ING Payment Roster

Payment Roster Overview
Payment Roster Page Display
Payment Roster Entry Procedures
Supplemental Payment Roster
Payment Claim Deadlines
Print or Save a Payment Roster
Payment Claim Results

Payment Overview

Payment request rosters can be completed online at ING Grant Payment Roster at My Zone, replacing the paper process with a secure, electronic method of transmitting claims data for the Illinois National Guard (ING) Grant program. The ING Grant Payment system is available each Monday through Saturday from 7 a.m. until 7 p.m. (CT).

ING Payment Roster functionality provides the ability to update several fields on an original payment request roster or create a supplemental request and submit them 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. 
 
Payment Roster Page Display

Select ING Payment Roster from the My Zone Program Selection screen to access the ING Payment Roster View screen. The information displayed on the ING Payment Roster View screen defaults to the most recent payment request roster produced. Information displayed on a roster includes all applicants who applied by the term deadline, sorted in ascending SSN order.

The page display for all ING Payment Rosters is as follows:

• 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.

The functions at the bottom of a page that allow a user to change pages and increase the number of rows that are displayed will be grayed out until there are more than 20 rows of reports.

Payment Roster Entry Procedures

Follow these data entry steps to enter and submit an ING Grant payment request roster to ISAC using ING Grant Payment Roster at My Zone:

1. Select ING Grant Payment Roster from the My Zone Program Selection screen to access the ING Grant Payment Roster View screen.
   • Information that displays on the ING Grant Payment Roster View screen is the similar to the paper version of the roster. The roster that displays defaults to the most recent roster produced. Students are listed in ascending SSN order. If the roster has already been submitted, a message will display next to the screen title. 
   • A matriculation and a term fee have been added to the list of allowable fees that can be claimed, beginning with the 2008-09 academic year. The allowable fees are reported in two fields (Activity Fee and Eligible fees which include registration, matriculation, graduation and term fees).
   • The year in the Academic Year drop-down box defaults to the current academic year. 
   • The Term drop-down box includes a cumulative list of initial rosters for each term produced in an academic year. (e.g., Fall, Spring, Summer) 
   • An ING Payment Roster view includes:
     • School Name and OPEID number 
     • Academic Year drop down box
     • Term drop-down box (Fall, Spring or Summer)
     • Due Date – The due date is system calculated based on date the roster was produced.
     • Release Date – The date a roster is produced.
     • Supplemental drop-down box - The supplemental roster file name includes a sequence number, the date produced and the word (Open) or (Submit) [e.g., 001-10.04/08 (Open)]
        
       The printed version of a roster includes the Illinois Student Assistance Commission, Address, Document Title and Program in the header. Totals for each column display at the bottom of each page and there is a grand total page.
        
   • List of columns included on an ING Grant Payment Roster:
     • Last Name
     • First Name
     • Middle Initial 
     • SSN – full 9-digits of the student’s Social Security number 
     • Restrictions- If "NONE" is displayed, the applicant is eligible to be paid for the full academic year.  If the Illinois Department of Military Affairs has indicated that restrictions apply, the "Until" date denotes the last day the applicant is qualified to be paid and the "After" date denotes the date from which payment can start.
     • In-Dist Tuition – Total amount of in-state/in-district tuition (as provided for the applicable academic year as part of the Budget Reporting process) for which the student is eligible according to the credit and noncredit hours enrolled. If a date appears in the Restrictions column, the amount must be prorated according to the number of days in the term for which the student is eligible for the grant.
     • OOD Tuition – Amount of out-of-district tuition (as provided for the applicable academic year as part of the Budget Reporting process) for which the student may be eligible according to the credit/noncredit hours enrolled. If a date appears in the Restrictions column of the ING Payment Roster or the Supplemental Payment Roster, the amount must be prorated according to the number of days in the term for which the student is eligible for the grant.
     • Activity Fee – The amount of activity fee only, for which the student is eligible according to the credit and noncredit hours enrolled. 
     • Eligible Fees – The amount of other allowable fees (registration, matriculation, term and graduation) for which the student is eligible according to the credit and noncredit hours enrolled.  
     • Total Dollars – The system calculated total amount claimed for the student (Tuition + Out-of-District Tuition + Activity fee + Eligible Fees) 
     • Total Hours  - The total number of credit and noncredit hours the student is enrolled.
     • Comments – Used to provide additional information to ISAC
        
2. Use the guidelines in the chart below to enter ING Grant payment claim data on the initial term roster. The information on the ING Payment Roster View screen is available to be updated only if the roster has not yet been submitted.
    
   The name and SSN fields on the original roster are pre-populated from the ING Grant application on the initial payment request roster for a term. The Restrictions field is populated with the certification information received from IDMA. These fields cannot be updated.
    
   The In-District tuition and Total hours fields must be completed for all students listed on a payment request roster (initial roster and a supplemental payment request roster). If applicable, Out-of-District Tuition must be included on the payment request for the term. If not applicable, the Out-of-District Tuition, fees and comment fields are optional. The Total Dollar field is system calculated and cannot be updated. If the Total dollars field is incorrect, modify one of the updateable dollar fields and press the <Save> button to recalculate the Total Dollars.
   
   

   Field Name	Field Type	Rule/Value
   Name (Last, First, MI.)	Cannot be updated	Pre-populated from the application
   SSN	Cannot be updated	Pre-populated from the application
   Restrictions	Cannot be updated	Pre-populated from certification from IDMA
   In-district Tuition	Mandatory	Must be numeric 99999.99
   OOD Tuition	Optional	Must be numeric 99999.99
   Activity Fee	Optional	Must be numeric 99999.99
   Eligible Fees	Optional	Must be numeric 99999.99
   Total Dollars	System Calculated, Cannot be updated	Field is systematically calculated from In-Dist Tuition + OOD Tuition + Activity Fee + Eligible Fees and compared to the amount submitted on the annual budget.  The total amount will display as a numeric number 99999.99
   Total Hours	Mandatory	XX.XX
   Comments	Optional	Up to 15 characters

   
   
3. After data has been entered, select one of the options at the bottom of the roster Reset, Save, or Submit.
   1. Select the <Reset> button to clear all the entry and begin again. 
   2. Select the <Save> button if the payment request roster is only partially completed. The <save> button allows the users to return to data entry at a later time.
   3. Select the <Submit> button to save and transmit a complete roster to ISAC.  When the <Submit> button is selected, a message will display prompting the user to verify the choice to submit the roster to ISAC. Press <OK> to submit the payment request. 
       
      When a payment request roster has been submitted, the information will be available for view only. The message, “ING 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.

A college can submit a supplemental roster to make changes to the amounts previously claimed or add an eligible student who was not listed on the initial payment request roster. Refer to the instructions for completing and submitting a Supplemental Payment roster in the section below.

Supplemental Payment Roster

An ING Grant Supplemental Payment Roster can be created and submitted electronically to ISAC to request expenses not submitted with the initial term payment claim (e.g., change amounts previously claimed, add an eligible student who wasn’t included on the initial roster, request out-of-district tuition) which could be due to a granted appeal, out-of-district charges, an extension of the service commitment end date, etc.

A supplemental payment request can be created only if an electronic roster for the term exists. If an electronic roster for the term does not exist, print a blank supplemental roster form and fax it to School Services for payment processing. Multiple supplemental rosters can be submitted after the initial roster for the term is submitted. A new supplemental roster cannot be created if an open supplemental has not been submitted yet.  Supplemental rosters received after the due date listed on the roster will be considered untimely.

The field names, field descriptions and rules for entering an ING Grant Supplemental Roster are the same as for entering an initial ING Grant Payment Roster except that the student’s full name, SSN and restrictions are not pre-populated and must be entered. 

1. To create and submit an ING Supplemental Payment Request Roster:
   • Select the term for which the supplemental roster applies from the Term drop-down box and click on the <Go> button,
   • Select a roster from the Supplemental Drop-down box and click on the <Go> button.
   • If a supplemental roster for the term has not been created, the word New will display in the Supplemental drop-down box.
   • If a supplemental roster has been created or submitted, a file name will display in the Supplemental drop-down box. The file name for each roster includes a sequence number, the date produced and the word (Open) or (Submit) [e.g., 001-10/04/08 (Open)].
   • A supplemental roster with the word Open in the file name must be submitted before another supplemental roster for the term can be created. 
   • One blank row displays when an Open supplemental roster is selected. Enter the payment request information for the fields listed in the chart below. 
      
     

     Field Name	Field Type	Rule/Value
     Name (Last, First, MI.)	Mandatory	Characters A to Z, spaces, apostrophes and hyphen
     SSN	Mandatory	Full 9-digits of the student's Social Security number
     Restrictions	If restrictions apply	The restrictions can be obtained from the initial roster if the student was listed on the initial roster for the term. If the student is an additional claim, (was not included on the initial roster for the term), the college must confirm eligibility and obtain restrictions from an Announcement
     In-district Tuition	Mandatory	Must be numeric 99999.99
     OOD Tuition	Optional	Must be numeric 99999.99
     Activity Fee	Optional	Must be numeric 99999.99
     Eligible Fees	Optional	Must be numeric 99999.99
     Total Fees	System Calculated, Cannot be updated	Field is systematically calculated from In-Dist Tuition + OOD Tuition + Activity Fee + Eligible Fees and compared to the amount submitted on the annual budget. The total amount will display as a numeric number 99999.99
     Total Hours	Mandatory	XX.XX
     Comments	Optional	Up to 15 characters

     
     
   • To add additional students, click on the <+> on the far left side of the roster screen to add blank rows. To delete a row, click the <-> symbol. 
   • The Supplemental drop-down box includes a cumulative list of supplemental rosters created in an academic year. 
     
2. After the supplemental request has been created, select one of the options at the bottom of the roster: Reset, Save, Submit or Delete.
   1. Select the <Reset> button to clear all the entry and begin again. 
   2. Select the <Save> button if the payment request roster is only partially completed. The <save> button allows the users to return to data entry at a later time. 
   3. Select <Submit> to save and transmit a complete roster to ISAC. When the <Submit> button is selected, a message will display prompting the user to verify the choice to submit the roster to ISAC. Press <OK> to submit the payment request.
   4. To delete the entire supplemental roster, select <Save> first to display the <Delete> button.   When the <Delete> button is selected a message will display asking for confirmation that the roster should be deleted.  Click the appropriate response. 

Payment Claim Deadlines

ING payment claims must be submitted electronically no later than 30 calendar days after payment request rosters are available at My Zone (date on roster). Supplemental payment claims must be submitted electronically to ISAC no later than 45 calendar days after the initial payment request rosters for the term were available at My Zone with the exception of summer term supplements which must be submitted by the same due date as the original payment claim for summer term. In order to be considered timely, ING payment request rosters must be submitted to ISAC on or before the due date for each term that displays on the payment request roster.

Print or Save 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 options:

• 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.

ING Grant Payment Results

Voucher information is available online for each ING payment request after rosters are processed and a voucher number and voucher date have been entered into the My Zone system by ISAC. Payment vouchers will continue to be mailed to colleges. As vouchers are received, colleges should access ING Grant payment rosters at My Zone and then use the voucher number and voucher date on each roster to match payment data for individual student records. Having access to the vouchered rosters at My Zone replaces the photocopies of ING Grant payment rosters that were previously included with the voucher mailings.

To access voucher information through ING Payment Roster, select the appropriate term (Fall, Spring or Summer and supplemental roster date from the drop-down box, if applicable,) and open the corresponding payment roster. The voucher number and voucher date will display on the screen if records have been vouchered. When a voucher number and date have been assigned, the name of the screen changes to ING Payment Roster View - Vouchered. Generate a screen print from the desktop (Ctrl + Print Screen) to document that a record has been included on a voucher.

Printable version