Interim Report Process for Public Institutions

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Interim Report Process for Public Institutions
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• Higher Education Coordinating Board

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What are Interim Reports?

• The interim reports are quarterly data
  submissions that
• Provide HECB with detailed information on your
  SNG eligible students
• Assist you in recognizing awarding errors
• Allow you to flag students in repayment before
  referring them to HECB

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Purpose

• The data provided on the interim report is used
  by HECB to
• Manage SNG funds
• Set grant amounts and income cut-offs for
  subsequent years
• Redistribute deobligated monies
• Serve as the base for determining preliminary
  reserve distribution

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Basic Steps

• There are 5 basic steps in the interim reporting
  process
• Download your file from your internal system
• Log on to the Secure Site
• Upload your file to the Interim Reporting Tool
• Address any edits
• Submit the report
• SNG staff will send an email to SNG
  administrators when the Interim Reporting Tool is
  open. Interim Report due dates are listed on the
  SNG Timeline in the SNG Program Manual.

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Creating the File

• Download your files from your internal system and
  save to your computer
• Must be in text file format
• Find record layouts in the Reporting
  Requirements chapter of the SNG manual
• Served and unserved in separate files
• Each category contains their own summary and
  detail information

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Reporting Served and Unserved Students

• There are 2 types of files you will upload a
  served file and an unserved file.
• Served, or awarded, students refer to
• Those who have received a SNG payment
• Those who have SNG funds committed
• Report both paid AND anticipated awards for the
  ENTIRE YEAR, not just the term you are working
  within.

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Reporting Served and Unserved Students

• Unserved students refer to
• Those who are eligible and enrolled, but cannot
  be awarded due to the institutions lack of funds
• Dont forget to report your summer-eligible
  students!
• Those awarded with institutional funds due to the
  lack of SNG funding
• Unserved data should be carefully vetted for
  eligibility and accuracy
• A student may be on both lists, but not for the
  same term

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Summary and Detail Records

• A single summary record and at least one detail
  record must be present in each text file for each
  student.
• The summary record contains basic demographic
  information that is unlikely to change in the
  course of the year
• SSN
• First and last name
• Family information
• The detail records are an accounting of each
  terms enrollment, disbursement, and/or award.
• SSN
• Amount awarded or committed
• Term
• Enrollment status

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Log on to the HECB Secure Site
https//fortress.wa.gov/hecb/secure/login/asp
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Interim Tool Main Menu
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Uploading Files
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Viewing Errors
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Addressing Edits
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Viewing List of Students with Edits
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Editing a Student Record
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Editing a Student Record
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Adding a Repayment Flag
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RECONCILIATION
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RECONCILIATION

• Reconciliation Differences
• Some edits no longer overrideable
• Enhanced Summary Report that must be balanced
• If not balanced, funds may need to returned to
  HECB
• Less Than Half Time awards must not exceed
  allocation

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Submitting the Report to HECB
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Questions?

• Refer to the SNG Program Manual
• Contact SNG Staff
• Carissa Glassburn, Program Manager
• 360-753-7841 Carissag_at_hecb.wa.gov
• Victor Fernandez, Payment Coordinator
• 360-704-4153 Victorf_at_hecb.wa.gov
• Janet Cornell, Receivables Coordinator
• 360-704-4165 Janetc_at_hecb.wa.gov