Skip to Content Bruce Rauner, Governor, State of Illinois

Gift Assistance Budget Instructions

Pursuant to ISAC Rules [Section 2700.30 (e)], postsecondary institutions participating in gift assistance programs with ISAC shall annually report tuition and fee charges to ISAC on or before June 1st preceding each academic year.

Budget data for the MAP, IVG and ING programs will be collected via the GAP Access system for the 2017-18 academic year. The requested budget information follows the same format that was used to report 2016-17 academic year data.  See entry instruction below.

Budget information must be entered for each approved program and each approved school code within a program before it is certified. 

General Instructions
Security
System Navigation
Gift Assistance Programs Budget Entry Overview
    MAP Entry
    IVG Entry
    ING Entry
Certify
Contact ISAC

General Instructions

  1. Budget Deadline

    The budget information must be completed with tuition and/or fee amounts and certified (see instructions below) by the financial aid director on or before June 1st 2017. An ISAC representative may need to contact the school for clarification of information contained in the budget information. Prompt responses to these inquiries are necessary so as not to impact any operational processes using this information.
     
  2. Tuition and Fee Amounts Finalized after June 1st

    If a school's annual budget is not final by June 1, the budget data is to be submitted by the June deadline with estimated tuition and/or fee amounts, followed by an e-mail from the financial aid director to ISAC's School Services Department that provides the approximate date by which the final budget will be submitted. If a mid-year tuition and/or fee increase is anticipated, that information should also be included in the e-mailed from the financial aid director to the School Services Department.

    All final budgets must be received at ISAC on or before August 1, 2017.
     
  3. Tuition Refund Policy

    All institutions must annually provide a copy (either by e-mail, fax or hard-copy mailing) of their tuition refund policy. ISAC's review of an institution’s tuition refund policy shall not be considered approval of any such policies. Refer to the ISAC Rules, Section 2700.30(d) regarding this requirement.
     
  4. Term Date Information

    Term dates are collected for each program. In addition to being required by ISAC rules, the information is also used for planning purposes. For MAP, the term dates allow ISAC to better manage the payment processes for these programs by assisting schools to adhere to the rule which permits schools to submit payment requests beginning 10 days prior to the start of classes for each term, but not earlier [ISAC Rules, Section, 2735.40(l)(3)]. The dates also provide the data needed by ISAC to assist institutions with the year-end refund return process, as well as help institutions to identify the date by which an independent student must have resided in Illinois in order to receive a MAP grant (ISAC Rules, Section, 2700.20).
     
  5. General Institutional Information

    Institutions will be prompted to respond to the following three items before continuing with the process of submitting 2017-18 budget information:

    1. Check this box to confirm that this institution has a valid Program Participation Agreement (PPA) with the U.S. Department of Education (ED). [Checkbox will appear here]
    2. This ED PPA expires: [mm/dd/yyyy field will appear here]
    3. Has your institution undergone a name or ownership change in the last 12 months? [Yes/No radio buttons will appear here]
       
    Valid responses must be provided for the "General Institutional Information" items. For questions 1 and 2, blank is a valid response if you do not have a valid PPA. If question #1 is checked, and/or question #2 is entered, all three questions are required before the budget can be certified.  For Question 3, one of the buttons (“Yes” or “No”) must be selected before the budget can be certified.

  6. Use of MAP Data Reported

    Tuition and mandatory fee information is gathered through this process on or before each June 1st for the upcoming academic year. During the MAP recompute process, which is typically in the summer of each year, any changes to the MAP formula, as well as adjustments to the institution’s tuition and mandatory fee figures, may be incorporated depending on the final state appropriation for the program. (For the 2017-18 academic year, the MAP start-up formula is using the 2003-04 reported tuition and fees.) The reported tuition and fee information, as well as the term start and end dates, room and board charges and contact information, may be used by other ISAC programs and/or for research purposes within ISAC.

Security

The GAP Access Primary Administrator, which in most cases is the financial aid director, will be given Budget_Confirm access by ISAC. The Primary Administrator can grant Budget_ Update or Budget_View privileges to their staff. Refer to the GAP Access User Guide or contact the School Services Department for assistance with security questions.

System Navigation

  • Field Advance - Use the Tab key to move within entry fields.
  • Change page or program - Click one of the four tabs to advance to another page within a program. Click a program code tab to advance to another program.
  • Rounding - All calculations will be rounded to two decimal places if more than two numbers are entered after the decimal in any dollar field.
  • The system calculates the totals and carries them forward to the next screen on several program entry pages. If the calculated amounts are not accurate, return to the prior page(s) and correct the amounts and save any corrections.
  • Save - Click on the save button on each page after entry. Saving the entry on each page before moving to the next page is recommended. At minimum, entry for each program must be saved or data entered for that program will be lost. Corrections to data can be made until the data is certified. Save the page again after a correction is made. After a budget has been certified, contact ISAC with instructions for making changes.
  • Certify – Only certify the budget information after the data entry for all programs and all approved codes is completed and confirmed. Only the financial aid director can certify budget data.
  • Print - Use the print button in the lower right corner to print each page for your records.
  • Time out – Works in a manner similar as other GAP components.
  • Exit – Click on “Signout” in the upper right corner of any screen.

Gift Assistance Programs Budget Entry Overview

  • Log on to the GAP system.
  • Select the School tab from the Login successful screen. The School: Details screen displays. A message will display if a user does not have Demo or Budget privileges. Contact the GAP Access Primary Administrator to gain access to the Budget screens.
  • Select the Budget tab to the right of the School Demographics tab to display the School: Budget screen. The school name & federal school code displays at the top of the School: Budget screen.
  • The year defaults to the budget year being requested in the Academic Year drop-down box. To view a different year, select that year in the drop-down box and click on the Go button.
  • Enter the start and end dates of the regular school year in the Date fields under the School name. Once the regular school year dates are entered, they will carry over and display on all of the budget pages.
  • Enter the information for the PPA questions in the General Institutional Information section.
  • Select a program from the bar below the regular school year dates. Enter the budget information for each approved budget code for each program.
  • Certify the budget information. ISAC will receive the budget data when it has been certified.
  • E-mail, fax or mail a hard copy of the annual refund policy to ISAC.

Monetary Award Program (MAP) Entry

  • Select the MAP tab on the bar below the regular school year dates on the School: Budget screen. If a school participates in MAP only, the MAP tab is the only one that will display.
  • Select the MAP code from the drop down box and click on the Go button. If a school has more than one approved MAP code, budget data must be entered on all four tabs for each approved code. If an unapproved code is selected, an error message in red displays at the top of the screen.
  • Enter the data requested for each approved MAP code for each of the four tabs:
    1. Academic Year Term Dates
    2. Mandatory Fees
      • Enter the highest fee amount based on 16 hours per term in the column on the left. Application, graduation, laboratory, breakage, add/drop fees, and program administration fees for out-of-state or foreign study are specifically excluded. (ISAC Rules, Section 2700.20)
      • Press the Calculate button for the system to calculate the maximum charge for a two or three term (depending on the term type of the school) regular school year.
      • If a school has a one time annual fee, add it to the appropriate field in the Maximum column on the right after the calculation has been applied. Click on the Calculate button again. (example, a school applies a technology fee of $1,000 per year. Add $1,000 to the technology field in the maximum column after the term fees have been calculated.)
      • If a fee in the term amount in the left column needs to be zeroed out, the user must also zero out (manually delete) the Maximum amount in the right column.
      • If a term amount in the left column was zero or the amount previously entered needs to be adjusted, press the calculate button to correct the Maximum amount in the right column.
    3. Tuition Charges
      • Enter the highest per term Tuition Amount (In-District, In-State only) based on 16 hours per term in the field in the left column.
      • Press the Calculate button to calculate the maximum charge for a 2 or 3 term (based on the school’s term type) regular school year.
      • The Mandatory fees are system calculated based on entry on the Mandatory Fees chart. If these figures are incorrect, review the Mandatory Fees entered on the previous page.
      • The Total Tuition and Mandatory Fees columns are system generated based on previous entry. If these figures are incorrect, review the entry of Mandatory Fees entered on the previous page and Tuition on this page.
    4. Room & Board
  • Click on the Save button after each page within a program before advancing to the next tab within a program.
  • Click on the Print button on each page and maintain a copy of the entry on this screen.
  • Repeat the same steps for each additional approved MAP code.
  • If a school participates in the Military Programs, click on the IVG tab to proceed to IVG budget entry.

Illinois Veteran Grant (IVG) Entry

  • Select the IVG tab on the bar below the regular school year dates on the School: Budget screen.
  • Select the IVG code in the drop down box and click on the Go button. If a school has more than one approved IVG code, budget data must be entered on all four tabs for each approved code. If an unapproved code is selected, an error message in red displays at the top of the screen.
  • Enter the data requested for each approved IVG code in each of the four tabs:
    1. Academic Year Term Dates.
    2. Tuition Charges*
      • Report the tuition charge for in-district or in-state, whichever is the highest amount.
      • Report the tuition charge for out-of-district or out-of-state, whichever is the highest amount.
      • The system calculates the difference between the base in-district and out-of district for each term and displays the amount in IVG 2.1.3. If the calculated difference is incorrect, verify that the correct amounts were entered in items 1 and 2.
      • If a flat rate is used, enter the highest flat rate.
    3. Fee Rates
      • The mandatory IVG fees must be the same general fee types as the MAP fee types in MAP 2.
    4. Tuition and Fee Report
      • Enter the highest tuition amount for each term that will be claimed for in-district IVG purposes in IVG 4.1. A figure reflecting a minimum of 16 credit hours should be used for budget data.
      • Indicate one of the derivation radial buttons for each term.
      • The Mandatory fees entered on the Fee Rates tab will be transferred to the IVG Tuition and Fee Report.
      • The total of the tuition and fees is calculated by the system.
  • Click on the Save button after each page within a program before advancing to the next tab within a program.
  • Click on the Print button on each page and maintain a copy of the entry on this screen.
  • Repeat the same steps for each additional approved IVG Code.
  • Press the ING tab to enter ING budget information.

*Use the same rate type for an entire academic year -If the college reports both an hourly rate and a flat rate, choose which option to use for the entire academic year. For example, claims cannot be submitted as hourly for fall term and then flat rate for spring term.

Summer is a leader: Summer leads the 2017-18 academic year for IVG. Be sure to use 2017-18 tuition and fees when submitting summer term payment claims.

Illinois National Guard (ING) Grant Entry

  • Select the ING tab on the bar below the regular school year dates on the School: Budget screen.
  • Select the ING code from the drop down box and click on the Go button. If a school has more than one approved ING code, budget data must be entered on all four tabs for each approved code. If an unapproved code is selected, an error message in red displays at the top of the screen.
  • Enter the data requests for each approved ING code in each of the four tabs:
    1. Academic Year Term Dates
    2. Tuition Charges*
      • Report the tuition charge for in-district or in-state, whichever is the highest amount
      • Report the tuition charge for out-of-district or out-of-state, whichever is the highest amount.
      • The system calculates the difference between the base in-district and out-of district tuition for each term and displays the amount in ING 2.1.3
      • If the school has other hourly tuition rates for other ING eligible programs (i.e., online courses or programs specific flat rates) enter the amounts for each term in ING 2 & 3.
    3. Fee Rates (Fees covered by ING are registration, graduation, general activity, matriculation, and term fees)
    4. Tuition and Fee Report
  • Click on the Save button after each page within a program before advancing to the next tab within a program.
  • Click on the Print button on each page and maintain a copy of the entry on this screen.

 *Use the same rate type for an entire academic year -If the college reports both an hourly rate and a flat rate, you will need to choose which option to use for the entire academic year. For example, claims cannot be submitted as hourly for fall term and then flat rate for spring term.

Data collection purposes only - ING figures should be reported on an hourly or, where applicable, on a flat rate basis.

Summer fee changes- Because ING has a summer term trailer, please be mindful of the potential differences between fall - spring term rates and trailing summer term rates. Report the summer term rates accordingly.

  • After the budget information for all approved codes and all approved programs is entered, saved and confirmed, the financial aid director should certify the information.

CERTIFY

The Certify button appears only for a user who has Budget_Confirm privileges. The budget information must be certified by the financial aid director.

Select the Certify button (can be done on any page)

  • An error message will display if information for an approved budget code is missing. Correct the error, save the page then click on the Certify button again.
  • A message and the user ID will display when the budget is successfully certified.
  • The Certify button will not display after the budget has been certified.
  • To make any corrections after a budget has been certified, contact the School Services Department at ISAC.

CONTACT ISAC

If you have questions concerning the online process of submitting budget data to ISAC, contact a School Services Representative.