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This step-by-step checklist describes the process new users of Return of Title IV Funds on the Web should follow when using the system for the first time.

Step One: Log in to Return of Title IV Funds on the Web through the FAA Access to CPS Online Web site. Additional users must be signed up by your school's destination point administrator through the SAIG enrollment Web site at https://fsawebenroll.ed.gov.

Step Two: Provide required and optional setup information.

    1. Create program institutional charges profiles. For each academic year, create an institutional charges profile for each program at your school. These profiles contain tuition and fees, room, board, and other charges. The profiles are identified by codes that you assign.
    2. Create school calendar profiles. For each academic year, create associated school calendar profiles. These profiles are based on credit hours or clock hours and are associated with a program institutional charges code. For credit hour programs, the school calendar profile contains payment period, the start and end dates, and scheduled break days of five consecutive days or more. For clock hour programs, it includes the total clock hours in the payment period or period of enrollment. Return of Title IV Funds on the Web counts both the number of days or clock hours in the period and the number of days or the number of clock hours the student completed or the number of clock hours scheduled to have been completed. In addition, if a school calendar includes a scheduled break of at least five consecutive days, the number of break days is excluded from the count. School calendar profiles are identified by codes that you assign. Note: After a school calendar profile code is associated with an individual student record, the profile code cannot be deleted.
    3. Create user-specified fields. Return of Title IV Funds on the Web enables you to create up to 10 user-specified fields to gather and track student data specific to your school that is not included on the forms in Return of Title IV Funds on the Web. These fields can collect data in numeric, string (text), date, or Boolean (Yes/No) format. After you define them in Setup, user-specified fields are available for entry on the User Data tab for every student record you create in Return of Title IV Funds on the Web. These fields become part of the students’ records and are for your use only. Five user-specified fields commonly used by schools are predefined in Return of Title IV Funds on the Web: GPA (text), Major (text), Overpayment Status (text), Withdrawal Reason (text), and Leave of Absence (text).

Step Three: Create demographic records for each student. The Demographics tab information must be entered and saved before you can continue to the R2T4 tab. Each student can have only one demographic record, but may have multiple R2T4 and withdrawal records for multiple cycles. After entering data, be sure to click Submit before you select another tab. Demographic tab data can be updated at any time during the process.

Step Four: Complete the R2T4, Post-Withdrawal, Notes, and User Data tabs. After you have created and submitted the Demographic tab record for a student, you can access the other data entry tabs.

    1. Select the R2T4 tab to enter the student data. You can update institutional charges for the individual student record, if necessary. Return of Title IV Funds on the Web calculates the funds to be disbursed or returned. You only need to complete and submit data in Sections 1, 2, and 5.
      Also note the following:
      • Amounts to be returned are calculated in dollars and cents, but schools can return funds in whole dollars (rounded).
      • For clock hour programs, the system automatically uses clock hours scheduled to be completed if the student meets the 70% threshold of clock hours completed to clock hours scheduled to be completed. This is the school's option. If a school opts not to use clock hours scheduled to be completed, the calculation must be performed manually.
    2. Select the Post-Withdrawal tab and enter data for calculation of post-withdrawal disbursements.
    3. Select the Notes and User Data tabs to update student-specific information as needed.

Note: The Return of Title IV Funds Web site uses different worksheets to perform calculations for R2T4 and Post-Withdrawal Disbursement student records, depending on the student’s withdrawal date. Different fields will appear, and different calculations may be made, depending on the worksheet version you are using. Note the following guidelines:

Step Five: Print reports. The Return of Title IV Funds on the Web offers several reports and lists for organizing and tracking the student records you have created. Select Reports on the R2T4 menu to access them. Available report and list types are Student Listing, Student Notification, School Repayment Arrangements, and School Portion of R2T4 Returned. Sort order or selection criteria options are available for each report.

Step Six: Follow up. After the student record calculations are complete, complete all follow-up tasks as appropriate, including:

The Return of Title IV Funds on the Web's Notification Tracking Status page, accessible through the Student Record Status option on the R2T4 menu, can be used to view overall statistics and detailed listings of student records at various levels of completion. You can use these views to quickly determine the status of a student's notification and repayment arrangement status, as well as update single or multiple records with key values such as the Date Student Notified and the Repayment Arrangement Type.

 

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