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The Gift Assistance Budget Packet is the means to collect the charges and data to be used in administering the MAP, IVG and ING programs each academic year. Each page must be clearly identified with the institution’s name, IVG and MAP/ING codes (each institution’s MAP and ING code are identical) when submitted to ISAC. The Monetary Award Program (MAP) Budget Packet is to be used by schools that do not participate in the IVG or ING programs.
Both budget packets are available in either Portable Document Format (PDF) or Microsoft Word format. Review the budget packets instructions below and the Info section within each step for each program within the budget packet before completing the form.
Refer to the Frequently Asked Questions to learn more about the completion of the MAP, IVG and ING sections of the annual Gift Assistance Budget Packet.
The Gift Assistance Budget Packet includes eight steps. To access instructions for each step, scroll through this page, or click on any of the following links to go directly to a specific topic:
Step 1 – General Information
Step 2 – Contact Information
Step 3 – Term Dates and Refund Policy
Step 4 – Monetary Award Program (MAP)
Step 5 – Illinois Veteran Grant (IVG) Program
Step 6 - Illinois National Guard (ING) Grant
Step 7 – Certification
Step 8 – Returning the Budget Packet
Step 1 - General Information
General instructions about completing the annual budget packet can be found in Step 1. Specific instructions for completing the tables for each program are included within each step. The budget packet should be completed with tuition and/or fee amounts and submitted to ISAC on or before June 1st 2009 according to the instructions in Step 8.To avoid missing the June 1st deadline, be sure all of the requested information on each page is complete before submitting it to ISAC.
If the tuition and fee charges for 2009-10 are not finalized by the budget deadline, submit estimated figures on the budget packet on or before June 1st. A written explanation stating that the institution’s governing board has not finalized budget figures must accompany the Budget Packet and be signed by the Financial Aid Director. ISAC must have any corrected figures tuition and fee figures on or before August 1, 2009.
Step 2 – Contact Information
Provide the program codes and contact information for the person primarily responsible for handling MAP/MAPnet, IVG and ING in Step 2. The School Services Department will use the contacts listed in order to reach the correct person when communications are necessary with your school.
Step 3 – Term Dates and Refund Policy
Provide the school year and term dates for each program in Step 3. Include the institution’s 2009-10 tuition refund policy and tuition and fee schedule for the 2009-10 academic year when the budget packet is returned to ISAC. Be sure the institution’s name and MAP/ING and IVG school code are clearly identified on each attachment.
- For MAP, regular school year (defined at ISAC Rules, Section 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, Section 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, Section 2700.20]
- The academic year for the IVG Program begins with the summer term and ends with the spring term (i.e., Summer 2009 will be the beginning of the 2009-10 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).
- ISAC Rules, Section 2700.30 (d), requires 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 along with their budget information. Submission of the tuition refund policy is not to be considered ISAC’s approval of it.
Step 4 - Monetary Award Program (MAP)
Provide the MAP mandatory fees, tuition and room and board charges in the tables in the three sections of Step 4. The 2009-10 tuition and mandatory fee figures should be based on a 16-hour enrollment budget. Report the highest tuition and fee rate that will be claimed for MAP payment.
- MAP Mandatory Fees
The table in Step 4A, lists ten general categories. The MAP Mandatory Fees Guide lists examples of possible mandatory fees associated with each general fee category.
As defined at ISAC Rules, Section 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, Sections 2700.20 and 2735.30) as mandatory fees for purposes of the MAP grant.
Report the highest mandatory fees based on 16 credit hour per term in the left-hand column for each fee type that applies. Multiply the term amount times two to obtain the maximum charge for a two term regular school year (32 hours). Transfer the total of mandatory fees in Step 4A to the table in Step 4B.
- MAP Tuition and Fee Report
Report the In-district, In-State tuition charged for the 2009-10 Regular School Year based on 16 credit hours per term. Transfer the mandatory fees reported in Step 4A to complete the table in Step 4B. Total the tuition and fees in each column.
- MAP Room and Board Charges
A single cost of living allowance, estimated at $4,875, will be part of the start-up formula for the 2009-10 Monetary Award Program. Actual room and board figures are not used as part of award processing. An average of the room and board figures by sector as reported in this packet, however, are used for various purposes to characterize the cost of attendance at Illinois schools.
Enter one total for the room and board rate for the regular school year based on full occupancy. If dormitory facilities are available for more than 20% of the school’s students, indicate the combined average. Average room and board figures by sector are used to characterize the cost of attendance at Illinois colleges.
Step 5 – Illinois Veteran Grant (IVG)
Provide the IVG tuition and fee rates in the tables in the three sections in Step 5. Refer to the IVG Program Benefits Guide for a listing of IVG benefits available to recipients.
Obtain a breakdown of tuition and fees included in the cost of specific courses from the billing office. Ensure that the correct amount is reported in the budget packet and that award packages reflect the correct amounts of tuition, mandatory and/or certain fees. The breakdown will also serve as a guide when payment requests are submitted.
The IVG Info section includes the term codes that should be used when submitting payment requests via File transfer Protocol (FTP).
- IVG Tuition Rates
Report the highest base hourly IVG tuition rates for each term in Step 5A. 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)].
If the school has other tuition rates for other IVG eligible programs (including program specific flat rates) include them on a separate sheet titled "Additional IVG rates. Be sure to include the school name and IVG code at the top of the sheet.
- IVG Fee Rates
In step 5B, report the number of credit hours that the fees are based on for each term. Complete the mandatory fees and certain allowable fees* tables to report the highest fees for each term. Transfer the total of mandatory fees and certain allowable fees to appropriate rows in the IVG Tuition and Fee Report table in Step 5C.
* IVG recipients who have previously received benefits and been charged eligibility units may be able to continue to receive the benefit of certain allowable fees (in addition to mandatory fees) as long as they remain enrolled in a continuous program of study (“grandfathering benefits”). They will no longer receive those benefits if they fail to enroll for a subsequent term of each regular school year term (fall, winter, spring), except for reasons of being called to federal active duty service. Schools have control in determining whether a student meets the requirement of being enrolled in a continuous program of study, and will submit payment requests accordingly.
- IVG Tuition and Fee Report
Report the IVG tuition, mandatory fees and allowable fees that can be claimed per term for a student in the table in Step 5C. 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.
Step 6 – Illinois National Guard (ING) Grant
Provide the IVG tuition and fee rates in the tables in the three sections in Step 6. In previous years, ING tuition and fees were collected by term. The 2009-10 ING figures should be reported on an hourly basis. Because ING is a summer trailer, report any changes or increases between fall and spring term rates and trailing summer rates.
- ING Tuition Rates
Report the base hourly ING tuition rates for each term in Step 6A. 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)].
If the school has other hourly tuition rates for other ING eligible programs (i.e., online courses) or ING school codes (including program specific flat rates) include them on the Flat Rate table in Step 6C.
- ING Fee Rates
Provide the ING allowable fees for each term that can be paid to a student in the ING Fees table in Step 6B. The only categories of fees covered by the ING Grant are activity, registration, matriculation, graduation and term fees. Transfer the total fee amount for each term to the ING Tuition and Fee Report table in Step 6C.
- ING Tuition and Fee Report
Report the ING tuition and fees that can be claimed per term for a student Step 6C.
- Report the most common hourly tuition and fees in table 1. The hourly fee totals for each term should be the total fee amounts transferred from the table in Step 6B
- Report the most common flat rate tuition amounts for each term in table 2.
Step 7 - Certification
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.
Step 8 – Returning the Budget Packet
Include the school's name and MAP/ING and IVG Codes on all documents as indicated in the instructions. The Gift Assistance Budget Packet can be sent via email, fax or mailed and must be received at ISAC on or before June 1st. The preferred method of submitting the budget packet is electronically as an attachment via the e-mail account of the Financial Aid Director. To avoid missing the June 1st deadline, be sure all of the requested information on each page is complete before submitting it to ISAC.
If the tuition and fee charges for 2009-10 are not finalized by the budget deadline, submit estimated figures on the budget packet on or before June 1st. A written explanation stating that the institution’s governing board has not finalized budget figures must accompany the Budget Packet and be signed by the Financial Aid Director. ISAC must have any corrected figures tuition and fee figures on or before August 1, 2009.
| Email: |
From the email address of the financial aid director to schoolservices@isac.org |
| FAX: |
217.785.5647 |
| Mail: |
Illinois Student Assistance Commission
Attn: School Services Department
500 West Monroe, 3rd Floor
Springfield, IL 62704 |
| Phone: |
866.247.2172 (toll free) |
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