Higher Education SIG

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• Higher Education SIG
• March 14, 2000
• Handoff of Financial Aid Disbursements

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Introduction

• John D. Hulvey
• Director Student Financial Services/Student
  Financials Functional Module Lead
• James Madison University

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The Disbursement Challenge Awarding to
RefundingThe Link Between Financial Aid Student
Financials

• The JMU Experience
• John D. Hulvey - James Madison University
• Locke Hassrick - Crestone International
• Matt Pine - Crestone International

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Purpose

• Provide an overview of the Financial Aid
  Disbursement Process focusing on the interaction
  between Financial Aid and Student Financials.

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Agenda

• Terminology (John Hulvey)
• Awarding to Disbursement - the Financial Aid side
  (Locke Hassrick)
• Posting, crediting and refunding - the Student
  Financials role (Matt Pine)
• Lessons Learned (John Hulvey)

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PeopleSoft Terminology

• Offer Award First step in the process.
• Accept Award - May be accomplished as part of
  offering the aid or the aid may require
  acceptance.
• Authorization System check to determine
  students eligibility for the aid.
• Disburse The final step on the Financial Aid
  side, showing the aid as being released to the
  students account. This creates the batch that
  can be posted to the accounts.
• Post A step after disbursement in the batch
  process. This actually updates the students
  account with the aid disbursement.
• Refund A process run after posting to release
  aid to the student.

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The Point of Entry
Financial Aid
Student Financials
Award Authorize Disburse
Post Credit Refund
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Financial Aid

• Locke Hassrick
• Crestone International

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Authorize/Disburse Aid

• Process Overview
• Rules
• Authorization Calendar
• Authorization
• Disbursement Calendar
• Disbursement

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Process Overview
Offer/Accept Award
Authorize Award
On Line
Batch

• Check Rules
• Cannot Override
• Re-authorize

• Check Rules
• Override Rules

Disbursement (Net Amount posted)
Disbursement (Create Group Posting)
Anticipated Aid Reduced
Anticipated Aid Reduced
SF - Group Post
Students Account Credited
Students Account Credited
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Authorization

• To validate by item type a students eligibility
  to receive aid
• Uses Global Rules -- all item types
• Uses Item type specific rules
• Run by career and term

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Global Rules

• Review Complete an institutional review must be
  completed
• Package Complete packaging must be completed
• Federal Verification Complete Federal
  Verification must be completed
• Hold if Withdrawn hold disbursement if student
  has withdrawn
• Honor Disbursement Hold to use Disbursement
  Holds which has been entered on the Packaging
  Status Summary panel
• Must Meet Satisfactory Progress student must
  meet Satisfactory Academic Progress
• Match Fees if you require the fees on the
  students account to match the amount of the
  terms budget item
• Service Indicators Use F7 to add Service
  Indicators. Only select negative service
  indicators
• Tracking tracking groups must be completed
  prior to disbursement of financial aid to a
  students account

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Item Type Rules

• Review Complete an institutional review must be
  completed
• Package Complete packaging must be completed
• Federal Verification Complete Federal
  Verification must be completed
• Official Fed EFC official EFC must be in the
  latest ISIR data
• Award/Term Load Match academic load used by the
  award must match the Financial Aid Term academic
  load
• Budget/Term Load Match academic load in the
  budget term table must match Financial Aid Term's
  academic load
• NSLDS Loan Year Match NSLDS loan year
  information must match student's year on the
  Financial Aid term
• Award Career Match Term Career stop disbursement
  if career used for award is not the career found
  in FA Term data
• Honor Disbursement Hold to use Disbursement
  Holds which has been entered on the Packaging
  Status Summary panel
• Must Meet Satisfactory Progress student must
  meet Satisfactory Academic Progress
• Hold Disbursement Federal Over Award prevent
  disbursement if Federal over award
• Hold if Withdrawn hold disbursement if student
  has withdrawn
• Match Fees if you require the fees on the
  students account to match the amount of the
  terms budget item
• Authorize to Fee Assessment if you want the
  Disbursed amount for the Item Type to not be
  greater than the balance on the student's account
  for the term

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Item Type Rules

• Ethnic Group student must be a member of the
  ethnic group
• Academic Stan Hold must have a certain Academic
  Standing
• Form of Study used for students who are Study
  Abroad, Advanced to Candidacy (for a PHD program
  for example), Enrollment, or are in a Detached
  Study program
• Sport must be participating in a particular
  sport
• Residency State limit to a student with a
  specific state of residence, such as Virginia
• Group only to students who are a member of a
  Student Group
• Academic Plan for a particular academic plan,
  such as Art
• Minimum Units student must be registered
• Minimum GPA on FA Term meet or exceed this GPA
• Minimum GPA Prior FA Term meet or exceed this
  GPA
• Disbursement Proration Rule rule to prorate funds

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Item Type Rules

• Checklists Use F7 to add checklists.
  Checklists may include one or more items which
  need to be completed or verified. If a checklist
  is not complete, disbursement will not be allowed
• Service Indicators Use F7 to add Service
  Indicators. Only select negative service
  indicators
• Tracking tracking groups must be completed
  prior to disbursement of financial aid to a
  students account (Athlete, Fraternity, Sorority,
  etc)
• User Edit Messages
• If the message Type and associated Message Code
  are present on the student's record, disbursement
  will not be authorized
• User Edit Messages and Message codes are special
  handling instructions you define for your
  students

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Authorization Calendar

• Identifies Academic Careers and terms for
  Authorization batch process
• Reauthorize All Aid Checking will re-run
  authorization on previously authorized students
  as their circumstances may have changed since the
  last run

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Authorization Calendar
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Disbursement

• Disbursement Calendar setup is very important
• Run by Career, term, item type (or range of item
  types)

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Disbursement Calendar
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Disbursement Calendar

• Assgn Errs To operator class where errors are
  sent for review, viewed in Student Financials
• Origin Identified to Student Financials where
  monies are from
• Group Type type of receivable sent to Student
  Financials, normally Financial Aid
• Career/Term Insert career and term for this
  process
• Cutoff Date
• must be equal to or greater than the Disbursement
  Date, found on the Disbursement ID Table panel
  for disbursement to be allowed in the batch
  process
• determine when awards can be disbursed
• All Types
• check for all item types
• uncheck to specify item types
• Except Item exclude range of item types

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Authorize Disbursements
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Authorize Disbursements

• Update
• check to update database
• leave unchecked to do a test run
• review awards in Offered status, as well as
  awards in Accepted status
• option only available when doing a test run, so
  you do not accidentally authorize and disburse
  Offered awards

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Authorize/Disburse Aid
This item type has been authorized
Ready to Disburse
Ready to Authorize
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Authorize/Disburse Aid
Messages
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Student Financials

• Matt Pine
• Crestone International

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Post/Refund Financial Aid

• Group Post Creation
• Approve Group
• Group Post Process
• Accounts Payable Refund

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Process Overview
Accept Award
Authorize Award
On Line
Batch

• Check Rules
• Cannot Override
• Re-authorize

• Check Rules
• Override Rules

Disbursement (Net Amount posted)
Disbursement (Create Group Posting)
Anticipated Aid Reduced
Anticipated Aid Reduced
SF - Group Post
Students Account Credited
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Multiple Group Creation

• FA Disbursement creates different groups for each
  respective career.
• FA Disbursement creates different groups for each
  respective term.

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Group Post
Financial Aid Group Type
Must be same Oprid that created batch in FA
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Approval Process

• Group inserted into approvers work list.
• Group inserted into Data Suspense to allow for
  viewing.
• Group approved through work list.

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Group Data Suspense
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Work List Approval
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Approve Group
Select Available for Posting
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Group Post
Financial Aid Group Type
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AP Refund Process

• Complete Quick Refund or Refund Batch Process.
• Run AP Refund Process.
• Send the two resulting output files to Finance in
  order to allow for check creation.

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Refund Batch Process
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Quick Refund
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AP Refund Process
Output Files(Name/Path)
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Output Description

• Voucher File Contains information specific to
  the refunds.
• Amount of refund
• Refund item type
• Refund recipient emplid
• Refund student emplid
• Voucher number
• Vendor File Contains information specific to the
  refund recipients.
• Mailing address
• Refund recipient emplid
• Amount of refund

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Summary

• Group Post Creation
• Approve Group
• Group Post Process
• Accounts Payable Refund

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Closing

• John D. Hulvey
• James Madison University

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Lessons Learned

• Effective Dating impact to Anticipated Aid and
  Posting
• Quick Post vs. Quick Disbursement
• Lump Financial Aid Item Types by groupings to
  ease disbursing and refunding.

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Lessons Learned

• Allow room to grow in Item Type numbering.
• Re-disbursement Ramifications
• Refunding to Lenders (need a process)
• Disbursing paper loan or scholarship checks (need
  a process)

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Questions
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Contact Us

• hulveyjd_at_jmu.edu
• locke_hassrick_at_crestone.com
• matt_pine_at_crestone.com