Calculate the Return of Title IV Funds

Purpose:  Use this document as a reference on processing a return to Title IV funds using ctcLink.

Audience:  Financial Aid staff.

You must have at least one of these local college managed security roles:

  • ZD FA Director
  • ZD FA R2T4 Prcs
  • ZZ FA Funds Manager
  • ZZ FA R2T4 Prcs

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Calculate R2T4

Navigation:  Financial Aid > Return to Title IV Funds > Create Worksheet      

  1. The Return of TIV worksheet HERA search page displays.
  2. Select the Add a New Value tab.
  3. Select values from the following fields:
    • ID
    • Academic Institution
    • Enter Aid Year
    • Enter Term
    • Select the Program Type
  4. Select the Add button.
  5. The Create Worksheet page displays.
  6. Enter the Date of Withdrawal on the Return TIV Aid tab.
  7. Select the Student Status link to view the Package Status Summary page and make updates to various field values such as Aid Processing Status and Verification Status.

From the View Package Status Summary page, you can also access information such as:

  • Term
  • ISIR Information
  • Database matches
  1. If you've opened the Student Status link, select the X on the browser tab to exit the page and return to Create Worksheet.
  2. Select the FA Term link to view a student’s:
    • term information
    • add a new term for a student
    • or build the student’s financial aid term.
  3. If you've opened the FA Term link, Select the X on the new tab to exit the page and return to Create Worksheet.
  4. Select the Return of Funds Worksheet tab.
An image of the Return TIV Aid tab with red annotation boxes outlining the Return TIV Aid tab headers, the Student Status and FA Term links.
  1. The Return of Funds Worksheet tab displays.
  2. Use the Return of Funds Worksheet page to calculate Return of TIV funds and generate details for aid earned.
  3. Select the Calculate All button.
  4. Select the Total TIV Aid Disb Detail link.
  5. Review and select the OK button.
  6. Select the Pct. TIV Aid Earned Detail link.
  7. The Calculate Pct. TIV Aid Earned pagelet displays.
  8. Use the Calculate Pct. TIV Aid Earned page to view or recalculate a student’s percentage of earned Title IV aid.
  9. Select the OK button.
  10. Select the Total Institutionl Chrgs Detail link.
  11. The Calculate Charge Information page displays.
  12. Use the Calculate Charge Information page to view or recalculate a student’s institutional and budget charges.
  13. Select the OK button.
  14. Select the Amt Due From School Detail link.
  15. The Calculate Return Amounts pagelet displays.
  16. Use the Calculate Return Amounts page to view or recalculate the amount of funds to be returned by the institution. 
  17. Select the OK button.
  18. The Create Worksheet page displays.
  19. Select the TIV Grant Return Amt Detail link.
  20. The Return of Grant Funds pagelet displays.
  21. Use the Return of Grant Funds page to view or recalculate the amount of grant funds to be returned by the student.
  22. Select the OK button.
  23. The Create Worksheet page displays.
An image of the Return of Funds Worksheet with red annotation boxes outlining the tab header, the Calculate All button, the Detail links, and a yellow highlighted area outlining the Action Message
  1. Select the Student/School Return tab.
  2. The Student/School Return tab displays.
  3. Use the Student/School Return page to track return information for the student and school.  
  4. The School Return Status field indicates the institution's repayment status as Pending or Complete. The default status is blank or pending until you manually change the status to Complete.  
An image of the Student/School Return tab with red annotation box outlining the Student Return Status of Pending
  1. Select the Post-Withdrawal Disbursement tab.  You may need to select the arrow button next to the last tab.
  2. The Post-Withdrawal tab displays.
  3. Use the Post-Withdrawal Disbursement page to track post-withdrawal disbursements.  

After you calculate the return amount on the Return of Funds Worksheet page and determine the student is eligible for a PWD, you can use this page to enter and maintain process dates.

  1. Select the Calculate button.
  2. In the Total PWD Credited group box, you can enter an amount to credit to the student's account and then select the Calculate button.
  3. Define the Post-Withdrawal Disb Status to Pending if working with a PWD.
  4. Select the Return TIV Aid Notes tab.
An image of the Post-Withdrawal Disbursement tab annotated in red box with Calculate button, the Post-Withdrawal Disb Status of Pending and Box 3 annotated in a red box. A red arrow points to the 295.80
  1. The Return TIV Aid Notes tab displays.
  2. Use the Return of TIV Aid Notes page to enter return of Title IV aid notes and to document information regarding the processing of Title IV Return of Funds.
An image of the Return to TIV Aid Notes tab annotated in red box. Yellow highlighter outlines the Notes text
  1. Select the Return TIV Aid tab.
  2. The Return TIV Aid tab displays.
  3. Enter the Overall Status by selecting on the field.
  4. Select the Save button.
The Return TIV Aid tab annotated in a red box and the Overall Status of Completed annotated in red
  1. You have successfully calculated the return of Title IV aid for a student.
  2. End of procedure.

Video Tutorial

The video below demonstrates the process actions described in steps listed above. There is no audio included with this video. Select the play button to start the video.

Video Tutorial Via Panopto

View the external link to Calculate the Return of Title IV Funds. This link will open in a new tab/window.

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