TABLE OF CONTENTS



Automatic College Grade Level Calculation


GEGI automatically calculates the value for the Grade Level in College field in the ISIR Data panel based on the program settings and courses assigned to a student. 


You can enable automatic calculation by checking Use the Calculated Value:




Program Settings


For the automatic calculation to work correctly, you must configure college grade levels for each program. This can be done on the Details →  College Grade Levels tab in the program settings :



Calculation Steps


  1. The grade level selection is determined by the year number from the student’s Financial Aid Plan.
  2. The system automatically maps the program’s college grade levels to ISIR 24-25+ values (e.g., "First Year (Freshman)", "Second Year (Sophomore)", etc.).
  3. If the student has credit granted courses, the awarded hours are included in the calculation, and the system adjusts the starting year accordingly.



Automatic Pell Calculation


GEGI automatically calculates Estimated Payments for Pell Grants based on the Pell limits for the award year and the student’s ISIR data. It is calculated automatically:

  • When creating an FA Plan.
  • When creating a new FA Plan draft.
  • When editing an FA Plan draft (after clicking the Save button).
  • When updating an FA Plan draft from ISIR or an FA Plan template.


Calculation Steps

  1. Identify the Award Year — taken from the Pell row in the FA Plan.

  2. Determine Pell Eligibility:
    • Use the maximum Pell if the ISIR "Maximum Pell Indicator" is set.
    • Use the minimum Pell if the ISIR "Minimum Pell Indicator" is set.
    • Use the calculated Pell if no indicators are set. It is calculated as Max Pell - SAI, rounded to the nearest $5.
  3. Distribute the amount across payment periods based on the program type:
    • Term-Based programs — Pell is divided across payment periods based on enrollment intensity (credits taken vs. full-time credits).
    • Clock-Hour programs — If the academic year is full-time, Pell is split evenly between payment periods. If a student has fewer hours, the amount is prorated based on hours or weeks completed.
    • Non-Term programs — Full-time students get an equal split across two payment periods. Part-time students receive a prorated amount based on enrolled credit hours.


You can view a detailed breakdown of the calculation for each individual cell by hovering over it. A pop-up window will display all calculation steps:




ISIR LEU Limit Validation


If ISIR indicates that a student is approaching the Lifetime Eligibility Used limit, GEGI updates Pell calculation logic according to the flag from the ISIR:

  • If the flag is empty, Pell is not calculated due to missing LEU information.
  • If the flag is N (Not near limit), Pell is calculated normally using standard limits.
  • If the flag is E (Met or Exceeded limit), Pell is not calculated as the student has reached the lifetime limit.
  • If the flag is H (High Pell percent), Pell calculation includes limit validation to prevent exceeding 100% of the scheduled award within the academic year.
  • If the flag is C (Close to Pell limit):
    1. Available percentage below 100% applies proportional reduction to the Pell award.
    2. The resulting amount is divided equally across subsequent academic years.
    3. For clock-hour programs with less than 50% available, the entire amount applies to the first payment period in the award year.



Award Year Selection


After initial calculation, you can select another award year to use for a payment period:



Note: Only one Pell award is allowed per payment period. Entering a value in a new Pell cell clears other Pell values for that payment period.


Pell Limits


Pell Limits define the maximum and minimum Pell Grant amounts a student can receive for an award year. Limits can be set up in Financial Aid → Settings → Pell Limits.



Note: If Pell limits for an award year are not defined, Pell cannot be calculated automatically.



Automatic Subsidized/Unsubsidized Loan Calculation


GEGI automatically calculates Subsidized and Unsubsidized Loans when creating Financial Aid Plans for clock hour and term-based credit hours programs:




Loan Limit Flag Validation


The system validates the Loan Limit Flag from ISIR before calculating loans. If the Loan Limit Flag is not equal to N (No problem), GEGI calculates the difference between aggregate limits and actual Direct Loan amounts received.

  • If the difference is positive and higher than the annual limit, continue with normal calculation.
  • If the difference is positive and lower than the annual limit, use this difference instead of the annual limit.
  • If the difference is zero (student reached aggregate limit), no loan calculation or the FA plan population.


Note: Aggregate and annual limits are stored in Financial Aid → Settings → Financial Aid Loan Limits.



Annual Loan Amount Calculation


The subsidized annual loan amount is calculated using the formula: Cost of Attendance − Student Aid Index (SAI). 

  • The resulting amount cannot exceed Subsidized Limit from the annual loan limit.
  • Negative result (Cost of Attendance is lower than the SAI) means that the student is not eligible for Subsidized Loans. 


The unsubsidized annual loan amount is calculated using the formula: total annual limit − subsidized annual loan.


Note: Annual limits are determined based on the student’s Dependency Status from ISIR and automatically calculated Grade Level in College.



Clock Hour Programs


Annual loan amounts are distributed between two payment periods based on the enrollment status of a student:

  • If this is a full academic year and the student’s enrollment status ratio is one, equally divide subsidized and unsubsidized annual loan amounts between payment periods.
  • If the student’s enrollment status ratio is less than one, but this is a partial academic year with two payment periods, subsidized and unsubsidized annual loan amounts are multiplied by the enrollment status ratio and equally divided between payment periods.
  • If the student’s enrollment status ratio is less than one and this is a partial academic year with one payment period, subsidized and unsubsidized annual loan amounts are multiplied by the enrollment status ratio and allocated to the first payment period.



Term-Based Credit Hours Programs


Annual loan amounts are equally distributed between eligible payment periods for complete academic years: 

  • If the payment period has 6 or more credit hours, distribute 1/2 or 1/3 of the annual amount (based on the number of payment periods).
  • If the payment period has less than 6 credit hours, the annual amount divided among remaining eligible periods.


In cases where the academic year is incomplete, the annual amount is multiplied by the proration of the student’s total credits to full-time credits, then equally distributed among eligible payment periods.


Note: The number of full-time credits for term-based program is 24 and 36 for quarter-based. 



Automatic Loan Fee Calculation 


GEGI automatically calculates loan fees for Direct Loans (Subsidized, Unsubsidized, PLUS, Grad PLUS) in the Financial Aid Plan. The calculation process:

  1. Calculate the difference between gross and net amounts for all Direct Loans within an academic year.
  2. Divide the total by the number of payment periods.
  3. Apply the amount to each period.

Manual entry remains available using the pencil icon. When manual amounts differ from the calculated values, cells are highlighted with tooltip explanations:



Note: Loan fees recalculate automatically when Direct Loans are added or updated.


Automatic Origination Fee Calculation


Origination fees for Direct Loans are populated automatically when creating new Financial Aid Plans. The calculation process:

  1. Determine the award year based on the start date of the first payment period in an academic year. The award year for origination fees is 10/01/YYYY to 09/30/YYYY.
  2. Retrieve fees from the Origination Fees list for that award year. It can be set up in Financial Aid → Settings → Origination Fees.
  3. Populate fees in the academic years with filled in payment periods.

Manual entry remains available using the pencil icon. When manual amounts differ from auto-populated values, cells are highlighted with tooltip explanations:



Note: Changes to the Origination Fees list do not affect existing FA plans.



Automatic Payment Period Population


GEGI automatically populates payment period dates and the number of weeks based on the group information when creating a Financial Aid Plan without a group FA Plan Template.


Group Requirements


For clock hour and non-term programs, configure payment period dates in the Payment Periods table within Group Details:


For term-based credit hour programs, use the Modules and Payment Periods Start/End Dates table in Group Details to set dates and weeks for each payment period:




Credit Granted Students


If a student has credit granted courses in the Enrollment Agreement, GEGI automatically excludes payment periods that contain only credit granted courses when populating payment period dates from the group. The System Journal record for the FA plan creation reflects if the payment periods were automatically excluded:




Automatic Loan Interest Rates Population 


When creating a new FA Plan, Direct Loan interest rates are populated from the Loans Interest Rates list. Latest available rates are used based on the program degree level:


Undergraduate programs:

  • The Interest Rate of Subsidized Loans field uses Direct Subsidized and Unsubsidized Loans for Undergraduate Students rates.
  • The Interest Rate of Unsubsidized Loans field uses Direct Unsubsidized Loans for Graduate and Professional Students rates.


Graduate programs:

  • The Interest Rate of Subsidized Loans field uses Direct Unsubsidized Loans for Graduate and Professional Students rates.
  • The Interest Rate of Unsubsidized Loans field uses Direct Unsubsidized Loans for Graduate and Professional Students rates.


All programs:

  • The PLUS Loan Interest Rate field uses Direct PLUS Loans rates.
  • The Grad PLUS Loan Interest Rate field uses Direct Grad PLUS Loans rates.


Note: Direct Loan interest rates are stored in Financial Aid → Settings → Financial Aid Loans Interest Rates.



Automatic IRS Standard Mileage Rate Population


GEGI automatically populates the IRS Standard Mileage Rate field in the Transportation panel, when creating a new FA Plan. The rate covering the FA Plan creation date is used, or the latest available rate if no matching period exists.


Once a student’s FA Plan is created, the IRS Standard Mileage Rate remains unchanged, even when creating new FA Plan drafts.


Note: IRS Standard Mileage Rates are stored in Financial Aid → Settings → IRS Standard Mileage Rates.



Automatic Non-Direct Expenses Population 


When creating a new Financial Aid Plan for a student, the Non-Direct Expenses panel is populated automatically.


The Weekly Food and Housing field is populated based on the student’s dependency status from ISIR: 

  • If Dependent, the Weekly Room and Board (Dependent) value from the group settings is used.
  • If Independent, the Weekly Room and Board (Independent) value from the group settings is used.

Personal Expenses uses the Weekly Personal Expenses value from the group settings.


Note: Manual changes to non-direct expenses values are allowed. If the values differ from the automatically populated values, the field is highlighted in yellow.



Group Settings Configuration


When creating a new group, the Weekly Personal Expenses and Weekly Room and Board (Independent/Dependent) fields in the Group Details panel are automatically populated with the latest values from the Non-Direct Expenses list in GEGI:



When the Non-Direct Expenses list is updated, group fields without students’ FA Plans are also updated. However, when at least one FA Plan was created in a group, fields are locked, so all students within one group have the same non-direct expenses values in their FA plans.