FA Worksheet

Focus’s FA Worksheet provides a tool for financial aid administrators to map out student award amounts, determine the unmet financial need, and set estimated payments.

Creating Financial Aid Worksheets

Be sure all information is set up for the FA Worksheet via System Preferences > Post Secondary tab. Note: The School Preferences and Default School Preferences tabs display different options.

1. From the Billing menu, click FA Worksheet.

2. In the Search Screen, enter search criteria to locate the student and click Search.

For information on conducting a student search, see Searching for Students.

Based on search criteria, specific students will be listed by Photo and Student name.

3. To create a FA Worksheet for a student, click the applicable Student name.

4. Click + Create New Worksheet to create a FA worksheet for the student.

Any worksheets already created will display. Click View to open and edit the worksheet.

5. Start by completing the Demographic Information section. A lot of the information here will automatically populate from the student's demographic information (such as Student Info).

Note the fields marked with a red asterisk; these fields are required to be completed before you are able to save the worksheet.

C Codes Resolved?: Select Yes or No to indicate whether the C codes have been resolved.

Comp Date: Once the student completes the program enter the program completion date.

Verification Completed?: Select Yes or No to indicate whether verification has been completed.

6. Next, you need to manually enter the student’s educational information, such as the Program, Living Arrangements, and Residency fields, which must be entered in order to populate the program hours, tuition, fees, and unmet need on the worksheet.

Program: Select the program of which the student is enrolling from the pull-down.

Prog Entry: Enter the date the student started/will start the program.

Time: Select Full Time or Part Time from the pull-down.

WD Date: Enter a withdrawal date if the student withdrew during the program.

EFC: Enter the student's expected family contribution.

Academic Year Start Date: This date is used to calculate the percentage of Pay Period 1 hours the student has remaining for the Pay Period 2 Students Alert.

Term: Enter the identified trimester the student is expected to begin the program.

Expected Completion: Enter the expected completion date for the program.

R/E Date: Enter the date the student re-entered the program, if applicable.

Student Status: Select the level of dependence/independence for the student, including whether EFC calculation is relevant.

Living Arrangements: Select Lives with parents or relatives or Lives independently from the pull-down.

Education: Select the student's level of education, such as High School, GED, or Home School.

Auto Zero EFC Flag: Select Yes or No to determine whether or not the student's expected family contribution (EFC) has been auto calculated as zero based on the ISIR.

Residency: Select Resident or Non-Resident from the pull-down.

Children 0-6: Select the number of children aged 0-6 in the residence from the pull-down.

Children 7-12: Select the number of children aged 7-12 in the residence from the pull-down.

7. The budget information includes information regarding the student’s academic year and remaining hours. Tuition and fees are populated to calculate Cost of Attendance. Additional funding is entered to determine if there is an unmet need.

Academic Year: Hours: Defaults to the number of hours defined in System Preferences as the academic year. These hours are used to calculate payment periods and award amounts through the worksheet.

Academic Year: Weeks: Defaults to the number of weeks defined in System Preferences as the number of weeks in an academic year. Manually adjust this field for programs that are calculated longer or shorter (if applicable).

Program Length: Defaults to the total number of hours for the selected program and pulls from the Subject set up of Courses & Sections.

Transfer: Hours: Enter any hours transferred from another school.

Prev. At This School: Hours: Enter any previous hours completed for this program at this school.

Prev. Paid: Hours - Enter any hours previously paid.

Remaining: Hours: This is a calculated field of the Program Length minus the Transfer (Hours) and Prev. At This School (Hours).

Remaining Paid: Hours: This is a calculated field of the Program Length minus the Transfer (Hours) and Prev. Paid (Hours).

Enrollment Time %: Calculated Percentage of time spent enrolled in the Program (Hours per Week) and number of Weeks in Program.

Annual PELL Schedule Award: The scheduled amount of allowed PELL to be awarded based on the student’s financial demographics and academic program/enrollment status.  

ISIR LEU: Institutional Student Information Record of PELL Lifetime Eligibility Used.

Calculated LEU %: A calculated percentage of the used total Pell Award, as compared to total Pell Lifetime Eligibility to be Used.

8. Click the Save button. Once data is saved the Payment Periods table will populate.

Payment Periods:

Pay Period Hours 1, Pay Period Hours 2: These are calculated fields. If the Program Award Year Hours is less than or equal to 450, the Pay Period Hours 1 is 450 and Pay Period Hours 2 is 0. If the Program Award Year Hours is greater than 450, the Program Award Year Hours is divided evenly for Pay Period Hours 1 and Pay Period Hours 2. These fields can be overwritten.

Payment 1/ Payment 2: These are the estimated payments based on the information entered into the worksheet. The requested checkbox is in relation to the Pay Period 2 Students Alert. Checking this box will remove the student from the portal alert.

The Amount is automatically recalculated when the Hours field is adjusted.

Clock-Hour BUDGET

Tuition/Fees: These fields populate based upon the Student Cost of Attendance and the input for Living Arrangements and Residency.

Books/Supplies: These fields populate based upon the Student Cost of Attendance and the input for Living Arrangements and Residency.

Subtotal A: This is a sum of Tuition/Fees and Books/Supplies.

Room/Board: These fields populate based upon the Student Cost of Attendance and the input for Housing, Transportation, and Misc. Living expenses.

Misc.: These fields populate based upon the Student Cost of Attendance and the input for Housing, Transportation, and Misc. Living expenses.

Transportation: These fields populate based upon the Student Cost of Attendance and the input for Housing, Transportation, and Misc. Living expenses.

Dependent Care: Enter an amount based upon the Student Cost of Attendance and the selected number of Children.

Disability Care: Enter the amount of disability care, if applicable.

Subtotal B: This is a sum of Room/Board, Misc., Transportation, Dependent Care, and Disability Care.

Pell COA: This is a sum of Subtotal A and Subtotal B.

Prorated Annual PELL: This is a calculated field of the Program Award Year Hours/Academic Year Hours multiplied by the Annual PELL Schedule Award.

Amount of PELL Used: This is a calculated field of the previously used PELL as compared to the beginning balance.

Campus Based Student Need

CB Awd Yr Hrs: Institutional Charges: The total Institutional Charges for the 900 clock hour academic program.

Cost of Living: The total estimated cost of living for the academic year (9 months).

EFC: The total calculated estimated family contribution.

CB Student Need: Once the total Campus-Based Student Award for a 900 Clock hr year has been determined, with the Institutional Charges, Cost of Living, and EFC, the result is the actual CB Student Need Amount.

(STI) FISAP Student Income: Student Income in accordance to the Fiscal Operations Report and Student Application to Participate.

(TI) FISAP Parent Income: Parent income in accordance to the Fiscal Operations Report and Student Application to Participate.

(FTI) Total Family Income: Combined Student and Parent income in accordance to the Fiscal Operations Report and Student Application to Participate.

Resources

Federal Pell: This resource is calculated using the EFC number and the current year full time Pell Award.

Federal SEOG: Manually enter the amount of the student’s FSEOG award.

VocReh: This resource is calculated based upon any assistance from Vocational Rehabilitation.

FAFTF: This is a resource based from the Financial Action Florida Task Force.

Scholar: The resources allotted from various Scholarships.

VA: This is a resource based on the Veterans Aid and Attendance Benefit Eligibility Calculator.

FW: Resources based from the Plumbing, Heating, Cooling, and Industrial Supplies unions.

WorkForce: Any resources or sponsorships based on the WorkForce governmental organization.

Other 1 & Other 2: Any other resources that may provide assistance towards the student’s education.

Total FSAG-CE: This is a calculated field. If the Program Length is less than the Academic Year Hours, this field equals the (Program Length/Academic Year Hours) multiplied by the Federal SEOG Award. If the Program Length is greater than the Academic Year Hours, the Prorated Federal SEOG is equal to the Federal SEOG Award.

Total Resources: Total calculated resources allotted for the student for the academic year.

Unmet Need: Any resulting need calculated as the difference between the total expenses calculated and the total resources/financial assistance/family income.

The Program, Student Status, EFC, and Residency fields must be filled in in order to populate the program hours, tuition, fees, and the unmet need on the worksheet.

9. The Payment Period Breakdown section populates based on the information entered in the Payment Periods section. The Payment Period Breakdown calculates federally-based financial aid program payment amounts and expected payment dates for the specified payment period, in accordance to the student’s hours earned, academic progress, grade, and financial aid worksheet calculations.

FSEOG: A Federal Supplemental Educational Opportunity Grant, FSEOG, is a federal assistance grant reserved for college students with the greatest need for financial aid to attend school. This portion of the Payment Period Breakdown will display what the anticipated amount and expected date of SEOG payment for the student for this Payment Period.

FSAG-CE: The Florida Public Postsecondary Career Education Student Assistance Grant (FSAG-CE) is a need-based grant program available to Florida residents attending eligible and participating Florida colleges or career centers operated by district school boards.

R2T4: The return of funds is based upon the premise that students earn their financial aid in proportion to the amount of time in which they are enrolled. A pro-rated schedule is used to determine the amount of federal student aid funds he/she will have earned at the time of the withdrawal.

SAP Status: Satisfactory Academic Performance Standards are federally-regulated and require colleges and career centers to monitor progress toward completing the degree program. Failing to meet the SAP Standards may result in a financial aid warning or suspension.

Net Check: The adjusted gross pay, minus the fees that were deferred for registration and bookstore. If a student is eligible for an overage or educational credit, the amount will populate in this field.

Hours Earned: Attended hours for the payment period based on Award Year State Date of 1st Date of Attendance and the Payment Period End Date.

Difference: The Payment Period hours minus the Attended hours for the Payment Period.

SEOG Exp. Pay: Manually enter the expected amount of SEOG.

SEOG Exp. Pay Date: Manually add the expected date of the SEOG payment.

SEOG Date Paid: Entered by the financial aid administrator once funds have been received.

FSAG-CE: Manually add the amount the student is expected to receive.

Grade: Displays the posted Final Grade for the student.

R2T4 Date: Enter the date the funds were returned.

R2T4 Amount: Enter the amount returned. These fields can be linked to the R2T4 Worksheet.

SAP Status: Values are satisfactory, warning, probation and denied.

10. When all data has been entered, click the Save button.

11. To view all listed FA Worksheets for the selected student, click Back To List.

FA worksheet fields can be used to generate Advanced Reports. For example, run an advanced report for Net Check to see how much they owe the student.