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About Schedule Disbursements
The Scheduled Disbursements page displays the We need to have a dynamic filtering system that if you input a member in the top member filter, it will query the template and workflow filters by that chosen member to only show those member options.
Currently it’s very difficult to search through them all.
About scheduled disbursements
Scheduled Disbursements displays individual scheduled disbursements under an applied Awardaward. It will also show what scheduled amounts have been also shows which disbursements are disbursed and which are still scheduledpending disbursement.. Multiple disbursements under an award can be set up to span one or multiple semesters.
Prerequisites
Import ISIRs and package students.
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Access Schedule Disbursements
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Navigate to a student
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Required permissions
Module | Number | Description |
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Student | 984 | View or change financial aid scheduled disbursements |
Video tutorial
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View scheduled disbursements
Go to the student’s profile.
Go to Person Selected > F/A Transactions
Next to the award to view disbursements, click the money icon.
Add a disbursement
When an award is created one disbursement is created along side. An additional disbursement can be created.
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Click Add Disbursement
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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.)
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Set a Scheduled Semester (you can set disbursements to different semesters within an award)
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Set a Scheduled Amount
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Set Gross and Net disbursed amounts if you are wanting to disburse automatically by setting a "disbursed date".
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automatically. Additional disbursements can be created.
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Campus Cafe recommends you don’t disburse Federal Aid through this process. Instead, use the Disbursement Roster in conjunction with EdConnect to prevent synchronization issues between COD and Campus Cafe. |
Go to the student’s profile.
Go to Person Selected > F/A Transactions.
Next to the award to view disbursements, click the money icon.
Click Add Disbursement.
In Scheduled Date enter the date this disbursement is estimated to be disbursed on.
If you want to disburse the award, enter a Disbursed Date. This automatically disburses the aid, locks it, and sends it to the billing batch for posting to a student’s ledger. If you enter a Disbursed Date you must also enter a Gross Disbursed Amount and Net Disbursed Amount.
In Scheduled Semester select the semester associated with the disbursement. A single award can comprise multiple scheduled dates in different semesters. For example, you may have an athletic scholarship that you disburse 50% in the fall semester and 50% in the spring semester.
In Scheduled Amount enter the dollar value to be disbursed on the scheduled date. For example, if you had a $1,000 athletic scholarship split evenly between fall and spring, you’d enter $500.
In Gross Gross Disbursed Amount enter the gross amount already disbursed for this scheduled date.
In Net Disbursed Amount enter the net amount already disbursed for this scheduled date. A net amount can be the same as the gross amount. It may be lower if you subtracted loan fees.
In Academic Year enter the academic year number in which the disbursement falls under. (Please see See Term Disbursement Rules regarding "Academic Year".)
Default "1" for if your institutions with has one Academic academic year per Financial Aid Award financial aid award year (most institutions).
Student's Students can have separate COA's for cost of attendances or different Academic Year's Years: "1", "2", "3", etc. (sometimes Commonly used by clock hours/borrower based schools.).
Academic Year Begin Date: The date indicating the start of the academic year (needed required for COD origination on the Disbursement Roster).
Academic Year End Date: The date indicating the end of the academic year (needed year required 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 disbursement required for COD origination on the Disbursement Roster). If no date is inputentered, 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 disbursement required for COD origination on the Disbursement Roster). If no date is inputentered, the payment period end date will default to the Award Period end date.
Add comment if necessary
Optionally add a Comment.
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.
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Edit: Clicking takes the user to edit the scheduled disbursement that is listed.
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Delete: Clicking this removes the disbursement entirely
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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.
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Change scheduled disbursement
After a scheduled disbursement is added to a student’s record, you may need to change or delete it. Use caution when editing scheduled disbursements, especially if the award has already been disbursed and/or reported to COD.
Change Disbursement
Go to the student’s profile.
Go to Person Selected > F/A Transactions.
Next to the award to view disbursements, click the money icon.
Under the Edit column, next to the scheduled disbursement to edit, click the pencil.
Adjust the disbursement and click Save.
Delete scheduled disbursement
Go to the student’s profile.
Go to Person Selected > F/A Transactions
Next to the award to view disbursements, click the money icon.
Next to the scheduled disbursement to delete, click the X.
You cannot delete a disbursement after it has been originated or disbursed.
Adjust after origination or disbursement (Adjust COD cycle)
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IF YOU CANNOT EDIT OR SAVE THE RECORD AND THE FIELDS ARE GREYED OUT THEN IT MEANS THAT YOU NEED TO PERFORM AN ACTION FOR THE DISBURSEMENT TO BE “UNLOCKED”. THIS IS EXPECTED BEHAVIOR OF THE SYSTEM AND HAS BEEN PUT IN PLACE TO KEEP THE F/A SYSTEM, BILLING SYSTEM, AND COD IN SYNC WITH EACH OTHER. IF LOCKED FROM EDITING, THE DISBURSEMENT IS IN ONE OF THE FOLLOWING STATES:
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Use this process to make adjustments to federal aid that is already originated or disbursed in COD, but the adjustments
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haven’t been sent to COD.
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This can happen if manual adjustments are made in COD
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instead of through an export
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form Campus Cafe. You can make manual adjustments in Campus Cafe to match COD
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without needing to upload/download files 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.
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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. |
Adjust COD Cycle Page
The "Adjust COD Cycle" page This process allows you to make edits to federal aid that has been " disbursed " while keeping in sync with the COD cycle. We recommend after the first origination that all changes be made through the Adjust COD Cycle Pageprocess.
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Go to the student’s profile.
Go to Person Selected > F/A Transactions.
Next to the award to view disbursements, click the money icon.
Under the Adjust COD Cycle column, next to the scheduled disbursement to change, click the pencil and arrow.
The only adjustments you can make
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are
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the
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Disbursement Date
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,
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and Adjusted Gross Disbursed Amounts
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or Adjusted Net Disbursed
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Amount.
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Make only an adjustments to either
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the gross or net amount never both. If you make changes to both
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Campus Cafe won’t save your changes properly.
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You can also type an adjustment comment for reference.
Optionally enter a Comment and click Save.
Reverting a change
If you made an adjustment by accident and you 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.
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Reference information on
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Adjust COD Cycle screen
Information at the top and bottom of this screen help you understand where the award and its status in COD.
At the top of the screen:
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 student's ledger.
TO_EXPORT means the award is in the Disbursement Roster ready to be Originated originated or Disburseddisbursed.
EXPORTED means the award has been exported to a COD file for origination or disbursement.
Cycle COD Action: shows Shows where the action is currently taking placeaward is in processing.
OUTSIDE_COD means the adjustment was made in Campus Café Cafe but not necessarily in COD; double check . Check COD to make sure it matchesthe two systems match.
ORIGINATING means the award is in the Disbursement Roster ready to be Originated originated or it is currently being originated by COD.
CHG_ANTICIP means that Campus Café Cafe 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 gross amount minus the loan origination fee; this . This is the amount that's posted to the student's account.
At the bottom of the screen:
The COD Prior Disbursement History shows information on each COD disbursement transaction, including the sequence number, disbursement date and amounts.
Adjust Non-COD Cycle Page
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Adjust after origination (Adjust No COD cycle/Manual Override Page)
This process allows you to make edits to a federal aid origination and disbursements if there is a de-sync between COD and Campus Caféadjustments to a disbursement without affecting the COD cycle flags. Use this if the information in COD and Campus Cafe doesn’t match.
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Use this adjustment page with caution process as a last resort. Adjustments made to the using Non-COD Cycle page could cause de-sync can cause an information mismatch between COD and Campus Café Cafe disbursements. Attempted 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 Adjust COD Cycle process. If information becomes out of sync, you may need to manually create all the awards in Campus Cafe and COD. |
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IF YOU CANNOT EDIT OR SAVE THE RECORD AND THE FIELDS ARE GREYED OUT THEN IT MEANS THAT YOU NEED TO PERFORM AN ACTION FOR THE DISBURSEMENT TO BE “UNLOCKED”. THIS IS EXPECTED BEHAVIOR OF THE SYSTEM AND HAS BEEN PUT IN PLACE TO KEEP THE F/A SYSTEM, BILLING SYSTEM, AND COD IN SYNC WITH EACH OTHER. IF LOCKED FROM EDITING, THE DISBURSEMENT IS IN ONE OF THE FOLLOWING STATES:
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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.
Making Adjustments through No COD Cycle Page
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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.
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Go to the student’s profile.
Go to Person Selected > F/A Transactions.
Next to the award to view disbursements, click the money icon.
Under the Adjust No COD Cycle column, next to the scheduled disbursement to change, click the pencil and paper.
Adjust the disbursement.
Adjusted COD Disb. Seq#:Allows you to change the disbursement sequence number to match what is
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in COD
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. This is rare and
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shouldn’t normally be adjusted
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Adjusted COD Previous Disb. Seq#
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: Allows you to change the previous disbursement
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sequence number to match what is
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in COD
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This is rare and
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shouldn’t normally be adjusted
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Adjusted COD Status Code
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: Allows you to change or reset the
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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.
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Or
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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
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P-Provisional
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, but the provisional disbursement was rejected or not released in COD, you can reset this indicator to
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Unreleased
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. Or if the disbursement has been manually originated or disbursed by COD, you can make this adjustment manually here.
Adjust Scheduled Date:
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Change the
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scheduled date of a
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disbursement.
Adjust Scheduled Amount:
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Change the amount.
Adjust Disbursed Date:
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Change the
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disbursed date to match COD's
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disbursed date if Campus
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Cafe and COD
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don’t match.
Adjusted Gross Disbursed Amount:
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Change the gross disbursed amount if Campus Cafe and COD don’t match.
Adjusted Net Disbursed Amount:
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Change the net disbursed amount if Campus Cafe and COD don’t match.
Clear Cycle Flag Fields (use carefully)
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is helpful when making manual adjustments to disbursements to reconcile between Campus
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Cafe and COD.
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Please be warned that if you clear the Cycle Fields will reset the whole COD cycle for the federal aid, and
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Campus Cafe will act as if the aid was never exported/originated/disbursed to COD unless the appropriate
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Status Code
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and
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Release Indicator
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are re-applied
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You can also
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use this button when an award has been "
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exported" in the disbursement roster, but that exported file was never sent to COD. This will
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reset the award to be re-exported on the disbursement roster after the needed adjustments are made.
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Ensure the COD Status Code and Disb. Release Indicator are set appropriately to match 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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Out of balance warning
The Out of Balance flag warning appears when an adjustment is made to a student's disbursement for any award ; but is not isn’t posted" Posted" to a student's ledger in the bill batch. The flag is to warn the user that warns you the award is not yet hasn’t been reconciled with the student's ledger. Once the accounting billing office posts the pending adjustment in the Bill Batch, the "Out of balance" flag will be removed automatically.
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bill batch, Campus Cafe removes the Out of Balance warning.
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If a Bill Batch bill batch is wrongly deleted for an award, the " Out of Balance " flag warning might remain. Campus Café highly suggests to not Cafe recommends you don’t 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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Example Scenarios
Problem: A Pell has been disbursed for Spring spring semester, but due to a student dropping the funds are needing to be returned to the student drops their classes and you need to return the funds to the government for the Spring spring semester. HoweverHowever, the student then decided to re-enroll right before I you sent the adjustment to COD.
Solution: Make adjustment using the "Adjust COD Cycle" page; then revert the changes.
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Then you will click the "Adjust COD Disb. Release Indicator to "Unreleased"; hit click the "Clear Cycle Field" at the bottom; then save and back.
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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 clicking the "Provisionally Released" button and then re-exporting.