About

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School Account Statement (SAS) reconciliation review

The U.S. Department of Education issues an award-year specific School Account Statement (SAS), similar to a bank statement, on a monthly basis to schools institutions participating in Title IV aid processing. SAS Statements are available for both Federal federal Direct Loan programs and for the Federal federal Pell Grant program. For information on how to receive and request these items, please statements review the FSA Partner Connect Portal and the FSA Handbook.

SAS review is an important monthly and yearly annual process for Title IV Aid compliance and to maintain accurate data and is generally often requested during annual internal and Title IV audits.

Upon receipt of the SAS , your school institution can compare the SAS Cash Summary to its your internal records to determine identify and research discrepancies.

Campus Cafe has provides a SAS Reconciliation tool which will allow you to more easily compare that compares the SAS record with the information currently in Campus Cafe and highlights discrepancies to research.

Prerequisites

• Obtain the School Account Statement from the U.S. Department of Education and save it to

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• your computer.

  • COD sends monthly SAS reports to the institution, but an institution can manually request a file from COD.

  • When manually requesting the report, please make sure to select the “SAS Disbursement Detail” report, and then select the Pell or the Direct Loan program

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Required permissions

Access SAS reconciliation review in Campus Cafe

1. Navigate Go to Financials > F/A COD Documents

2. Click on Reconciliation (at top of the Financial Aid COD Documents screen).

3. Click ' Choose File' to upload the SAS you have received from ED and that you want to compare to records currently in COD.

4. At the top pf the screen click Reconciliation.
   

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5. Click Browse and select the statement(s) you received from the department and to compare to Campus Cafe records. You can do this multiple times for different SAS documents and for Pell and Direct Loans. The upload functions supports fixed length and CSV files and also monthly and year-to-date SAS records.
   

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6. Click ‘Get Get Reconciliation Report’Report.
   

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7. You will You’ll see that a list of all students on the SAS reconciliation report will populate. You may export this information to excelExcel, PDF, print, or copy the information, or review in Campus Cafe.

Info
Remember that you You can choose which columns are visible when reviewing these this and other reports in Campus Cafe by clicking on ‘Column Visibility’ Column Visibility. You can also drag columns to relocate them and resize them as is convenient for you.

Understanding and interpreting the SAS reconciliation review output

1. The output from the SAS review will provide provides student information and identify the following fields: COD Award ID, Award Code, Award Year, Disbursement Sequence numberNumber, Disbursement Number, Campus Cafe Amount, COD Amount, and an Error Message as applicable.

   • Rows that match

   will remain

   • appear white with black text.

   There is also a ‘Match' column that will have

   • The Match column contains a green check box if

   the information in

   • the SAS

   matches what is in

   • and Campus Cafe

   so that you can easily identify matched/mismatched information when printed or exported

   • information matches.

   • Rows

   that are

   • mismatched

   will be

   • appear yellow with red text

   on the screen and will not have the ‘Match’ column populated with a check box. These are the items that will need

   • . The Match column is empty. These items require further review to meet Department of

   Education

   • Education’s SAS

   Reconciliation

   • reconciliation guidelines.

2. If there is a mismatch between what is in the report and what is on the SAS, you will also see one of the error messages outlined below.

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Error Message on SAS Report

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1. In the event of a mismatch, you’ll see an error listed:

3. Once the issues are identified through the Reconciliation tool in Campus Cafe reconciliation tool, you can research mismatched items to determine where the discrepancy lies and adjust either COD information or Campus Cafe data so that information matches in both locations, if needed. the data in the U.S. Department of Education's Common Origination and Disbursement (COD) system or in Campus Cafe to match if appropriate.
   
   For more information on reconciliation best practices, review the FSA Student Handbook Volume 4, Chapter 6 for Direct Loan Reconciliation and Volume 4, Chapter 5 for Pell Grant Reconciliation.

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