Please see the following Period Filter examples for using an Academic Year or Payment Period to assign budgets. The examples are formatted to use rolling (BBAY) academic years made up of three (3) terms each - the first academic year is yellow cells (if in the budget) and the second is green cells (if in the budget).

• Example 1 below outlines the Period Filter option for an Academic Year (AY).  The AY is configured to assign a particular budget to students whose first, eligible academic year (for the FAY) starts between February 1^st and August 1^st.  All students enrolled in academic years with '1st day' noted  will be assigned to this budget.

• Example 2 below outlines the Period Filter option for a Payment Period (PP).  The PP is configured to assign a particular budget to students who first, eligible payment period (for the FAY) starts between June 1^st and October 31^st.  All students enrolled in plans with the '1st Day' noted will be assigned to this budget. .
  
  

                                                               Example 1:                                                                                                                                                            Example 2:

Open

Please see the following examples below for using an Academic Year or Payment Period and how the Effective Start and End Dates are used to determine which payment periods will be funded from the budget. The examples are formatted to use rolling (BBAY) academic years made up of three (3) terms each.

• Example 3 below outlines the Period Filter option for an Academic Year (AY).  In this example, all academic years that start between the Effective Start Date of February 1^st and the Effective End Date of the next January 31^st, are eligible to be awarded from the budget.  As long as the first day of the Payment Period within the AY falls within the configured Effective Date range and the student was assigned to this budget (using the Period Filter date range), the Payment Period will be linked to that budget. If the Payment Period Start Date falls after the Effective Date range, the Payment Period will still be linked to the budget but will not receive any funding. The yellow and green cells are funded from the budget. 

• Example 4 below outlines the Period Filter option for an Payment Period (PP).  In this example, all payment periods that start between Effective Start Date of June 1^st and the Effective End Date of May 31^st are eligible to be awarded from the budget.  As long as the first day the payment period falls within the configured Effective Date range and the student was assigned to this budget (using the Period Filter date range), the PP will be funded from that budget. The yellow and green cells are funded from the budget.
  
  

                                                              Example 3:                                                                                                                                                                    Example 4:

Enabling Budget Setup for a Fund

1. Navigate to the setup screen for the fund with budget(s). See Fund Setup Data Elements.

   1. Administration>Enterprise>Institution>Campus>Fund Setup

   2. Select specific fund

2. At the bottom of the fund configuration screen, ensure that the item for 'Budget Settings' has been completed:

   1. If a budget does not apply (such as Direct Loans or Pell), 'This fund has Budgets' should be unselected.

   2. If the fund does have a budget limit (such as campus-based funding allocation), 'This fund has budgets' should be selected. Ensure that the “Budget Scope” matches the Fund Scope (FAY or AY) already configured for the fund. 
      

Configuring a Fund Budget

1.  Access the “Budgets” tab on the fund configuration screen:

2. Click “Add Budget”
   
   
   

3. For each budget, enter the following information:

   1. Budget Name (Alphanumeric) - Name of the budget.  

   2. Budget Amount (Numeric only, no decimals) - Total amount of dollars available for this fund in the budget period. 

   3. Federal Award Year (Dropdown) - This field should only display if the Budget Scope chosen on Fund Setup General Tab is Federal Award Year.   

   4. Effective Dates: The start date of a term/payment period must fall in this range to be awarded from the budget:

      1. Effective Start Date (Date) – The term/payment period must begin on or after the Effective Start Date entered, AND

      2. Effective End Date (Date) – the term/payment period must start before or on the Effective End Date entered.

   5. Period Filter (Academic year, Payment period) - Should select payment period for FAY scoped funds and AY for AY scoped funds.   

   6. Period Dates: If the first day of the student’s first eligible period (AY or payment period per #v above) falls in this range, the student will be awarded from this budget:

      1. Period Start Date (Date) – The period must begin on or after the Period Start Date entered AND

      2. Period End Date (Date) – The period must begin before or on the Period End Date entered.

   7. Active (Checkbox) - Used to indicate if the budget is currently active and in use by the school. 

   8. Apply to all sites by default (Checkbox) - Used to indicate if the budget is applicable to all the sites for the campus.   

       

   9. If the budget does not apply to all sites at the campus, uncheck the 'Apply to all sites by default' box and move the applicable sites to the 'Selected Sites' column on the right by clicking the “Add” button by each site listed in the 'Available Sites' column on the left.

      • Available Sites (Selection set) - Listing of all the sites for the campus.

      • Selected Sites (Selection set) - Used to indicate which sites for the campus the budget is applicable to. 

4. Click "Save".

    

Note:  If there are a high number of budgets, a template can be populated with the above details for import into Regent Award. School must open a Customer Zone ticket to request assistance with the budget configuration template process.