General Subtab

Field Name	Description	Required/Optional	Type	Values	Business Rules
Cost Setup Name	Name of the Cost of Attendance (COA)	Required	Text box - alphanumeric 50 characters 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	External ID related to the COA	Optional	Text box - alphanumeric		Must be unique at the Campus level. An uppercase letter is considered the same as a lower case letter for this uniqueness.
Default	Used to indicate whether the Cost Setup is the default COA.	Optional	Checkbox	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	The increment that the rounding method should be applied to the COA.	Required	Drop-down	Dollar Cents	The increment that the rounding method should be applied to the COA.
Rounding Method	The type of rounding that should be applied to the calculated COA.	Required	Drop-down	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	Indicates whether the Cost Setup is active or not active	Optional	Checkbox	Unselected (default) Selected	Only one active Cost Setup is allowed per Campus.
Cost Groups
Cost Group Name	Name of the Cost Group	Required	Text box - alphanumeric
Effective Start Date	The start date for using the Cost Group	Optional	Date picker
Effective End Date	The end date for using the Cost Group	Optional	Date picker
Federal Cost Category	Federal Category Cost Group is associated with	Required	Drop-down	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
Sites	Associated Sites for the Cost Group	Optional	Dual Multi-Select Boxes ("Available" and "Selected")	List of all Available Sites at the Campus will be auto-populated
Programs	Associated Programs for the Cost Group	Optional	Dual Multi-Select Boxes ("Available" and "Selected")	List of Available Programs at the Campus will be auto-populated
Cost Items
Cost Item Name	Name of the Cost Item	Required	Text box - alphanumeric		The name and calculated value will be displayed under this name in the COA on the Award tab.
Display Name	This field is used in the Student Experience portal when displaying Cost Items to students.	Optional	Text box - alphanumeric 500 characters max
Description	When text is entered into this field, the Cost Item Description displays as informational messaging to the student where the Cost Item Name or Display Name is used in the Student Experience portal. It is used as the definition in the glossary if enabled. If this textbox is blank, no messaging displays.	Optional	Text - 256 characters max
Cost Frequency	How often to apply the cost	Required	Drop-down	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		Optional	Checkbox	Unselected (default) Selected	Available for durational (Monthly and Weekly) Cost Items.
Cost Method		Optional	Drop-down	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.
Rounding Method	The type of rounding that should be used	Optional	Drop-down	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	The dollar or cents value of the cost item.	Required	Text box - numerical	Positive or negative ####.##
Cost Per	The increment that the cost is applied.	Optional	Drop-down	Unit Flat Rate Course	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	The number of units or courses at which the "Cost Per" Unit or Course cost should start getting applied.	Optional	Text box - numeric		Available when Cost Per = Unit or Course
Distribution Type	Whether the cost is one-time or applied over the specified frequency period.	Optional	Drop-down	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.
Cost Rounding Level Code	The decimal place the rounding method is applied.	Optional	Drop-down	1 2
Direct Cost	Whether the Cost Item is a direct cost	Optional	Checkbox	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 School	Whether the Cost Item is billed by the school.	Optional	Checkbox	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		Optional	Text box		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, Regent Award will populate this value with a concatenation of the Cost Name.
Include in Glossary	When this field is selected, the cost item is included in the Glossary and the description is used as the definition.	Optional	Checkbox	Selected Unselected (default)	This configuration only displays if Regent Plan is enabled.
Lifetime Cost		Optional	Checkbox	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, 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, Regent Award will apply this cost in the student's next program.
Apply to all states/provinces by default		Optional	Checkbox	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	Limits the Cost Item to only apply to the selected state(s) as their state of residency.	Optional	Dual Multi-Select Boxes ("Available" and "Selected")
Dependency Status	The dependency status(es) this type of Cost Item should be applied to.	Optional	Checkbox	Dependent Independent Independent With Dependents
Housing Status	The housing status types the Cost Item should be applied to.	Optional	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 Status	Determines the residency status(es) this type of Cost Item should be applied to.	Optional	Checkbox	In State Out of State In District Out of District Unknown
Apply to End of Program		Optional	Checkbox	Unselected (default) Selected	Applies the Cost Item to the last payment period of the student's program.
Custom Fields (UDF)	The custom fields value that the Cost Item applies to	Optional	Drop-down	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	The minimum Enrollment Units required to receive the cost.	Optional	Text box - numeric	##
Enrollment Units Max	The maximum Enrollment Units required to receive the cost.	Optional	Text box - numeric	##
Cumulative Units Min	The minimum Cumulative Units required to receive the cost.	Optional	Text box - numeric	0 - 999.99
Cumulative Units Max	The maximum Cumulative Units required to receive the cost.	Optional	Text box - numeric	0 - 999.99
Cumulative Courses Min	The minimum Cumulative Courses required to receive the cost.	Optional	Text box - numeric	0 - 999
Cumulative Courses Max	The maximum Cumulative Courses required to receive the cost.	Optional	Text box - numeric	0 - 999
Enrollment Level Min	The minimum Enrollment Level required to receive the cost.	Optional	Drop-down	Full-time 3/4 Time 1/2 Time Less than 1/2 Time	Before census date, but after the begin actual date, use actual enrollment; Initially use anticipated enrollment.
Enrollment Level Max	The maximum Enrollment Level required to receive the cost.	Optional	Drop-down	Full-time 3/4 Time 1/2 Time Less than 1/2 Time
Academic Year Min	The minimum Academic Year required to receive the cost.	Optional	Text box - numeric 2 characters max	##
Academic Year Max	The maximum Academic Year required to receive the cost.	Optional	Text box - numeric 2 characters max	##
Grade Level Min	The minimum Grade Level required to receive the cost.	Optional	Text box - numeric 1 character max	#
Grade Level Max	The maximum Grade Level required to receive the cost.	Optional	Text box - numeric 1 character max	#
Week Min	The minimum number of Weeks in Program required to receive the cost.	Optional	Text box - numeric 2 characters max	##
Week Max	The minimum number of Weeks Program required to receive the cost.	Optional	Text box - numeric 2 characters max	##
Month Min	The minimum number of Months in Program required to receive the cost.	Optional	Text box - numeric 2 characters max	##
Month Max	The maximum number of Months in Program required to receive the cost.	Optional	Text box - numeric 2 characters max	##
Calendar Year Min	The minimum Calendar Year required to receive the cost.	Optional	Date picker	Date	Date picker allows to select the minimum Calendar Year in mm/dd/yyyy format. Calendar Year Range Min must be less than Calendar Year Range Max
Calendar Year Max	The maximum Calendar Year required to receive the cost.	Optional	Date picker	Date	Date picker allows to select the maximum Calendar Year in mm/dd/yyyy format. Calendar Year Range Max must be greater than or equal Calendar Year Range Min
Enrollment Start Date Min	The minimum Enrollment Start Date required to receive the cost.	Optional	Date picker	Date
Enrollment Start Date Max	The maximum Enrollment Start Date required to receive the cost.	Optional	Date picker	Date
Program Start Date Min	The minimum Program Start Date required to receive the cost.	Optional	Date picker	Date
Program Start Date Max	The maximum Program Start Date required to receive the cost.	Optional	Date picker	Date
Academic Plan Start Date Min	The minimum Academic Plan Start Date required to receive the cost.	Optional	Date picker	Date
Academic Plan Start Date Max	The maximum Academic Plan Start Date required to receive the cost.	Optional	Date picker	Date
User Defined Fields
Field Name	Used to select a UDF item defined in Institutional setup.	Optional	Drop-down		User shall have the ability to add multiple user defined fields to the Cost Setup item via an "Add" button.
Operation		Optional	Drop-down	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.
Value		Optional	Text box - alphanumeric 50 characters max		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		Optional	Button		Selecting the button deletes the row.

Cost Setup Data Elements

Overview

General Subtab

Cost Groups

Cost Items

User Defined Fields