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Interim Report Process for Public Institutions

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Title: Interim Report Process for Public Institutions


1
Interim Report Process for Public Institutions
Press the F5 key to start the slide show.
  • Higher Education Coordinating Board

2
What are Interim Reports?
  • The interim reports are quarterly data
    submissions that
  • Provide HECB with detailed information on your
    SNG eligible students
  • Assist you in recognizing awarding errors
  • Allow you to flag students in repayment before
    referring them to HECB

3
Purpose
  • The data provided on the interim report is used
    by HECB to
  • Manage SNG funds
  • Set grant amounts and income cut-offs for
    subsequent years
  • Redistribute deobligated monies
  • Serve as the base for determining preliminary
    reserve distribution

4
Basic Steps
  • There are 5 basic steps in the interim reporting
    process
  • Download your file from your internal system
  • Log on to the Secure Site
  • Upload your file to the Interim Reporting Tool
  • Address any edits
  • Submit the report
  • SNG staff will send an email to SNG
    administrators when the Interim Reporting Tool is
    open. Interim Report due dates are listed on the
    SNG Timeline in the SNG Program Manual.

5
Creating the File
  • Download your files from your internal system and
    save to your computer
  • Must be in text file format
  • Find record layouts in the Reporting
    Requirements chapter of the SNG manual
  • Served and unserved in separate files
  • Each category contains their own summary and
    detail information

6
Reporting Served and Unserved Students
  • There are 2 types of files you will upload a
    served file and an unserved file.
  • Served, or awarded, students refer to
  • Those who have received a SNG payment
  • Those who have SNG funds committed
  • Report both paid AND anticipated awards for the
    ENTIRE YEAR, not just the term you are working
    within.

7
Reporting Served and Unserved Students
  • Unserved students refer to
  • Those who are eligible and enrolled, but cannot
    be awarded due to the institutions lack of funds
  • Dont forget to report your summer-eligible
    students!
  • Those awarded with institutional funds due to the
    lack of SNG funding
  • Unserved data should be carefully vetted for
    eligibility and accuracy
  • A student may be on both lists, but not for the
    same term

8
Summary and Detail Records
  • A single summary record and at least one detail
    record must be present in each text file for each
    student.
  • The summary record contains basic demographic
    information that is unlikely to change in the
    course of the year
  • SSN
  • First and last name
  • Family information
  • The detail records are an accounting of each
    terms enrollment, disbursement, and/or award.
  • SSN
  • Amount awarded or committed
  • Term
  • Enrollment status

9
Log on to the HECB Secure Site
https//fortress.wa.gov/hecb/secure/login/asp
10
(No Transcript)
11
Interim Tool Main Menu
12
Uploading Files
13
Viewing Errors
14
Addressing Edits
15
Viewing List of Students with Edits
16
Editing a Student Record
17
Editing a Student Record
18
Adding a Repayment Flag
19
RECONCILIATION
20
RECONCILIATION
  • Reconciliation Differences
  • Some edits no longer overrideable
  • Enhanced Summary Report that must be balanced
  • If not balanced, funds may need to returned to
    HECB
  • Less Than Half Time awards must not exceed
    allocation

21
Submitting the Report to HECB
22
Questions?
  • Refer to the SNG Program Manual
  • Contact SNG Staff
  • Carissa Glassburn, Program Manager
  • 360-753-7841 Carissag_at_hecb.wa.gov
  • Victor Fernandez, Payment Coordinator
  • 360-704-4153 Victorf_at_hecb.wa.gov
  • Janet Cornell, Receivables Coordinator
  • 360-704-4165 Janetc_at_hecb.wa.gov
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