Disbursement

1. Disbursement

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

3. Types of disbursements • Memo • Authorization • Payment

4. 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

5. 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 byan actual payment • Amount replaced or deleted when student’s award changes

6. 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

7. Define the disbursement options • System reviews optionsbefore processing payments or authorizations

8. 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

9. 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

10. 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

11. 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

12. 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)

13. Packaging Options Form (RPROPTS) • A = Adjusted, B = Billing, orE = Expected • Allow disbursement if charges not accepted Y, N • Not used for funds with Loan process Y onRFRMGMT • SAR ‘C’ Flag - Disburse if ‘C’ flag exists Y, N

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

15. 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

16. 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

17. 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

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

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

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

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

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

23. Disbursement schedules (cont) • Can be adjusted manually • RPAAWRD • RPAAPMT • ROARMAN • RPALDSB • RPALORG

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

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

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

27. 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

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

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

30. 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

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

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

33. Viewing the results (cont) • Batch disbursement printdriver (RPBDDRV) • RPBDDRV.out • Batch Validation process (RPBVLDT) • RPBVLDT.log • RPBDISB.out

34. 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

35. 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

36. 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

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

38. 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)