Scheduled Disbursements
  • 29 Apr 2022
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Scheduled Disbursements

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About Schedule Disbursements

The Scheduled Disbursements page displays the individual scheduled disbursements under an applied Award. It will also show what scheduled amounts have been disbursed and which are still scheduled. Multiple disbursements under an award can be set up to span one or multiple semesters.

Access Schedule Disbursements

  1. Navigate to a student
  2. Navigate to Menu > Person Selected > F/A > Click On the money Icon next to the award you want to see the disbursements for. 

Adding a Disbursement

When an award is created one disbursement is created along side.  An additional disbursement can be created.

  1. Click Add Disbursement button
  2. Set a "scheduled" disbursement date 
    Note: 
    If you input a date in the "disbursed date" field, it will automatically disburse the aid, lock it, and send it to the billing batch.)
  3. Set a Scheduled Semester (you can set disbursements to different semesters within an award)
  4. Set a Scheduled Amount
  5. Set Gross and Net disbursed amounts if you are wanting to disburse automatically by setting a "disbursed date".
  6. Type Academic Year number in which the disbursement falls under (Please see Term Disbursement Rules regarding "Academic Year")
    • Default "1" for institutions with one Academic year per Financial Aid Award year (most institutions).
    • Student's can have separate COA's for different Academic Year's "1", "2", "3", etc. (sometimes used by clock hours/borrower based schools).
  7. Academic Year Begin Date: The date indicating the start of the academic year (needed for COD origination on the Disbursement Roster)
  8. Academic Year End Date: The date indicating the end of the academic year (needed for COD origination on the Disbursement Roster)
  9. Set Payment Period Start Date: The date indicating the start of the payment period for this disbursement (needed for COD origination on the Disbursement Roster). If no date is input, the payment period start date will default to the Award Period start date.
  10. Set Payment Period End Date: The date indicating the end of the payment period for this disbursement (needed for COD origination on the Disbursement Roster). If no date is input, the payment period end date will default to the Award Period end date.
  11. Add comment if necessary
  12. Click Save

Editing pages

There are a few ways to edit a disbursement depending on if the disbursement is part of the federal aid disbursement COD cycle or if the aid is internal.

Edit: Clicking takes the user to edit the scheduled disbursement that is listed.

Delete: Clicking this will delete the disbursement

Adjust COD Cycle: Clicking will allow you to make adjustments to a disbursement without affecting the COD cycle flags. This is the adjustment page you should use after origination.

Adjust No COD Cycle: Clicking will take the user to make adjustments to federal aid that is already originated or disbursed in COD, but the adjustments have not been sent to COD.  If manual adjustments are made in COD and without an export from Campus Café, you can make manual adjustments to match COD through this page without needing to upload/download through EdConnect.

Editing/Manually Releasing a Disbursement

From the normal "Edit" page before a disbursement is released, you can make changes to the Scheduled/Expected disbursement date, Scheduled semester, Scheduled/expected amounts, and input a comment.

A user can also manually release a scheduled disbursement from this page by inputting a "Disbursed Date" and inputting the "Gross and Net Disbursed Amounts" and pressing "Save". Once the Disbursed date and Net Disbursed Amounts are saved, the disbursement will be released to the Bill Batch to be then posted to the student's ledger card.

If the disbursement has been released by inputting a disbursed date, you will only be able to edit the scheduled semester and add comments, and the disbursement will be locked for other adjustments. 

Note:
Campus Café highly recommends NOT disbursing Federal Aid through this window, and using the Disbursement Roster in conjunction with EdConnect to prevent synchronization issues between COD and Campus Café.

Adjust COD Cycle Page

The "Adjust COD Cycle" page allows you to make edits to federal aid that has been "disbursed" while keeping in sync with the COD cycle. Changes to origination amounts can be made through the normal "Edit" page, that can then be exported using the Disbursement Roster.

  • The only adjustments you can make on this page are to the "Disbursement Date", "Gross Disbursed Amounts" OR "Net Disbursed amounts."
  • It is important that you only make adjustments to either Gross or Net Amounts; but NOT both. If you make changes to both Gross and Net, it will not save your changes properly.
  • You can also type an adjustment comment for reference.
  • COD Prior Disbursement History will allow you to see prior changes that took place with the disbursement.
    • If you made an adjustment by accident and can correct the change before using exporting from the disbursement roster, you can click the revert changes button to revert back to the last known COD-synced amounts.

Other Information seen on COD Cycle page

  • Cycle Flag: Shows where in the process the disbursement is.
    • IN_AR means the disbursement has been "sent" to the billing batch and has been "posted" to a students ledger.
    • TO_EXPORT means the award is in the Disbursement Roster ready to be Originated or Disbursed.
    • EXPORTED means the award has been exported to a COD file for origination or disbursement.
  • Cycle Action: shows where the action is currently taking place.
    • OUTSIDE_COD means the adjustment was made in Campus Café but not necessarily in COD; double check COD to make sure it matches.
    • ORIGINATING means the award is in the Disbursement Roster ready to be Originated or it is currently being originated by COD.
    • CHG_ANTICIP means that Campus Café is expecting a response file from COD to be uploaded into COD Documents.
  • Disbursed Date is the date the award was disbursed by COD.
  • Gross Disbursed Amount is the gross amount.
  • Net Disbursed Amount is the Gross amount minus the loan origination fee; this is the amount that's posted to the student's account.

Adjust Non-COD Cycle Page

The Adjust Non-COD Cycle page allows you to make edits to a federal aid origination and disbursements if there is a de-sync between COD and Campus Café.

Use this adjustment page with caution as a last resort. Adjustments made to the Non-COD Cycle page could cause de-sync between COD and Campus Café disbursements.  Attempted adjustments to aid that has already been originated or disbursed should first be tried using the "Adjust COD Cycle Page" before  Non-COD Cycle Page.
  • Cycle Flag: Shows where in the process the disbursement is.
    • IN_AR means the disbursement has been "sent" to the billing batch and has been "posted" to a students ledger.
    • TO_EXPORT means the award is in the Disbursement Roster ready to be Originated or Disbursed.
    • EXPORTED means the award has been exported to a COD file for origination or disbursement.
  • Cycle Action: shows where the action is currently taking place.
    • OUTSIDE_COD means the adjustment was made in Campus Café but not necessarily in COD; double check COD to make sure it matches.
    • ORIGINATING means the award is in the Disbursement Roster ready to be Originated or it is currently being originated by COD.
    • CHG_ANTICIP means that Campus Cafe is expecting a response file from COD to be uploaded into COD Documents.
  • Schedule Date is the scheduled date for the disbursement to be posted; this date also controls the loan origination fee percentage.
  • Disbursed Date is the date the award was disbursed by COD.
  • Gross Disbursed Amount is the gross amount.
  • Net Disbursed Amount is the Gross amount minus the loan origination fee; this is the amount that's posted to the student's account.

Making Adjustments through No COD Cycle Page

Usage Warning:
If adjustments are made manually to reconcile Campus Cafe to COD without properly matching the disbursement Status Codes and Disbursement Flags you could essentially take the disbursements out of Sync with COD and all adjustments to this disbursement or award may need to be manually completed in COD and Campus Café.

If there is a need to make adjustments to a disbursement you can do so through the No COD Cycle page.

  • Adjusted COD Disb. Seq# - Allows you to change the Disbursement sequence number to match what is shown in COD (this is rare and should be not normally be adjusted).
  • Adjusted COD Previous Disb. Seq# - Allows you to change the previous disbursement seq# to match what is shown in COD (this is rare and should be not normally be adjusted).
  • Adjusted COD Status Code -Allows you to change or reset the Status of the disbursement. 
    • If an award was previously rejected, and is now corrected, you can change this status to Unprocessed: Blank, and re-export the disbursement on the Disbursement Roster
    • Or if the disbursement has been accepted or corrected in COD, you can manually make these adjustments here without having to use the EdConnect upload.
  • Adjust COD Disb. Release Indicator - Allows adjustment to the Disbursed Release flag on the disbursement. For example, if the disbursement is listed as "P-Provisional", but the provisional disbursement was rejected or not released in COD, you can reset this indicator to "Unreleased". Or if the disbursement has been manually originated or disbursed by COD, you can make this adjustment manually here.
  • Adjust Scheduled Date:  Make adjustment to the Scheduled date of a Disbursement
  • Adjust Scheduled Amount: Make adjustments to the Scheduled Amount if needed
  • Adjust Disbursed Date: Adjust the Disbursed Date to match COD's Disbursed Date if Campus Café and COD are not matching.
  • Adjusted Gross Disbursed Amount: Adjust if amounts differ from COD
  • Adjusted Net Disbursed Amount:  Adjust if amounts differ from COD
  • Clear Cycle Flag Fields (use carefully)
    • This button is very helpful when making manual adjustments to disbursements to reconcile between Campus Café and COD.  Please be warned that if you clear the Cycle Fields will reset the whole COD cycle for the federal aid, and the system will act as if the aid was never exported/originated/disbursed to COD unless the appropriate "Status Code" and "Release Indicator" is re-applied.
    • This button can also be used when an award has been "Exported" in the disbursement roster, but that exported file was never sent to COD. This will essentially reset the award to be re-exported on the disbursement roster after the needed adjustments are made. But again, make sure the COD Status Code and Disb. Release Indicator are set appropriately to how the disbursement is set in COD.
      • Please note once more that if adjustments are made manually to match Campus Café to COD without using the export and import COD cycle disbursement roster tool, you could essentially take the disbursements out of Sync with COD and all adjustments to this disbursement or award may need to be manually completed.

Out of Balance Flag

The Out of Balance flag appears when an adjustment is made to a students disbursement for any award; but is not "Posted" to a student's ledger in the Bill Batch.  The flag is to warn the user that the award is not yet been reconciled with the student's ledger. Once the accounting office posts the pending adjustment in the Bill Batch, the "Out of balance" flag will be removed automatically.

Note:

If a Bill Batch is wrongly deleted for an award, the "Out of Balance" flag might remain. Campus Café highly suggests to not delete billing batches transferred from Financial Aid unless both Financial Aid and Billing offices are aware; and the disbursement is properly returned to an unreleased status.

Example Scenarios

Problem: Pell has been disbursed for Spring semester, but due to a student dropping the funds are needing to be returned to government for the Spring semester.  However, the student then decided to re-enroll right before I sent the adjustment to COD.

Solution: Make adjustment using the "Adjust COD Cycle" page; then revert the changes.

First go to F/A transaction page for the student. Then click on the little Dollars on the award to see the separate disbursements for that award.

Then click on the "Adjust COD Cycle" button for the disbursement needing adjustment. In this case, the spring disbursement of Pell.

The adjustment is then made to either the Gross or Net disbursed amounts BUT NOT BOTH.  An adjustment comment is made; and then click "Save and back".  You could then go to the Disbursement Roster to export this adjustment to COD.

The student then at the last moment, re-enrolled before I sent the zeroed out Pell to COD.  So, I went back to the Spring disbursement, and "Reverted the Adjustment", which then automatically adjusts the aid back to the last known COD synced amount of $3,172.  Then click "Save and Back".  You will then see the aid has been reverted to disbursed on the student's disbursement page.


Problem: I have three student loans that were are stuck in provisional released status that I do not want to release. I have not exported their data to COD. Can I move these loans back to "unreleased"?

Solution: If you did not send these individual disbursement these to COD, first go to F/A transaction page for the student.  Then click on the little Dollars on the award to see the separate disbursements for that award. 

Then click on the "adjust No COD Cycle" since no adjustments have been sent to COD. 

Then you will click the "Adjust COD Disb. Release Indicator to "Unreleased"; hit the "Clear Cycle Field" at the bottom; then save and back.

This should put the loans back to unreleased; and if you need to disburse them in another batch in the future you should be able to through the Disbursement Roster by Clicking the "Provisionally Released" button and then re-exporting.



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