Campus-Based COD Document Files and Responses

Campus-Based Aid Documents and Response

Starting with the 2022 Calendar Year (1/1/22 - 12/31/22) the U.S. Department of Education requires institutions to now report their Campus-Based (CB) Federal Work Study (FWS) Aid to the COD system in order to help calculate students’ SAI on their ISIR. In order to do this, Campus Cafe has a process of creating a file for Federal Work Study based on the “Calendar Year” in which the work was completed by the student; this produced file is then transmitted to COD through EdConnect. Again, please note that even though Campus Based Aid eligibility is determined by Award Year, the Government is requiring Campus Based Work Study Aid to be reported under a “Calendar Year”, in order to match the fiscal tax year for the FAFSA income purposes.

The COD system will then generate a Campus Based response file (crcbmyop.001) that provides institutions with information about student awards sent to COD.

The Document ID generated by the Campus Based Export can also be input into the COD Document ID search tool to view the Accept/Reject responses in COD.

EdConnect Message Class Update Prerequisite

For an institution to send a Campus Based Aid file to COD, EdConnect’s Message Classes must be up to date with at least the December 2023 revision of the Message Class file which can be downloaded at the following FSA.gov link: SAIG | Library | Knowledge Center

In order to use the Message Table distribution (messagtb) file effectively, you need to import the file

into the EDconnect software. Below are step-by-step instructions for downloading and importing the

messagtb file.

1. Click on the “SAIG Message Class File” link located on the SAIG Message Class File page in the “Software and Other Tools” area.

2. Under “Attachments” click on the “Message Class File” link to download the file.

3. Select a directory to save the file. We recommend that you save the file to the directory where your downloaded data files reside. For many users, this is the C:\iam\data\ directory.

4. Save the file.

5. Open the EDconnect software.

6. Within EDconnect, go to File|Import from the Menu options.

7. For the “File Type,” select “Message Class File.”

8. For the “File Name,” enter the name of the file you downloaded and saved from the “Software and Other Tools” area. You may use the “Browse” button to find the file.

9. Once the file is selected, click on “OK” within the Import Dialog Box.

10. EDconnect will then import the messagtb file into your EDconnect database. When you see the “Import Complete” message, click OK and continue using EDconnect normally.

Setup for “Finalizing” Federal Work Study Aid

In order for the FWS Export File to properly calculate the correct paid amounts for a student there are some steps that need to take place to finalize a FWS transaction. Unlike other aid, FWS transactions are not typically “Disbursed” to a student’s ledger to be posted, but are tracked in the financial aid module.

1. Create a FWS Award Code - See Create Award Code page.

2. Create a FWS Transaction for student - See Manually Award Individual Award page.

3. Finalize the created disbursement by inputting a Disbursed Date under the correct calendar year. Unlike other award types, do not input a Gross or Net Disbursed amount or the FWS amount will be sent to the billing batch to be posted.

   

   • COD does not track individual payments made for the student, COD only tracks one summed amount for the entire calendar year.

   • Because aid is reported on a Calendar basis for this report, and the aid is awarded on an “Award ISIR Year” basis, you will likely need to have at least two transactions set up for a Spring period of time 1/1/2022 to 6/30/2022 and a Fall Period 7/1/2022 to 12/31/2022.

   • You can have as many transactions per period of time as you wish. If you want to track each payment that is made to a student you may do so, if you would like to have one transaction for a Spring period and one for a fall period of time that is also acceptable as the export will sum the amounts per student per calendar year.

4. Once a Disbursed Date is input, the transaction will be locked for further edits. You can make manual adjustments through the Non-COD Adjustment/Manual Override page if needed.

5. Finally, make sure all non-paid FWS is zeroed for the year as you do not want these showing up on this export file or any other financial aid reports as they were not awarded

6. Once all aid is scheduled and marked with a Disburse Date continue to next section.

Generate Campus Based COD Export File

1. Navigate to Menu » Financials » F/A Disbursement Roster

2. Under Filters Select the Award Code for FWS disbursements and select a Disbursed Date Range from 1/1/2022 to 12/31/2022 for the 2022 Calendar Year; (1/1/23-12/31/23 for 2023 calendar year reporting).

   

3. Click Submit at the bottom of the filter list to query the list of students with the FWS transactions that meet these criteria.

4. Review the list of Students, Scheduled Amounts, and Disbursed Dates.

5. Once Confirmed, click Select All or Manually Select the transaction you want to be included, and click Export to COD Service Provider.

   

6. The wait a few seconds why the system is making the calculations to generate the file.

7. Once the file is generated to a new tab if a save prompt does not appear, right click anywhere on the page and select “save as” and save the file to any desired name and directory.

   

8. Once saved, you will need to use EdConnect to send and transmit the file to COD using the “CB Common Record Schema Request File” filetype (CRCBMYIN).

   

9. Once processed, COD will send back a response file (CRCBMYOP.001) to import into Campus Cafe.

Note On Rounding Amounts

Per reporting guidelines, reported amounts for the export are summarized by student and then rounded to the nearest dollar in the export to COD. (.01-.49 cents are rounded down; .50-.99 cents are rounded up).

This means that the amount report and shown in the COD system will not be reported in cents and the total amount for the calendar year may not match the exact paid amount listed in Campus Cafe or in the institution’s payroll system.

Import and Review Response in Campus Cafe

1. To import and review the response from the COD system navigate to Menu » Student Financials » F/A COD Documents

2. Select “Campus-Based COD Documents” tab.

3. Import the received CB response file (CRCBMYOP.001) by clicking Choose File and using the file browser to select the file from where EdConnect stores received files and click “Upload.”

4. Once uploaded, type in the Calendar Year and click “Filter” to show the exported document and the response process date.

   

5. Click “Responses” to review the transactions for acceptance (A) or Rejections (R)

   

6. If all aid is Accepted, no further action is required.

7. If “R” rejections are noted, make adjustments to the transactions or students’ name, address, etc. and follow the steps to re-export the file.

Review Document in COD

Once the Campus Based Export file has been sent to COD, you can review this document in COD under the Campus-Based Batch Search function.

1. In COD navigate to the Campus-Based Batch Search

2. Copy the Document ID number from the “Financial Aid COD Documents” page under the “Campus-Based COD Documents” tab

3. Paste the Document ID into the Document ID Search field

   

4. The Page will then reveal the Total number of Students and Awards and the total FWS Earning Amounts

   

5. You can then review the students’ details and their amount details

   

6. By clicking on the students’ SSN you can see the personal data of the student

   

7. By clicking on the Award Number you can see the award/amount details