Disbursements
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Transcript Disbursements
Disbursement
Disbursement Module Overview
• Define the disbursement options
• Run the disbursement process
– On-line
– In batch
• Review and adjust a scheduled
disbursement for a student
Types of disbursements
• Memo
• Authorization
• Payment
Memo
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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
Authorization
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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 by
an actual payment
• Amount replaced or deleted when student’s award
changes
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
Define the disbursement options
• System reviews options
before processing payments or
authorizations
Run the disbursement process online or in batch
• Process memos, authorize, and/or disburse
funds to the applicant according to userdefined criteria and options set
• Transactions interface to the Banner Accounts
Receivable module
• On-line disbursement result form
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
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
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
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)
Packaging Options Form
(RPROPTS)
• A = Adjusted, B = Billing, or
E = Expected
• Allow disbursement if charges not accepted
Y, N
– Not used for funds with Loan process Y on
RFRMGMT
• SAR ‘C’ Flag - Disburse if ‘C’ flag exists Y,
N
Fund Management Form
(RFRMGMT)
• Maintain fund balance
• Disbursement must be set to
S = System or M = Manual
• Memo Credit: O = Offered or
A = Accepted
• If disbursement load > Packaging load: P =
Prorate, D = Don’t prorate, N = Disbursement
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
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
Detail Code Control Form
(TSADETC)
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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
Fund Disbursement Rules Form
(RORRULE)
• Fund specific disbursement criteria
• Optional form
Tracking Requirement Validation
Form (RTVTREQ)
• Identify requirements needed:
– Memo
– Disbursement
• General vs fund specific requirement
Disbursement schedules
• Default Award and Disbursement Schedule Rules
Form (RFRDEFA)
– Default disbursement schedule for each
aid period
– Default schedule used if nothing for fund and aid
period combination on RFRASCH
– May define multiple disbursements per term
– + and - days
Disbursement schedules (cont)
• Fund Award and Disbursement Rules Form
(RFRASCH)
– Optional form
– Used to create specific fund/aid period schedule
combination
Disbursement schedules (cont)
• Required for authorization and payment
• Created when award is accepted
– Manual (RPAAWRD, RPAAPMT,ROARMAN)
– Automatic (RFRMGMT auto schedule)
Disbursement schedules (cont)
• Can be adjusted manually
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RPAAWRD
RPAAPMT
ROARMAN
RPALDSB
RPALORG
Disbursement validation
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Standards of academic progress (ROASTAT)
Charges accepted?
Fund locked (RFRMGMT)
Funds available to pay
Disbursement validation (cont)
• Detail codes present
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*
*
*
*
Enrolled in eligible program
Citizenship
Default/refund
Minimum enrollment for the fund
(RPIFEDR)
– * Federal funds only
Disbursement validation (cont)
• Bachelor’s Degree by July 1
– Pell only
• Receipt of an official record from Federal
Government
– Pell only
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
Running disbursements
(RPEDISB)
• Term specific
• On line
– Immediate Process Form (ROAIMMP)
– Student Payment Form (TSASPAY)
• Batch process
– Population selection
– Fund specific option
Batch disbursements RPEDISB
parameters
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01 - Aid year
02 - Process indicator B
03 - Term code
04 - Applicant ID (always blank)
05 - Action indicator N, F
Batch disbursements RPEDISB
parameters (cont)
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06 - Fund code (optional)
07 - Sort Sequence indicator N, I
08, 09, 10 - Population selection
13 – Pell Report type
14 – Disbursement report type
Viewing the results
• On line
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Financial Aid Summary Form (ROASMRY)
Award Form (RPAAWRD)
Package Maintenance Form (RPAAPMT)
Account Detail Review Inquiry Form
(RSIAREV)
Viewing the results (cont)
• On line
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Student Payment Form (TSASPAY)
Account Detail Review Form (TSAAREV)
Disbursement Results Form (ROIDISB)
Disbursement Log (RPEDISB.log)
Viewing the results (cont)
• Batch disbursement print
driver (RPBDDRV)
– RPBDDRV.out
• Batch Validation process (RPBVLDT)
– RPBVLDT.log
– RPBDISB.out
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
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
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
Loan disbursements (cont)
• Disbursements
– On-line - Immediate Process Form (ROAIMMP)
– Student Payment Form (TSASPAY)
– Batch - RPEDISB
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)