Fund Group Setup Data Elements
- Emily Bivona (Deactivated)
General Subtab
Fund Group Detail
| Field Name | Description | Required / Optional | Type | Values | Business Rules |
|---|---|---|---|---|---|
| Fund Group Name | School-provided name. Required; Text - 1-50 characters | Required | Text | 1-50 characters | The Fund Group Name must be unique within the institution. In other words, fund group names cannot be duplicated across the Campuses within an Institution.
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| Fund Group External ID | School-provided Fund Group unique identifier. RNA does not use this field. However, it is added for possible future expansion with Client Configuration Management (aka Project Contour). | Required | Text | 1-60 characters | Validations:
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| Fund Group Description | School-provided additional information | Optional | Text | 256 characters maximum |
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 are 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 are 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.
If no Federal Award Year or Effective dates are configured, the configured Flat Amount Per Payment Period and Amount Per Unit amounts are 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.
Matching configured Amounts to Payment Periods:
- For FAY-scoped Funds, Regent Award first matches the FAY value configured to the FAY value on the payment period. This check is not performed for AY-Scoped funds.
- Then the system validates 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 is used.
| Field Name | Description | Required / Optional | Type | Values | Business Rules |
|---|---|---|---|---|---|
| Max Amount Per Award Period | The school-provided upper limit for the total award amounts across all funds in the group. | Required | Text (numeric) | Positive numeric values, up to two decimal places | Positive numbers only. May enter positive integers, or decimals to two decimal places (pennies). A Fund Group must have at least one non-blank Maximum Amount to be saved. |
| Federal Award Year | Optional per-FAY restriction for FAY-based funds. The payment period uses the Federal Award Year column along with the Effective Start Date and Effective End Date columns to determine if the fund group limit applies for the amount configured. 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 applies to all FAYs. | Optional | Drop-down | Blank (Default) List of FAYs in CCYY-CCYY format (example: 2019-2020) | The setting applies to FAY-based funds only.
Optional (does not have any effect) if the selected funds are all AY-based. |
| Effective Start Date | The school-provided date range for when the system enforces the fund group's limits.
| Optional | Combination date picker and date text entry. | Blank (Default) Dates | Regent Award applies the limit to all payment periods having a Payment Period start date on or after the Effective Start Date, and on or before the Effective End Date (if configured). If the Effective Start Date is blank, then the system limits all Payment Periods (in conjunction with the Effective End Date, if configured). If the Effective End Date is blank, then the system limits all Payment Periods (in conjunction with the Effective Start Date, if configured). |
| Effective End Date | Optional | Combination date picker and date text entry. | Blank (Default) Dates |
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 filters 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.
- Fund Groups may only group configuration driven funds. Fund Groups cannot group federal funds or funds with custom-coded rulesets.
All selected Funds must have the same budget scope. When the first fund is selected, the screen filters 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 additionally filters 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 still filters the funds based on the scope of the current Selected Funds.
- If the user selects a fund, the system filters the list of remaining Available Funds to match the same award period as the selected fund.
Limit - During packaging, the system checks each fund marked with "Limit" and ensure it does not exceed the group's overall maximum amount. The system automatically adjusts the award amounts from that fund.
| Field Name | Description | Required / Optional | Type | Values | Business Rules |
|---|---|---|---|---|---|
| Add All | Button to add all funds in the Available Funds list to the Selected Funds. | N/A | Button | N/A | The Add All button is disabled until at least one fund is in the "Selected Funds" column. The enabling/disabling allows the screen to filter the group of available funds matching the same Fund Scope as the selected fund. The "Add All" button is Disabled if the Selected Funds list is completely empty. |
| Remove All | Button to remove all funds in the Selected Funds list. | N/A | Button | N/A | The Remove All button is disabled until at least one fund is in the Selected Funds column. When a user clicks Remove All, the system removes all funds meeting the current display filters. The screen also disables the "Add All" button when no funds are selected, to allow filtering the funds based on Fund Scope. |
Available Funds | List of available fund names. | Text (View-only) | Text | Fund names | The system dynamically filters the list of Available Funds (behind the scenes), in addition to the normal user-entered text filters.
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| Add and Limit | When a fund is added to the Fund group with "Add and Limit," the system limits and automatically adjust the award amounts, so the total does not exceed the fund group's limit. The system only adjusts amounts for the group's selected programs. All selected Funds must have the same budget scope. When the first fund is selected, the screen filters 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. | N/A | Button | N/A | When a user clicks Add and Limit next to a fund, the system adds the chosen fund to the Fund Group and displays the fund in the Selected Funds instead of Available Funds list.
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| Selected Funds | List of funds that have been added to the Fund Group. | Text (View-only) | Text | Fund names | The system dynamically filters the list of Available Funds (behind the scenes) depending on the Selected Funds contents. |
| Remove | Remove button | N/A | Button | N/A | "Remove" moves a fund from the Selected Funds list, to the Available Funds list. The system dynamically filters the list of Available Funds (behind the scenes) depending on the Selected Funds contents. If the user removes the last fund from the Selected Funds list, the system disables the "Add All" and "Remove All" buttons until the list has another fund selected. |
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.
Saving Selected Programs
Saving also saves 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.
| Field Name | Description | Required / Optional | Type | Values | Business Rules |
|---|---|---|---|---|---|
| Fund Group Name | Name of the Fund Group | Required (view-only) | Text (view-only) | Name of the fund group | Displays the Fund Group's name, view-only. |
| Apply Fund Group to All Programs | Allows the group to optionally apply to all programs. | Optional | Checkbox |
| If the checkbox is selected, Regent Award applies the Fund Group's limit to all programs during packaging. If the checkbox is unselected, and the Programs tab is in Edit mode, the screen displays the list of Available Programs. |
| Add All (Available programs) | Apply any filters and move all the filtered Available Programs to the Selected Programs list. | ||||
| Remove All (Selected Programs) | Apply any filters and move all the filtered Selected Programs to the Available Programs list. |
Available and Selected Programs
Configures which Programs the system applies the limit to. The system applies 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 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 include those programs. The Funds may still be linked to those programs in Fund Setup.
Field Name | Description | Required / Optional | Type | Values | Business Rules |
|---|---|---|---|---|---|
Program Name | Name of the Academic Program | Required (view-only) | Text (view-only) | Program Name | |
Program Type | Type of Program, such as Graduate or Undergraduate | Required (view-only) | Text (view-only) | Type of program, e.g. Graduate or Undergraduate | |
External Program ID | School's identifier for the Program | Required (view-only) | Text (view-only) | Program's External Program ID | |
| Calendar Type | Type of Academic Calendar, such as SAY, BBAY3, etc. | Required (view-only) | Text (view-only) | Program's Academic Calendar type |