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The Monthly Memo Archive

The Monthly Memo

October 1, 2002

Dear Colleagues,

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

Note: All revisions, updates and additions for the 2002-03 academic year have been made to the electronic Policy and Procedure Manual and are now available to you.

Points of Interest:

  1. HEAB is expected to convert its PC Network System the end of this week. Due to the conversion, all vouchers submitted for Friday, October 4th processing will be held and processed Tuesday, October 8th. If you have any questions, please do not hesitate to contact us.

  2. Just a reminder that student grant funds must not be vouchered prior to the student's award being posted on the notification list.

  3. If a student does not have an award calculated or is not showing eligibility on the notification list, please review the following error lists that are sent to each school after the notification list is run:
    • Graduate/Non Resident
    • Student Rejected in Analysis (includes Selective Service review)
    • Students Requiring Eligibility Review
    NOTE: Please review the electronic Policy and Procedure Manual for detailed procedures related to this process.

  4. Just a reminder that the revised "Return of Funds" Policy and Process went into effect July 1, 2002. This policy and process must be applied to all programs HEAB administers. Please review the electronic Policy and Procedure Manual, Chapter 10, for details.

Points Related to Processing:


  1. 2002-03 notification lists and associated reports are scheduled to run October 1st, 8th, 15th, 22nd, and 29th.

  2. 2002-03 award commit and spent for WHEG and WTG are as follows:

      UW WHEG Award Commit = 120.81% (last year at this time it was 120.39%)
      UW WHEG Award Spent = 41.20% (last year at this time it was 39.63%)
      WTC WHEG Award Commit = 160.69% (last year at this time it was 138.28%)
      WTC WHEG Award Spent = 43.36% (last year at this time it was 39.40%)
      WTG Award Commit = 115.17% (last year at this time it was 114.12%)
      WTG Award Spent = 36.51% (last year at this time it was 29.34%)

  3. The 2002-03 voucher (V) process began August 2, 2002. Vouchering occurs both Tuesday and Friday nights. Requests will be processed if they are received by 12NOON on either Tuesday or Friday. . Please note that vouchering will not occur Friday, October 4th due to a PC Network System Conversion.

  4. TIP nomination forms can now be sent to John Whitt.

  5. Beginning with the 2002-03 academic year, file maintenance will be accepted for the following items only:
      Professional Judgement changes
      Special Tuition
      Selective Service changes
      Special Circumstances
    If you have a situation that you believe is a special circumstance, please contact the program coordinator. ALL other changes must by made by submitting information to the federal processor. Please note that we are now accepting file maintenance for 2002-03.

Other Points:

  1. The next training sessions will be held:

      November 21, 2002

    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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