination is January 1, 2019, the system will still process PWD changes through June 30, 2019. On July 1, 2019, the system would stop considering PWD changes.

If a user unselects the checkbox for "Do Not Offer" (meaning the school SHOULD offer the disbursement to the student), upon saving and packaging, Regent Award will update the disbursement amount based on the Net Amount Accepted.

  • If the user entered a non-blank "Net Amount Accepted," the system uses that user-provided amount. The system sets the disbursement's amount to match the user-entered amount.
  • If the Net Amount Accepted previously had a $0 value when the user unselected "Do Not Offer," the system clears the $0 value in the Net Amount Accepted (making it blank/null).
Date Disbursed (if applicable)

This field will be auto-populated with the disbursement release date after the PWD disbursement has been paid to the student.

For Non-IOP: Loans will disburse after the "Net Amount Accepted" and "PWD Response Date" are completed.

View OnlyDatePre-populated

Will auto-populate with the Disbursement Date for Loan and Pell PWDs that have already disbursed.

Do Not Offer


Regent Award will automatically assess each PWD disbursement to determine whether or not it should be offered.  See Post-Withdrawal Disbursements

This checkbox can also be selected manually if Regent Award does not determine that the disbursement should not be offered, but the school has another reason to not offer the disbursement to the student.

If the Do Not Offer checkbox is set by the school manually, an "M" icon will display next to the field in both edit and view mode.

If a Direct Loan disbursement was previously Canceled because a student dropped below Half-Time status, and Regent Award has set the "Do not Offer" checkbox as Selected, a user cannot change the "Do not Offer" reason. The screen displays an explanation in both Edit and View mode.

If a user changes any "Do not Offer" checkbox on a Finalized R2T4 PWD, the user must also add and save a Comment in the same edit session in order to Save the updates. The screen will also show a reminder prompting the user to review and make any necessary updates to the Actual Cancel Date, Date PWD Response, and Net Amount Accepted. 

The "Do Not Offer" checkbox is not editable for some specific disbursements:

  1. Cancelled Below Half-Time Disbursements:  Regardless of permissions, the "Do Not Offer" checkbox will be selected and not user-editable if Regent Award automatically marked the disbursement as "Do Not Offer," and the system canceled the loan disbursement due to the student's enrollment dropping below Half-Time status. A red warning icon appears next to "Do Not Offer" and "Return Amount Reason" explaining: The Loan Disbursement was previously Canceled when the student dropped below Half-Time status. The amount is counted as Aid That Could Have Been Disbursed in the Step 1 calculations. However, the loan's disbursement cannot be offered to the student. If Regent Award did not automatically mark the "Cancelled Below HT" disbursement as "Do not Offer," those disbursements are still fully editable, subject to the other rules on fully-paid disbursements or 180-day editability. See /wiki/spaces/REM/pages/7012642.
  2. Fully Paid Net Amount Accepted: Regardless of permissions, if the R2T4 is Finalized, and the PWD is already fully paid, then the user cannot change "Do Not Offer" to Selected. A "Fully Paid" PWD means the disbursement's amount and the disbursement's paid amount are both equal to the student's Net Accepted Amount, and the disbursement's Status = Paid.
OptionalCheckbox
  • Selected
  • Unselected (default)

If this box is selected for a disbursement, whether automatically or manually, the "Actual Cancel Date" will update to today's date and the "Net Amount Accepted" field will be set to $0.

If selected, whether automatically or manually, the disbursement will be canceled (zeroed out).  IOPs will be returned. 

The "Do Not Offer" checkbox will not be editable after the R2T4 is finalized.

The "Do Not Offer" checkbox will not be editable after an R2T4 is Finalized unless the user has the permission enabled for "Edit Do Not Offer on Finalized PWD."

If a user unselects the "Do not Offer" checkbox (meaning the school SHOULD offer the disbursement to the student), the system updates the "Net Amount Accepted."

Return Amount Reason

Pre-populated reasons as to why the student is not eligible for a PWD.  The following logic is used by Regent Award to auto-determine if a disbursement should not be offered:

  1. 30 Day hold - 1st Time
    1. The student did not attend for at least 30 days prior to the WDD/DOD.
    2. Institution Setup configured as "Delay First Disbursement 30 Days" = Yes
    3. The student is a First Year/First Time Borrower
  2. Second/Subsequent Disbursement
    1. If a disbursement is a second or subsequent disbursement for the loan, whether it's an IOP or non-IOP, regardless of which PP in the AY it falls into.
    2. The first disbursement of a loan is identified by the earliest release date. Anything after the earliest release date would be considered a second/subsequent disbursement
    3. If a first disbursement was disbursed and then returned:
      1. If a student attended the PP and a first disbursement was made and later returned, it is still considered to be the first disbursement.
      2. If the student did not attend the payment period and disbursement was made and later returned, it does not count as the first disbursement.
      3. If a disbursement is $0 and it was never paid, it will not count as a first disbursement.
  3. Not at Least Half-Time for PP
    1. The student did not attend at least Half Time Program Applicable and Remedial Attended Units for the PP
    2. Applies to term only as nonterm is always considered full time.

If the Return Amount Reason is set by the school manually, an "M" icon will display next to the field in both edit and view mode.

If a Direct Loan disbursement was previously Canceled because a student dropped below Half-Time status, and Regent Award has marked the "Do not Offer" checkbox as Selected, a user cannot change the "Do not Offer" reason. The screen displays an explanation in both Edit and View mode. 

Required if "Do Not Offer" is selected.Drop-down
  • 30 Day Hold - 1st Time
  • Not At Least Half-Time for PP
  • Second/Subsequent Disbursement
  • Other
This drop-down will not be available until the "Do Not Offer" checkbox is selected.
Total Gross PWD AmountTotal of all of the values in the Gross PWD Amount ColumnView OnlyTextCurrency
Total Net PWD Amount Non-IOP Total of all of the values in the Non-IOP ColumnView OnlyTextCurrency
Total Net PWD Amount IOPTotal of all of the values in the IOP ColumnView OnlyTextCurrency
Total Net Accepted AmountTotal of all of the values in the Total Net Amount Accepted ColumnView OnlyTextCurrency
Authorizations and Notifications (IV.)
Post-withdrawal disbursement loan notification sent to student and/or parent on
The date populated is the date on which the Post-Withdrawal Disbursement communication was sent to the student and/or parent.OptionalDate
The field is editable at all times, even after selecting "Finalize" until the point that the PWD form is locked down for editing (once all PWDs are either paid or canceled).
Deadline for student and/or parent to respond

The date populated is the deadline for which the student and/or parent can respond to the PWD communication.

This date will populate based on the "Offset to Establish PWD Response Deadline" configuration option for "X" number of days after the R2T4 Finalization date.

OptionalDate

The field is editable at all times, even after selecting "Finalize" until the point that the PWD form is locked down for editing (once all PWDs are either paid or canceled).

If the user enters this value manually, provide a "M" icon designation next to the field and log an ALE reflecting the original and changed value.

Comments 

Field NameDescriptionRequired/OptionalTypeBusiness Rule

(View-only existing comments)


Previously saved Comments, if any exist.


Text

Displayed in "View Mode," "Edit Mode," and "Print Mode"

When the screen displays a Comment, the system also shows the username and timestamp from when the Comment was saved.

Comments are displayed read-only with the oldest comment at the top.

+ Comment


Adds a new, user-editable Comment.


Button

Starts a new unsaved Comment.

Users may add a Comment at all times, even after selecting Finalize, until the point that the PWD form becomes fully uneditable by all users 181 days after the Date of Determination.

(Comment text)


User-editable field for entering a new comment's text.

Required when the Do Not Offer checkbox value is changed manually.Multi-line Text field

Field becomes available when a user adds a new Comment.

If a user clicks Cancel Comment, the field's contents are removed and the field disappears.

Save Comment


Saves the Comment as a permanent, read-only record in the system.
Button

When the Comment is saved, the system stores Comment text, the current user's userid, and timestamp.

The saved Comment's text is visible in the "Remarks/Notes" column in the student's Activity Log.

"Save Comment" only saves the new Comment. It does not save any other user edits.

Cancel Comment


Discards an unsaved Comment.
Button

"Cancel Comment" discards any changes to the new Comment text only. This button does not change or discard any other user edits.

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