Note: Additional Information Regarding Reporting Requirements Is Presented Following This Table. Allowable. Instructions Name

Transcription

1 Nte: Additinal Infrmatin Regarding Reprting Requirements Is Presented Fllwing This Table. Clumn Clumn Allwable Instructins Name Values A SSN Numbers 9-digit SSN, including lead zeres if applicable D nt enter dashes B Last Name Alphabetic Name Alpha Characters Only C First Name Alphabetic Name Alpha Characters Only D Middle Initial Alphabetic Name One Alpha Character Only N Punctuatin E ISIR Transactin Number ISIR transactin number that crrespnds with the data used t determine the student s financial aid eligibility Use a leading zer if the transactin number is less than 10 F EFC Number CANNOT EXCEED 1700 Primary EFC that determined the student s financial aid eligibility Up t 5 digits can be used; hwever, if a student s EFC is greater than 1700, they are nt eligible t receive an OTAG award AND shuld nt be reprted n the Award Claim Frm G Attendance Status FT = Full-time PT = Part-time Update r enter student s current attendance status H Payment Perid Disbursement Payment Request REQUIRED Enter the whle dllar amunt being requested fr the student fr this disbursement nly. Must be at least $100 per semester I Blank 1

2 Clumn J K Clumn Name OTAG Award Status Indicatr Indicatr fr Resident Due t Military Status Allwable Values Infrmatinal Only -- DO NOT UPDATE THIS FIELD. In spring, indicates student s OTAG status at end f previus fall semester Blank fr mst students Put a Y in this field when yu have added an eligible student that qualifies fr in-state status and financial aid. Instructins Always blank n a fall semester Award Claim Frm A=Awarded and Paid in fall C=Awarded and Cancelled in fall P= Nt Awarded but meets selectin criteria Leave blank unless the student qualifies fr in-state status and financial aid AND did nt list Oklahma as the state f legal residence n the FAFSA. These students must be enrlled and meet all f the OTAG eligibility criteria at the time the claim is submitted L Student ID Text Enter the schl-assigned student identifier. Up t nine characters and/r numbers are allwed. Optinal Institutins must prvide the schlassigned student identifier in rder fr the value t be displayed n the related disbursement rster. Pre-Ppulated Award Claim Frm Students listed in the pre-ppulated Award Claim Frm reprted yur institutin n their FAFSA and meet the basic OTAG awarding criteria listed belw. FAFSA receipt date is March 31, 2015 r earlier On the current ISIR transactin in the OTAG database n the date the pre-ppulated Award Claim Frm was created, the student s infrmatin reflected: EFC 1700 r lwer OK is state f legal residence self-reprted by the student N federal reject cdes r OTAG reject cdes active Enrllment level is undergraduate N bachelr s degree received is indicated n the transactin Student has nt reached Pell lifetime limit The pre-ppulated reprt will likely include students wh, while they meet the abve criteria, cannt be awarded. It is the institutin s respnsibility t ensure that any student submitted n their cmpleted Award Claim Frm is currently enrlled and meets all f the OTAG eligibility criteria at the time the claim is submitted. A cmplete list f eligibility requirements is prvided at Award Claim Frm Instructins fr Cmpletin (Excel) T request OTAG funds fr students at yur institutin, the students names and infrmatin must be submitted t OTAG n an Award Claim Frm. 2

3 1. Begin with blank OTAG Award Claim Frm Template r OTAG Pre-Ppulated Award Claim Frm. Blank ACF templates are available frm OSRHE Financial Aid Resurce fr Institutins ( Pre-ppulated frms are available frm OTAG upn request. The pre-ppulated Excel Award Claim Frm and Excel Award Claim Frm template will be in the newer Excel.xlsx frmat. It is recmmended that institutins use Excel 2007 r newer when creating r updating the Award Claim Frm. If yur institutin is using an lder Excel.xls versin (prir t Excel 2007), yu will need the "Micrsft Cmpatibility Pack" installed t pen and use the pre-ppulated and template Award Claim Frms. The "Micrsft Cmpatibility Pack" can be dwnladed frm the Micrsft website URL Please read all instructins and system requirements needed befre installing the "Micrsft Cmpatibility Pack" t yur cmputer system. When using the lder versin f Excel (prir t Excel 2007), please save the Excel Award Claim Frm in the Excel.xlsx frmat by selecting "Excel 2007 Wrkbk *.xlsx" frm the "Save As Type" list. Cntact OTAG as sn as pssible if using the newer Excel.xlsx versin r using the "Micrsft Cmpatibility Pack" are nt viable ptins fr yur institutin. 2. Save and rename file n yur cmputer. Befre yu begin wrking n yur Award Claim Frm, be sure t save it in yur cmputer netwrk directry. The preppulated reprt OTAG prvides will always be named xxxmmddyyyy.acf.xlsx where: xxx is yur institutin s three-letter OTAG reprts cde, MMDDYYYY is the date OTAG created the pre-ppulated reprt, and acf represents Award Claim Frm utbund (sent frm OTAG t an institutin). When yu save the file t yur cmputer, whether yu are using a blank template r a pre-ppulated frm, please: rename the file using the frmat xxxmmddyyyyacfi.xlsx where acfi represents inbund (t be sent frm an institutin t OTAG) Simply change the last part f the filename frm acf t acfi. Adhering t this specific naming frmat will assist OTAG staff and will be appreciated. 3. Review Student Data. By including a student n an award claim frm submitted t OTAG, the institutin certifies that the student meets all eligibility requirements t receive an OTAG award and requests immediate disbursement f funds fr that student. Allwable Values: Allwable values fr each clumn must be strictly adhered t. If a clumn is updated with a value nt specified in the Allwable Values table fr that clumn, OTAG's autmated prcessing system will nt be able t read it crrectly, and the institutin will be asked t submit a crrected reprt. Transactin Number (Clumn E): Institutins may be asked t assist OTAG staff in reslving ISIR transactin number and EFC mismatches if fund when an inbund Award Claim Frm is prcessed with the current OTAG database. If yu are using a pre-ppulated frm and yu have awarded a student based n an ISIR transactin ther than the transactin number pre-filled in Clumn E, yu shuld enter the crrect ISIR transactin number as well as the crrect EFC in Clumn F. Attendance Status (Clumn G): Please pay clse attentin t the current attendance status in Clumn G and make any apprpriate adjustments t FT status. 3

4 Full-time status will be assumed. Please update fr part-time attendance. Full-time and part-time statuses are defined in accrdance with the current definitin fr full-time and half-time attendance status fr federal Title IV student financial aid eligibility. N values ther than FT and PT are allwed in this clumn, and reprts cntaining any ther values in this clumn will nt be accepted fr prcessing. Payment Perid Disbursement Amunt (Clumn H): The calculated disbursement amunt must be entered in this clumn. The minimum award amunt is $200 ($100 per semester). If an amunt less than $100 is requested in this clumn, the request fr funds will be denied by OTAG. Please remember the annual maximum is $1,000 fr mst institutins. Award due t Military Status (Clumn K): (The entire recrd will have t be manually entered n the fall claim and a Y placed in this field.) An entry in this clumn indicates that the student qualifies fr in-state status and financial aid as a full-time active duty member f the armed frces r dependent f a full-time active duty member f the armed frces. New legislatin nw extends in-state status t certain veterans, spuses and dependent children as well. ROTC participants are als nw eligible fr in-state status. This entry is necessary nly fr students that have indicated a state f legal residence ther than Oklahma n the FAFSA. The student must meet all ther OTAG eligibility criteria. Student ID (Clumn L): Optinal. If institutins wish t list the schl-assigned student identifier n the related disbursement rster, these identifiers must be entered int this clumn by the schl. OTAG will nt maintain r track this number after its appearance n the disbursement reprt. This clumn may be left blank. 4. Cmplete Heading. Heading: The spreadsheet heading must be filled ut with the fllwing infrmatin: Institutin Name (pre-filled if using a pre-ppulated reprt prvided by OTAG) Institutin 6-digit Title IV cde number (pre-filled n pre-ppulated reprts) Semester and Award Year (Fall r Spring and ) (pre-filled if using a pre-ppulated reprts) Name and Title f the Authrized Institutinal Representative cmpleting the Award Claim Frm and respnsible fr the accuracy f the award eligibility data (all institutins must cmplete) Date the Award Claim Frm was cmpleted (all institutins must cmplete) Award Claim Frms withut this infrmatin cmpleted will nt be accepted. Authrized Institutinal Representative: The Award Claim Frm must be submitted by an authrized institutinal representative fr the OTAG prgram as designated by the president r chief executive fficer f the institutin. Multiple Award Claim Frms can be submitted in each semester. Please try t submit all fall 2015 payment perid claims by December 15 th and all spring 2016 payment perid claims by May 30 th. 5. Uplad Reprt t O-SAFE (OSRHE Secure Access File Exchange). O-SAFE instructins can be requested by at reprts@tag.rg. 4

5 If yu have questins cncerning the Award Claim Frm Excel Spreadsheet r fr general OTAG inquires, cntact the OTAG ffice at r tll-free at (ptin 6) r send t reprts@tag.rg 5