1. Session 48 Direct Loan Reports and Reference Materials: Tools of the Trade Barbara Davis Allison Richards

2. 2 What We Will Cover Your Toolbox: Reference Materials and Resources Web sites Reports

3. 3 How We Will Cover It Discuss various comprehensive resources available to schools Focus on how to use your toolbox in the framework of regular processing –Daily/Weekly/Monthly Processing –Reconciliation and Closeout –Special Circumstances Provide ideas on the “How” as well as the “What”

4. Overview Your Direct Loan Toolbox

5. 5 Reference Materials and Resources IFAP - Your Library of References and Resources –Code of Federal Regulation (34 CFR 685) –Federal Student Aid Handbook (Publications) –COD Technical Reference (Publications) –Direct Loan School Guide (DL Systems and Operations) –Direct Loan Bulletins (Letters & Bulletins) –The Blue Book (Publications)

6. 6 IFAP – Your Library of References

7. 7 Reference Materials and Resources Listservs COD Customer Service Personnel –1-800-848-0978 –CODSupport@acs-inc.com Federal Student Aid

8. 8 Web sites IFAP - http://www.ifap.ed.gov COD - http://www.cod.ed.gov –DL Servicing - https://schools.dlssonline.com Direct Loan – http://www.ed.gov/offices/OSFAP/Directloan/index.html eMPN - http://www.dlenote.ed.gov NSLDS - http://www.nslds.ed.gov/nslds_FAP/secure/logon.jsp GAPS - http://e-grants.ed.gov/egWelcome.asp

9. 9 COD Web site

10. 10 Direct Loan Web site

11. 11 Reports – General Information What is shown: –Data relevant to your school’s processing How it can be used: –Monitor performance –Monitor compliance with Direct Loan regulations and policy –Issue detection and problem-solving –Comparing to school data –Reconciliation and closeout

12. 12 Reports – What is Available From COD For more information, refer to COD Technical Reference Volume 6, Section 8

13. 13 Reports- Accessing from COD

14. Daily/Weekly/Monthly Processing Using Your Toolbox

15. Daily/Weekly/Monthly Processing Originations You are eligible to receive: Award Amount: $2625 Award ID: 123456789S07G91234001

16. 16 Reference Materials and Resources Originations Direct Loan Bulletin 06-05(JUN) Federal Student Aid Handbook (Vol. 4, Ch. 1) COD Technical Reference (Vol. 2, Sec. 1,4) Direct Loan School Guide (Ch. 2, 3, and 6)

17. 17 Web sites Originations NSLDS –What it shows: All loan data (both FFEL and DL) by award year with actual disbursements –How it can be used: Transfer monitoring Check on loan limits

18. 18 Web sites Originations COD –What it shows: Direct Loan data (student tab) Abbreviated Applicant File (student tab/applicant search) Rejects by batch –How it can be used: View Direct Loan data for a particular student View identifier information from the ISIR Research rejected student awards

19. 19 Reports Originations SSN/Name/Date of Birth Change Report –What it shows: Borrowers that attended your school who have had identifier changes –How it can be used: Confirm identifier changes at your school Update your records to prevent future rejects based on old identifier information

20. 20 Reports Originations Duplicate Student Borrower Report –What it shows: Borrowers with overlapping Direct Loan academic years –How it can be used: Identify possible overaward situations

21. 21 What if I need to… …determine potential overaward situations? –FSA Handbook Volume 5, Chapter 1: Overpayments and Overawards –COD Web site- Person Direct Loan Information, Person and Award Detail Screens –NSLDS (transfer monitoring) –Duplicate Student Borrower Report

22. 22 COD Web site

23. 23 Duplicate Student Borrower Report

24. Daily/Weekly/Monthly Processing Promissory Notes

25. 25 Reference Materials and Resources Promissory Notes Direct Loan Bulletin 06-06 (JUL) Federal Student Aid Handbook (Vol. 4, Ch. 1) COD Technical Reference (Vol. 2, Sec. 1) Direct Loan School Guide (Chapter 6)

26. 26 Web sites eMPN –What it shows: PDF image of electronic promissory notes –How it can be used: search for electronic promissory notes COD –What it shows: Both electronic and paper, linked and unlinked –How it can be used: Verify existence, expiration date and awards linked Promissory Notes

27. 27 Reports Promissory Notes MPN reports (Due to Expire, Expired, and Discharge Report) –What these reports show: MPNs that are due to expire, have expired, or are associated with awards that have been discharged –How they can be used: To identify when a new MPN may be needed for an award originated at your school

28. 28 What if I need to… …determine if an MPN exists that can be linked to an award at my school? –ISIR, school records –Award and MPN responses –COD and eMPN web sites - MPN Search –MPN reports

29. 29 ISIR

30. 30 eMPN – dlenote.ed.gov View PDF of Promissory note

31. 31 COD MPN Search

32. 32 COD MPN Search Results

33. 33 MPN Due to Expire Report

34. Daily/Weekly/Monthly Processing Disbursements

35. 35 Reference Materials and Resources Disbursements Federal Student Aid Handbook (Vol. 4, Ch. 2) COD Technical Reference (Vol. 2, Sec. 1) Direct Loan School Guide (Ch. 7)

36. 36 Web sites Disbursements COD –What it shows: Action Queue (all pending disbursements by date range) Batch: Search by Person and award year –What it can do: Help you locate and reconcile all outstanding disbursements Trace the specific history and reject reasons for a student’s disbursements

37. 37 Reports –What it shows: Actual disbursements accepted from your school for the reported day and the funds you should receive –How it can be used: To verify disbursements made and funds received To reconcile school disbursement records to COD Disbursements Funded Disbursement Listing Report (Pushed Cash only)

38. 38 Reports –What it shows: All anticipated disbursements from your school for the reported period –How it can be used: To identify future funding needs To identify anticipated disbursements that should be actuals To identify awards that need to be inactivated Disbursements Pending Disbursement Listing Report

39. 39 Reports –What it shows: Unbooked awards missing one of 3 pieces necessary to book the loan Unlinked promissory notes –How it can be used: To identify the missing piece(s) necessary for booking To identify MPNs awaiting awards To reconcile to internal records of unbooked awards To monitor compliance with the 30-day reporting requirement Disbursements 30-Day Warning Report

40. 40 Reports –What it shows: Any awards that have been made inactive within the reported period –How it can be used: To identify awards that may have dropped off the 30-Day Warning Report To confirm that only the correct loans have been made inactive Disbursements Inactive Loan Report

41. 41 What if I need to… …check what disbursements are still at a pending status after the anticipated disbursement date? –School Records –COD Web site - Action Queue –Pending Disbursement Listing Report

42. 42 COD Web site – Action Queue

43. 43 Action Queue Search Results

44. 44 Pending Disbursement Listing Report

45. 45 What if I need to… …determine if I have unbooked loans? –School records –COD Web site – batch search for booking notifications –COD Web site – Award Detail –30-Day Warning Report

46. 46 Web – Booking Information

47. 47 30-Day Warning Report

48. Reconciliation and Closeout

49. 49 Reference Materials and Resources Direct Loan Bulletin 06-04 (JUN) Direct Loan Bulletin 06-07 (JUL) Federal Student Aid Handbook (Vol. 4, Ch. 3) COD Technical Reference (Vol. 6, Sec. 8) Direct Loan School Guide (Ch. 9) Blue Book (Ch. 12)

50. 50 Web sites GAPS –What it shows: Cash activity balance –How it can be used: To reconcile cash with school accounts and COD

51. 51 Web sites COD –What it shows: Cash activity –How it can be used: To monitor unsubstantiated cash, reconcile and report within the 30-day reporting requirement

52. 52 Reports The Department’s official Ending Cash Balance as calculated for your school Summary information on cash and disbursement activity received from your school All cash and disbursement detail for the reported period based on school options School Account Statement (SAS) –What it shows:

53. 53 Reports To perform monthly reconciliation of all cash and actual disbursement information at your school To identify any outstanding balances that need to be resolved To monitor compliance with the 30-day reporting requirement To monitor unbooked loan amounts For program year closeout SAS –How it can be used:

54. 54 Reports –Cash Summary –Disbursement Summary by Loan Type –Cash Detail –Loan Detail, Loan level –Loan Detail, Disbursement Activity Level Sections of the School Account Statement (SAS)

55. 55 What if I need to… …compare my school records to COD? –GAPS (cash activity) –COD Cash Activity Batch Search by SSN –SAS –DL Tools

56. 56 GAPS

57. 57 COD

58. 58 SAS Report

59. 59 What if I need to… …find information regarding returning funds? –Direct Loan Bulletin DLB 06-09 (OCT) Updated guidance on making refunds of cash –Blue Book Chapter 14-General Rules for Disbursing & Returning FSA Funds –Direct Loan School Guide Chapter 10-Returning Direct Loan Funds Monthly reconciliation required

60. 60 GAPS- Instructions for returning funds

61. Special Circumstances – Data Loss

62. 62 Reference Materials and Resources Direct Loan Bulletin 06-08 (JUL) COD Technical Reference Contact COD Customer Service for a Direct Loan Rebuild

63. 63 Reports –What it shows: All origination and disbursement data accepted on COD from your school for a specific: –Award Year –Borrower/Student –Award ID –Date Range –How it can be used: To rebuild lost data on your system Direct Loan Rebuild

64. Summary Your Direct Loan Toolbox

65. 65 Other Direct Loan Sessions Session 40Hands On Tour of DL Tools Session 41Best Practices in Using DL LSDA Session 42DL Funding & Cash Management A-Z Session 43Best Practices for Processing DL at Your School Session 44Direct Loans A – Z Session 45Direct Loans – How to Get Started Session 46What’s New in Direct Loans: Grad PLUS and other HERA Related Changes Session 47Direct Loan Reconciliation and Closeout Session 49How Direct Loan Servicing is Improving the Financial Aid Experience for You and Your Students

66. Questions? Allison.Richards@ed.gov 303.844.3677, x122 Barbara.Davis@ed.gov 202.821.3953