MAP Budget Packet Instructions

These budget packets are available in either Portable Document Format (PDF) or Microsoft Word. Review the budget packets instructions below and the Info section within each step for each program within the budget packet before completing the form.

Refer to the Frequently Asked Questions to learn more about the completion of the of the annual MAP  Budget Packet.

The MAP Budget Packet includes six steps. To access instructions for each step included in the MAP budget packet, scroll through this page, or click on any of the following links to go directly to a specific topic.

Step 1 – General Information
Step 2 – Contact Information
Step 3 – Term Dates and Refund Policy
Step 4 – Monetary Award Program (MAP)
Step 5 – Certification
Step 6 – Returning the Budget Packet

Step 1 - General Information

General instructions about completing the annual budget packet can be found in Step 1. Specific instructions for completing the tables for each program are included within each step. The budget packet should be completed with tuition and/or fee amounts and submitted to ISAC on or before June 1st 2009 according to the instructions in Step 8. To avoid missing the June 1st deadline, be sure all of the requested information on each page is complete before submitting it to ISAC.

If the tuition and fee charges for 2009-10 are not finalized by the budget deadline, submit estimated figures on the budget packet on or before June 1st.  A written explanation stating that the institution’s governing board has not finalized budget figures must accompany the budget packet and be signed by the Financial Aid Director. ISAC must have any corrected figures tuition and fee figures on or before August 1, 2009.

Step 2 – Contact Information

Provide the program codes and contact information for the person primarily responsible for handling MAP and ISAC’s MAP Internet product, MAPnet in Step 2. The School Services Department will use the contacts listed in order to reach the correct person when communications are necessary with your school.

Step 3 – Term Dates and Refund Policy

Provide the school year and term dates in Step 3. Include the institution’s 2009-10 tuition refund policy and tuition and fee schedule for the 2009-10 academic year when the budget packet is returned to ISAC. Be sure the institution’s name and MAP school code is clearly identified on each attachment.

• For MAP, regular school year (defined at ISAC Rules, Section 2700.20) dates are to be used.  The term dates allow ISAC to better manage the MAP payment process by assisting schools to adhere to ISAC Rules, Section 2735.40 (l), which permits schools to submit payment requests beginning 10 days prior to the start of classes for each term, but not earlier. The dates also provide the data needed by ISAC to assist institutions with the year-end return refund process, as well as help institutions to identify the date by which an independent student must have resided in Illinois in order to receive a MAP grant. [ISAC Rules, Section 2700.20].
     
• ISAC Rules, Section 2700.30 (d), requires a copy of the institution’s tuition refund policy to be annually submitted to ISAC. In order to gather all required information at the same time, ISAC requests postsecondary institutions to submit their tuition refund policy along with their budget information. Submission of the tuition refund policy is not to be considered ISAC’s approval of it.

Step 4 - Monetary Award Program (MAP)

Provide the MAP mandatory fees, tuition and room and board charges in the tables in the three sections of Step 4. The 2009-10 tuition and mandatory fee figures should be based on a 16-hour enrollment budget. Report the highest tuition and fee rate that will be claimed for MAP payment.

1. MAP Mandatory Fees
    
   The table in Step 4A, lists ten general categories. The MAP Mandatory Fees Guide lists examples of possible mandatory fees associated with each general fee category.
    
   As defined at ISAC Rules, Section 2700.20, tuition is the charge for instruction assessed by an institution. Mandatory fees are defined as charges assessed by an institution to each and every full-time student for each term. Application, graduation, laboratory, breakage, add/drop fees, and program administrative fees for out-of-state or foreign study are specifically excluded (refer to ISAC Rules, Sections 2700.20 and 2735.30) as mandatory fees for purposes of the MAP grant.
    
   Report the highest mandatory fees based on 16 credit hour per term in the left-hand column for each fee type that applies. Multiply the term amount times two to obtain the maximum charge for a two term regular school year (32 hours). Transfer the total of mandatory fees in Step 4A to the table in Step 4B.
      
2. MAP Tuition and Fee Report
   
   Report the In-district, In-State tuition charged for the 2009-10 Regular School Year based on 16 credit hours per term. Transfer the mandatory fees reported in Step 4A to complete the table in Step 4B. Total the tuition and fees in each column.
    
3. MAP Room and Board Charges
   
   A single cost of living allowance, estimated at $4,875, will be part of the start-up formula for the 2009-10 Monetary Award Program. Actual room and board figures are not used as part of award processing. An average of the room and board figures by sector as reported in this packet, however, are used for various purposes to characterize the cost of attendance at Illinois schools.
   
   Enter one total for the room and board rate for the regular school year based on full occupancy. If dormitory facilities are available for more than 20% of the school’s students, indicate the combined average. Average room and board figures by sector are used to characterize the cost of attendance at Illinois colleges.

Step 5 - Certification

The Budget Packet is to be signed by the Financial Aid Director under the certification statement unless the Budget Packet is submitted directly from the e-mail address of the Financial Aid Director at the school.

Step 6 – Returning the Budget Packet

Include the school's name and MAP/ING and IVG Codes on all documents as indicated in the instructions. The MAP Budget Packet can sent via email, fax or mailed and must be received at ISAC on or before June 1st. The preferred method of submitting the budget packet is electronically as an attachment via the e-mail account of the Financial Aid Director. To avoid missing the June 1st deadline, be sure all of the requested information on each page is complete before submitting it to ISAC.

If the tuition and fee charges for 2009-10 are not finalized by the budget deadline, submit estimated figures on the budget packet on or before June 1st. A written explanation stating that the institution’s governing board has not finalized budget figures must accompany the Budget Packet and be signed by the Financial Aid Director. ISAC must have any corrected figures tuition and fee figures on or before August 1, 2009.