(1) At intervals designated by the executive director, financial aid administrators from participating independent colleges and proprietary institutions will submit the appropriate cash request or reimbursement form to the higher education coordinating board for each state need grant recipient certifying enrollment and grant eligibility.
(a) Upon receipt of the cash request or reimbursement forms, the higher education coordinating board will forward payments to the appropriate institution for each recipient or directly to the school as reimbursement.
(b) At private and proprietary schools, as long as the student remains eligible for the grant, the payment must be given directly to the student without the institution placing any other condition on receipt of the payment. Institutions which participate in the electronic funds transfer reimbursement program, must follow the requirements of the student directives. The student directive is a board-approved document used to direct the schools in the student's choice of payment method, either a direct deposit or school issued warrant.
(c) All signed receipts and student directives for state need grants are to be retained by the institution. They must be made available for inspection upon request of the board. All unclaimed payments must be returned to the board on or before the date specified by the board each term.
(d) A student-by-student reconciliation must be completed by the institution at the end of each term.
(2) All other institutions may request funds as necessary to make disbursements to students.
(a) Interim progress reports must be filed with the board as requested.
(b) A student-by-student reconciliation must be filed with the board at the end of each academic year.
(3) No institution may disburse nor claim more funds than that amount reserved by the board for the body of students at each institution.
(4) Should a student recipient withdraw prior to or on fifty percent of the term or prior to completing fifty percent of the scheduled clock hours during the term in which he or she received a state need grant, the student shall be required to repay a portion of the grant amount according to the board-approved repayment policy. This policy is separate and distinct from the federal repayment policy and computation. Beginning in 2009-2010 the board-approved repayment policy shall incorporate the following repayment principles.
(a) The repayment calculation is based on the portion of the term not completed or the percent of scheduled clock hours not completed.
(b) A fifty percent reduction is applied to the final repayment calculation for relief of irretrievable costs of attendance. This adjustment is only available to students who officially or unofficially withdraw when the last date of attendance is known.
(c) If the last known date of attendance occurs after fifty percent of the term, the state need grant award is considered one hundred percent earned and no repayment is due.
(d) If a state need grant recipient attends a portion of a term and withdraws with no verified last date of attendance, the repayment will be fifty percent of the grant amount with no additional adjustments.
(e) If a state need grant recipient never attends courses in the term for which they received a state need grant award, the repayment is one hundred percent of the grant amount.
The institution shall advise the student and the board of amounts to be repaid.
(5) The board reserves the right, if funds are available, to pay to public institutions an administrative expense allowance for the shared responsibility of administering the program on the board's behalf. The allowance shall be calculated annually as a percentage of the need grant funds disbursed by the institution.
(6) Funds from grants which are declined, forfeited or otherwise unused shall be reawarded until disbursed.
(7) The foster youth assurance is intended for unserved foster youth that were not identified during routine state need grant awarding processes and only after the institution has depleted its SNG reserve.
[Statutory Authority: Chapter
28B.92 RCW. WSR 10-16-026, § 250-20-051, filed 7/23/10, effective 8/23/10; WSR 08-15-156, § 250-20-051, filed 7/22/08, effective 8/22/08. Statutory Authority: Chapter
28B.80 RCW. WSR 93-08-010, § 250-20-051, filed 3/25/93, effective 4/25/93. Statutory Authority: RCW
28B.10.800 - [28B.10.]822. WSR 90-04-067, § 250-20-051, filed 2/5/90, effective 7/1/90. Statutory Authority: RCW
28B.10.806. WSR 87-16-046 (Order 2/87, Resolution No. 87-59), § 250-20-051, filed 7/29/87; WSR 79-11-031 (Order 11-79, Resolution No. 80-18), § 250-20-051, filed 10/11/79; WSR 79-07-021 (Order 5-79, Resolution No. 79-33), § 250-20-051, filed 6/15/79; Order 2-77, § 250-20-051, filed 4/13/77; Order 3-75, § 250-20-051, filed 4/25/75; Order 1-75, § 250-20-051, filed 3/7/75; Order 1-74, § 250-20-051, filed 4/9/74; Order 1-73, § 250-20-051, filed 7/2/73.]