Disbursement Notifications

About Disbursement Notifications

Using the F/A Disbursement Roster, institutions can send emails that include information about a student's financial aid award.

The system keeps a record that the email was sent but does not retain the content of the email.

Create the Activity Tracking Template

This allows the template to be selected when sending an email to a group of students. A activity can be re-used and does not need to be created each time the email is sent. 

1. Navigate to All Users > Activity Tracking Templates
2. In the Member box select the desired member (e.g. Financial Aid)
3. In the Template Name box enter text to describe the activity
4. Click Add; a new screen appears
5. Click Save
6. At the bottom of the page under Work Flow Edit click the icon; a pop-up appears
7. Under Type choose Email
8. Under Category choose Email
9. Under Mode choose Email Sent on Add
10. Under Actions check Email Tracked Person
11. Under Email Tracked Person select which email address to use
12. In the Email Default Subject Text enter the subject line of the email
13. In the Email Default Body Text enter the content of the email
    The below data elements may be merged, to do so click the double arrows and select the merge tag.
    Award Code Description: COMMENT_3
    Gross Disbursed: AMOUNT_ORIGINAL
    Net Disbursed: AMOUNT_PAID
    Amount of Difference Between Gross and Net Disbursed: AMOUNT_DUE
    Disbursement Date: DUE_DATE
    Disbursement Number: COMMENT_2
    Last Four Digits of Student's SSN: COMMENT_4
    Student Degree Status: COMMENT_5
    Parent's Last 4 of SSN: COMMENT_7 (used for parent plus loan disbursements, data comes from related Parent Relation record in the system)
    Parent's Name: COMMENT_6 (used for parent plus loan disbursements, data comes from related Parent Relation record in the system)
14. Click Save

Select students to send email and email

1. In Campus Cafe, navigate to Student Financials > F/A Disbursement Roster
2. Use the filters to set the criteria to return the disbursements you wish to notify students about. For example, you may choose a specific Award Year, set the Gross Disbursed Amount > 0 to capture only disbursed awards and then input a date range for disbursed date to limit the notifications to awards disbursed in a certain time frame
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3. From the results, check the individual awards you wish to email students about
   Tip: Click Select All to choose all results
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4. Click Add Tracking (Batch)
5. In the Member:Template Name choose the activity tracking template 
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6. Click Submit and it will send out the email with the disbursement information