Financial Aid Disbursements

Owned by Chris Barrett
Last updated: Dec 10, 2024 by Nate Parsell
7 min read

About Financial Aid Disbursement Roster

The Financial Aid Disbursements roster allows a user to search for list awards for one more many students while specifying criteria such as the award, the semester, the amount, disbursed, or not, etc. This can be helpful to originate and disburse federal awards.

This Disbursement Roster can also be used to produce reports on what students have been disbursed on, and what students still have awards pending.

The Disbursement Roster filters can be saved, like people finder filters. Permission 1171 will restrict the ability to save a filter as a global filter for all users.

Access Financial Aid Disbursements

  1. Navigate to Financials > F/A Disbursement Roster

  2. Click Expand Filters to set search criteria or Click Browse to upload a list of student ID numbers then click Add Ids to filter and optionally set further criteria

  3. Click Submit

Saving of filters is also supported by typing in a name and clicking the save filter option at the bottom.

Using Disbursement Roster to Originate and Disburse Federal Aid to COD

Origination of federal awards

  1. Select Federal Awards you wish to be originated and sent to COD using the filters to query the list of students and awards. (Generally on origination you will want to select all disbursements for a specific award, to load them into a COD batch together).

  2. Make sure to select ALL disbursements for a specific award together or COD will reject the award for missing disbursement information.

    1. You can make sure to include all disbursements of an award by marking the “Include Matching Disbursements” checkbox; this checkbox ensures that all disbursements are included in the export file if an unselected disbursement is not yet originated, provisional, disbursed or in a current exported status.

    2. By checking the “Validate MPN/Counseling” box the system will check all selected students/awards if there is a valid MPN and/or entrance counseling on file for the students in the Campus Cafe system.

    3. image-20240306-001700.png

  3. Once selected click "Export to COD Service" under the "Actions"

    ExporttoCODButton.png

  4. The system will then generate the file you can then save and upload to COD through EdConnect

  5. Once received by COD and processed COD will send a response file to upload to COD Documents to check for any rejections.

Disbursement of federal awards

  1. Select the Federal Awards you wish to be disbursed and sent to COD that have been originated. 

  2. Once selected, Click "Mark Selected Provisionally released (COD)" to provisionally mark the awards with the Disbursed/"Released" COD Flag.

    Then click "Export to COD Service" under the "Actions" to generate the Disbursement file to send to COD.

  3. Once received by COD and processed COD will send a response file to upload to COD Documents to check for any rejections. 

If you attempt to Originate or Disburse and the award is missing either dates for the Academic Year or the Award Year, you will receive an export error.

You can review if awards are missing these dates by scrolling to the far right on the disbursement roster page. If dates are missing you can manually add these dates on the Award Transaction Detail page.

If you are missing Award Period (Loan Period) Dates or Payment Period dates for any disbursement; COD will reject the disbursements.

The account that is logged in EdConnect to send the file(s) from EdConnect must have permission from FSA to send on behalf of the institution or the file will be rejected. Please contact your SAIG administrator or SAIG to verify your permissions with the Department of Education.

Updating Scheduled Dates Within Disbursement Roster Results

This feature will be included on an upcoming release of the Campus Cafe Software.

The Disbursement Roster now has the functionality to update scheduled dates for a group of selected results by selecting the records for update, entering an override scheduled date value, and clicking “Update Selected Scheduled Dates”:

Using the Student Finder to More Precisely filter Disbursement Roster

Users can use the Student Finder to Create Saved Filters to pull specific groupings of students by any criteria that is needed.  Some examples would be to create filters by enrolled students, or by GPA equal to or greater than 2.0 for meeting SAP.  Instructions on how to use the finder and save filters please visit 'Student Finder'.  

Once a finder has been run that is showing the wanted listing of students, the user can click the "To F/A Disbursements" button which will send those Student ID's to the Disbursement Roster filter automatically to only show the disbursements for those selected students.

Permission #984

Clicking this will move the selected student IDs to the F/A Disbursement page and open that screen.

Reporting and Tracking using the Disbursement Roster

You can also more precisely filter to a list of specific students through uploading a excel spreadsheet of student ID numbers.  A spreadsheet needs to list the student ID numbers in the first column.  Click the "Choose File" button and select the file; then click "Add IDs to filter" button to list the ID's into the filter listing to be used.

Reporting and Tracking using the Disbursement Roster

Send Results to Student Finder

The when criteria is set and submitted, the results may be sent to the Student Finder where additional criteria can be applied or actions may be initiated; and additional reporting can take place.

  1. Select the results desired to sent to Student Finder

  2. Click Send Selected to Student Finder

  3. ID's from the Disbursement Roster will now be loaded into the Student Finder Filter to use.

Add Tracking to Results

Adding tracking to the results assigns an activity to the selected students and initiates the workflows associated with that activity. For example, an activity might send an email for aid that has been disbursed. Refer to Disbursement Notifications for configuration and details.

  1. Select the results desired to add tracking to

  2. Click Add Tracking (Batch)

  3. Click the Magnifying glass Icon to add an Activity Tracking Template

  4. Select the Template you would like to attach to the selected students

  5. Input semester and any other information needed

  6. Click Submit

If you have multiple Awards selected for one student, they will received an activity for each award selected, and it will show what award was selected for the activity in the Activities notes section.

Informed Borrower Information

After origination of a loan award and the COD response is upload through the F/A COD Documents page, if a student has completed the informed borrower annual loan acknowledgement, the completion date is shown in the disbursement roster grid.

Once imported a user can filter disbursements by if the Informed Borrower has been completed or by completion date.

 

Notes on COD 5.0b Schema Export Logic:

For COD Exports using schema 5.0b for the new FAFSA simplification, both Enrollment Status codes (which uses the Degree Part Time code) and Enrollment Intensity are included.

  • For student’s not enrolled in courses or if a part time code is missing from a student’s degree record the Enrollment Status will be set to “F” full time status.

  • If a student is not enrolled in courses, and the Degree Part Time code is set, the following Part Time codes will fill in the enrollment intensity with the following values to correlate with the default values in the FSA Handbook:

    • F = 100

    • Q = 75

    • H = 50

    • L = 25

  • For Clock Hour programs, awards are already prorated by the program clock hour rates and are automatically marked with the “F” Enrollment Status code.