SCT XML COD files for Pell with SICAS Vouchering Presenter: Shirley Clark, SICAS Center Presenter: Shirley Clark, SICAS Center

SCT XML COD files for Pell with SICAS Vouchering Benefits Requirements New Pell Process Flow Benefits Requirements New Pell Process Flow

BENEFITS Utilize SCT’s Pell Reconcilation Processes No Longer have to Lock Funds when Pell Increases after a payment has been made All Response files Import into Banner – no more Human error Utilize SCT’s Pell Reconcilation Processes No Longer have to Lock Funds when Pell Increases after a payment has been made All Response files Import into Banner – no more Human error

REQUIREMENTS SICAS Financial Aid 6.6S2 SCT COD Processes Require Java Campuses with VMS Operating Systems require certain File Attributes on.JAR Files Campuses must use the SCT version of UVDRTN.COB – NOT the SICAS version Minimal Required Form Set-Up SICAS Financial Aid 6.6S2 SCT COD Processes Require Java Campuses with VMS Operating Systems require certain File Attributes on.JAR Files Campuses must use the SCT version of UVDRTN.COB – NOT the SICAS version Minimal Required Form Set-Up

FORMS REQUIRED FOR SET UP GTVSDAX - Crosswalk Validation Form ROAINST - Institution Financial Aid Options Form RFRASCH - Fund Award & Disbursement Schedule Rules Form GTVSDAX - Crosswalk Validation Form ROAINST - Institution Financial Aid Options Form RFRASCH - Fund Award & Disbursement Schedule Rules Form

GTVSDAX - Crosswalk Validation Form SICAS has assigned the External Code of ‘2006’ for the Group ‘COD’ with an Internal Code of ‘SICAS_PELL’.

GTVSDAX - Crosswalk Validation Form SICAS has moved the External Code that represents whether your Campus is in the Quality Assurance Program for the Group ‘QAP’ with an Internal Code of ‘SICAS_PELL’.

ROAINST - Institution Financial Aid Options Form Set the Routing Number to your Campuses appropriate Common School ID in the Institution Financial Aid Options II block.

ROAINST - Institution Financial Aid Options Form The JIT/Advanced Pay for Pell indicator must be checked on the Institution Defaults block. Also, the # of Days for JIT/Adv Pay for Pell should be set to 30.

ROAINST - Institution Financial Aid Options Form All required data on the Campus/EDE Defaults window, of ROAINST, must be complete.

RFRASCH – Fund Award & Disbursement Schedule Rules Form Campuses MUST use scheduled disbursement dates that represent a reasonable time for most of the disbursements to occur in each term.

NEW PELL PROCESS FLOW SCT XML COD files for Pell with SICAS Vouchering Handbook Replaces the Pell Process Flow in the SICAS Voucher Manual SCT XML COD files for Pell with SICAS Vouchering Handbook Replaces the Pell Process Flow in the SICAS Voucher Manual

NEW PELL PROCESS FLOW Step 1: Run the SCT Disbursement Process – RPEDISB to Authorize Pell. Pell Funds remain in an Authorized Status until an Accepted or Corrected Disbursement Acknowledgement has been received from COD with JIT and uploaded into Banner. Step 1: Run the SCT Disbursement Process – RPEDISB to Authorize Pell. Pell Funds remain in an Authorized Status until an Accepted or Corrected Disbursement Acknowledgement has been received from COD with JIT and uploaded into Banner.

READIxx – Pell Disbursement/Acknowledgement Form The Disbursement process prepares Disbursement records for extraction by populating the ‘Sign Ind’, ‘Pell Reported Disb. Amt’ and ‘Pell Reported Disb. Date’ for Authorized funds that are ready.

NEW PELL PROCESS FLOW Step 2: (Optional) Run the SICAS Pell Origination Process – RPRYORG SICAS made modifications to allow users to continue using this process to correct errors and monitor Pell awards in a memo state. Update Verification Status Indicator on ROAPELL for QAP Campuses Step 2: (Optional) Run the SICAS Pell Origination Process – RPRYORG SICAS made modifications to allow users to continue using this process to correct errors and monitor Pell awards in a memo state. Update Verification Status Indicator on ROAPELL for QAP Campuses

NEW PELL PROCESS FLOW Step 3: Run the SCT Pell Delivery System Process – RERPLxx to create Pell Grant Origination Records. The RERPLxx process will create Origination Records for Accepted awards whether or not they are in an Authorized Status. Can be run with a Population Selection. Step 3: Run the SCT Pell Delivery System Process – RERPLxx to create Pell Grant Origination Records. The RERPLxx process will create Origination Records for Accepted awards whether or not they are in an Authorized Status. Can be run with a Population Selection.

RPAAWRD – Award Maintenance Form The Pell Origination Indicator is found in the Summary/Packaging Group Information area.

REAORxx – Pell Origination/Acknowledgement Form Origination records can be viewed on the Pell Origination/Acknowledgement form, REAORxx.

REAORxx – Pell Origination/Acknowledgement Form The Verification Status Indicator is displayed in the Origination/Acknowledgement 2 window.

NEW PELL PROCESS FLOW Step 4: Run the SCT COD Extract Process – REREXxx to extract both Pell Grant Origination and Disbursement Records that are ready to be extracted. Negative Disbursement Records are extracted along with Positive Disbursement Records. Step 4: Run the SCT COD Extract Process – REREXxx to extract both Pell Grant Origination and Disbursement Records that are ready to be extracted. Negative Disbursement Records are extracted along with Positive Disbursement Records.

REASTID – COD Student Identifier Form The student’s first record extracted with the REREXxx process will create the initial COD Student Identifier within Banner.

REAORxx – Pell Origination/Acknowledgement Form Once an Origination Record is Extracted the Action Code will be ‘S’ent, the Document ID and the Date Sent will be populated.

READIxx – Pell Disbursement/Acknowledgement Form Once a Disbursement Record is Extracted the Document ID will be populated, the Net Disb. Amt, and the Action will show ‘S’ent.

NEW PELL PROCESS FLOW Step 5: Run the SCT COD File Import Process – RERIMxx to import COD Student Identifier Acknowledgements, Pell Grant Origination Acknowledgements and Pell Grant Disbursement Acknowledgements.

REASTID – COD Student Identifier Form Once a COD Student Identifier is Accepted the Status Code will change from ‘Sent’ to ‘Accepted’

REAORxx – Pell Origination/Acknowledgement Form Once an Origination Record is Acknowledged the Action Code will change to Either ‘A’ccepted, ‘C’orrected or R’E’jected.

READIxx – Pell Disbursement/Acknowledgement Form Once a Disbursement Record is Acknowledged the Action Code will be ‘A’ccepted, ‘C’orrected, or ‘R’ejected and the Acknowledged Disbursement Amount will be used for Corrected records.

NEW PELL PROCESS FLOW Step 6: Run the SCT COD Import/Export Report – RERIMEX to produce a detailed report of any imported files. It is important that you review all the imported files for Corrected or Rejected acknowledgement records. Step 6: Run the SCT COD Import/Export Report – RERIMEX to produce a detailed report of any imported files. It is important that you review all the imported files for Corrected or Rejected acknowledgement records.

READIxx – Pell Disbursement/Acknowledgement Form If a Disbursement Record is Rejected – you should lock the record until the appropriate corrections are made.

NEW PELL PROCESS FLOW Step 7: (Optional) Run the SCT Pell Print Process - RERPRxx to produce a report for Originations (Unsent or Sent) and/or Disbursements with Disbursement Document ID and information. This process can be run after RERPLxx, REREXxx, and RERIMxx to assist in reconciliation and/or error detection. Step 7: (Optional) Run the SCT Pell Print Process - RERPRxx to produce a report for Originations (Unsent or Sent) and/or Disbursements with Disbursement Document ID and information. This process can be run after RERPLxx, REREXxx, and RERIMxx to assist in reconciliation and/or error detection.

NEW PELL PROCESS FLOW Step 8: Run the SUNY Voucher Detail Listing Process - RPRYVDL to generate the detailed listing of students to be vouchered for Pell. For Pell Funds, this process has been changed to only look for outstanding Accepted or Corrected Disbursement Acknowledgements that have been received but have not been vouchered. Step 8: Run the SUNY Voucher Detail Listing Process - RPRYVDL to generate the detailed listing of students to be vouchered for Pell. For Pell Funds, this process has been changed to only look for outstanding Accepted or Corrected Disbursement Acknowledgements that have been received but have not been vouchered.

NEW PELL PROCESS FLOW IMPORTANT: The RPRYVDL process should always be run immediately following the SCT COD File Import Process, RERIMxx. It should be run for all possible terms in the Aid Year for which a valid Accepted or Corrected Disbursement Acknowledgement could be received. IMPORTANT: The RPRYVDL process should always be run immediately following the SCT COD File Import Process, RERIMxx. It should be run for all possible terms in the Aid Year for which a valid Accepted or Corrected Disbursement Acknowledgement could be received.

READIxx – Pell Disbursement/Acknowledgement Form Only ‘A’ccepted or ‘C’orrected Disbursement records with a ‘P’ositive Sign Indicator will be Vouchered. The Acknowleged Disbursement Amount will be Vouchered – not the Reported.

NEW PELL PROCESS FLOW Step 9: Retrieve OSC # and post on the SUNY OSC Voucher Number Rules Form RPRYVNO Step 10: (Optional) Run the SUNY Voucher Release Process – RPRYVRP Step 11: Run the SCT Disbursement Process – RPEDISB Step 12: Run the SUNY Voucher Exception Report - RPRYVEX Step 9: Retrieve OSC # and post on the SUNY OSC Voucher Number Rules Form RPRYVNO Step 10: (Optional) Run the SUNY Voucher Release Process – RPRYVRP Step 11: Run the SCT Disbursement Process – RPEDISB Step 12: Run the SUNY Voucher Exception Report - RPRYVEX

NEW PELL PROCESS FLOW Step 13: Mark Redeposit amounts on the SUNY OSC Voucher Redeposit Rules Form – RPRYVRD or on the SUNY Redeposit Rules Form – RPRYRDP Step 14: Retrieve ROA # and post on the SUNY OSC Refund Appropriation Rules Form - RPRYRDP Step 15: Run the SUNY Voucher Redeposit Process – RPRYVRE Step 16: (Optional) Run the SUNY Voucher Summary Report Process – RPRYVSM Step 13: Mark Redeposit amounts on the SUNY OSC Voucher Redeposit Rules Form – RPRYVRD or on the SUNY Redeposit Rules Form – RPRYRDP Step 14: Retrieve ROA # and post on the SUNY OSC Refund Appropriation Rules Form - RPRYRDP Step 15: Run the SUNY Voucher Redeposit Process – RPRYVRE Step 16: (Optional) Run the SUNY Voucher Summary Report Process – RPRYVSM

RPAAWRD – Award Maintenance Form Below is an Example of a Pell Award originally disbursed at ¾ time enrollment (1275), but then Authorizing the remaining amount(425) when the enrollment was corrected to Full-time.

READIxx – Pell Disbursement/Acknowledgement Form The first amount of 1275 has already gone through Vouchering and has paid.

READIxx – Pell Disbursement/Acknowledgement Form The additional amount of 425 will remain Authorized and not pay until a ‘A’ccepted or ‘C’orrected Acknowledgement is Imported.

GLRSLCT – Population Selection Definition Rules Form Below is an Example of Population Selection that will pull all Unsent Negative Disbursement Records. Campuses may run this Population using GLBDATA prior to running REREXxx.

GLAEXTR – Population Selection Extract Data Form The students with Negative Disbursement Records can then be viewed on the GLAEXTR form.

SCT XML COD files for Pell with SICAS Vouchering Any Additional Questions? Thanks to SUNY Oneonta and Canton for Beta Testing in ! Thank You! Any Additional Questions? Thanks to SUNY Oneonta and Canton for Beta Testing in ! Thank You!