Gift Assistance Budget Packet Instructions

The Monetary Award Program (MAP) Budget Packet is to be used by schools that do not participate in the IVG or ING programs. Review the MAP Budget Packet instructions before completing the form.

The Gift Assistance Budget Packet includes six sections.  Instructions on how to submit the budget packet are included at the end of this page.  You may either scroll through this page, or click on any of the following links to go directly to a specific topic:

Section 1 – Monetary Award Program (MAP)
Section 2- Illinois Veteran Grant (IVG)
Section 3 – Illinois National Guard (ING) Grant
Section 4 – Term Dates
Section 5 – Contacts
Section 6 – Certification
How to Submit the Budget Packet – Choose One

Section 1 -  Monetary Award Program (MAP)

Refer to the Frequently Asked Questions to learn about the completion of the MAP section of the annual Gift Assistance Budget Packet.

MAP Reported Mandatory Fees Worksheet

As defined at ISAC Rules, 2700.20, tuition is the charge for instruction assessed by an institution. Mandatory fees are defined as charges assessed by an institution to each and every full-time student for each term. Application, graduation, laboratory, breakage, add/drop fees, and program administrative fees for out-of-state or foreign study are specifically excluded (refer to ISAC Rules, 2700.20 and 2735.30) as mandatory fees for purposes of the MAP grant. Use the MAP Reported Mandatory Fees Worksheet as a guide in determining the mandatory fees charged to every full-time undergraduate student for each term.

A list of examples of possible mandatory fees associated with each general fee category is as follows;

CATEGORY	EXAMPLES OF POSSIBLE MANDATORY FEES
ACTIVITY	Fitness Center Recreation Center General Activities Gym
BONDS
FACILITY OPERATIONS	Arena Sports Concerts Taxes Maintenance Campus Improvement Campus Enhancement	Dormitory Service Facilities Upgrades Library Student Union General Facilities Maintenance Facility
GRANTS	Grant-In-Aid Talent Grant
HEALTH	Health Insurance Health Clinic Health Services Visits with Doctors	Visits with Nurses Health Maintenance Organization Pharmacy
INSTRUCTIONAL SUPPORT	Book Store ID Copying Instructional Instructional Materials	Publications Textbook Rental Text Fee
REGISTRATION
STUDENT SERVICES	Comprehensive Career Services Placement Office Student Senate	Leadership Events General Fee Student Attorney
TECHNOLOGY	Academic Computing Computer Technology Distance Learning	Electronic Music Center Internet Media Resources
TRANSPORTATION	Parking Shuttle Bus Transit U-Pass

Tuition and Mandatory Fees Table

Report the tuition and mandatory fee amounts in the appropriate row and column on the MAP Tuition & Mandatory Fee table based on an estimate of 16 hours (full time) of enrollment per term.

• Enter the In-District/In-State tuition and mandatory fees in the Per Term Column;
• List he number of terms in the school’s calendar;  
• Multiply the tuition & mandatory fees by the number of terms and enter the total calculation for each row in the Full Regular School Year column.
• Calculate the total tuition and mandatory fees in the last row of the table.  Be sure to check the column and row totals.

Room and Board Charges Table

Enter one total for the room and board charges, based on full occupancy and for the regular school year (defined at ISAC Rules, 2700.20), should be provided if your school has dormitory facilities available for more than 20% of its students.  Average room and board figures by sector are used to characterize the coast of attendance at Illinois colleges.

Section 2 – Illinois Veteran Grant (IVG)

Click here to review the Frequently Asked Questions about the completion of the IVG section of the annual Budget Packet. 

IVG Claim Payment Method

Check the appropriate box indicating the method your school will use to submit IVG payment requests to ISAC.  The PC diskette is the preferred method of submitting claims. 

The two-digit tuition codes that should be used to claim payment are included in the IVG section of the Gift Assistance Budget Packet.

IVG Reported Mandatory and Certain Allowable Fees Worksheet

Complete the IVG Mandatory and Certain Allowable Fees Worksheet (first table Section 2 – IVG) using the IVG Program Benefits Guide, to assist with the determining the figures reported on the IVG Tuition, Mandatory Fees, Certain Allowable Fees table on page 6 of the Gift Assistance Budget Packet. The IVG Program Benefits Guide is an at-a-glance listing of IVG benefits available to recipients. 

Report the highest tuition and fee rate that can be claimed for IVG in-district payment purposes per term.  If your institution claims payment by credit hour this should be taken into consideration in completing the worksheet.  The minimum number of credit hours used in completing the worksheet would be 16.  You will determine the maximum number (i.e., 18, 19, 21 etc.).

Obtain a breakdown of tuition and fees, included in the cost of specific courses, from your billing office to ensure that you are packaging students for the correct amounts of tuition, mandatory and/or certain fees.  This will also help ensure that you are billing the correct allowable amount for payment purposes.

Tuition, Mandatory Fees and Certain Allowable Fees

Report the In-District/In-State charges for each term in the appropriate column and row on the Tuition, Mandatory Fees and Certain Allowable Fees table.  Be sure the total for each column reflects the highest tuition and fee rate that will be claimed for IVG In-District payment. The college is responsible for claiming the correct amount of tuition and fees that are allowed. If the school uses a flat rate for certain programs (i.e., Truck Driving, etc.) that exceeds the maximum, tuition per credit hour amount, report the flat rate amount in the tuition field on the table. 

Recipients attending out-of-district community colleges receive tuition and fee benefits equivalent to the in-district rates and are not responsible for paying the difference between in-district and out-of-district tuition [ISAC Rules, Section 2733.30 (f)]. Report the additional amount of tuition charged per credit hour for Out-of-District/State tuition on the lines provided after the table on page 6.

• IVG In-District hourly tuition hourly rate;
• IVG Out-of-District hourly tuition rate; and 
• Additional amount of tuition charged per credit hour for Out-of-District/State Tuition. (Out-of-District hourly rate minus In-District hourly tuition rate). Example: $150 (out-of district rate) minus $75 (in-district rate) equals $75 (additional rate a for out-of-district/out-of state rate.)

As a reminder, Out-of-District payment claims may only be requested by using the paper Out-of-District Tuition Claim Form.

Section 3 – Illinois National Guard (ING) Grant

Refer to the Frequently Asked Questions to learn about the completion of the ING section of the annual Budget Packet

The ING Grant will pay tuition and certain fees for either undergraduate or graduate study at all Illinois public universities and community colleges for Illinois residents who qualify. The recipient is exempt from paying tuition, registration fees, graduation fees, and general activity fees (ISAC Rules, Section 2730.30).

The recipient is responsible for payment of all other fees. Schools are responsible for claiming only the fees that are allowed by the ING Grant Program. Obtain a breakdown of tuition and fees, included in the cost of a course, from your billing office to ensure that you are claiming ING payment for tuition and allowable fees only.

ING Tuition and Fees

Enter the ING tuition and fees that can be paid for a student, by term, in the ING Tuition and Fees table in Section 3-ING of the Gift Assistance Budget Packet.  The only categories of fees covered by the ING Grant are activity, graduation and registration fees.

• Determine the maximum amount that at a student can be charged in each category
• Multiply the credit/noncredit hour rate by and the maximum number of hours a student can take in any term, to obtain the maximum tuition that can be charged for a particular course.If the school uses a flat rate for certain programs (i.e., Truck Driving, etc.) that exceeds the maximum, tuition per credit hour amount, report the flat rate amount in the tuition field on the table.

Recipients attending out-of-district community colleges receive tuition and fee benefits equivalent to the in-district rates and are not responsible for paying the difference between in-district and out-of-district tuition [ISAC Rules, Section 2730.30 (j)]. Report the additional amount of tuition charged per credit hour for Out-of-District/State tuition (Out-of-District hourly tuition rate minus the In-District hourly tuition rate.) on the lines provided between the tables.

• ING In-District hourly tuition hourly rate;
• ING Out-of-District hourly tuition rate; and 
• Additional amount of tuition charged per credit hour for Out-of-District/State Tuition. (Out-of-District hourly rate minus In-District hourly tuition rate). Example: $150 (out-of district rate) minus $75 (in-district rate) equals $75 (additional rate a for out-of-district/out-of state rate.) 

As a reminder, Out-of-District payment claims may only be requested by using the paper Out-of-District Tuition Claim form.

In the table at the bottom of the page in Section 3, report the ING school code (some schools have more than one code), tuition rate (either hourly or flat rate), and the course/program description.

Section 4 – Term Dates

Enter the start and end dates for each term for each program in the table in Section 4 – Term Dates.

For MAP, regular school year (defined at ISAC Rules, 2700.20) dates are to be used.  The term dates allow ISAC to better manage the MAP payment process by assisting schools to adhere to ISAC Rules, 2735.40 (l), which permits schools to submit payment requests beginning 10 days prior to the start of classes for each term, but not earlier. The dates also provide the data needed by ISAC to assist institutions with the year-end return refund 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, 2700.20]

As a reminder, the academic year for the IVG Program begins with the summer term and ends with the spring term (i.e., Summer 2007 will be the beginning of the 2007-08 academic year for IVG purposes). The ING Grant Program follows the more traditional academic year definition (i.e., a twelve month period of time, normally from August or September of any year through August or September of the ensuing year). 

Section 5 – Contacts

Complete the contact information in Section 5 by providing the requested information for the person primarily responsible for handling the MAP; ISAC’s MAP Internet product, MAPnet; IVG and ING.  The School Services Department will use the contacts listed in order to reach the correct person when communications are necessary with your school.

Section 6 - Certification

ISAC Rules, Section 2700.30 (d), require a copy of the institution’s tuition refund policy to be annually submitted to ISAC. In order to gather all required information at the same time, ISAC requests postsecondary institutions to submit their tuition refund policy at the same time as their budget information. Submission of the tuition refund policy is not to be considered ISAC’s approval of it. When submitting the Budget Packet, be sure the tuition refund policy information is clearly identified with your institution’s name and MAP/ING and IVG school code.

The Budget Packet is to be signed by the Financial Aid Director under the certification statement unless the Budget Packet is submitted directly from the e-mail address of the Financial Aid Director at the school.

A copy of the tuition and fee schedule used for the academic year should also be included.

How to Submit the Budget Packet

The Gift Assistance Budget Packet is available in either Portable Document Format (PDF) or Microsoft Word format.

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