This requirement applies to students who receive federal student aid (includes
Federal Pell Grant, Federal Supplemental Educational Opportunity Grant, and/or
William D. Ford Direct Subsidized or Unsubsidized Loan(s), but not Federal
Work-Study) and completely terminate enrollment prior to completing 60% of the
Termination of enrollment can be the result of any of the following actions:
1. Student initiates an official withdrawal from Pulaski Technical College
2. Student is administratively dropped by instructors from all courses due to
3. Student is administratively withdrawn from all courses as a result of
4. Student is considered an unofficial withdrawal by receiving all failing
grades, or a combination of failing grades, and either instructor initiated or
student initiated drops.
The amount of Title IV aid an institution must refund to the federal aid
programs is determined by the federal return to Title IV funds formula as
specified in Section 484B of the Higher Education Act. Pulaski Technical College
utilizes software provided by the Department of Education to calculate the
amount of aid that must be refunded which was initially utilized to pay
institutional charges. The depart date provided by the registrar’s office is
utilized to document the last date of enrollment. If the student is considered
an unofficial withdrawal, and a failing grade is earned for non attendance, the
instructor must provide a last date of attendance for the course. This date is
used in the return of Title IV funds calculation if required. If a date cannot
be determined for an unofficial withdrawal, the mid point of the semester is
Pulaski Technical College restores unearned aid used to pay institutional
charges in the following order within 30 days of the withdrawal determination:
1. Unsubsidized Federal Stafford Loan
2. Subsidized Federal Stafford Loan
3. Federal Pell Grant
4. Federal Supplanted Educational Opportunity Grant
5. Other Title IV Programs.
A repayment may also be required of the student when a refund has been issued to
a student from financial aid funds in excess of the amount utilized to pay
institutional charges that the student fails to earn by maintaining enrollment.
Pulaski Technical College will also restore these funds to the appropriate
source in the above order within 30 days of the withdrawal determination.
Students are billed for any unearned aid that was refunded to the federal aid
program that caused institutional charges to be unpaid. Additionally, students
will be billed for any monies the college returns on the student’s behalf that
is owed to the federal aid programs as a repayment of funds disbursed directly
to the student for non institutional charges. Copies of the Return to Title IV
Funds calculation are provided by the PTC Financial Aid Office to the student
along with a bill when their Return to Title IV calculation is processed.
If a student earns more aid than was disbursed, the student may be eligible to
receive a post withdrawal disbursement. Students are notified by mail of their
eligibility for such a disbursement. If the post withdrawal disbursement is loan
funds the student must confirm in writing that the loan funds are still wanted.
A post withdrawal of grant funds is automatically credited to the student’s
account for outstanding
charges. A student who does not have an outstanding balance, must confirm in
writing their desire to receive grant funds.
If a student is entitled to an institutional refund of tuition and fees, those
monies will first be applied to any outstanding balance to the college before
being refunded to the student.
1. Establish the Academic Calendar for each payment period. This is established
when setting up the new award year using the academic calendar approved and
published by Pulaski Technical College.
2. Each payment period calendar is provided to the Associate Director of
Financial Aid (Systems) for input into the Financial Aid Administrator Access
Return to Title IV module for input.
3. Input is reviewed by the Director of Financial Aid. Confirmation of accuracy
is noted by processing a sample R2T4 calculation. (This prevents modifications
by the program advisor to occur.) The calculation will be initialed and dated by
both the Director and Associate Director and retained in the appropriate New
Year Set Up folder.
4. R2T4’s are processed beginning the week following roster certification. The
expectation is for them to be identified on a weekly basis with calculation and
notifications being processed within 7 – 10 business days. A date should be
placed in the R2T4 field in STUAID communication completion of an R2T4.
At the end of the term, the No Earned report should be generated upon completion
of the Satisfactory Academic Progress process. Calculations should be processed
within 7 – 10 business days.
5. Direct Loan adjustments are provided to the Associate Director of Financial
Aid (Systems). The award amount is determined based on the net amount provided
by the advisor. The advisor will make the adjustment through POISE and the
Associate Director of Financial Aid (Systems) makes the adjustment through
Adjustments to other Title IV funds are made by the advisor. They are
communicated to ED during the automated disbursement process. The disbursement
process occurs approximately every 7 – 10 business days to ensure accounts
remain in balance.
6. When all adjustments are made, the student accounts office is notified. New
statements are generated reflecting any required return. The statements are
reviewed for accuracy and sent to the student with their notice of the required
7. The following items should be retained and filed as specified:
a. Weekly Report of Withdrawals and the No Earned Report should be retained and
kept in date order. Completion should be communicated by initial/date on the
b. A copy of the notification letter to the student, R2T4 Calculation, and the
withdrawal form (if obtained), should be grouped and placed in the binder in
this order and in accurate alphabetical order.
c. When the academic year has ended, the documents should be placed in the
imaging system. Paper copies should be retained through the end of the following
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Pulaski Technical College
3000 West Scenic Drive
North Little Rock, AR 72118
Phone: (501) 812-2200
Copyright 2014 Pulaski Technical College. All Rights Reserved.