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TESP Payment Request Roster

TESP Payment Request Roster Overview 
TESP Payment Request Roster Page Display
Payment Request Roster Entry Procedures
Print a Payment Request Roster
Revise a Payment Request Roster
TESP Payment Authorization

TESP Payment Request Roster Overview

TESP Payment Request Rosters can be completed online at TESP Payment Request Roster at My Zone which is a secure, electronic method of transmitting claims data for the Golden Apple Scholarship (GAS) and the MTI Scholarship programs. 

TESP Payment Request Roster functionality provides the ability to update several fields on a payment request roster and submit it to ISAC electronically.  A cumulative list of payment request rosters is  available for the entire fiscal year. Payment request rosters can be printed at any time. 

TESP Payment Request Roster Page Display

Select TESP Payment Request Roster from the TESP Program Selection screen to access the Payment Request Roster View screen. The information displayed on the Payment Request Roster View screen defaults to the most recent payment request roster produced (alphabetically by program type. Information displayed on a roster includes all eligible-funded applicants, sorted alphabetically by last name within the program type.

  • Number of rows on each page is defaulted to a maximum of 20. The rows per page can be increased by changing the Rows per page setting on the bottom right corner of the screen. The rows per page can be increased in increments of 10 up to a maximum of 100. 
  • The information for each row will be displayed on one line and the data may extend beyond the viewable screen (it will not be wrapped to next line).
  • The length of the columns will adjust to the longest value for the column.
  • Links to First Page, Prev Page, Next Page and Last Page display at the bottom of the screen.
  • The Page x of y (z records) will be displayed on the view screen with “x” representing the current page and “y” representing the total number of pages and “z” representing the total number of records.
  • Rolling page numbers will display at the bottom of the screen e.g., 1 2 3 4 5 6 7 8 9 10 >
  • The number of pages displays at the bottom of the screen.  e.g., Displaying results: 1-20 (of 100)
  • Depending on the desktop (PC) setting (i.e., 640X480), the number of viewable columns that will fit on the screen will be limited, thus requiring scrolling to the right.

Payment Request Roster Entry Procedures

Follow these data entry steps to enter and submit a TESP payment request roster to ISAC using TESP Payment Request Roster at My Zone:

  1. Select TESP Payment Request Roster from the TESP Program Selection screen to access the Payment Request Roster View screen.
    • Information that displays on the Payment Request Roster View screen is the same as the paper version of the roster. The roster that displays defaults to the most recent roster produced (alphabetically by program type e.g., GAS will display first) for that program. If the roster has already been submitted, a message will display next to the screen title. The other TESP programs can be selected from the Program ID drop-down box at the top of the screen to display the most recent roster produced for that program (submitted or not submitted). If the roster has been submitted, select a different date and/or programs from the drop-down boxes at the top of the screen.  
    • The fall term roster includes all terms based on the terms of enrollment that were certified by the school. Subsequent payment request rosters include only the term(s) yet to be requested.
    • The Roster Date drop-down box includes a cumulative list of rosters produced in an academic year.  
    • The Payment Request Roster header includes:
      • ISAC Address, Document Title and Program
      • Run date
      • School Name and OPEID number
      • Advised Date
      • New Payment Requests through <e.g., 1st Semester>
    • List of columns on a TESP Payment Request Roster:
      • SSN – full 9-digits of the student’s Social Security number
      • Name – Last name, first name, middle initial
      • Academic level
      • Enrollment Status
      • Full Award Amount
      • Adjusted Annual Award Amount
      • Term Award Amount
    • Requirement (s) Not Met – the highlighted values in the drop-down list indicate the applicable data. A legend of the Requirements Not Met codes is at the bottom of each roster page.
  2. Enter the updateable fields for all students listed on the roster. The information on the Payment Request Roster View screen is available to be updated only if the roster has not yet been submitted.
    Updateable Field Name Values 
    Enrollment Select appropriate Enrollment status from the drop-down box
    Full-Time
    Half-Time
    < Half Time
    Not Enrolled
    Adjusted Annual Award Amount
    If the amount in the Full Award field on the roster needs to be reduced, enter a valid numeric whole dollar value not to exceed the Full Award Amount. An error message will appear if cents or a negative amount is entered. Be sure the amount entered in the Adjusted Annual Award Amount field is for the entire academic year and not the term amount. The system will automatically divide the Adjusted Award Amount by the number of terms funded.

    (For example - The $5,000 is listed as the Full Award amount but it should be reduced to $3,000 which would change the semester term awards $1,500 each. If $2,500 is listed in the Adjusted Annual Award Amount field, the semester term awards would be $1,250 each.)
    GAS
    Requirement(s) Not Met 
    Highlight the applicable requirement not met from the drop-down box to populate the field. Pressing the enter key is not required to populate the field.
    • To select multiple requirements, hold down the Ctrl key and highlight the applicable requirements not met with the mouse.
    • To de-select requirements not met, hold down the Ctrl key, double click the mouse on the highlighted selection.

      1 – Citizenship
      2 – Residency
      5 – Default
      8 – Initial Teacher Cert/ISBE Approval
      9 - Conflicting Scholarship
      10 – SAP
      11 - Awarded less than 4 Academic years
      18 – HS Grad/GED
      23 – Accepts Award
      24 – GPA
    MTI Requirement(s) Not Met Highlight the applicable requirement not met from the drop-down box to populate the field. Pressing the enter key is not required to populate the field
    • To select multiple requirements, hold down the Ctrl key and highlight the applicable requirements not met with the mouse.
    • To de-select requirements not met, hold down the Ctrl key, double click the mouse on the highlighted selection.

      1 – Citizenship
      2 – Residency
      5 – Default
      9 - Conflicting Scholarship
      10 – SAP
      11 – Exceeds Max Units
      13 – Minority
      15 - GPA
      18 – HS Grad/GED
      23 – Accepts Award
      31- Teacher Cert
  3. After data has been entered, select one of the options at the bottom of the roster Reset, Save, or Submit.
    • Select <Reset> to clear all the entry and begin again.
    • Select <Save> if the payment request roster is only partially completed. The <save> button allows the users to return to data entry at a later time.
    • Select <Submit> to save and transmit a complete roster to ISAC.

      Rosters must be complete before they are submitted to ISAC for processing. Only payment requests for students who have been updated will be processed for payment. If a partially completed roster is submitted, the payment requests for students who were not completed on a roster must be submitted to ISAC as a revision.

      When the <Submit> button is selected, a message will display prompting the user to verify the choice to submit the roster to ISAC. Press the <OK> button to submit the payment request.
  4. Select another program type and/or roster date from the Program ID and Roster Date drop-down boxes at the top of the page and repeat steps 1-3 to complete other rosters that need to be submitted to ISAC.
    • When a payment request roster has been submitted, the information will be available for view only. The message, “Payment Roster View: Payment Roster already submitted on xx/xx/2008 (View Only)” will display next to the screen name if the roster has already been submitted to ISAC. If the roster has been submitted, select a different date and/or programs from the drop-down boxes at the top of the screen. 

Print a Payment Request Roster

To print a payment request roster, select the <Print Roster> button at the bottom of the Payment Roster View screen. A dialog box will display with options to print, save or cancel.

To print and/or save the roster in a Portable Document File (PDF) format, select one of these steps:

  • To print the roster, select <Open> from the dialog box. Select <File> from the browser toolbar then the <Print> command. The report will print as a PDF file. 
  • To save the roster, select <Save > from the dialog box. Select a folder, enter a <File Name> and press <Save>. The report will save with a .pdf extension.

The payment rosters print in a landscape orientation.

Revise a Payment Request Roster

A college can make changes to a record via TESP Payment Request Roster at My Zone only before it has been submitted to ISAC. After a payment request roster has been submitted to ISAC, notify ISAC of corrections and revisions by printing the roster, mark the change needed and fax it to ISAC.

TESP Payment Authorization

Colleges will receive a payment results report after ISAC processes the claim and assigns a voucher number and voucher date via the My Zone portal. Refer to TESP Payment Authorization within this section for details about the functionality and how to view, print and save a payment results report.