Disbursement

Disbursement Module Overview Define the disbursement options Run the disbursement process –On-line –In batch Review and adjust a scheduled disbursement for a student

Types of disbursements Memo Authorization Payment

Memo Estimated aid (offered or accepted) Have not passed all eligibility edits Can be used to reduce/waive payment Not a direct credit to account Deleted when expires or replaced by other type of disbursement Amount is replaced or deleted if student’s award changes

Authorization Student met all eligibility requirements Processed prior to scheduled disbursement date Not a direct credit to account Reduces payment due, but not actual balance on account Deleted or reduced when replaced by an actual payment Amount replaced or deleted when student’s award changes

Payment/Disbursement Direct credit to the student’s A/R account Processed on or after the scheduled disbursement date Student met all eligibility requirements Adjusting entries processed automatically when award changes

Define the disbursement options System reviews options before processing payments or authorizations

Run the disbursement process on- line or in batch Process memos, authorize, and/or disburse funds to the applicant according to user- defined criteria and options set Transactions interface to the Banner Accounts Receivable module On-line disbursement result form

Review and adjust a scheduled disbursement System schedules the award into terms –According to the award schedule rules and a student accepts an award Displays a record of payments to the student’s account Manual changes can be made –Specific students to adjust award amount – Aid periods

Packaging and Disbursement Validation process Determines an award package for each applicant based on: –Rules within the Packaging module –Data from other Financial Aid modules –Federal Financial Aid rules

Packaging and Disbursement Validation process (cont) Before processes a payment or authorization the system checks: –User-defined rules –Hard-coded rules –Federal rules Rejected messages are produced if the validation condition failed –On-line –Reports

Rules forms that control disbursments Packaging Options Form (RPROPTS) Fund Managment Form (RFRMGMT) Fund Base Data Form (RFRBASE) Detail Code Control Form (TSADETC) Fund Disbursement Rules Form (RORRULE) Tracking Requirement Validation Form (RTVTREQ) Default Award and Disbursement Schedule Rules Form (RFRDEFA)

Packaging Options Form (RPROPTS) A = Adjusted, B = Billing, or E = Expected Allow disbursement if charges not accepted Y, N –Not used for funds with Loan process Y on RFRMGMT SAR ‘C’ Flag - Disburse if ‘C’ flag exists Y, N

Fund Management Form (RFRMGMT) Maintain fund balance Disbursement must be set to S = System or M = Manual Memo Credit: O = Offered or A = Accepted If disbursement load > Packaging load: P = Prorate, D = Don’t prorate, N = Disbursement

Fund Management Form (RFRMGMT) (cont) If ineligible before/after cutoff date: D = Disgard, B = Backout, P = Payment not applied If selected verification incomplete: Y, N Use Enrollment edit for memo Use Attending hours Recoup: Y, N Override general requirement: Y, N Create prom note required when accepted: Y, N

Fund Base Data Form (RFRBASE) A/R detail codes required Must be one to one relationship between fund code and detail code Federal fund ID

Detail Code Control Form (TSADETC) Identify detail code with a category Identify payment type Set priority code to tie funds to charges Like term/Like Year - Link payments to term charges Title IV indicator Institutional Charges

Fund Disbursement Rules Form (RORRULE) Fund specific disbursement criteria Optional form

Tracking Requirement Validation Form (RTVTREQ) Identify requirements needed: –Memo –Disbursement General vs fund specific requirement

Disbursement schedules Default Award and Disbursement Schedule Rules Form (RFRDEFA) –Default disbursement schedule for each aid period –Default schedule used if nothing for fund and aid period combination on RFRASCH –May define multiple disbursements per term –+ and - days

Disbursement schedules (cont) Fund Award and Disbursement Rules Form (RFRASCH) –Optional form –Used to create specific fund/aid period schedule combination

Disbursement schedules (cont) Required for authorization and payment Created when award is accepted –Manual (RPAAWRD, RPAAPMT,ROARMAN) –Automatic (RFRMGMT auto schedule)

Disbursement schedules (cont) Can be adjusted manually –RPAAWRD –RPAAPMT –ROARMAN –RPALDSB –RPALORG

Disbursement validation Standards of academic progress (ROASTAT) Charges accepted? Fund locked (RFRMGMT) Funds available to pay

Disbursement validation (cont) Detail codes present –* Enrolled in eligible program –* Citizenship –* Default/refund –* Minimum enrollment for the fund (RPIFEDR) –* Federal funds only

Disbursement validation (cont) Bachelor’s Degree by July 1 –Pell only Receipt of an official record from Federal Government –Pell only

Disbursement validation (cont) SAR EFC matches the Sys-EFC –Pell only SAR ‘C’ flag is null based on RPROPTS Pell eligibility determine: –SEOG –PERK –STAFFORD EFC is official; not estimated Federal funds only

Running disbursements (RPEDISB) Term specific On line –Immediate Process Form (ROAIMMP) –Student Payment Form (TSASPAY) Batch process –Population selection –Fund specific option

Batch disbursements RPEDISB parameters 01 - Aid year 02 - Process indicator B 03 - Term code 04 - Applicant ID (always blank) 05 - Action indicator N, F

Batch disbursements RPEDISB parameters (cont) 06 - Fund code (optional) 07 - Sort Sequence indicator N, I 08, 09, 10 - Population selection 13 – Pell Report type 14 – Disbursement report type

Viewing the results On line –Financial Aid Summary Form (ROASMRY) –Award Form (RPAAWRD) –Package Maintenance Form (RPAAPMT) –Account Detail Review Inquiry Form (RSIAREV)

Viewing the results (cont) On line –Student Payment Form (TSASPAY) –Account Detail Review Form (TSAAREV) –Disbursement Results Form (ROIDISB) –Disbursement Log (RPEDISB.log)

Viewing the results (cont) Batch disbursement print driver (RPBDDRV) –RPBDDRV.out Batch Validation process (RPBVLDT) –RPBVLDT.log –RPBDISB.out

Viewing the results (cont) Validation Print process (RPBVDRV) –RPBVDRV.out –RPBVDIS.out Applicant Disbursement report (RPRADSB) –Displays payments only –By date RPRAWDB – Award and Disbursement Report

Loan disbursements All conditions for other aid programs must be satisfied (except charges accepted-RPROPTS) Check must be received and posted* –Loan Disbursement Form (RPALDSB) Can be authorized

Loan disbursements (cont) Feed indicator must be set to Y * –Loan Disbursement Form (RPALDSB) –Financial Aid Summary Form (ROASMRY) EFT indicator set to EFT for EFT loan funds * EFT loaded by RPREFTP * Not used for direct loan funds

Loan disbursements (cont) Disbursements –On-line - Immediate Process Form (ROAIMMP) –Student Payment Form (TSASPAY) –Batch - RPEDISB

Loan disbursements (cont) Viewing results –Direct loan fund Loan Origination Form (RPALORG) Loan Disbursement Form (RPALDSB) Packaging Form (RPAAWRD, RPAAPMT) –Non-direct loan funds Loan Disbursement Form (RPALDSB) (RPAELBD) Packaging Forms (RPAAWRD, RPAAPMT)