Non-LOI School Invoicing Process for Tuition Assistance ... · PDF fileNon-LOI School Invoicing Process for Tuition ... This is the amount for which the school can bill ... Non-LOI

Version 78, Last revised: 27 Sept 2012 Green underlined text designates new information or changes Page 1 of 36

Non-LOI School Invoicing Process for Tuition Assistance (TA)-Funded Classes

General Instructions

This Step-by-step Instruction explains invoicing for TA-funded classes.

Step-by-step instructions are provided for the tasks listed below. Select the task to go directly to it. To return to this page, select the arrow.

• Submit an Invoice

• View Invoice History

• Refund Previously Approved Invoice

You will need the following:

• Internet access • Invoice Administrator access to GoArmyEd

Prerequisites: You should have completed the following training module:

• Non-LOI School Invoicing for Tuition Assistance (TA)-Funded Classes

Business Policies – Invoice Eligible Enrollments

All of the following business policies apply to TA-funded classes.

• GoArmyEd is the system of record for all Soldier TA request actions, including requests, rejections, and cancellations.

• TA request actions initiated in the school’s system will not be available for invoicing unless a Soldier has an approved Army Tuition Assistance Authorization form.

• Tuition is payable up to the amount authorized on the Army Tuition Assistance Authorization form.

• Tuition costs not covered by TA cannot be invoiced to the Army and should be collected by your school directly from the Soldier.

• Soldiers will request TA using the Army Tuition Assistance Authorization form in GoArmyEd and receive Army Education Counselor approval. After receiving counselor approval, the Soldier will present the school with an Army Tuition Assistance Authorization form through email, fax, mail, or, in person. The Army Tuition Assistance Authorization form is a promissory note from the Government that the school will accept in lieu of tuition payment from the Soldier, up to the amount approved on the form.

Non-LOI School Invoicing Process for Tuition Assistance (TA) - Funded Classes

Version 78, Last revised: 27 Sept 2012 Green underlined text designates new information or change Page 2 of 36

Business Policies – Invoice Eligible Enrollments

• Enrollments must meet the following two criteria to be eligible for invoicing:

o Class is greater than 19% complete

o Enrollment has not yet been invoiced or amount has been adjusted since the enrollment was originally invoiced

Note: It is possible that the cost of a class may change after it was originally invoiced. In that case, the enrollment will appear again on a future invoice. The invoice cost will be the difference between the amount previously invoiced and the updated cost. For example, if an error is discovered and corrected that changes the approved TA amount for a class from $700 to $1,000, there will be an invoice amount of $300 on the invoice following the change.

• Non-LOI school users are able to reject an Army Tuition Assistance Authorization form in Pending, Dropped, and Approved status.

• Rejecting a form results in an immediate credit to the Soldier's TA balance and renders the request ineligible for invoicing if the rejection was processed prior to invoicing.

• If the rejection occurs after the enrollment has been submitted to the Army on an invoice, it will result in a credit line item on the next invoice.

• After rejecting a class all costs and grades associated with the class will be removed and the school will be unable to invoice for the class.

Business Policies – Determine Price

• The class cost is comprised of the Army Cost and Soldier Cost.

o Army Cost is the tuition and fees covered by Army TA. This is the amount for which the school can invoice the Army unless your school applies a discount that reduces the approved Army Cost.

o Soldier Cost is the tuition and fees not covered by TA in accordance with Army TA policies, including the annual fiscal year tuition ceiling and the semester-hour cap. This is the amount for which the school can bill the Soldier directly.

• Tuition-eligible fees (TA classes only) are defined as:

o Course specific fees

o Refundable

o Linked to a specific enrollment or term

• Non-eligible Tuition fees are defined as:

o One time fees

o Books and materials

o Room and board



Business Policies – Determine Price

• The amount a school will be paid for a dropped class is determined by the school in accordance with the school’s published refund policy. Schools are expected to accurately reduce the invoice line item amount to reflect any refund.

o Some schools have policies whereby they drop a Soldier, at no charge, if he or she has not attended the first few classes. Soldiers are expected to drop TA requests in GoArmyEd to notify the Army that they are unable to participate in a class.

o If your school wishes to drop a Soldier with no cost to the Army, you may select No Cost–Student Never Enrolled or Drop/Withdrawal (No Cost) from the Reduction Reason drop-down. This will cancel the Soldier’s TA request and restore the funds to the Soldier’s annual tuition ceiling. The school will not be able to invoice a dollar amount for the class.

o If your school wishes to drop a Soldier with no cost to the Army, you may select “No Cost–Student Never Enrolled” from the Reduction Reason drop-down. This will cancel the Soldier’s TA request and restore the funds to the Soldier’s annual tuition ceiling. The school will not be able to invoice a dollar amount for the class.

• Schools can waive the tuition cost of a class enrollment by adjusting the tuition cost to $0.00 on its Invoice.

• If the Army approves a military withdrawal, the Soldier will not be responsible for repayment of Army Cost. The Army will process payment to the school according to the school’s refund policy. Soldier Cost remains the responsibility of the Soldier.

Business Policies – Submit Invoices

• Schools must use GoArmyEd to process invoices. • Schools may invoice the Army only once during the designated invoice period.

Currently, the invoice period is once per fiscal quarter. The school may choose during the invoice period when to submit an invoice.

• During the invoice period, schools may access and download all line items available for invoicing, which will include classes that are more than 19% complete.

• A school is not obligated to invoice during an invoicing period. Eligible enrollments will return each invoice period until action is taken.

• When a school’s invoice period is closed or a school has submitted an invoice during its invoice period, the school will not be able to view new line items until the school’s next invoice period.

• A school may view the details of submitted invoices via the Invoice History screen. • The school should validate an invoice line item if it considers all data elements to be

accurate. Note: Submitting an inaccurate line item on an invoice to the Army may be a violation of federal laws and regulations governing the presentation of false claims for payment.

• Use the reduction feature to reduce TA and avoid overpayment.



Business Policies – Submit Invoices

• If a school disputes a line item, a Customer Relationship Management (CRM) helpdesk case automatically will be generated and submitted to GoArmyEd for research and resolution.

• When resolved, disputed line items will be available during the next invoice period.

Business Policies – Payment

• The Army has adopted the Government Purchase Card (GPC), currently VISA, as the standard method for invoice payment. All schools that accept VISA from vendors or students for payment are required to accept the GPC as their payment method.

• Schools will require an approved exception to Army policy to use an alternate payment process.

Business Policies – Refund Previously Approved Invoice

• Schools have the ability to discount an invoice line item that has already been paid by the Army and add as a debit to the next school invoices(s).

• Only previously approved invoiced rows will be available to be discounted.

• The discount amount can not exceed the current Army cost.

• Schools can only apply one discount type per class. If the school wants to apply another discount, create a CRM case to the Army for review.

• When a line item is submitted and subsequently approved by the Army, funds will then be restored to the student’s ceiling.

• A school can only discount an enrollment whose class end date is within the last two years.



Step-by-Step Instructions – Submit an Invoice

Use the following steps to submit invoices for traditional TA classes.

Note: Screen images in this document might vary slightly from current GoArmyEd views.

1.

Log into GoArmyEd at www.goarmyed.com with your user name and password.

2. Your GoArmyEd homepage appears. A TA Invoices dashboard is available on the GoArmyEd homepage for the school Primary Point of Contact (POC), Secondary POC and Invoice Administrator to alert them of invoices that need to be reviewed and submitted.

3. Select the “TA Invoice” link in the School Resources section.




4. The TA Invoice Search screen appears. Note: You will know if your school has line items and how many are available to be processed in the “Available Invoice Line items to process:” field.

5. To view a specific set of enrollments, enter search criteria in any or all of the following fields: “Subject Code,” “Catalog,” “Start Date,” “SSN,” “Last Name” and “First Name”.

You can search for a portion of the “Last Name” and “First Name” fields. For example, if you type the letter “L” in the “Last Name” field, a list of all eligible invoices for Soldiers with last names beginning with “L” appears.

Note: The partial search feature is available only for the “Last Name” and “First Name” fields.




6. To retrieve only previously saved records in the search output, select the check box next to Show only previously saved invoice line items.

7. To display all enrollments that can be invoiced at this time, leave all search fields blank and do not select the check box next to Show only previously saved invoice line items.

Select the “Search” button to view the records that meet the selected criteria.

Note: After selecting the “Search” button, if you receive an expired Commercial and Government Entity (CAGE) code message, you will not be able to submit an invoice to the Army for payment. Please navigate your Web browser to System for Award Management (SAM ) at http://www.sam.gov/ to renew your existing CAGE code or contact your school’s GoArmyEd Primary Point of Contact to request that he or she update your school’s GoArmyEd school profile with an active CAGE code. If you choose to renew your CAGE code with Central Contractor Registration (CCR) database your expiration date will be updated within 24 hours in GoArmyEd.

Note: You may start validating your invoice; save your in-progress work and dispute invoice line items even if your school CAGE code has expired. You are only prevented from submitting your invoice until the CAGE code is valid.




8. A Non-LOI School is allowed to submit invoice line items during the invoice period. If a school already has submitted invoice line items during the current invoice period, the “Search” button is inactive and the following message appears:

9. The TA Invoice List screen displays a list of invoice line items that meet the search criteria and are eligible to be invoiced.

Note: This is a continuation page of columns that appear on the TA Invoice List.




Note: This is the last page of columns that appear on the TA Invoice List.

The TA Invoice List page includes the following information:

• The “School” field displays the abbreviation and full name of the school.

• “Freeze Invoice Data” option field. Selecting this option will not allow any new or updated data to be displayed for invoicing. This freeze option remains in affect until the option is deselected or the first day of the next Invoice period arrives.

• GPC POC Name and email address: The GPC POC’s, are the individuals identified by your school’s Primary POC to receive automated email notifications from the Army when an invoice has been approved or rejected. If the invoice is approved, the email will include the GPC card number and the approved amount for payment to the school.

• Fed Tax ID: This is the school’s federal tax identification number and will be populated automatically.

• CAGE Code: This is the school’s CAGE code and will be populated automatically.

• Select Count: X of Y displays the number of rows you currently have selected for processing (X) and the total number of eligible rows (Y).

• CAGE Code Expiration: This date is populated automatically in GoArmyEd, based on the CCR database profile for the school.

• Invoice Total: This is the total dollar amount of all selected rows, including both tuition and fees, for the amount to be covered by TA.

• The blue bar at the top of the list displays the following:

o Use this option to sort the Invoice list.




o Use this option to locate a specific line item on the Invoice list.

o The number of line items you specify to be listed per page:

o Export to grid: This icon allows for the contents of the list to be exported to a grid in an Excel file.

o The number of line items on the current page.

o The total number of line items

• If the Validate check box is checked, the row is selected for processing:

The Dispute column displays a Dispute icon:

o Once a dispute is saved or submitted, a CRM case number appears under the Case ID column.

• Selecting the “Remove” button next to a specific class allows the school to make adjustments (e.g. residency, rejections, etc.) outside of the invoice queue. Any changes will flow through to the next invoice cycle.

• Select the “Save” button to save the selected invoice line item and leave the TA Invoice List without submitting the invoice.

You can return to the TA Invoice List at another time during the current invoice period to continue working on other line items.




• SSN, Last Name, and First Name display the Soldier’s last four numbers of the Social Security Number, last name, and first name.

• Soldier Status displays the Soldier’s status, Active, Reserve or Guard, at the time enrollment was requested.

• SH displays the number of semester hours for the class.

• TA-Eligible Fees displays the class fee associated with this class, which may be covered by Tuition Assistance if there are funds available under the Soldier’s fiscal year tuition ceiling.

• Soldier Funded Fees displays the class fee that is not eligible for TA. Your school may collect this amount directly from the Soldier.

• Total Class Cost displays the (SH Price x SH) + TA-Eligible Fees + Soldier-Funded Fees.

• Current Army Cost displays the cost to the Army before any reduction is applied.

• Soldier Intends to Use State/Outside Funding. A check box with a check mark indicates the Soldier selected this option on the Army Tuition Assistance Authorization form. Note: This field is read only.

• Soldier Intends to Use Chapter 33 (Post/911). A check box with a check mark indicates the Soldier selected this option on the Army Tuition Assistance Authorization form. Note: This field is read only.

• Reduction Reason provides the school reasons from a drop-down list. The reduction feature is designed to enable a school to adjust costs downward on an invoice when the approved Army Cost is too high. For example, the Soldier withdrew from the class during your school’s refund period or the Soldier qualifies for reduction because he or she is a full time student or has a scholarship.




• Reduction Reason Other - When Other is selected as the reduction reason, a free-form text box is available under the Reduction Reason Other column for entering a custom reduction reason. The text box will hold up to a maximum of 50 characters.

Note: Selecting the Drop/Withdrawal (No Cost) or the Never Enrolled-No Cost as a Reduction Reason will reject the Soldier from the class and will zero out both Army and Soldier costs. The enrollment status will change from approved to rejected. Use this reason if a student was approved to use TA for a class at your school.

A message appears stating this reduction reason will result in a 100% refund of Army cost and the Soldier will be rejected from the class appears as confirmation when Reduction Reason Drop/Withdrawal (No Cost) or Never Enrolled-No Cost is selected. Select the “OK” button to continue your work.

Important: When you Save or Submit the row, you will not be able to go back to edit the row.

• Reduce Army Cost is the amount, if applicable, that the school deducted

• Final Adjusted Class Cost displays the total amount after the Reduce Army Cost is deducted from the Total Class Cost. The field will be updated dynamically on the page upon entry of a reduced Army Cost.




• Final Army Cost displays the amount to be invoiced. The field will be updated dynamically on the page upon entry of a reduced Army Cost.

• Final Soldier Cost displays cost the school may collect directly from the Soldier.

• Start Date displays the class start date.

• Fiscal Year displays fiscal year based on class start date.

• Enrollment Add Date displays the date the Soldier requested TA for the class by submitting the TA Request form.

• Enrollment Drop Date displays the date the Soldier cancelled TA for the class.

• Previous Soldier Cost will appear when a change in Soldier cost occurs for a previously invoiced enrollment. The value displayed is the Soldier amount from the earliest invoice on which the enrollment appears.

• Previous Army Cost will appear when a change in Army cost occurs for a previously invoiced enrollment. The value displayed is the Army amount from the earliest invoice on which the enrollment appears.

• Previous Reduction Amount displays the reduction amount that was approved for the previous invoiced row.

• Previous Invoice Id displays the original invoice on which the enrollment appeared, if it has been invoiced previously

• Student Cost Reason displays the reason TA did not cover the full cost of the enrollment. Reasons include:

o Semester-Hour Cap – The enrollment exceeds the Army’s fiscal year semester-hour cap.

o FY Tuition Ceiling – The enrollment exceeds the Army’s fiscal year tuition ceiling.

10. Navigate the invoice list by using the following buttons and links:

• If more than 100 rows appear in the list, select the “right-arrow” button to view the next 100 rows.

• To view the previous 100 rows, select the “left-arrow” button.

• Select the “First” link to view the first page of line items that meet the search criteria.

• Select the “Last” link to view the last page of line items that meet the search criteria.




11. If a line item seems inaccurate (for example, if it does not match your records),

select the Dispute icon. Note: Use the Discount feature if the Army Cost is too high.

12. The Dispute Description screen appears and the “Case ID” field displays the CRM case number.

13. Provide details about the discrepancy in the Dispute Description text box and select the “OK” button.

Select the “Print Page” button to print the Dispute Description screen.

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14. A message appears stating the CRM case has been submitted on your behalf. Select the “Yes” button to confirm the dispute and create CRM case, or select the “No” button to return to the TA Invoice List screen without creating a CRM case.

Note: The CRM case is not created in the CRM system until the “Save” or “Submit” button on the TA Invoice List screen has been selected and the invoice has been successfully saved or submitted.

15. The TA Invoice List screen appears. A new Case ID column appears on the list with the CRM number indicating the disputed line item. The Validate check boxes for the disputed items are inactivated. Disputed items will not be available for invoicing until the next invoice period.




16. Select the Validate check box in each row to be processed.

Use the button commands to take actions as follows: • Select Return to Search to clear all selected check boxes that have not

been saved and return to the TA Invoice Search screen.

• Select Cancel to return to the search page with no selections saved.

• Select Save to save the selected invoice line items and leave the TA

Invoice List screen without submitting the invoice. You can return to the TA Invoice List screen at another time during the current invoice period to continue working.

• Choose Select all to select all of the invoice line items in the search

results. You can then deselect and dispute individual line items.

• Select Deselect all to deselect all of the invoice line items in the search

results. You can then select (validate) individual line items.

• Select Submit to submit all selected invoice line items, including

previously saved line items, to the Army for review and future payment.




IMPORTANT: If selecting to invoice a selected number of line items, carefully read the pop-up message asking if the number of line items selected are the only ones you wish to submit during the invoice window. You will not be able to submit another invoice to the Army until the next invoicing window.

Select the “OK” button to submit the invoice or the “Cancel” button to return to the TA Invoice List page.

17. A confirmation message appears before the invoice is created, giving you an opportunity to cancel and return to the TA Invoice Search screen. Select the “OK” button to confirm and process the invoice. The invoice will be submitted to the Army for review. Select the “Cancel” button to return to TA Invoice List screen.




18. While the invoice is being processed, the word “Processing” flashes in the upper right of the screen.

19. The Invoice Submitted screen appears confirming that the invoice has been submitted for review. An Invoice Number is assigned for the batch of invoice line items that is submitted. Print the confirmation screen for your records. Select the “OK” button to continue.

Note: The Invoice Number is made up of the campus code, invoice year, current month, and a sequence character.

o The campus code is a unique code assigned by GoArmyEd that can be a maximum of five digits. If a campus code has fewer than five characters, Xs fill the remaining spaces.

• GoArmyEd evaluates schools’ submitted invoice line items and separates them into distinct invoices based on the fiscal year to which the start dates belong; the sequence character allows GoArmyEd to generate more than one invoice number in a given month. For each invoice in a month, the sequence character will advance by one. For example, if there are two invoices created in February 2006 because a school has submitted invoice line items with start dates covering two fiscal years, GoArmyEd will generate invoice numbers: ABCXX200602A and ABCXX200602B.

20. The TA Invoice Search screen appears.

In this example, since your school submitted its invoice for the quarter, the “Available Invoice Line Items to process” field is zero.




The “Search” button is disabled until your invoice period begins next quarter.

21. To return to your GoArmyEd homepage, select the “Close Window” link located on the upper right corner of the page.



Step-by-Step Instructions – View Invoice History

Use the following steps to view a historical invoice for all TA classes.


1. Log into GoArmyEd at www.goarmyed.com with your user name and password.

2. The GoArmyEd homepage appears.

3. Select the “Invoice History” link in the School Resources section.

4. The TA Invoice History screen appears.

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5. Enter search criteria to view a specific list of invoices, or leave the search criteria blank to see a complete list of submitted invoices for your school. The “School” field displays your school code in gray. The “Description” field displays the name of your school in gray. You can enter search criteria in the following fields:

• Invoice Number – Use this field to locate a specific invoice.

• Invoice Approved/Rejected Date – Use this field to search invoices by using between date range for Invoice date and Invoice Approved/Rejected Date.

• Invoice Date – Use this field to locate invoices submitted on a particular date.

• Invoice Status – To view only approved, pending, or rejected invoices, select a status from the Invoice Status drop-down list.

• Invoice Method - Use this field to locate invoices submitted by GPC or paper method.

• Fiscal Year - Use this field to locate invoices submitted by selecting a fiscal year from the drop-down list.

6. Select the “Search” button.

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7. The TA Invoice History screen displays the invoice details of a specific pending, approved, or rejected invoice.

8. In this example, notice the Invoice Status is Approved.

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Note: This is a continuation page of columns that appear on the TA Invoice History screen.

Note: This is the last page of columns that appear on the TA Invoice History screen

• The Invoice Number ABC00120114A confirms this school’s campus code is DU09. Because this is a four character code, an X fills the fifth digit. The class start date is within fiscal year 2011 for the month of April and this is the first invoice submitted this quarter as indicated by the letter A.

• Invoice Date is the date you submitted the Invoice to the Army for review.

• Fiscal Year is based on the class start date.

• Process Date is the date the Army processes the invoice and makes a decision to approve or reject the invoice.

• Standard Document Number (SDN) is used for Army accounting purposes and is unique to the school and fiscal year.

• Total Count is the amount of line items submitted on the invoice.

• Amount Total is the total dollar amount of all selected rows, including both tuition and fees, for the amount to be covered by Tuition Assistance.

• Fed Tax ID: This is the school’s federal tax identification number and will be populated automatically.

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• CAGE Code: This is the school’s CAGE code and will be populated automatically.

• CAGE Code Expiration: This date is populated automatically in GoArmyEd based Central Contractor Registration (CCR) database profile for the school.

• Invoice Status indicates the status of the invoice as Approved, Pending or Rejected. Pending status means the invoice is under review by the Army.

• Invoice Method the option the school selected to receive payment.

9. To review an approved TA Request form (read only) that corresponds with the line item on the TA Invoice History screen, select the “Details” button located under the Course Financial Costs column.

After selecting the “Details” button, the specific Soldier’s TA Request form appears and the Invoice Details section displays invoice information.







Step-by-Step Instructions - Refund Previously Approved Invoice

Use the following steps to refund the Army from a previously approved invoice.


1. Log into GoArmyEd at www.goarmyed.com with your user name and password.

2. Your GoArmyEd homepage appears.

3. Select the “Refund Previously Approved Invoice” link in the School Resources section.




4. The Refund Previously Approved screen appears.

5. Enter search criteria to view a specific list of previously approved invoices, or leave the search criteria blank to see a complete list of invoices for your school. You can enter search criteria in the following fields:

• Invoice Number – Use this field to locate a specific invoice.

• Class Number – (applicable to schools that uploads classes in GoArmyEd)

• Standard Document Number (SDN) is used for Army accounting purposes and is unique to the school and fiscal year.

• Term – Select the magnifying glass for a list of options.

• EmplID – GoArmyEd assigns a seven digit identification number.

• Last Name – enter Soldier’s last name.

• Last 4 SSN – enter last 4 of Soldier’s Social Security Number (SSN).

• School – your school code is populated and is grayed out

• Invoice Date – This is the date you submitted the invoice to the Army. Select the calendar icon to populate the date.

• Process Date – This is the date the Army processed the invoice. Select the calendar icon to populate the date.

• Subject Code – enter the subject code (BIO). Select the magnifying glass for a list of options.

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• Subject Code – enter the subject code (PSYC). Select the magnifying glass for a list of options.

• Catalog Number – enter the catalog number (152).

• Class Description – enter the title of the class (Intro to General Psychology).

• Start Date – Enter the class start date. Select the calendar icon to populate the date.

6. Select the “Search” button.

7. The Search Results screen appears. The Search Results list all previously approved invoices your school submitted to the Army.

Hint: Select a column heading to sort the list.

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8. Navigate the Refund Previously Approved Invoice list using the following buttons and links:

• If more that 100 rows appear in the list, select the “right-arrow” button to view

the next 100 rows.

• To view the previous 100 rows, select the “left-arrow” button.

• Select the “First” link to view the first page of items that meet the search criteria.

• Select the “Last” link to view the last page of items that meet the search criteria.

9. Select an enrollment to review invoice information and to apply a refund.

10. The Refund Previously Approved Invoice screen for the selected invoice number and associated enrollment appears.

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The Refund Previously Approved Invoice screen includes the following:

• Invoice Information.

o Invoice Number is made up of the school code, invoice year, the month the invoice was submitted and a sequence character.

o Invoice Date - This is the date your school submitted the invoice to the Army for review.

o Invoice Approved Date – the date the Army approved the invoice.

o School – lists your school code and school name.

o Total Count – displays the total of line items submitted and approved by the Army for this Invoice Number.

o Amount Total – shows the total amount in dollars for the approved Invoice Number.

• Student/Class Information.

o EmplID is the seven digit identification number assigned to the Soldier.

o First Name – Soldier’s first name.

o Last Name – Soldier’s last name.

o Subject – the class subject.

o Catalog Number – a sequence of numbers that corresponds with the class subject, as assigned by your school.

o Control Number – for Soldier’s enrollment record identification.

o Term – a four-digit number based on the class start date.

o School SDN- is used for Army accounting purposes and is unique to the school and fiscal year.

o Class Description – the title of the class

o Start Date – class start date

o End Date – class end date

o Drop Date – displays a date the Soldier cancelled TA for the class.

• Previously Invoiced Cost Information.

o SH Price displays the class cost per semester hour.

o SH displays the number of semester hours for the class.

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o TA Eligible Fees displays the class fees associated with the class the Army approved to be covered by TA.

o Soldier Funded Fees displays class fees that were not covered by TA.

o Total Class Cost displays the (SH Price x SH) + TA Eligible Fees +Soldier Funded Fees.

o Final Army Cost displays the cost the Army approved for the class.

o Final Soldier Cost displays the cost the school may collect directly from the Soldier.

o Reduction Amount displays a total amount after the reduce Army Cost is deducted from Total Class Cost.

o Reduction Reason displays a reason the school reduced Army Cost.

o Reduction Reason Other displays a free text reason the school reduced Army Cost.

o Soldier Intends to Use Chapter 33 (Post/911). Soldier selected this option during class enrollment.

o Soldier Intends to Use State/Outside Funding. Soldier selected this option during class enrollment.

• Refund Army Cost.

o Current Army Cost displays the approved Army Cost.

o Current Soldier Cost displays the Final Soldier Cost.

o Total Class Cost displays the (SH Price x SH) + TA Eligible Fees +Soldier Funded Fees.

o Select the “Details” button to review the approved TA Request form (read only) that corresponds with the Invoice Number on the Refund Previously Approved Invoice screen.

o Reduction Reason. Select the drop-down arrow for a list of reasons for reduction.

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11. Select the applicable reduction reason from the drop-down list.

12. Selecting the “Drop/Withdrawal (No Cost) or the “Never Enrolled – No Cost” reduction reason will result in a 100% refund of Army cost and the Soldier will be rejected from the class.

Select the “OK” button to close the message.

13. Selecting the “Other” as a reduction reason will activate the “Reduction Reason Other” field and a free-form text box is available for entering a custom reduction reason. The text box will hold up to a maximum of 50 characters.

14. In this example, the Reduction Reason “Chapter 33 (Post 9/11)” is selected to refund Army Cost.

Note: The “Submit” button is inactive.

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15. In this example, the total amount of the Current Army Cost of $435.63 will be refunded to the Army. Enter the total amount to be refunded in the “Reduce Army Cost” field and press the “tab” key on your keyboard.

Note: The “Submit” button is activated.

Important: The reduction amount must be less than or equal to the Current Army Cost. Notice in this example, the reduction amount entered is $435.64.





16. Select the “Submit” button to process the refund. A refund successfully submitted message appears stating the Army refund has been successfully submitted and will be editable within the standard invoice submission page within 24 hours. If your invoice cycle is closed, it will be available during your next invoice window.


17. The Refund Previously Approved Invoice screen appears. The Refund Army Cost section displays the refund action submitted.

Note: The “Submit” button is inactive.

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18. To return to the Refund Previously Approved list to select another Invoice Number to be refund, select the “Cancel” button.


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Key Points to Remember

• Schools have the ability to discount an invoice line item that has already been paid by the Army and add as a debit to the next school invoice(s).

• Schools can only apply one discount type per class. If the school wants to apply another discount, create a CRM case to the Army for review.

• A TA Invoices dashboard is available on the GoArmyEd homepage for the school Primary Point of Contact, Secondary POC and Invoice Administrator to alert them of invoices that need to be reviewed and submitted.

• Schools may invoice the Army only once during the designated invoice period. Currently, the invoice period is once per fiscal quarter. The school may choose during the invoice period when to submit an invoice.

• Schools must have an active CAGE code in order to submit an invoice. The CAGE code must also be valid in order for the Army to approve an invoice. If your CAGE is within a few days of expiring at the time you submit your invoice, you are advised to renew your CAGE code prior to submitting the invoice to the Army.

• Only line items that you consider fully accurate should be validated and submitted to the Army on an invoice.

• Each disputed line item results in a new CRM case being opened and submitted to GoArmyEd for research and resolution. The disputed line item will not be available for invoicing until the next invoice period.

• A school is not obligated to invoice during an invoicing period. Eligible enrollments will return each invoice period until action is taken.

• Invoice disputes should be addressed using the Invoicing Tool. If other questions arise about the Invoicing Tool or process, please create a CRM case. Type "Invoicing" in the Subject line and provide details about the issue in the Description section.

Documents

Non-LOI School Invoicing Process for Tuition Assistance ... · PDF fileNon-LOI School Invoicing Process for Tuition ... This is the amount for which the school can bill ... Non-LOI