The Monthly Memo

Voucher Requests for 2nd Semester are Now Being Accepted

NOTIFICATION LIST PROCESSING

Tuesdays

December: 7, 14, 21 January: 4, 11, 19*, 25

VOUCHER PROCESSING

Tuesdays and Fridays

December 3, 7, 10, 14, 17, 21 January 4, 7, 11, 14, 19*, 21, 25, 28

*	Notification and Voucher processed on Wednesday, January 19 rather than Tuesday due to a State Holiday that week

UPDATES

	CURRENT	THIS TIME LAST YEAR
TUITION GRANT Committed Spent	104.81% 46.72%	110.76% 49.53%
WHEG-UW Committed Spent	124.51% 48.07%	130.85% 52.31%
WHEG-WTC Committed Spent	167.02% 51.77%	168.65% 54.65%
TIP GRANT Committed Spent	118.36% 43.98%	130.78% 47.64%

Return of Funds
Because this is the second year of the biennium it’s important to get all refunds back in a timely manner. Money that is not spent this year is returned to the state’s general fund and becomes unavailable for the students. This is the current policy on Return of Funds:

HEAB POLICIES AND PROCEDURES - CHAPTER 10
Return of Funds

The timely identification and processing of refunds is essential. Processing of refunds should be given the same priority as the processing of checks when they are initially received. Refunding money in a timely manner helps ensure that Wisconsin students will have money available to them when needed.

Policy

Each institution shall have a fair and equitable refund policy that addresses the return of state funds when a student withdraws from the institution prior to the end of the institutionally determined refund period. State aid programs will have priority for any credit balance remaining from an institutional refund after the federal Return of Title IV Funds requirements are satisfied. The amount of state grants refunded shall not exceed the "unearned" percentage of grant, consistent with the "unearned" percentage of federal funds.

Process

1. Unclaimed or refunded money should be returned to HEAB by check.

2. If a student officially (or unofficially) withdraws, state funds must be returned to HEAB within 30 days of the last date of attendance; or the date the student officially notifies school officials of withdrawal; or the date the school officially designates as the withdrawal date.

3. If a check is unclaimed by the student within 21 days of the date the check is received by the institution, the state funds must be returned to HEAB promptly after the 21st day.

4. The information accompanying the check must include:
   1. Student's first and last name.

   2. Student's social security number.

   3. The correct disbursement code.

   4. Your 3 digit HEAB school code.

   5. The HEAB voucher number (if you do not know the voucher number include the academic year and semester of the award being returned).

   6. Amount of each individual award being refunded.

   7. The check number and date of check being returned. This should not be the number and date of the original award check if different.

5. Please do not submit refund lists via e-mail. Refund lists must be mailed with their accompanying check(s).

6. If you are using the Refund Template (Appendix #19) and submitting your refund lists on diskette, save the refund list as an Excel spreadsheet. Do not save the list as a PRN document.

NOTE: Please remember that for return or refund purposes, Talent Incentive Program Grant funds are considered federal monies. This means the federal refund policy should be used in calculating when and how much to refund.

Connie Hutchison