1. COD REJECTS: HOW CAN THEY BE RESOLVED? Tracy J Ward Financial Aid Director James Sprunt Community College

2. SESSION RULES OF ETIQUETTE  Please silence your cell phone  If you must leave the session early, please do so as discreetly as possible 2

3. INTRODUCTION  The purpose of this presentation is to show how to resolve COD rejects in Colleague so that the reconciliation process is much smoother.  This information will benefit your Financial Aid Office when reconciling accounts. 3

4. AGENDA  The main topic to be covered today is how to correct Pell and loan rejects using Colleague. We will discuss the topics below:  Colleague Reports  Common Rejects  Correcting Rejects  Best Practice 4

5. COLLEAGUE REPORTS  PCRR (Pell COD Reject Report)  Shows reject codes and warnings.  Can choose not to look at warnings.  Useful in finding Pell that did not process in COD due to the record rejecting.

6. COLLEAGUE REPORTS  DCRR (DL COD Reject Report)  Shows reject codes and warnings.  Can choose not to look at warnings.  Useful in finding loans that did not process in COD due to the record rejecting.

7. COLLEAGUE REPORTS  CDMR (COD Missing Response Report)  Identifies missing COD responses.  If the student will not update in COD, The document ID in the report can be used to resend to COD through FRCD in Colleague. 7

8. COLLEAGUE REPORTS  DLVR (Direct Loan Variance Report)  Shows the variances between Colleague net amount and COD net amount.  Also has a Y for missing response.  Helps find discrepancies.

9. COLLEAGUE REPORTS  PRER (Pell Reconciliation Report)  Once you have checked the other reports, you should request this report from COD and then run it in Colleague to find any pell variances between Colleague and COD.

10. COLLEAGUE REPORTS  CODE (Exporting COD records)  After you run CODE, be sure to check for any errors. Common errors are:  Ability to benefit (ATB)-updated on FMSI  An official correction transaction has not yet been received from CPS- Waiting on correction, however if correction is in and you have correct transaction, you can go into PLCD and update.

11. COLLEAGUE REPORTS 11

12. COMMON REJECTS  011-No Eligible SSN, DOB, and Last name combination match found on CPS for student.  014-Citizenship Status not eligible.  024-Reported CPS transaction number does not match CPS.

13. COMMON REJECTS  157-Sum of Subsidized awards exceeds the subsidized loan limits.  039-Incorrect award amount.  141-Cannot change the Origination Fee Percent and/or Interest Rebate Percent on an active loan.  142- Invalid Origination Fee Percent and/or Interest Rebate Percent on Award Changes.

14. CORRECTING ERRORS IN COLLEAGUE  For DOB, SSN issues, check to see if the students admissions application and the ISIR match. Check FADU. Run BLIS to link files if needed.  Last name issues, use FCDC in Colleague to match the files.  Citizenship issues: If you have documentation and ISIR is correct, you can override the status on FMSI in Colleague. Students that we think are US Citizens, may actually be Eligible Non-citizens for FAFSA purposes and should have the ALIEN ID number on the FAFSA.

15. CORRECTING ERRORS IN COLLEAGUE  Reported CPS transaction # does not match CPS (024). Be sure the transaction numbers match and then override on PLCD (pell) or DLAN (loans). Drill down on the magnifying glass beside the award to get to these screens.  Incorrect award Amount (039). Review the maximum annual limit for pell and/or loans. Student could have received aid at another school or could have been over awarded in Colleague.

16. CORRECTING ERRORS IN COLLEAGUE  141 and 142- Ellucian guide says to cancel the original award and add the correct origination percent fees and activation dates on LAWD (if incorrect) and re award with the new award code on AIDE.  157-Check to be sure the students subsidized amount is correct. If so, check the students year in school in DLAN. If it says 1 and student is a second year student, update it to a 2 and send to COD again.

17. BEST PRACTICE  It is best practice to run these reports weekly and correct errors through Colleague.  Reconciliation is much easier if you can correct the errors throughout the month versus trying to correct them all at once.  At times, you have to get documentation from students (DOB, SSN proof, etc.) and that can take additional processing time.

18. SUMMARY  Reconciliation is cleaner when rejects can be corrected in Colleague versus COD.  Assistance with rejects can be found in the Ellucian Guide (https://ellucian.okta.com),Using the COD Interface, or Direct Loans Guide. These can be found at www.ifap.ed.govhttps://ellucian.okta.comwww.ifap.ed.gov  These guides show the reject codes and will give you information on correcting the rejects. 18

19. Thank You! 19 Tracy J Ward tward@jamessprunt.edu

20. Questions?