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The Monthly Memo Archive

The Monthly Memo

July 1, 2000

Dear Colleagues,

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

Points of Interest:

  1. A revised 2000-01 WTG formula has been sent out in a separate memo. Please let me know if you did not receive a copy of the new formula so that I can get it to you. If you have students with "special tuitions," please identify those students with their special tuition WTG code each time file maintenance is submitted for them.

  2. The next Board meeting is scheduled for July 21st. It will be held from 9AM to approximately 12NOON at the State Capitol in Room 201SE.

  3. A number of Financial Aid Administrators asked that I move the deadline to provide feedback for the Policy and Procedures up to January 1, 2001 allowing the final copy to be reviewed and approved by the board at their February, 2001 meeting. With the approved final copy available in February, schools would have ample time to update publications, etc. for 2001-02 if need be. Please let me know by July 15, 2000 if you have some concerns with moving this date up to January 1st.

  4. Sandy Thomas will be out of the office from July 10th through July 21st. Please refer questions you might have to Jim Buske in Sandy's absence.

  5. Just a reminder that when sending file maintenance that includes contribution changes, you must always include the SC and PC along with the new EFC for dependent students. This is important for maintaining our internal student system particularly when working with the TIP grant.

Points Related to Processing:


  1. The 1999-2000 final notification list and other associated reports are scheduled to print in late July.

  2. 1999-2000 award commit and spent for WHEG and WTG is as follows:

      UW WHEG Award Commit = 138.84% (last year at this time it was 135.44%)
      UW WHEG Award Spent = 89.14% (last year at this time it was 97.00%)
      WTC WHEG Award Commit = 157.34% (last year at this time it was 168.83%)
      WTC WHEG Award Spent = 91.44% (last year at this time it was 100.00%)
      WTG Award Commit = 109.68% (last year at this time it was 114.75%)
      WTG Award Spent = 88.60% (last year at this time it was 100.00%)


  1. 2000-01 notification lists and other associated reports are scheduled to print 7/11/00 and 7/25/00.

  2. The 2000-01 voucher (V) process will begin August 1, 2000. You may begin sending in voucher requests the last week in July. Please only voucher funds for students who are registered for coursework.

  3. 2000-01 award commit for WHEG and WTG is as follows:

      UW WHEG Award Commit = 72.65% (last year at this time it was 71.70%)
      WTC WHEG Award Commit = 61.43% (last year at this time it was 70.58%)
      WTG Award Commit = 102.14% (last year at this time it was %)

Other Points:

  1. Here are a few tips for bringing in your electronic Notification Files:

    1. set all margins to 0.25"
    2. set paper orientation to landscape
    3. set font to Courier (or Lucida Console if you have it)
    4. set point size to 9

  2. If you encounter problems opening the file directly from email, try saving it to your server or hard drive using either Notepad or WordPad to open it. If this doesn't work, please give Barb Moermond a call at (608) 266-3091 and she will work with you to try to find a solution.

  3. If your school transfers data to HEAB via an FTP site, please notify Barb Moermond at barbara.moermond@heab.state.wi.us as soon as possible whenever any changes in your FTP set-up, software, IP, etc. occur. Once notified, Barb will make all the necessary changes that need to be made at our end in order for HEAB to continue to be able to transfer data to and from your school.

  4. To all schools using the HEAB templates for file maintenance and voucher requests: Please refer to the Frequently Asked Questions section on the HEAB web page (http://HEAB.state.wi.us) where you will find the formatting guides for both templates. Please use the guides and verify that both templates are formatted exactly the way the guides indicate. There have been an increasing number of problems with files not being formatted properly when they had been fine previously and this means that the file maintenance changes and/or voucher requests that have been submitted aren't going through. Please contact Barb Moermond ( barbara.moermond@HEAB.state.wi.us) if you have any questions.

  5. There have been a number of schools who have been sending file maintenance for students who are not enrolled at their school. Therefore, new awards keep recalculating based on file maintenance sent in by the school where the student is not attending. The school where the student is attending has to keep sending file maintenance to correct what the other school has sent. To eliminate this problem, please only send file maintenance for students who you know are attending or plan to attend your school.

  6. Please be aware that if you request a disbursement of less than $250 for a term or a semester or if the student has used nine semesters of eligibility, the voucher request is manually handled through a "special voucher" which is run on Wednesday nights.

  7. Also be aware that you cannot voucher funds for a student you just sent FAFSA changes for to the federal processor. Please voucher funds for students after they are reflected on the notification list. Our agency will calculate an award the Tuesday or Friday night after file maintenance is received or after the student is loaded from the federal record (which we draw down daily). However, the notification list which communicates the student award to you is run every other Tuesday. Please keep all of this in mind when you are making student record changes or vouchering funds. Please also keep in mind that we calculate awards on the most recent information that is received either through file maintenance or from the federal processor.

  8. Just another reminder that students can receive up to ten semesters of a combination of WHEG/WTG rather than ten semesters of each.

  9. Recently there has been an increase in the number of errors in the processing of refunds. The errors fall into two categories:

    1. Schools returning more money for a student than was originally vouchered.
    2. Schools sending in duplicate refunds.

    Please take a moment before sending in refunds to check and make sure that:

    1. You are returning the proper amount.
    2. You have identified the proper program.
    3. That the same refund has not been sent to us previously.

  10. The next three training sessions are:

      July 27, 2000
      September 21, 2000
      November 16, 2000

    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.

    If you want to register for a session or need more information, please call Jim Buske at (608) 267-9865 or send email to james.buske@heab.state.wi.us.

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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