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The Monthly Memo Archive

The Monthly Memo

June 1, 1999

Dear Colleagues,

Please visit our web page. The site address is: heab.state.wi.us.

Points of Interest:

  1. The Joint Committee on Finance (JFC) continues to hold executive sessions on the biennial budget. Action by the JFC since the last monthly memo included the approval to fund the Indian Student Assistance Grant Program through PR funding derived from tribal gaming revenue. JFC also approved to establish a new WHEG program for tribal college students to be funded through gaming revenue. The committee had hoped to complete their work by the end of May. However, at this point in time it is being projected that committee work may not be complete until the end of June. Senator Burke, JFC Co-Chair, did however announce today that the committee will meet daily until the budget bill is complete. Keep in mind that once the JFC completes its process, the Assembly and Senate will next have the opportunity to make changes to the proposed budget before it ultimately goes back to the Governor for signature. Given the circumstances, I expect the Higher Educational Aids Board will meet at the earliest late June or as late as August to discuss WHEG/WTG formulas.

  2. Sandy Thomas and Mary Lou Kuzdas will be out of the office June 7th through the 11th. They both will be attending MASFAA's fundamentals workshop. If you have questions that need immediate attention that week please call the agency's general number 608.267.2206 or send an email to: HEABmail@heab.state.wi.us.

Points Related to Processing:


  1. 1998-99 notification lists and other associated reports are scheduled to print 6/1/99. A final 1998-99 notification list will be run in late July.

  2. We will continue to run the 1998-99 vouchering process on Tuesday and Friday nights of each week until June 15, 1999. June 15th is the last day to voucher 1998-99 funds. Just a reminder that we cannot guarantee that your request can be loaded on the same day it has been received if the information arrives after 12NOON. Please keep in mind that it takes two to three business days after the vouchering process runs before checks are physically printed. So please plan accordingly. Contact me if you have any questions.

  3. Currently the award commit and spent for WHEG and WTG is as follows:

      UW WHEG Award Commit = 134.84% (last year at this time it was 136.70%)
      UW WHEG Spent = 95.03% (last year at this time it was 94.85%)
      WTC WHEG Award Commit = 168.71% (last year at this time it was 172.95%)
      WTC WHEG Spent = 99.27% (last year at this time it was 97.90%)
      WTG Award Commit = 114.48% (last year at this time it was 112.78%)
      WTG Spent = 100.00% (last year at this time it was 99.67%)

  4. Please return all refunds as soon as possible. Please continue to include the following when you are sending refunds:

    • School Code
    • Student's Name
    • Student's Social Security Number
    • Amount of money that is being returned for the individual student
    • What semester or term and academic year the funds were originally disbursed for
    • Type of program the funds have been disbursed from and the Disbursement Code
    • HEAB's Voucher Number

    This information is very important! Thank you.

  5. Please be aware that at the end of 1998-99 there will be a June 15, 1999, deadline for submitting all adds, changes, vouchers, and refunds.


  1. 1999-2000 tentative WHEG and WTG formulas were sent to you under separate memo. Please keep in mind that these are tentative and may be adjusted once the biennial budget is firm. The Joint Committee on Finance (JFC) is currently working on the 1999-2001 biennial budget. It is difficult to know at this time how long JFC will continue to meet and how long the Assembly and Senate will take to complete their work on the budget once the process moves to each house. In 1997-99, the Senate took approximately two months and the Assembly took approximately one month. Please see more information related to this subject above.

  2. 1999-2000 notification lists and other associated reports are scheduled to print 6/8/99 and 6/22/99. As many of you already know, the Federal Processor has encouraged schools and state agencies to move from the 16-bit to the 32-bit Wide Area Network (WAN). This was to allow the transfer of files to occur at a faster pace. HEAB did convert to the 32-bit and unfortunately has experienced some difficulties in receiving all of its files. Based on discussions on FINAID-L, many of you have had some of the same difficulties. Due to this problem, federal files dated 4/22/99, 5/6/99, and 5/17/99 were not included on last week's notification list. The Federal Processor has "resent" these files to us. We are currently taking steps to back out and then reload all files and file maintenance in sequential order from 4/22/99 (including the three missing files) before next week's notification list is run. Please let me know if you have any questions. Also notice that the continuing TIP awards were on the notification list last week and will continue to show on future lists.

  3. Since we are currently processing FM for both 1998-99 and 1999-2000, it is very important to clearly indicate which year information is being sent for.

  4. The 1999-2000 voucher (V) process will begin August 3, 1999. You may begin sending in voucher requests the last week in July. Please only voucher funds for students who are registered for coursework.

I appreciate your feedback and thoughts! My phone number is 608.264.6181, FAX: 608.267.2808, EMAIL: jane.hojan-clark@heab.state.wi.us and SNAILMAIL: HEAB, P.O. Box 7885, Madison, WI 53707-7885.


Jane Hojan-Clark, Executive Secretary
Wisconsin Higher Educational Aids Board


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