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The Monthly Memo
March 2008

IN THIS ISSUE

LOOKING FOR VOLUNTEERS TO TEST NEW 0809 LIST!
We would like to have interested schools test our new notification list that will be available when we begin processing the 0809 information. If interested, please email me at connie.hutchison@wi.gov and I will add you to the list. The new list will contain more information and detail - but your input is critical to making it work. I appreciate any help we can get.

NEW NOTIFICATION LIST LAYOUT - BUT. . .
The 0809 notification list will be a tab delimited file with a lot more detail. As soon as testing is complete we will get the details to everyone. Please note that we will continue to provide the delimited notification list in its current layout at least through December, 2008, in addition to the new delimited format. Once we have completed testing and can provide you with the new list we will work with you to assess the amount of time it will take to convert all of your systems so they can accommodate the additional data. The Notification List in report format will be eliminated at the end of the 2007-08 academic year.

First 0809 Notification List - We're Aiming for April 2
If all goes as expected we will distribute the first 0809 notification list on April 2. We will alternate between 0809 and 0708 lists until we have completed processing 0708. As soon as the new layout is completed, schools will receive two (2) 0809 lists in the SSL folders each processing week: the current layout and the new, improved layout. We are doing this to provide the time necessary for schools to update their systems to accommodate the changed layout.

FINAL VOUCHER FOR 0708 - MAY 16 (Friday)
We have moved the final voucher up a month to May. We need this extra time to ensure we have all funds spent with enough time left to finalize HEAB’s annual accounting procedures.

PLEASE SUBMIT REFUND LIST ELECTRONICALLY!!
When we receive your refund lists Cassie Weisensel enters all of the information into our system. It is much quicker and leaves less room for errors if you submit your refund list USING THE HEAB TEMPLATE (http://www.heab.wi.gov/rfndtemp.xlt) electronically. You can send a paper copy with the money, but providing an electronic copy is essential for quick turnaround of the funds - particularly as we near the end of the academic year.

NO ¢ENTS - IN VOUCHERS OR REFUNDS!!
WE STILL HAVE A FEW SCHOOLS INCLUDING CENTS IN THEIR REFUNDS! PLEASE HELP US GET THE WORD TO THE RIGHT PEOPLE ON YOUR CAMPUSES THAT WE ARE NO LONGER ACCEPTING CENTS IN REFUNDS!
Beginning in January 2008, if your refunds includes cents, HEAB will return your entire check to your institution. Our new system now accepts only full dollar transactions. Please use standard rounding when determining the dollar amount to be refunded. Sorry for the inconvenience.

Voucher requests with any amounts that are not whole dollars will be truncated (not rounded) when processed by the voucher program. These are avoided by rounding awards up in the fall and down in the spring. For AES, fall requests MUST be $563 and spring $562. Any fall request that comes in at a different value (562.50 or 562) will be changed to $563.

NOTIFICATION LIST
Distributed Wednesday afternoons: March 5, 12, 19, 26
  April: We will alternate between 0708 and 0809 lists (We aim to have the first 0809 list out on April 2)

AES LIST
Thursdays: March 13, April 10, and May 8
Please look for the schedule online at: http://www.heab.wi.gov/finaid.html

VOUCHER PROCESSING
Tuesdays and Fridays for files uploaded by noon.

Please check our Webpage for current Notification List and Voucher Processing Schedules.
http://www.heab.wi.gov/finaid.html

UPCOMING EVENTS

Scheduled HEAB Board Meetings: April 4, 2008 (if needed); August 8, 2008
WASFAA Spring Conference: April 23-25, Wausau http://wasfaa.net/events/conferences.asp

Next HEAB Training Date: March 20, 2008

HEAB conducts one-day training programs for new and continuing financial aid administrators. The training session covers all aspects of the programs administered by HEAB, including:

The program begins at 10:00 a.m. and ends no later than 3:00 p.m. It is held at the HEAB offices at 131 W. Wilson St, Suite 902, Madison, WI. We have room for up to 6 people at each session. Please let us know if you are coming to training as materials are printed based on the number of people attending. To register for a session or for more information, please contact John Whitt at (608) 266-1665 or email him at John.Whitt@wisconsin.gov.

 

Please contact me by phone at (608) 264-6181 or by email at Connie.Hutchison@wisconsin.gov if you have any questions, concerns or comments. Thank you!

Connie Hutchison
Executive Secretary

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