Financial Aid Disbursements
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Financial Aid Disbursements

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Article Summary

About Financial Aid Disbursement Roster

The Financial Aid Disbursements roster allows a user to search for list awards for one more many students while specifying criteria such as the award, the semester, the amount, disbursed, or not, etc.  This can be helpful to originate and disburse federal awards.

This Disbursement Roster can also be used to produce reports on what students have been disbursed on, and what students still have awards pending.

Access Financial Aid Disbursements

  1. Navigate to Student Financials > F/A Disbursement Roster
  2. Click Expand Filters to set search criteria or Click Browse to upload a list of student ID numbers then click Add Ids to filter and optionally set further criteria
  3. Click Submit

Using Disbursement Roster to Originate and Disburse Federal Aid to COD

Origination of federal awards

  1. Select Federal Awards ("P" - Pending Code by default unless set otherwise under F/A Code Maintenance) you wish to be originated and sent to COD. (Generally on origination you will want to select all disbursements for a specific award, to load them into a COD batch together).
    1. Again make sure to select ALL disbursements for a specific award together or COD will reject the award for missing disbursement information
  2. Once selected click "Export to COD Service" under the "Actions"
  3. The system will then generate the file you can then save and upload to COD through EdConnect
  4. Once received by COD and processed COD will send a response file to upload to COD Documents to check for any rejections.

Disbursement of federal awards

  1. Select the Federal Awards you wish to be disbursed and sent to COD that have been originated. 
  2. Once selected, Click "Mark Selected Provisionally released (COD)" to provisionally mark the awards with the Disbursed/"Released" COD Flag.
  3. Then click "Export to COD Service" under the "Actions" to generate the Disbursement file to send to COD.
  4. Once received by COD and processed COD will send a response file to upload to COD Documents to check for any rejections. 
Note:
If you attempt to Originate or Disburse and the award is missing either dates for the Academic Year or the Award Year, you will receive an export error.  You can review if awards are missing these dates by scrolling to the far right on the disbursement roster page.  If dates are missing you can manually add these dates on the Award Transaction Detail page.

Using the Student Finder to More Precisely filter Disbursement Roster

Users can use the Student Finder to Create Saved Filters to pull specific groupings of students by any criteria that is needed.  Some examples would be to create filters by enrolled students, or by GPA equal to or greater than 2.0 for meeting SAP.  Instructions on how to use the finder and save filters please visit 'Student Finder'.  

Once a finder has been run that is showing the wanted listing of students, the user can click the "To F/A Disbursements" button which will send those Student ID's to the Disbursement Roster filter automatically to only show the disbursements for those selected students.

Permission #984

Clicking this will move the selected student IDs to the F/A Disbursement page and open that screen.

Reporting and Tracking using the Disbursement Roster

You can also more precisely filter to a list of specific students through uploading a excel spreadsheet of student ID numbers.  A spreadsheet needs to list the student ID numbers in the first column.  Click the "Choose File" button and select the file; then click "Add IDs to filter" button to list the ID's into the filter listing to be used.

Reporting and Tracking using the Disbursement Roster

Send Results to Student Finder

The when criteria is set and submitted, the results may be sent to the Student Finder where additional criteria can be applied or actions may be initiated; and additional reporting can take place.

  1. Select the results desired to sent to Student Finder
  2. Click Send Selected to Student Finder
  3. ID's from the Disbursement Roster will now be loaded into the Student Finder Filter to use.

Add Tracking to Results

Adding tracking to the results assigns an activity to the selected students and initiates the workflows associated with that activity. For example, an activity might send an email for aid that has been disbursed. Refer to Disbursement Notifications for configuration and details.

  1. Select the results desired to add tracking to
  2. Click Add Tracking (Batch)
  3. Click the Magnifying glass Icon to add an Activity Tracking Template 
  4. Select the Template you would like to attach to the selected students
  5. Input semester and any other information needed
  6. Click Submit
Note:
If you have multiple Awards selected for one student, they will received an activity for each award selected, and it will show what award was selected for the activity in the Activities notes section.

Informed Borrower Information

After origination of a loan award and the COD response is upload through the F/A COD Documents page, if a student has completed the informed borrower annual loan acknowledgement, the completion date is shown in the disbursement roster grid.

Once imported a user can filter disbursements by if the Informed Borrower has been completed or by completion date.



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