Updating for the Veteran Fee Waiver Business Practice

Transcription

1 Updating for the Veteran Fee Waiver Business Practice and Instructional Technology Revised October 2007

2 This page left blank to facilitate front/back printing.

3 Table of Contents Introduction... 1 Description...1 Purpose...1 Purpose and Scope of Document...1 References...1 Support...2 Forms and Process Reference... 3 Overview...3 Process Flow... 3 Description...3 Timeframe...3 Overview...3 Updating for the... 4 Setting up a Single Code and Rules Create a detail code for the (ZSADETC) Create exemption codes and rules (TSAEXPT) Build crosswalk validation codes (SOAXREF)...5 Setting up a Multiple Codes and Rules Verify or create the RGRDETC label (STVXLBL) Create a detail codes (ZSADETC) Create exemption codes and rules (TSAEXPT) Create multiple waivers (SOAXREF)...7 Billing and Disbursement Execute the Student Billing process (TSRCBIL) Verify waiver code placement (TSAREV) Execute the disbursement process (RPEDISB)...8 Appendix A... A-1 Section (Proposed Policy)... A-1 Examples... A-1 Frequently Asked Questions... A-2 Page iii Revised October 2007

4 This page left blank to facilitate front/back printing. Page iv Revised October 2007

5 Updating for the Veteran Fee Waiver Introduction Description Purpose Purpose and Scope of Document References In March, 2007, the USG made it "faster, friendlier and easier" for military personnel to obtain college degrees by launching the Georgia Military Education Initiative (MEI), a coordinated System-wide approach to expanding the degree programs, courses and support services available to every branch of the military. The goal of this initiative is to address the unique challenges that make it difficult to provide college degree programs to military personnel a population frequently on the move and out of reach of a USG campus through traditional means. Using the inherent strengths of various USG institutions in a collaborative manner, System officials are rapidly expanding support with flexible, high-demand, quality programs. Effective August 8, 2007, the Board of Regents of the University System of Georgia (USG) approved a measure waiving mandatory fees for any Georgia residents who have seen combat in recent years as active members of the Georgia National Guard or the U.S. Military Reserves. The mandatory-fee waiver is available to Georgia residents who are active members of the Georgia National Guard or the U.S. Military Reserves and qualify under one of the following: served in a combat zone for at least 181 consecutive days since Sept.11, 2001 * received full disability as a result of injuries suffered in combat during that time were evacuated from a combat zone due to severe injuries suffered during any time while on active duty * A student qualifying for the veteran's fee waiver under this condition will remain eligible only while in an active duty status. NOTE: The waiver does not apply to fees charged for housing, food service, electives nor any special fees, user, or application fees. This document explains how to implement the and includes the following topics: Creating the veteran s waiver detail code (WVET). Setting up the waiver code as an exemption Cross walk multiple waiver codes Disbursement of HOPE funds For information please refer to Section included as Appendix A at the end of this document. Page 1 Revised October 2007

6 Support For additional OIIT resources and support, contact the OIIT Helpdesk: Web support request self-service: For emergency, business interruptions, or production down situations, call the OIIT Helpdesk immediately Toll free within Georgia: Page 2 Revised October 2007

7 Forms and Process Reference Overview Use the following forms and processes to create and update for veteran fee waivers: Descriptive Title Account Detail Review Form Exemption Authorization Student Billing Process Detail Code Control Form Name TSAAREV TSAEXPT TSRCBIL ZSADETC Process Flow Description Institutions will need to set up a new detail code (WVET) and update several forms and processes to implement the new fee waiver. Timeframe Updates for the become effective Fall of Overview Setting Up a Single Code and Rules 1. Create the veteran s waiver detail code ZSADETC 2. Create exemption codes and rules TSAEXPT 3. Build cross walk validation rules SOAXREF Setting Up Multiple Codes and Rules 1. Verify/create the RGRDETC label exists on the Verification Label Validation form 2. Enter the same waivers on the Detail Code Control form STVXLBL ZSADETC 3. Create exemption codes and rules TSAEXPT 4. Create multiple waivers SOAXREF Billing and Disbursement 1. Run the Student Billing Process TSRCBIL 2. Verify waiver code placement TSAAREV 3. Run Disbursement RPEDISB Page 3 Revised October 2007

8 Updating for the Setting up a Single Code and Rules Institutions that choose to create a single code for the new waiver should follow these steps. 1. Create a detail code for the Veteran s Fee Waiver (ZSADETC) Enter the new detail code (WVET) on the Detail Code Control form (ZSADETC). 2. Create exemption codes and rules (TSAEXPT) Create the corresponding exemption code on Exemptions Authorization form (TSAEXPT). Verify that the new code appears on the Detail Code Level Authorization page of TSAEXPT. Add person to the TSAEXPT authorization page. Page 4 Revised October 2007

9 3. Build crosswalk validation codes (SOAXREF) Create the waiver on the Cross-Reference Rules form (SOAXREF) under the Regents Detail Code (RGTDETC). Setting up a Multiple Codes and Rules Institutions that choose to create multiple codes for the new waiver should follow these steps. 1. Verify or create the RGTDETC label (STVXLBL) If the Regents Detail Code (RGTEDTC) does not already exist on the Verification label Validation form (STVXLBL), the user will need to create it. Page 5 Revised October 2007

10 2. Create a detail codes (ZSADETC) Enter the new detail codes on the Detail Code Control form (ZSADETC). 3. Create exemption codes and rules (TSAEXPT) Create the corresponding exemption codes for each waiver code created in step three on Exemptions Authorization form (TSAEXPT). Establish the corresponding rules for each waiver code on the Detail Code Level Authorization page of TSAEXPT. Page 6 Revised October 2007

11 4. Create multiple waivers (SOAXREF) Create the multiple waivers under RGTDETC on the Cross-Reference Rules form (SOAXREF). The following shows multiple codes set up by semester. Page 7 Revised October 2007

12 Billing and Disbursement The same steps should be taken for billing and disbursement, regardless of the number of detail codes created. 1. Execute the Student Billing process (TSRCBIL) 2. Verify waiver code placement (TSAREV) Execute the Student Billing process (TSRCBIL) in APPLYCRED mode to post the exemptions to the students accounts. Verify the waiver(s) appear on the Account Detail Review form (TSAAREV). 3. Execute the disbursement process (RPEDISB) Warning Execute the disbursement process (RPEDISB). You may have to adjust HOPE fee payment manually on the Award Maintenance form (RPAAWRD) to get the correct amount to report to the Georgia Student Finance Commission for HOPE Invoicing. Page 8 Revised October 2007

13 Appendix A Section (Proposed Policy) Waiver of mandatory Fees for U.S. Military Reserve and Georgia national Guard Combat Veterans 1. Eligibility. This fee waiver is eligible to those who are Georgia residents and are active members of the U.S. Military Reserves and/or the Georgia National Guard and were deployed oversees for active service in a location or locations designated by the Department of Defense as combat zones on or after September 11, 2001 and served consecutive period of 181 days, or who received full disability as a result of injuries received in such combat zone due to severe injuries during each period of time while on active service. 2. Benefits. Those eligible participants shall receive a waiver of all mandatory fees charged by USG institutions including, but not limited to, intercollegiate athletic fees, student health services fees, parking and transportation fees (where such fees are mandated for all students), technology fees student activity fees, fees designated to support leases on facilities such as recreation centers, parking decks, student centers and similar facilities, and any other such mandatory fees for which all students are required to make payment. Students receiving this waiver will be eligible to use services and facilities these fees are used to provide. This benefit shall not apply to housing, food services, and any other elective fees, special fees, or other user fees and charges. Examples The policy reads as though students are no longer eligible when they leave active service. This is correct with the following exceptions: after 2001, the student received full disability as a result of injuries received in a combat zone OR after 2001, the student was evacuated from a combat zone as a result of injuries while in active service. Please note the following scenarios: Example 1: A student joins the Georgia National Guard in 2004, serves in a combat zone in 2004 for 200 consecutive days, and then leaves the Georgia National Guard in The student is no longer active in the Guard. Interpretation of the rule is that the student is not eligible for the waiver since he or she is not an active member, was not discharged with full disability due to injuries sustained in a combat zone, and was never evacuated from a combat zone due to severe injuries. Example 2: A student joins the Georgia National Guard in 2004, serves in a combat zone in 2004 for 90 consecutive days, and is wounded. The student is discharged with full disability as a result of those injuries. Interpretation of the rule is that the student is eligible for the waiver and will remain eligible indefinitely as a recipient of full disability from injuries received in a combat zone. Example 3: A student joins the Georgia National Guard in 2004, serves in a combat zone in 2004 for 90 consecutive days, and is severely wounded. The student is evacuated from the zone, makes a full recovery, and returns to duty. The student then leaves the Guard in Interpretation of the rule is that the student is eligible for the waiver and will remain eligible indefinitely because he or she was evacuated from a combat zone while on active service. Page A-1 Revised October 2007

14 Frequently Asked Questions 1. What documentation will be required for auditing purposes as proof of eligibility for this waiver? Students must be able to prove the following: Georgia residency active status as a member of the U.S. Military Reserves and/or Georgia National Guard served overseas in a location or locations designated by the U.S. Department of Defense as combat zones were deployed on or after September 11, 2001 served for a consecutive period of 181 days or received full disability as a result of injuries received in such combat zone, or were evacuated from such combat zone due to severe injuries during any period of time while on active service. 2. Does the waiver include a minimum number of hours required for enrollment? No. 3. Under what circumstances do students become ineligible for the waiver? The burden of proof rests with the student. Students transferring from one institution to another will be expected to provide proof of eligibility at the new institution. If the student qualifies for the veteran s fee waiver under this condition, they will remain eligible as long as they remain in active duty. If they decide to leave the military without suffering an injury, you will no longer be eligible for the veteran s fee waiver. Please see page Will this affect payment of mandatory fees by HOPE for other students? HOPE regulations require that the fees be charged to all students. No, according to officials at GSFC this waiver will not impact the student s HOPE eligibility. 5. Is this fee for undergraduates only? No, this waiver is available to any student who can prove he or she meets the edibility requirements listed above. 6. Does the type of discharge received by a veteran have any affect on eligibility honorable, dishonorable, or other than dishonorable? This waiver is available to veterans who have been honorably discharged from service and meet the eligibility requirements. 7. How will a campus know if a student is still active? Campuses should verify the student s active status every term. The burden of proof is on the student. Page A-2 Revised October 2007