2. Funds Management

3. SCT Banner Financial Aid 4.02IntroductionsIntroductions  Name  Organization  Title/Function  Job Responsibility  SCT Banner Experience  Expectations  Name  Organization  Title/Function  Job Responsibility  SCT Banner Experience  Expectations

4. SCT Banner Financial Aid 4.03ObjectivesObjectives  Performance Objectives  Create and maintain Financial Aid funds  Create default award and disbursement schedules  Create fund-specific award and disbursement schedules  Create fund awarding and disbursement rules  Reconcile funds, monitor fund balances  Run basic fund reports  Performance Objectives  Create and maintain Financial Aid funds  Create default award and disbursement schedules  Create fund-specific award and disbursement schedules  Create fund awarding and disbursement rules  Reconcile funds, monitor fund balances  Run basic fund reports

5. SCT Banner Financial Aid 4.04 Funds Management Module overview  Process overview  Funds Management menu  No control menu -- the Funds Management menu is itself a control menu  Module definition  Establish fund type codes  Establish fund source codes  Establish fund base information  Creation of funds (part 1)  Process overview  Funds Management menu  No control menu -- the Funds Management menu is itself a control menu  Module definition  Establish fund type codes  Establish fund source codes  Establish fund base information  Creation of funds (part 1)

6. SCT Banner Financial Aid 4.05 Funds Management Module overview (cont.)  Module definition (cont.)  Create default award and disbursement schedules  Create fund-specific award and disbursement schedules  Disbursement dates  Memo expiration dates  Award percentages by term  Module definition (cont.)  Create default award and disbursement schedules  Create fund-specific award and disbursement schedules  Disbursement dates  Memo expiration dates  Award percentages by term

7. SCT Banner Financial Aid 4.06 Funds Management Module overview (cont)  Funds Management Form (RFRMGMT)  Budget allocation, award minimum and maximum fund-specific options for each aid year  Funds and budget components  Funds and detail codes  Funds and applicant requirements  Funds and message codes  Disbursement and packaging options  Form is aid year-specific  Funds Management Form (RFRMGMT)  Budget allocation, award minimum and maximum fund-specific options for each aid year  Funds and budget components  Funds and detail codes  Funds and applicant requirements  Funds and message codes  Disbursement and packaging options  Form is aid year-specific

8. SCT Banner Financial Aid 4.07 Funds Management Module overview (cont)  Creation of funds (part 2)  Fund inquiry forms  Fund Budget Inquiry Form (RFIBUDG)  Federal Fund ID Inquiry Form (RFIFFID)  Federal Rules Inquiry Form (RFIFEDR)  Manage Funds (ROAMGMT)  Establish fund award and disbursement rules (RORRULE)  Processes related to Funds Management  Creation of funds (part 2)  Fund inquiry forms  Fund Budget Inquiry Form (RFIBUDG)  Federal Fund ID Inquiry Form (RFIFFID)  Federal Rules Inquiry Form (RFIFEDR)  Manage Funds (ROAMGMT)  Establish fund award and disbursement rules (RORRULE)  Processes related to Funds Management

9. Funds Management: Process overview Process overview Funds Management: Process overview Process overview Fund Mgmt Menu PackagingProcessPackagingProcess DisbursementProcessDisbursementProcess Fundtypecodes 11 Fundsourcecodes 22 Fundbaseinfo. 33 Form 44 Aid year and fund-specificoptions fund-specificoptions 55 Award & Disb.Schedules StandardStandard Disb.Schedules Fund Specific 66 FundAwarding & Disb. rules RORRULERORRULE 77 Fund Reconciliation & managementFund management RUPFNDBL.SQLRUPFNDBL.SQL RSLFNDBL.SQLRSLFNDBL.SQL ROAMGMTROAMGMT

10. SCT Banner Financial Aid 4.09 Module definition  Establish fund type codes  Define the fund’s basic characteristics  Define fund type  Create Accounts Receivable detail codes  Associate appropriate Federal Fund ID as required - source codes, etc.  Establish fund type codes  Define the fund’s basic characteristics  Define fund type  Create Accounts Receivable detail codes  Associate appropriate Federal Fund ID as required - source codes, etc.

11. SCT Banner Financial Aid 4.010 Module definition (cont.)  Establish fund source codes  Indicate if fund will come from:  Federal  State  Organization  Other  Create as many fund source codes as necessary  Examples: Institutional Endowment Fund Institutional Athletic Department  Establish fund source codes  Indicate if fund will come from:  Federal  State  Organization  Other  Create as many fund source codes as necessary  Examples: Institutional Endowment Fund Institutional Athletic Department

12. SCT Banner Financial Aid 4.011 Module definition (cont.)  Establish fund base information  Establish a code and description  Associate an A/R detail code with each Financial Aid fund code  This is a “one to one” relationship; each fund code must have a distinct A/R detail code  Associate Fed ID code, if applicable  Establish the print order for award letters  Associate fund type and source codes previously discussed  Establish fund base information  Establish a code and description  Associate an A/R detail code with each Financial Aid fund code  This is a “one to one” relationship; each fund code must have a distinct A/R detail code  Associate Fed ID code, if applicable  Establish the print order for award letters  Associate fund type and source codes previously discussed

13. Module definition (cont.) RFRBASERFRBASE EstablishbaseinformationEstablishbaseinformation Associate fund source and fund type codes Associate fund source and fund type codes

14. SCT Banner Financial Aid 4.013 Module definition (cont.)  Review  Fund type codes established on the Financial Aid Fund Type Validation Form (RTVFTYP)  Fund source codes established on the Fund Source Code Validation Form (RTVFSRC)  Fund base information on the Fund Base Data Form (RFRBASE)  Rule and validation forms  Review  Fund type codes established on the Financial Aid Fund Type Validation Form (RTVFTYP)  Fund source codes established on the Fund Source Code Validation Form (RTVFSRC)  Fund base information on the Fund Base Data Form (RFRBASE)  Rule and validation forms

16. SCT Banner Financial Aid 4.015 Module definition (cont.)  Create default award and disbursement schedules  Semester organization vs. quarter or term organization  Determine the percentage of the award by term  Determine the percentage of disbursement within a term, multiple disbursements in same term?  SCT Banner is term driven  Create default award and disbursement schedules  Semester organization vs. quarter or term organization  Determine the percentage of the award by term  Determine the percentage of disbursement within a term, multiple disbursements in same term?  SCT Banner is term driven

17. SCT Banner Financial Aid 4.016 Module definition (cont.)  Create default award and disbursement schedules (cont.)  Set the date funds will be disbursed  Set the memo expiration date  NOTE: The session on fund disbursement will describe “memo’d” financial aid in detail  Will create both default schedules and fund-specific schedules  Create default award and disbursement schedules (cont.)  Set the date funds will be disbursed  Set the memo expiration date  NOTE: The session on fund disbursement will describe “memo’d” financial aid in detail  Will create both default schedules and fund-specific schedules

18. SCT Banner Financial Aid 4.017 Module definition (cont.) fund-specific  Create fund-specific award and disbursement schedules  Create fund-specific schedules for funds that are unique in awarding and disbursement requirements Example: Scholarship pays 25% for fall and 75% for spring, based on fall grades  Set the date funds will be disbursed  Set the memo expiration date fund-specific  Create fund-specific award and disbursement schedules  Create fund-specific schedules for funds that are unique in awarding and disbursement requirements Example: Scholarship pays 25% for fall and 75% for spring, based on fall grades  Set the date funds will be disbursed  Set the memo expiration date

19. SCT Banner Financial Aid 4.018 Funds Management Form (RFRMGMT)  Funds Management Form  Main form for fund options  aid year-specific  9 windows - Set Budget amount, fund min and max amount - Offer, accept, and decline status - Memo and disbursement options, lock disbursements - Associate the fund with budget components, A/R detail codes, tracking requirements and messages  Funds Management Form  Main form for fund options  aid year-specific  9 windows - Set Budget amount, fund min and max amount - Offer, accept, and decline status - Memo and disbursement options, lock disbursements - Associate the fund with budget components, A/R detail codes, tracking requirements and messages

20. SCT Banner Financial Aid 4.019 RFRMGMT (cont.)  Fund type, source and fed fund ID* default to RFRMGMT from RFRBASE  Set the amount budgeted for the year, transfer amount, and over-commitment percentage  Make specific comments about a fund  Review packaging and disbursement options in detail from SCT Banner * If applicable  Fund type, source and fed fund ID* default to RFRMGMT from RFRBASE  Set the amount budgeted for the year, transfer amount, and over-commitment percentage  Make specific comments about a fund  Review packaging and disbursement options in detail from SCT Banner * If applicable

21. SCT Banner Financial Aid 4.020 RFRMGMT (cont.)  Associating funds with other modules  Funds and budget components  Funds and A/R detail codes  Funds and tracking requirements  Funds and message codes  Associating funds with other modules  Funds and budget components  Funds and A/R detail codes  Funds and tracking requirements  Funds and message codes

22. SCT Banner Financial Aid 4.021 RFRMGMT (cont.)  Funds and budget components  Associate a budget component with a particular fund  Set the percentage of the budget component that the fund award should not exceed Example: A Barnes & Noble scholarship that cannot exceed the budgeted amount for books and supplies Books and Supplies component = 100% System will not award above books and supplies  Funds and budget components  Associate a budget component with a particular fund  Set the percentage of the budget component that the fund award should not exceed Example: A Barnes & Noble scholarship that cannot exceed the budgeted amount for books and supplies Books and Supplies component = 100% System will not award above books and supplies

23. SCT Banner Financial Aid 4.022 RFRMGMT (cont.)  Funds and A/R detail codes  Associate an A/R detail code with a particular fund  Set the percentage of the detail code that the fund award should not exceed, just like you would for a budget component Example: Institutional grant that meets 100% of need up to 50% of tuition charges Tuition detail code = 50% System will not award above 50% paid to tuition  Funds and A/R detail codes  Associate an A/R detail code with a particular fund  Set the percentage of the detail code that the fund award should not exceed, just like you would for a budget component Example: Institutional grant that meets 100% of need up to 50% of tuition charges Tuition detail code = 50% System will not award above 50% paid to tuition

24. SCT Banner Financial Aid 4.023 RFRMGMT (cont.)  Funds and message codes  Messages in SCT Banner can be used in a variety of ways  Tracking requirements  Budget components  Student specific messages, and …..  With fund codes  Funds and message codes  Messages in SCT Banner can be used in a variety of ways  Tracking requirements  Budget components  Student specific messages, and …..  With fund codes

25. SCT Banner Financial Aid 4.024 RFRMGMT (cont.)  Funds and message codes (cont.)  In the previous example for tracking requirement association: Thank You letter required for scholarship You may wish to have a message that tells the student that a Thank You letter is required for that particular scholarship  Funds and message codes (cont.)  In the previous example for tracking requirement association: Thank You letter required for scholarship You may wish to have a message that tells the student that a Thank You letter is required for that particular scholarship

26. Creation of Funds (part 2) Funds Management Form (RFRMGMT)...From part 1 RFRBASE RFRBASE Default Award Sched. RFRDEFA Fund RFRASCH Disbursement & Fund Awarding Rules Form RORRULE Packaging and Disbursement Disbursement

27. SCT Banner Financial Aid 4.026 Inquiry forms  Fund Budget Inquiry Form (RFIBUDG)  View status of entire budget for a specific fund per aid year  Federal Fund ID Inquiry Form (RFIFFID)  Delivered from SCT, lists all Federal Fund ID’s  Federal Rules Inquiry Form (RFIFEDR)  Delivered from SCT, displays fund awarding rules per federal regulations  Fund Budget Inquiry Form (RFIBUDG)  View status of entire budget for a specific fund per aid year  Federal Fund ID Inquiry Form (RFIFFID)  Delivered from SCT, lists all Federal Fund ID’s  Federal Rules Inquiry Form (RFIFEDR)  Delivered from SCT, displays fund awarding rules per federal regulations

28. SCT Banner Financial Aid 4.027 Fund Budget Inquiry Form (RFIBUDG)  Understanding/reading this form  For Packaging  In determining whether there is enough money remaining to make additional offers to students, the System adds together Current Offer + Declined + Canceled and compares it to Available to Offer. Additional awards can be offered if: Available to Offer - (Current Offered + Declined + Canceled) > 0  For Disbursement  In determining whether there is enough money remaining to pay students, the System adds Memo’d + Authorized + Paid and compares it to Total Allocated. Additional payments can be made if: Total Allocated - (Memo’d + Authorized + Paid) > amount paid  Understanding/reading this form  For Packaging  In determining whether there is enough money remaining to make additional offers to students, the System adds together Current Offer + Declined + Canceled and compares it to Available to Offer. Additional awards can be offered if: Available to Offer - (Current Offered + Declined + Canceled) > 0  For Disbursement  In determining whether there is enough money remaining to pay students, the System adds Memo’d + Authorized + Paid and compares it to Total Allocated. Additional payments can be made if: Total Allocated - (Memo’d + Authorized + Paid) > amount paid

29. SCT Banner Financial Aid 4.028 Understanding/ reading this form (cont.) For the following examples: –Total Allocated will = $ 10,000 –Amount Available to Offer will = $ 12,000 (over commit % = 120) – Accepted amount will = $ 5,000 – Paid amount will = $ 0.00 For the following examples: –Total Allocated will = $ 10,000 –Amount Available to Offer will = $ 12,000 (over commit % = 120) – Accepted amount will = $ 5,000 – Paid amount will = $ 0.00

30. SCT Banner Financial Aid 4.029 ‘Remaining’ columns calculated  Current Offer  Current Offer: Remaining amount = ($ 7,000.00)  Available to Offer - (Current Offered + Declined + Canceled)  $ 12,000.00 - ($ 5,000.00 + 0.00 + 0.00)  Current Offer  Current Offer: Remaining % = (58.34 %)  (Available to Offer - (Current Offered + Declined + CANCEL)) / AVAILABLE TO OFFER  ($ 12,000.00 - ($ 5,000.00 + 0.00 = 0.00)) / $ 12,000.00  Current Offer  Current Offer: Actual amount remaining = ($ 5,000.00)  TOTAL ALLOCATED - CURRENT OFFERED = Amount Remaining  $ 10,000.00 - $ 5,000.00 = $ 5,000.00  Current Offer  Current Offer: Remaining amount = ($ 7,000.00)  Available to Offer - (Current Offered + Declined + Canceled)  $ 12,000.00 - ($ 5,000.00 + 0.00 + 0.00)  Current Offer  Current Offer: Remaining % = (58.34 %)  (Available to Offer - (Current Offered + Declined + CANCEL)) / AVAILABLE TO OFFER  ($ 12,000.00 - ($ 5,000.00 + 0.00 = 0.00)) / $ 12,000.00  Current Offer  Current Offer: Actual amount remaining = ($ 5,000.00)  TOTAL ALLOCATED - CURRENT OFFERED = Amount Remaining  $ 10,000.00 - $ 5,000.00 = $ 5,000.00

31. SCT Banner Financial Aid 4.030 ‘Remaining’ columns calculated (cont)  Accepted - Remaining Amount: ($ 0.00)  Current Offered - Accepted  $ 5,000.00 - $ 5,000.00  Accepted - Remaining %: ($ 0.00)  (Current Offered - Accepted) / Current Offered  ($ 5,000.00 - $ 5,000.00) / $ 5,000.00  Paid - Remaining Amount: ($ 5,000.00)  Accepted - Paid  $ 5,000 - $ 0.00  Paid - Remaining %: (100%)  (Accepted - Paid) / Accepted  ($ 5,000.00 - $ 0.00) / $ 5,000.00  Accepted - Remaining Amount: ($ 0.00)  Current Offered - Accepted  $ 5,000.00 - $ 5,000.00  Accepted - Remaining %: ($ 0.00)  (Current Offered - Accepted) / Current Offered  ($ 5,000.00 - $ 5,000.00) / $ 5,000.00  Paid - Remaining Amount: ($ 5,000.00)  Accepted - Paid  $ 5,000 - $ 0.00  Paid - Remaining %: (100%)  (Accepted - Paid) / Accepted  ($ 5,000.00 - $ 0.00) / $ 5,000.00

32. SCT Banner Financial Aid 4.031 Federal Fund ID Inquiry Form (RFIFFID)  Displays all federal funds and the federal ID for that fund  Delivered by SCT  Hard-coded  Displays all federal funds and the federal ID for that fund  Delivered by SCT  Hard-coded

33. SCT Banner Financial Aid 4.032 Federal Rules Inquiry Form (RPIFEDR)  Displays rules for all federal funds  Class load  Award minimum and maximum  Extended Loan Option (ELO), HEAL Loan, and Additional Stafford Eligibility  Used in packaging process  Delivered by SCT  Hard-coded  Displays rules for all federal funds  Class load  Award minimum and maximum  Extended Loan Option (ELO), HEAL Loan, and Additional Stafford Eligibility  Used in packaging process  Delivered by SCT  Hard-coded

34. SCT Banner Financial Aid 4.033 Manage Funds Form (ROAMGMT)  Use segments from entire Funds Management module  Monitor, update, and create financial aid fund activity  Sort by fund source, type or all funds  From RT  Custom display displays funds by:  Available to offer  Accepted  Paid  Current offer  Declined  Remaining  Use segments from entire Funds Management module  Monitor, update, and create financial aid fund activity  Sort by fund source, type or all funds  From RT  Custom display displays funds by:  Available to offer  Accepted  Paid  Current offer  Declined  Remaining

35. SCT Banner Financial Aid 4.034 Manage Funds Form (ROAMGMT) (cont.)  View information on a yearly basis or term by term  Detailed information about awards made to all students from a specific fund for a particular year  View information on a yearly basis or term by term  Detailed information about awards made to all students from a specific fund for a particular year

36. Manage Funds (ROAMGMT) Sort by, fund source, Sort by, fund source, type, or all funds Custom display Custom display

37. SCT Banner Financial Aid 4.036 Financial Aid Selection Rules Form (RORRULE)  Create specific fund awarding and disbursement rules  Create and modify selection criteria to award aid to students  Create and modify selection criteria to disburse aid to students  Assign funds to applicants within a certain packaging group  Driven by rule type  A, F, and D pertain to Funds Management  Create specific fund awarding and disbursement rules  Create and modify selection criteria to award aid to students  Create and modify selection criteria to disburse aid to students  Assign funds to applicants within a certain packaging group  Driven by rule type  A, F, and D pertain to Funds Management

38. SCT Banner Financial Aid 4.037 Processes related to Funds Management  Account Balances Report (RFRABAL)  Prints detailed information on the status of each fund for a given aid year  7 parameters: Aid year code, fund code, source, type, fed fund ID, term code, sort (ascending or descending)  Fund Budget Report (RFRBUDG)  Prints fund budget allocation information for each fund account for a given aid year  Account Balances Report (RFRABAL)  Prints detailed information on the status of each fund for a given aid year  7 parameters: Aid year code, fund code, source, type, fed fund ID, term code, sort (ascending or descending)  Fund Budget Report (RFRBUDG)  Prints fund budget allocation information for each fund account for a given aid year

39. SCT Banner Financial Aid 4.038 Processes related to Funds Management (cont.)  Fund Budget Report (RFRBUDG) (cont.)  6 parameters: Aid year code, fund code, source, type, federal fund ID, sort sequence  Fund Description Report (RFRFUND)  Provides detailed descriptive information on the fund, System rules, and budget allocation assigned each fund for a given aid year  Fund Budget Report (RFRBUDG) (cont.)  6 parameters: Aid year code, fund code, source, type, federal fund ID, sort sequence  Fund Description Report (RFRFUND)  Provides detailed descriptive information on the fund, System rules, and budget allocation assigned each fund for a given aid year

40. SCT Banner Financial Aid 4.039 Processes related to Funds Management (cont.)  Fund Description Report (RFRFUND) (cont.)  6 parameters: Aid year code, fund code, source, type, federal fund ID, sort sequence  Simulation Balance Report (RFRSBAL)  Provides detailed fund balance information for use during packaging simulation  6 parameters: Aid year code, fund code, source, type, federal fund ID, sort sequence  Fund Description Report (RFRFUND) (cont.)  6 parameters: Aid year code, fund code, source, type, federal fund ID, sort sequence  Simulation Balance Report (RFRSBAL)  Provides detailed fund balance information for use during packaging simulation  6 parameters: Aid year code, fund code, source, type, federal fund ID, sort sequence

41. SCT Banner Financial Aid 4.040 Fund reconciliation  Fund balances stored in the RFRASPC table  Updated when:  Student’s award for year changes  Award status changes  When memo, authorize, or disburse amount changes  Fund balances stored in the RFRASPC table  Updated when:  Student’s award for year changes  Award status changes  When memo, authorize, or disburse amount changes

42. SCT Banner Financial Aid 4.041 Fund reconciliation (cont.)  Two SQL*PLUS scripts ensure that summary balances in the RFRASPC table match the student-by-student totals from the RPRAWRD table:  RSLFNDBL.SQL & RUPFNDBL.SQL  Two SQL*PLUS scripts ensure that summary balances in the RFRASPC table match the student-by-student totals from the RPRAWRD table:  RSLFNDBL.SQL & RUPFNDBL.SQL

43. SCT Banner Financial Aid 4.042 Fund reconciliation (cont.)  RSLFNDBL.SQL  Selects and displays fund balances for all funds for a selected year  Calculated based on the sum of awards on the RPRAWRD table  Compare to the Fund Budget Inquiry Form to see if totals match……..  RSLFNDBL.SQL  Selects and displays fund balances for all funds for a selected year  Calculated based on the sum of awards on the RPRAWRD table  Compare to the Fund Budget Inquiry Form to see if totals match……..

44. SCT Banner Financial Aid 4.043 Fund reconciliation (cont.) …. If totals do not match  RUPFNDBL.SQL  Can be run to update the balances stored in the RFRASPC table to match the student- by-student totals stored in RPRAWRD  SCT Banner may stop awarding or disbursing if a fund is out of balance  RECON ALL button from ROAMGMT will also run this process …. If totals do not match  RUPFNDBL.SQL  Can be run to update the balances stored in the RFRASPC table to match the student- by-student totals stored in RPRAWRD  SCT Banner may stop awarding or disbursing if a fund is out of balance  RECON ALL button from ROAMGMT will also run this process

45. Questions?……………..Questions?……………..