Financial Aid Waivers

When to Submit a Financial Aid Waiver:

• You will fill out a financial aid waiver for students if they are expecting financial aid or received it late and have holds, service charges, and incurred late charges or are anticipated to.
• If they have any other concerns with financial aid regarding fees and are unsure if they are to receive any refer them to financial aid.

 

How to Submit a Financial Aid Waiver:

• Open TeamDynamix.
• On the top of the screen there should be a circle that says, “Financial Aid Waiver”. Click on that.

• It should take you to a screen that says, “Waiving a fee/hold due to Financial Aid difficulty”.
• Once on that page click the blur bar that says, “request waiver”.

• That will bring you to the page with the waiver. Fill out the information according to the student’s needs. Make sure in the “Student’s Name” bar to type in their I# and remove your name.

Financial Aid Returns

Financial Aid Returns Basic Info:

• Open Ticket.

• Copy I-number into iseries (if there is no I-number you can look them up via email by hitting f10 +f11 then typing in their email up to @byui.edu).
• Confirm that they owe Financial Aid returns (sometimes the fa returns will be listed under tuition, so check to see if the charges are from any financial aid).
• Proceed to the f10 page to call.

What to do if Students Pick Up:

• If they pick up, verify the student’s identity then explain charges to them. Usually, the reason they owe fa returns is because they dropped classes. Explaining why it happens can help.
• If the student is being difficult or is still confused offer to send their information to Financial Aid. You can do this by putting the ticket to waiting.
  • To put a ticket to waiting you click the drop-down menu that says Actions --> Update --> Ready --> Waiting

• Once you put the ticket to waiting input notes into the text box, explain the conversation you had, and the student’s needs.
• If the student has no further questions, close the ticket by following the above steps, but instead of putting waiting, put closed.

What to do if Students Do not Pick Up:

• If the student does not pick up leave a voicemail.
• Regardless of whether you leave a voicemail or not we email them.
• To send an email use the email template in the Financial Aid notes in the student idrive.

Leaving Notes in Iseries and CRM:

• To leave notes in iseries, go to the f4 page and use the tag COLL. To leave notes in CRM click the plus and the click phone call.
  • Under the subject line for CRM put Financial Aid Returns.
• You can use the prewritten notes in the financial aid returns folder.
• If the situation is unique leave extensive notes describing the interaction.

Entering the Information onto Spreadsheet:

1. To access the spreadsheet there should be a link in the collections team group chat.
2. There are many tabs to input information into below is a breakdown of the required information.

• Paid in full tab
  • Put an x here if all charges have been paid for. Please double check by scrolling down on iseries.
• Email tab
  • Put an x here after you email the student.
• Phone tab
  • Put an x here after you have completed a phone call, it does not matter if they pick up, the phone call disconnects, or you leave a voicemail.
• Voice-mail tab
  • Put an x here only if you leave a voicemail, do not mark this box if the voicemail is full.
• Done by tab
  • Put your initials here if you are the one that completed the ticket.
• Last Day Contacted
  • Put the date here regardless of if you spoke to them, you will be emailing them so this counts as a contact.
• Date Paid or Partial Payment tab
  • Put the date that they paid or made a partial payment, you will check in iseries either under financial aid returns or tuition fees. You can also find owed fa returns on the original ticket window on the left hand side.
• Amount to be Returned tab
  • Enter the amount that they owe, only for fa returns. You can find this figure by adding the outstanding charges in iseries.
  • If they have paid fa returns in full put the amount they paid in this tab.
• Total Credits
  • You can find their total credits earned by hitting f10 then f6 and scrolling down to the bottom.
  • Once total credits earned are found enter them into the spreadsheet.

• Notes tab
  • If you feel any prevalent information the student said requires additional notes, please leave notes under this tab.

Helping Students Sign Up For E-Refund

Have the student log into their BYUI account.

Scroll down to the white box titled "My Finances".

Click on "Make Payment" (They won't be making a payment, it's just the fastest way to get there).

On the left side on the screen there should be a black bar. Click on "My Account".

In the middle of the screen there will be a category named "Direct Deposit Refunds". Click on the "Sign Up" and follow the steps from there to complete the set up.