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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.
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Navigate to a student
Navigate
to Menu > Person Selected > F/A Transactions > Click On on the Money Icon next to the award you want to see the disbursements for.
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Adding a Disbursement
When an award is created one disbursement is created along side. An additional disbursement can be created.
Click Add Disbursement
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.)
Set a Scheduled Semester (you can set disbursements to different semesters within an award)
Set a Scheduled Amount
Set Gross and Net disbursed amounts if you are wanting to disburse automatically by setting a "disbursed date".
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).
Academic Year Begin Date: The date indicating the start of the academic year (needed for COD origination on the Disbursement Roster)
Academic Year End Date: The date indicating the end of the academic year (needed for COD origination on the Disbursement Roster)
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.
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.
Add comment if necessary
Click Save
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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.
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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.
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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. |
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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.
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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.
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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 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.
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The Out of Balance flag appears when an adjustment is made to a student's 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.
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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. |
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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.
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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.