Veteran Enrollment

Using VA Benefits

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• New Students

   

  For all newly admitted students, on behalf of Veteran Certifications Services, Bowie State University School Certifying Officials, we welcome you to Bowie State University! Please follow these steps to understand how to use your VA Education Benefit to support your educational goals at BSU. Any new or current student using VA education benefits, to include:

  1. Chapter 33 / Post 9-11 G.I. Bill®
  2. Chapter 30 / Montgomery G.I. Bill® Active Duty
  3. Chapter 1606 / Montgomery G.I. Bill® Selected Reserves
  4. Chapter 31 / Vocational Rehabilitation with an active authorization #
  5. Chapter 35 / Dependents Educational Assistance (DEA).

  1. Apply to attend Bowie State University
  2. Complete the U.S. Department of Veterans Affairs (VA) online application for education benefits.
  • If you've never used VA benefits, you must first apply using the link above.
  • Check the VA for average processing times.
  3. Complete the FAFSA. Bowie State University strongly encourages all eligible students, regardless of financial circumstance, to complete the Free Application for Federal Student Aid (FAFSA) which can be done before being admitted or enrolling at the university. VA benefits may be used in conjunction with other types of aid, contact the Office of Student Financial Aid for assistance.
  4. Attend an orientation program. Undergraduate students should register for a New Student Orientation, graduate students should contact their program for information about orientation. Students will register for classes during their orientation.
  5. Review your residency status. This information is available on your admission letter. You may be eligible for in-state residency at Bowie State University. Please review Residency Information | Bowie State.
  6. Chapter 31(VR&E) students, please ensure you have an active authorization number from your VR&E Counselor before you submit your request. You must send your authorization number you receive from your VR&E counselor to invoicing4tuition@bowiestate.eduin order for 3rd party billing to process your invoice.
  1. If you are requesting a voucher for books and items, you must have permission from your VR&E Counselor before you request this from 3^rd party billing. Submit your PO or authorization information to invoicing4tuition@bowiestate.edu in order to receive a voucher for the bookstore.
  2. If your VR&E counselor has authorized you for equipment such as a laptop, printer etc, you will need to provide invoicing4tuition@bowiestate.edu with the information in order to receive a voucher for the bookstore.
  7. Request to be certified to the VA. As soon as you have registered for classes, submit a signed BSU VA Enrollment Certification Request (pdf) to Veteran Certification Services. Once you receive your Certificate of Eligibility (COE), submit the document to Veteran Certification Services. It is recommended that you submit these at the same time.CH35 (DEA) students, ensure you have the full VA file number from the qualifying veteran as well as the full name of the qualifying. Please submit these documents via email to militarybenefits@bowiestate.edu.
  8. Wait for your benefits to pay out. You will receive a confirmation email from VA when you have been certified by the university. To ensure timely processing, submit your BSU VA Enrollment Certification Request form to our office as soon as you register for a term.
     1. VA tuition will be released to the university approximately two weeks after the student is certified.
     2. For Post 9/11 GI Bill® Students, the VA requires a two-step certification process. The first certification includes information to activate any monthly funding disbursements from the VA (e.g., housing and book stipend). The second certification includes tuition and mandatory fee totals which cannot be finalized until the end of the Schedule Adjustment Period.
     3. For students using Chapter 31 or Chapter 33 Post 9/11 GI Bill® benefits who have provided a written request to be certified for a term, late fees and financial penalties will not be assessed for the portion of the account that is covered by VA. See GI Bill Delayed Payment Policy. 
  9. Get engaged on campus! To learn more about activities and opportunities on campus, including scholarships and other financial aid options for veterans visit On-Campus Resources.

  Resources

  • Military Resource Center
  • BSU Student Veterans Association

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• Current Students

   

  Welcome back, students! Please follow these steps to use your VA Education Benefits to support your educational goals at BSU.

  If you are a current student looking to utilize your benefits as a guest student at another institution, please see BSU Students Visiting Another Institution

  1. Prepare for registration. Follow these steps to get ready to register. Remember as a veteran student you get Priority Registration for fall and spring semesters. Make sure you take advantage of this benefit to stay on track for your graduation goals!
  2. Register for classes as soon as you are eligible to do so.
  3. Chapter 31(VR&E) students, please ensure you have an active authorization number from your VR&E Counselor before you submit your request. You must send your authorization number you receive from your VR&E counselor to invoicing4tuition@bowiestate.eduin order for 3rd party billing to process your invoice.
     1. If you are requesting a voucher for books and items, you must have permission from your VR&E Counselor before you request this from 3^rd party billing. Submit your PO or authorization information to invoicing4tuition@bowiestate.edu in order to receive a voucher for the bookstore.
     2. If your VR&E counselor has authorized you for equipment such as a laptop, printer etc, you will need to provide invoicing4tuition@bowiestate.edu with the information in order to receive a voucher for the bookstore.
  4. Request to be certified to the VA. As soon as you have registered for classes, submit a signed BSU VA Enrollment Certification Request (pdf) to Veteran Certification Services. Returning Students do not have to submit their COE again. Any new or current student using VA education benefits, to include:
  1. Chapter 33 / Post 9-11 G.I. Bill®
  2. Chapter 30 / Montgomery G.I. Bill® Active Duty
  3. Chapter 1606 / Montgomery G.I. Bill® Selected Reserves
  4. Chapter 31 / Vocational Rehabilitation with an active authorization #
  5. Chapter 35 / Dependents Educational Assistance (DEA).
     
     Please submit these documents via email to militarybenefits@bowiestate.edu or drop them off at the MRC office.
  5. Wait for your benefits to pay out. You will receive a confirmation email from VA when you have been certified by the university. To ensure timely processing, submit your BSU VA Enrollment Certification Request form to our office as soon as you register for a term.
  1. VA tuition will be released to the university approximately two weeks after the student is certified.
  2. For Post 9/11 GI Bill® Students, the VA requires a two-step certification process. The first certification includes information to activate any monthly funding disbursements from the VA (e.g., housing and book stipend). The second certification includes tuition and mandatory fee totals which cannot be finalized until the end of the Schedule Adjustment Period.
  3. For students using Chapter 31 or Chapter 33 Post 9/11 GI Bill® benefits who have provided a written request to be certified for a term, late fees and financial penalties will not be assessed for the portion of the account that is covered by VA. See GI Bill Delayed Payment Policy.
  6. Get engaged on campus! To learn more about activities and opportunities on campus, including scholarships and other financial aid options for veterans visit On-Campus Resources.

  Resources

  • Military Resource Center
  • BSU Student Veterans Association

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• Guest Students

   

  If you are enrolled in a degree-seeking program at another institution, and wish to use VA Education Benefits while temporarily enrolled at BSU, follow these steps:

  1. Obtain a parent letter from your primary (home) institution’s School Certifying Official. The letter must contain:
  • student’s name,
  • degree program at the home institution,
  • exact course(s) being taken at BSU, and
  • statement from the home institution that the credits being taken at BSU will apply to your degree at your home institution.
  2. Register for courses.
  3. Complete the BSU VA Enrollment Certification Request (pdf)
  4. Submit the parent letter, BSU VA Enrollment Certification Request and your Certificate of Eligibility (COE) to our office.
  • Please submit these documents via email to militarybenefits@bowiestate.edu.   
  5. Request a copy of your transcript to be sent to your home institution at the end of the semester.

  Once the parent letter and the BSU VA Enrollment Certification Request is received by Veteran Certification Services, a BSU School Certifying Official will certify the guest student’s enrollment to the VA.

  Resources

  • Military Resource Center
  • BSU Student Veterans Association

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• Tuition Assistance for Service Members

   

  Uniformed Service Members may use VA Education Benefits and/or Tuition Assistance to pay for tuition and fees.

  • Tuition Assistance is NOT a loan. It is a special incentive that current uniformed service members have earned for service to your country.
  • For information on the VA enrollment certification process at Bowie State, see Veteran Enrollment | Bowie State

  See your installation Education Counselors for information on steps to take.

  Applying for Tuition Assistance

  Each military service branch and component has their own criteria for Tuition Assistance eligibility, military service obligation, application process and restrictions. It is recommended that you speak with your chain of command and a Bowie State University representative for further guidance to request your TA benefits.

  How to Apply

  • Air Force Reserve, Air National Guard
  • Army, Army Reserve, Army National Guard
  • Coast Guard
  • Marine Corps, Marine Corps Reserve
  • Navy, Navy Reserve

  Steps to Apply for Tuition Assistance

  1. Speak with your education officer, career counselor or benefits incentive specialists to ensure you are eligible for Tuition Assistance.
  2. Gain approval from your commander to attend classes at Bowie State University prior to enrollment. (Note: Commanders must approve TA)
  3. See your base Education Services Officer (ESO) prior to enrolling for classes at Bowie State University.
  4. Follow the military service branch and component specific instructions how to request Tuition Assistance for your course(s). Take note of the TA application
     instructions/deadlines specific to your branch and Bowie State University academic calendar to ensure your request in processed in a timely
     manner.
  5. Submit your approved TA request to the Bowie State University Bursar’s office at invoicing4tuition@bowiestate.edu for processing.
  6. The Bursar’s Office will process your approved TA request and posts the TA credit to your student account. Please ensure you review your student account
     (Bulldog Connection) (Bursars and Financial Aid) to ensure your TA has posted online.
  7. Ensure you speak to your installation education liaison before you cancel or drop out of any classes. Ensure you notify the Bursar’s office at
     invoicing4tuition@bowiestate.edu of any changes or cancellations of classes on your submitted TA request.

  General Information About Military Tuition Assistance

  • TA is exclusive to currently-serving members of the Uniformed Services. If your ETS date falls during the academic semester you will not get TA for that
    semester.
  • TA is requested on a course-by-course basis, and each course must be part of an approved degree program.
  • TA is limited on the total number hours for undergraduate degrees (lifetime limit) depending on your branch/component. It also cannot be used for a lateral degree
    (you cannot use TA to earn a 2nd bachelor’s degree)
  • TA can be reimbursed for up to 100% of the course cost, not to exceed $250 per credit hour; up to $4500 per fiscal year.
  • TA may NOT cover all course fees.
  • TA can be used in conjunction with the GI Bill®, but with some restrictions. Contact an advisor or incentive specialist for guidance.
  • TA requests should be completed prior to the start of the semester. Each branch/component has its own deadline.
  • TA is a tuition reimbursement program; you will not receive an up-front payment. Payments are made directly to the university and may come late in the semester.
  • Please note TA is not a guaranteed benefit, and funding is limited. TA is paid on a first come, first served basis. Students must apply within their branch of service
    prior to the start of the school term.

  You can contact Veterans Services and the Military Resource Center at militarybenefits@bowiestate.edu and at 301-860-5109.

  Resources

  • Military Resource Center
  • BSU Student Veterans Association

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• Military Spouses and Dependents

   

  VA education benefits for survivors and dependents

  If you’re a dependent or surviving spouse of a Veteran, you may be eligible for VA education benefits. If you qualify for both Survivors’ and Dependents’ Education Assistance (DEA) and the Fry Scholarship, you’ll have to pick one or the other when you apply. After you’ve made this decision, you can’t switch. But you can use transferred benefits with both DEA and the Fry Scholarship.

  Survivors’ and Dependents’ Education Assistance (DEA)

  If you’re the child or surviving spouse of a Veteran or service member who has died, is captured or missing, or has a service-connected disability, you may be eligible for DEA—also called Chapter 35.

  Find out if you’re eligible for DEA and how to apply

  Fry Scholarship

  If you’re the child or surviving spouse of a Veteran or service member who died in the line of duty or from a service-connected disability on or after September 11, 2001, you may be eligible for the Fry Scholarship.

  Find out if you’re eligible for the Fry Scholarship and how to apply

  Transferred education benefits

  If you’re the child or spouse of a Veteran or service member who has requested a transfer of education benefits, you may be eligible to use those benefits.

  Find out if you’re eligible for transferred benefits and how to apply

  Other information you may need

  • How to use your GI Bill benefits

  Learn about ways you can use your benefits.

  CHAMPVA Benefits

  Are you the spouse or surviving spouse of—or a child of—a Veteran with disabilities or a Veteran who has died? If you don’t qualify for TRICARE (the Department of Defense’s health care program for active-duty and retired service members and their families), you may be able to get health insurance through the Civilian Health and Medical Program of the Department of Veterans Affairs (CHAMPVA). Through this program, we cover the cost of some of your health care services and supplies. This is called cost sharing. Find out if you qualify for CHAMPVA and how to apply.

  Am I eligible for health care through CHAMPVA?

  You may only be eligible for health care through CHAMPVA if you don’t qualify for TRICARE and at least one of these descriptions is true for you.

  At least one of these must be true:

  • You’re the spouse or child of a Veteran who’s been rated permanently and totally disabled for a service-connected disability by a VA regional office, or
  • You’re the surviving spouse or child of a Veteran who died from a VA-rated service-connected disability, or
  • You’re the surviving spouse or child of a Veteran who was at the time of death rated permanently and totally disabled from a service-connected disability, or
  • You’re the surviving spouse or child of a service member who died in the line of duty, not due to misconduct (in most of these cases, family members qualify for TRICARE, not CHAMPVA).

  A service-connected disability is a disability that we’ve concluded was caused—or made worse—by the Veteran’s active-duty service. A permanent disability is one that’s not expected to improve.

  Note: A Veteran who’s the qualifying CHAMPVA sponsor for their family may also qualify for the VA health care program based on their own Veteran status. If 2 spouses are both Veterans who qualify as CHAMPVA sponsors for their family, they both may now qualify for CHAMPVA benefits. Each time they need medical care, they may choose to get care through the VA health care program or using their CHAMPVA coverage.

  Please visit CHAMPVA Benefits | Veterans Affairs for more information, how to apply for the benefits, what benefits you get if qualified, and how long it will take to hear back.

  Resources

  • Military Resource Center
  • BSU Student Veterans Association

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• VA Work Study

   

  VA Work Study is a tax-free education benefit for students using Ch. 30, 31, 32, 33, 35, or 1606 at the state of Maryland minimum wage. Bowie State University is a VA Work Study site. You can visit here for detailed information Work Study Benefit. Students who qualify should review the job description, complete a VA Work Study application, and submit it via the BSU VA Enrollment Certification Request form. 

  If you meet the qualifications below, you may complete the VA Work Study application:

  1. To qualify, students must be receiving a VA Education benefit at a level of ¾ time or greater
  2. VA Education benefits consist of CH30, CH31, CH32, CH33, CH35, CH1606
  3. Students should complete the Application for Work Study Allowance VA Form 22-8691.
  4. The Site Supervisor will review the application and submit it to Work Study. Check field 11 for accuracy.
  5. Applications may be submitted up to 45 days prior to the term
  6. Contract hours are calculated at 25 hours per week of enrollment, prorated for partial weeks, with consideration given as to when the request was received.

  If you are interested in VA Work Study, you can email the Military Resource Center and Veterans Benefits Services at militarybenefits@bowiestate.edu

  Resources

  • Military Resource Center
  • BSU Student Veterans Association

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Residency Classification

For information regarding residency reclassification and military exemptions, please go to Residency Information | Bowie State or email us at militarybenefits@bowiestate.edu

Temporary Qualification of Non-Resident for In-State Status

Military Call-up

It is the intent of Bowie State University, to facilitate the withdrawal or change in registration and the reenrollment of students who are called to active duty in the U.S. armed forces. The university policy governing military call-ups Withdrawal From BSU | Bowie State allows for a variety of unique solutions not covered by standard academic policies (such as receiving Incompletes in some classes while retro-withdrawing from others leading to a partial refund; or receiving a total refund of tuition and fees) which minimize the effects of time and financial investment put into a semester in-progress once called to active military service.

Steps for Students Called to Active Military Service

1. Students (or their representative) will need a copy of the military orders.
2. Students should meet with their college's advising office. Based on the specific course(s) in which the student is enrolled and the point in the semester when the call-up occurs, students may be advised to discuss Incomplete Contracts with individual instructors, or to process a withdrawal with the Office of the University Registrar, Suite 1200 William Henry Administration Building.
3. The Office of the University Registrar will make determinations as to appropriate withdrawal procedures and refunds and explain the process for reenrollment after completing active duty. They will also assist with quick referrals related to financial aid issues, cancellation of any campus housing contracts, and allowable refunds.

Withdrawal for active military service will have no effect on any subsequent request to withdraw from the university. Students may reenroll upon completion of their tour of duty.

Temporary Qualification of Non-Resident for In-State Status

Overview: Anyone who lives in Maryland, and:

1. Is using transferred Post‐9/11 G.I. Bill® benefits (38 U.S.C. § 3319) and enrolls after the transferor’s discharge or release from a period of at least 90 days of service in the active military, naval or air service; or
2. Is using transferred Post‐9/11 G.I. Bill® benefits (38 U.S.C. § 3319) and the transferor is a member of the uniformed services who is serving on active duty;
3. Is using benefits under the Marine Gunnery Sergeant John David Fry Scholarship (38 U.S.C. § 3311(b)(9));
4. Is using benefits through the Survivors’ and Dependents’ Educational Assistance Program (DEA), (38 U.S.C. chapter 35) or
5. Is entitled to rehabilitation under 38 U.S.C. § 3102(a). An individual as described in this Section IV.F will continue to retain in‐state status if the individual is using educational benefits under chapter 30, 31, 33, or 35 of title 38, United States Code, and remains continuously enrolled (other than during regularly scheduled breaks between courses, semesters, or terms) at the same school. The student must meet the requirements of residency for tuition purposes specified in VIII-2.70-Policy on Student Classification for Admission and Tuition Purposes

Student Responsibilities

Applications for Benefits

VA students can submit applications online at https://www.va.gov/education/how-to-apply/ If students don’t have access to apply online, they can call 1-888-442-4551 and ask that an application be mailed to them.

All VA students must file an application when they first start school before they can receive benefits. Students who have never received VA benefits must file an original application. There are multiple applications from which to choose.

Initial application to VA for Education benefits:

• Veterans or Service members applying for chapters 30, 32, 33, and 1606 use VA Form 22-1990;
• Dependents applying for chapter 35 or chapter 33 (Fry Scholarship) use VA Form 22-5490 (pdf);
• Dependents requesting Transferred Post-9/11 GI Bill (chapter 33) use VA-Form 22-1990e (pdf);

Application to VA for Education benefits at a new school or training facility:

• Veterans or Service members who have received VA benefits previously st file a “Request for Change of Program or Place of Training” VA Form 22-1995 (pdf)
• Dependents using Transferred Post-9/11 GI Bill (chapter 33) who have received VA benefits previously must file a “Request for Change of Program or Place of Training” VA Form 22-1995 (pdf)
• Dependents using chapter 35 or chapter 33 (Fry Scholarship) who have received VA benefits previously must file a “Request for Change of Program or Place of Training” VA Form 22-5495 (pdf)

Change of Address and Direct Deposit

Address and direct deposit information must be kept current. Chapter 30 and 1606 students can use the WAVE system to update address and financial institution information. Links are on the “Main Menu” available after they log onto WAVE.

In order for a student to either start or change direct deposit information, the student should have his or her account information handy. The following information is needed to set up direct deposit and can be found on checks and bank statements:

• Account number
• 9-digit bank routing number
• Type of account (checking or savings)

If a student has chosen direct deposit, the student still needs to keep his or her address current because all other correspondence including award letters are mailed to the student's address.

Students who cannot add their account information through WAVE should contact call 1-877-838-2778 to begin and change direct deposit.

eBenefits

Students are strongly encouraged to register and utilize eBenefits to assist them in the following:

• Obtaining up to date information on their educational entitlement
• Updating their Direct Deposit and personal contact information
• Downloading VA letters and personal documents
• Viewing the current status of their payments (both education and disability)

Students can register for either a Basic or Premium account but must be enrolled in the Defense Enrollment Eligibility Reporting System (DEERS) to obtain either account type.

Student Verification of Enrollment

Chapter 33 students must verify their enrollment status each month for enrollment periods which begin on or after August 1, 2021, to continue to receive their monthly housing allowance (MHA) and/or kicker payments. If a beneficiary fails to verify for two consecutive months, VA will withhold any additional MHA payments until verified by the student. The requirement for the student to verify their enrollment status means VA cannot accept statements from the school to verify the enrollment, as the current process for monthly certification for other education benefits allows.

This law will be implemented in phases. The first phase is for students enrolled at Non-College Degree (NCD) facilities who are in terms or programs beginning August 1, 2021 or later. Additional phases will include those enrolled in training at an Institutions of Higher Learning (IHL).

Non-chapter 33 verification of enrollment

The preferred verification method is WAVE, which includes features not in IVR. When students are awarded benefits, the award letter they receive describes WAVE and IVR. The earliest date students can verify their enrollment is the last calendar day of each month.

WAVE allows students to verify their enrollment on the Internet. WAVE is on the Education Service website at W.A.V.E. Web Automated Verification of Enrollment .

Students must be currently enrolled in an approved educational program and must have a current benefit award to use WAVE. The WAVE system permits students to perform a multitude of functions. For instance, students may:

• Verify that enrollment has not changed.
• Report a change in enrollment.
• Change mailing address.
• Initiate or change direct deposit information.
• View the enrollment period and monthly benefit amount.
• View the remaining entitlement.
• Sign up for a monthly e-mail reminder.

IVR allows students to “phone in” (1-877-823-2378) their monthly verification if there are no changes to the enrollment during the previous month. If there were changes in the enrollment the student must contact the VA Certifying Official to submit a change in status and the payment may be delayed until the reduction is processed.

Student Responsibilities

In order to comply with VA regulations, students are responsible for the following:

• Verifying all information related to VA education benefits gained from other sources with the VA Certification Officers to ensure accuracy as it relates to their specific benefits package. All Bowie State VA-related communication will come from the VA Certification Officer team.
• Obtaining official transcripts from all post-secondary institutions attended, whether VA benefits were used or not.
• Reporting any changes in enrollment status to the VA Certification Officer at militarybenefits@bowiestate.edu.
• Reporting any changes that are made to a degree plan to the VA Certification Officer at militarybenefits@bowiestate.edu.
• General overpayments of VA benefits are the responsibility of the student, even if the payment was submitted directly to the school on your behalf.
• Confirming with your academic advisor or department that the courses on your study list each quarter meet graduation requirements within your specific degree program. Bowie State University is required to certify only those courses that meet minimum graduation requirements. Courses not directly related to a student's degree program or courses beyond those required for a specific degree program are not certified.
• If concurrently enrolled with another college/university, notify both Bowie State and the host institution.
• Undergraduates only: VA regulations require undergraduate students to declare their major by the end of their sophomore year. Bowie State cannot certify enrollment to the VA beyond sophomore year unless a major has been declared. Please note that students may change their major at any time by following standard university processes.

Tuition and Fees

Tuition and fees are paid directly to the school on behalf of the student when the school’s enrollment certification is processed. Tuition and fees are prorated by the student’s benefit level.

Effective August 1, 2009, this was limited to the highest per credit hour tuition and the maximum fees charged by a public institution for undergraduate training in the state where the student was enrolled. State caps for tuition and fees are located at: http://www.benefits.va.gov/GIBILL/resources/benefits_resources/rate_tables.asp.

Students on active duty received the total amount of tuition and fees, not limited to the state maximum, or the amount of charges that exceeded the amount paid by the military’s federal tuition assistance.

Effective August 1, 2011, the amount of tuition and fees payable for programs offered by IHLs changed. The in-state, undergraduate state maximum amounts for tuition and fees no longer apply.

• S. Public Schools: The actual net cost for in-state tuition and fees after the application of any waiver, scholarship, aid, or assistance [other than loans and funds provided under section 401(b) of the Higher Education Act of 1965], provided directly to the institution and specifically designated for the sole purpose of defraying tuition and fees
• Private and Foreign Schools: The lesser of the actual net cost for tuition and fees after the application of any waiver, scholarship, aid, or assistance [other than loans and funds provided under section 401(b) of the Higher Education Act of 1965], provided directly to the institution and specifically designated for the sole purpose of defraying tuition and fees, or up to the academic year cap.

The amount of the yearly cap will be adjusted each year based upon a Cost of Living Allowance (COLA) and is subject to proration based upon benefit level. Fees That Are Permissible to be Certified as part of “Tuition and Fees.”

Only fees that are both mandatory and assessed before a student can attend a program are certifiable by schools. The only exceptions are tuition, or room and board fees which are never certifiable. See 38 CFR § 21.9505.

Permissible mandatory charges are those assessed by a school (other than tuition, or room and board) that are necessary for the pursuit of an approved program of education and are the same amount for all students (GI Bill and non-GI Bill alike).  Mandatory fees may be for items, such as books, that could possibly be obtained from a source other than the school as long as the fee is assessed to all students.

Examples of mandatory fees include, but are not limited to, health premiums, freshman fees, graduation fees, and lab fees, kit charges, supplies, equipment, or certain study materials.

Fees do not include study abroad course(s) unless the course(s) is a mandatory requirement for completion of the approved program of education.

Fees do not include application fees.

Fees, and whether they are pre or post enrollment fees should be noted in the school’s catalog or supplement and listed on the school’s billing statement or invoice. 

Chapter 33 Enrollment Certifications 

Certifications

Enrollment Manager (EM) allows certifications up to 180 days before the term begins for Post 9/11 students. Schools should submit certifications as early as possible to ensure students receive their benefit payments in a timely manner, but certifications must be submitted no later than 30 days after the beginning of the term. If a school requires proof of eligibility, the 30-day requirement applies once the student’s COE is received. An effective way to minimize tuition and fees debts is for schools to submit an enrollment certification with $0.00, and then amend the tuition and fees after the end of the drop-add period.

• If Tuition and Fees are known, we will submit the actual net cost for in-state tuition and fees for each term
• If Tuition and Fees are unknown, we will submit the term dates, credits and enter $0.00 for these charges. This allows VA to begin paying the Monthly Housing Allowance on time

Once Tuition and Fees are determined (less any applicable aid that must be deducted,) the SCO will submit an amended enrollment certification with the actual net costs if the number of credit hours you certified has not changed. Note: If the student’s enrollment has changed, we must submit an amended certification providing the tuition and fees based on the original certified number of credits before submitting the amended certification for the change in credit hours.

Enrollment Changes under Post 9/11 after Tuition and Fees are Reported 

• If the enrollment change occurs prior to the first day of the term, an amendment should be submitted with the new hours and the associated Tuition and Fees
• If the enrollment change occurs on or after the first day of the term, an amendment should be submitted to report the tuition and fees for the original number of hours the student began the enrollment period with on the first day of the term

The next day, an amendment should be submitted with the new hours and the tuition and fees associated with the new hours. 

Effective August 1, 2011 – Tuition and Fees 

Public Law 111-377 changes the amount of Tuition and Fee charges that should be reported to VA. For periods of enrollment beginning on or after August 1, 2011, you should report the following charges: 

The actual net cost for in-state tuition and fees assessed by the institution for the program of education after the application of any waiver of, or reduction in, Tuition and Fees; and any scholarship, or other Federal, State, institutional or employer-based aid or assistance (excluding loans and title IV funds) that is provided directly to the institution and specifically designated for the sole purpose of defraying tuition and fees.

Example Charges

Example: Student gross in-state charges $4,000

Veteran Discount; $400
Tuition Scholarship: $2,000
Title IV (ex. Pell Grant)*: $2,500
General Scholarship*: $1,000
Net In-State Charges: $1,600

* Denotes to exclude calculating net cost 

Aid or assistance that is designated for the sole purpose of reducing a student’s Tuition and Fee cost should be deducted from the net in-state charges reported to VA. 

In the above example the student also has a $1,000 scholarship from a local Veterans Service Organization. The scholarship is general in nature and may be used to defray school costs such as food, housing, books, etc. Since it’s not “specifically designated for the sole purpose of defraying tuition and fees”, it is not deducted from the charges submitted to VA. 

Only in-state charges should be reported in the Tuition Amount and Fee Amount fields. Any additional out-of-state net charges should be reported in the Out of State Charges field if a contribution is being made under the Yellow Ribbon Program. 

An academic year is defined as August 1, YY through July 31, YY for chapter 33 purposes.

Chapter 31 (VR&E) Enrollment Certifications 

Financial Aid, In-State Tuition, and Billing

VR&E staff are responsible for authorizing tuition and fees to ensure CH31 participants can begin or continue their training program without delay.

VR&E's policy regarding tuition and fees is governed by VA Acquisition Regulation (VAAR), 48 CFR 831.7001-1, VA policy and regulations as outlined below:

1. VR&E pays all invoices in arrears directly to the institution for the CH31 tuition, required fees, books, and supplies. Therefore, VR&E must only be billed for a term or semester after the drop/add period or after that term closes.
2. Any CH31 participant or eligible child under CH18 should not have his or her registration cancelled for non-payment of these expenses since VR&E has already obligated payment for that term.
3. VR&E should be billed only for the actual cost of tuition and fees assessed by the institution for the program of education after the application of:

• Any waiver of, or reduction in, tuition and fees; and
• Any scholarship or other Federal, State, institutional, or employer-based aid or assistance that is provided directly to the institution and specifically designated for the sole purpose of defraying tuition and fees. 

Exception: Loans and any funds provided under section 401(b) of the Higher Education Act of 1965 (20 U.S.C. 1070a), such as Pell Grants, should not be used to reduce the amount billed to VR&E.

4. If the CH31 participant receives assistance that is not specifically designated for tuition and fees (funds that may be disbursed directly to the CH31 participant) from a Federal, State, or private contribution, the tuition and fees must not be reduced unless the CH31 participant requests to apply the funds to the tuition and fee charges.

If the CH31 participant chooses to apply such assistance to tuition and fees, the school should then reduce its bill to VR&E for an equal amount.

5. All reimbursement of duplicate funding and errors in accounting or disbursing of funds must be corrected by the school. Any funds that are unused by or recouped from the CH31 participant or other source must be returned to the appropriate funding source, including VR&E.

The school is responsible for contacting the agency that created the duplication and arranging the return of any unused funds. All refunds to VR&E must be initiated in Tungsten as a Credit Memo. For procedures on creating a credit memo in Tungsten, click on this link, How to Create a Credit Memo for Service Providers.

6. In accordance with Public Law 115-251, Section 301, public institutions of higher learning (IHL) must comply with the requirement that CH31 participants who reside in the state and are using educational assistance under CH31 will be charged the resident rate regardless of whether the CH31 participant meets the state's residency requirements. The expectation is that the CH31 participant will establish residency as soon as they can do so. If the IHL has other requirements to meet the standard for in-state tuition and fee rates, CH31 participants must adhere to those requirements to qualify for in-state tuition and fee rates.

How your reason for withdrawing from a class affects your VA debt

If you withdraw from (or “drop”) a class, you may need to pay us back for the cost of any housing or books and supplies that we gave you money for. Your school may need to pay us back for tuition, fees, and Yellow Ribbon benefits paid on your behalf. But if we recognize that situations or events beyond your control (mitigating circumstances) caused your withdrawal, we may decide that you don’t need to pay us back in full. Keep reading to find out what situations and events we recognize and how to report them.

• Learn about VA debt management

What are mitigating circumstances?

Mitigating circumstances are situations or events beyond your control that cause you to withdraw from (or “drop”) a class. We consider your reason for withdrawing from a class when we decide if you and your school need to pay us back the benefits already received.

Mitigating circumstances include:

• An illness or death in your immediate family
• An injury or illness you had while you were enrolled
• A change in your conditions of employment that you couldn’t avoid
• A job transfer to a new location while you were enrolled that you couldn’t avoid
• Immediate family or financial demands that you had no control over
• Active military service that you didn’t know about ahead of time
• A sudden end to (or cancellation of) the course you were taking
• A sudden end to child care coverage that you didn’t know about ahead of time

If we recognize that you had mitigating circumstances, we may decide that you can keep a portion of any benefits you received up to the day you stopped attending the class.

How do I report mitigating circumstances?

You’ll need to tell your School Certifying Official (SCO) about any mitigating circumstances if you reduce your credit hours. When the SCO notifies us about changes to the credit hours you’re taking, they’ll report any mitigating circumstances.

If your SCO doesn’t tell us why you dropped credit hours, we’ll send you a letter asking you to submit any mitigating circumstances you experienced while you were enrolled. You’ll need to explain to us in writing why you dropped credit hours. Send your explanation to your Regional Processing Office or submit it online through Ask VA.

Find the address for your Regional Processing Office
 
Contact us online through Ask VA

We’ll notify you by mail about whether we accept your mitigating circumstances. If we don’t accept your reason for dropping credit hours, we’ll explain why and note your repayment amount for housing, books, and supplies. We’ll contact your school directly about repayment of tuition, fees, and Yellow Ribbon benefits.

What’s the 6-credit-hour exclusion?

The 6-credit-hour exclusion is a 1-time exception that lets you drop up to 6 credit hours and still keep the benefits you received up to the day you stopped attending classes. You don’t have to show mitigating circumstances to keep those benefits.

You can use the 6-credit-hour exclusion only once, even if you drop fewer than 6 credits. So you can’t use it to drop 3 credits, then use it a second time to drop 3 more credits.

 

GI Bill® is a registered trademark of the U.S. Department of Veterans Affairs (VA). More information about education benefits offered by VA is available at the official U.S. government Web site at benefits.va.gov/gibill.