DOE
REFERENCES


Return of Title IV Funds Federal Register

DOE Credit Hour Work Sheet

DOE Clock Hour Work Sheet

RETURN OF TITLE IV FUNDS

The information contained within these Web pages is used to calculate the Return of Title IV Funds. A federally regulated calculation for computing the total

Information relating to this page should be addressed to Marko Technologies, INC. Information regarding the calculation and the regulations governing these computations, should be directed to the Department of Education.

DEFINITION OF TERMS

TERM NAME
The term information is either the payment period or the period of enrollment that is to be used in the calculation. Institutions using credit hours should leave all references to clock hour information defaulted to zero.

TERM BEGIN DATE
The first date of the period of enrollment for which you are basing the calculation.

WITHDRAWAL DATE
Is the date that the institution determines that the student began the withdrawal process prescribed by the institution or that the student provided official notification to the institution of the intent to withdraw, or that the student did not begin the withdrawal process or notified the institution of the intent to withdraw, the date that is the mid-point of the payment period for which assistance was disbursed or later as documented by the institution. Institutions that are required to take attendance, this date is determined by the institution from such attendance records. If the institution determines that a student did not begin the withdrawal process, or otherwise notify the institution of the intent to withdraw due to illness, accident, grievous personal loss, or other such circumstances beyond the student's control, the institution may determine the appropriate withdrawal date.

TERM END DATE
The last date of the period of enrollment used in the calculation. Credit hour institutions percentage of funds to return is based on the percentage of days within this period of enrollment. This fields is not used in the calculation for clock hour institutions.

WITHDREW WITHOUT NOFICATION
Indication if the student withdrew without notification. If a student withdrew without notification, the calculation will use a 50% basis to determine the amount of Title IV Funds that may need to be returned. Check the recient regulations to determine if your institution can qualify for this option.

DAYS IN SEMESTER BREAK
Regulations allow credit hour institutions to exclude breaks of five days or more. The total number of days indicated in the semester break field is subtracted from the total number of days in the period of enrollment indicated from the term begin date and the term end date.

INCLUDE BREAK IN CALCULATION
This option indicates whether the semester break has already passed. If the break has passed, the number of days in the break will be deducted from the number of days complete when determining the percent complete.

CLOCK HOURS COMPLETED
For clock hour institutions, indicate the number of clock hours completed for the period of enrollment the calculation is based.

CLOCK HOURS IN PAY PERIOD
For clock hour institutions, indicate the number of clock hours in the period of enrollment which the calculation is based.

CLOCK HOURS SCHEDULED TO COMPLETE
For clock hour institutions, indicate the number of clock hours scheduled to be completed in the peiod of enrollment whcih the calcuation is based. Check the most receient regulations to determine if you are eligible to use scheduled hours completed.

INSTITUTIONAL COSTS
Enter the direct costs charged the student for the period of enrollment defined above.

NOTE: Breaking direct costs into the catagories is optional.
You may enter one total amount in the tuition field.

TOTAL AID RECEIVED
In the ELIGIBLE column, enter the total amount a student is/was eligible to receive for the period of enrollment indicated above. In the DISBURSED column, enter the actual amount disbursed.

ELIGIBLE
In order for this program to determine if the student is due a "late withdrawl disbursement", it is necessary to indicate the total amount of aid the student was eligible to receive for the period of enrollment. The program will assess if the student is eligible for a late withdrawal disbursement and that amount is indicated in the Late Disbursement column.

DISBURSED
The total amount of aid disbursed the student. The amount Disbursed, in conjuction with the Eligible amount allows the program to determine if the student is due a "late withdrawl disbursement". NOTE: If the student received all funds they were eligible for, the amount in the Eligible column will match the Disbursed column. The program automatically assess whether the student is eligible for a late withdrawal disbursement and that amount is indicated in the Late Disbursement column.

PERCENT COMPLETE
In the case of a program that is measured in credit hours, the percent complete is determined by dividing the total number of calendar days comprising the payment period or period of enrollment for which assistance is awarded into the number of calendar days completed in that period as of the day the student withdrew. In the case of a program that is measured in clock hours, the percent complete is determined by dividing the total number of clock hours comprising the payment period or period of enrollment for which assistance is awarded into the number of clock hours completed by the student in that period as of the day the student withdrew or scheduled to be completed as of the day the student withdrew, if the clock hours completed in the period are not less than a percentage allowed by regulation, of the hours that were scheduled to be completed by the student in the period. If a student withdraws after completing 60 percent then the percent complete will be 100 percent and the percent unearned will be zero.

TOTAL INSTITUTIONAL COSTS
Institutional costs include only those charges for which the school directly charges the student. This includes, but are not limited to, tuition and fees, administrative fees, room and board, books and supplies, uniforms and equipment.

DAYS/HOURS IN PAY PERIOD
The total number of clock hours or calendar days in a payment period or period of enrollment. This includes all calendar days within the period except for scheduled breaks of at least five consecutive days.

DAY HOURS ATTENDED
In the case of a program this is measured in credit hours, the total number of calendar days in a payment period or period of enrollment completed by the student as of the student's withdrawal date. The total number of calendar days in a payment period or period of enrollment does not include days in which the student was on an approved leave of absence. In the case of a program that is measured in clock hours, the total number of hours in a payment period or period of enrollment completed by the student, or scheduled to be completed if the clock hours completed in the period are not less than 70 percent of the hours that were scheduled to be completed by the student as of the student's withdrawal date. Institutions that use hours in place of calendar days will need to manually input the appropriate number of hours.

PERCENT OF AID UNEARNED
The percent of unearned portion of the payment period or period of enrollment for which assistance is awarded.

UNEARNED AID AMOUNT
The total dollar amounts of Title IV assistance to be returned. The amount to be returned shall be the shared responsibility of the institution and the student. The amount to be returned is calculated by applying the percentage unearned to the total amount of program assistance that was disbursed or that could have been disbursed.

UNEARNED INST. COSTS
The portion of institutional charges, as indicated by the amount in TOTAL AID TO CALCULATE, that an institution must return when a student withdraws. An institution shall return the lessor of the total unearned amount of aid, or the institutional charges incurred by the student multiplied by the percentage of unearned Title IV, HEA program assistance.

STUDENTS RESPONSIBILITY
The student is responsible for all unearned Title IV HEA program assistance that the institution is not required to return. A student shall not be required to return 50 percent of the grant assistance received by the student. In addition, a student is not required to pay back his or her portion of any unearned loan funds that will be paid in accordance with the terms of their promissory note.

TOTAL AID RECEIVED
The amount of Title IV HEA program funds that have been disbursed or could have been disbursed to the student who could have otherwise been eligible to receive at the time he or she withdrew.

INSTITUTION RETURNS
An institution must return, in the order specified, the amount of title IV funds for which it is responsible. These funds should be returned as soon as possible but no later than 30 days after the date that the institution determines that the student withdrew.

STUDENT RETURNS
The amount a student must return, in the order specified, for which they are responsible after the institution has returned their portion of unearned funds. It is the student's responsibility to repay this amount to the institution or to the title IV, HEA programs and is subject to repayment arrangements or overpayment collection procedures. An institution must make reasonable efforts to contact the student and recover the overpayment.

REVISI ONS
June 20, 2000 - Area for breaks added on answer sheet. Revision date displayed on answer sheet and revision description added to this help page.

July 16, 2000 - Total Aid received adjusted to only include the institution's amount plus the student's amount insead of the percent of un-earned aid. Comments and acknowledgements added.