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 award. It also shows which disbursements are disbursed and which are pending disbursement.. Multiple disbursements under an award can be set up to span one or multiple semesters.

Prerequisites

• Import ISIRs and package students.

Required permissions

Video tutorial

View scheduled disbursements

1. Go to the student’s profile.

2. Go to Person Selected > F/A Transactions

3. Next to the award to view disbursements, click the money icon.
   
   

   Open

   

Add a disbursement

When an award is created one disbursement is created automatically. Additional disbursements can be created.

1. Go to the student’s profile.

2. Go to Person Selected > F/A Transactions.

3. Next to the award to view disbursements, click the money icon.
   
   

   Open

   

4. Click Add Disbursement.

5. In Scheduled Date enter the date this disbursement is estimated to be disbursed on.

6. 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.

7. 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.

8. 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.

9. In Gross Gross Disbursed Amount enter the gross amount already disbursed for this scheduled date.

10. 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.

11. In Academic Year enter the academic year number in which the disbursement falls under. (See Term Disbursement Rules regarding Academic Year.)

    • Default "1" if your institutions has one academic year per financial aid award year (most institutions).

    • Students can have separate cost of attendances or different Academic Years: "1", "2", "3", etc. (Commonly used by clock hours/borrower based schools.)

12. Academic Year Begin Date: The date indicating the start of the academic year required for COD origination on the Disbursement Roster.

13. Academic Year End Date: The date indicating the end of the academic year required for COD origination on the Disbursement Roster.

14. Set Payment Period Start Date: The date indicating the start of the payment period for this disbursement required for COD origination on the Disbursement Roster. If no date is entered, the payment period start date will default to the Award Period start date.

15. Set Payment Period End Date: The date indicating the end of the payment period for this disbursement required for COD origination on the Disbursement Roster. If no date is entered, the payment period end date will default to the Award Period end date.

16. Optionally add a Comment.

17. Click Save.

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

1. Go to the student’s profile.

2. Go to Person Selected > F/A Transactions.

3. Next to the award to view disbursements, click the money icon.

4. Under the Edit column, next to the scheduled disbursement to edit, click the pencil.
   
   

5. Adjust the disbursement and click Save.

Delete scheduled disbursement

1. Go to the student’s profile.

2. Go to Person Selected > F/A Transactions

3. Next to the award to view disbursements, click the money icon.

4. Next to the scheduled disbursement to delete, click the X.

   1. You cannot delete a disbursement after it has been originated or disbursed.
      
      

Adjust after origination or disbursement (Adjust COD cycle)

Use this process to make adjustments to federal aid that is already originated or disbursed in COD, but the adjustments haven’t been sent to COD. This can happen if manual adjustments are made in COD instead of through an export form Campus Cafe. You can make manual adjustments in Campus Cafe to match COD without needing to upload/download files through EdConnect.

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 process.

1. Go to the student’s profile.

2. Go to Person Selected > F/A Transactions.

3. Next to the award to view disbursements, click the money icon.

4. Under the Adjust COD Cycle column, next to the scheduled disbursement to change, click the pencil and arrow.
   
   

5. The only adjustments you can make are the Disbursement Date, and Adjusted Gross Disbursed Amounts or Adjusted Net Disbursed Amount.

   • Make only an adjustments to either the gross or net amount never both. If you make changes to both Campus Cafe won’t save your changes properly.
     
     

6. 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.

Reference information on 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 billing batch and posted to a student's 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.

• COD Action: Shows where the award is in processing.

  • OUTSIDE_COD means the adjustment was made in Campus Cafe but not necessarily in COD. Check COD to make sure the two systems match.

  • ORIGINATING means the award is in the Disbursement Roster ready to be originated or it is currently being originated by COD.

  • CHG_ANTICIP means Campus 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 amount minus the loan origination fee. This is the amount 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 after origination (Adjust No COD cycle/Manual Override Page)

This process allows you to make adjustments to a disbursement without affecting the COD cycle flags. Use this if the information in COD and Campus Cafe doesn’t match.

1. Go to the student’s profile.

2. Go to Person Selected > F/A Transactions.

3. Next to the award to view disbursements, click the money icon.

4. Under the Adjust No COD Cycle column, next to the scheduled disbursement to change, click the pencil and paper.

5. Adjust the disbursement.

   • Adjusted COD Disb. Seq#: Allows you to change the disbursement sequence number to match what is in COD. This is rare and shouldn’t normally be adjusted.

   • Adjusted COD Previous Disb. Seq#: Allows you to change the previous disbursement sequence number to match what is in COD This is rare and shouldn’t 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: Change the scheduled date of a disbursement.

   • Adjust Scheduled Amount: Change the amount.

   • Adjust Disbursed Date: Change the disbursed date to match COD's disbursed date if Campus Cafe and COD don’t match.

   • Adjusted Gross Disbursed Amount: Change the gross disbursed amount if Campus Cafe and COD don’t match.

   • Adjusted Net Disbursed Amount:  Change the net disbursed amount if Campus Cafe and COD don’t match.

   • Clear Cycle Flag Fields (use carefully) is helpful when making manual adjustments to disbursements to reconcile between Campus Cafe and COD. Please be warned that if you clear the Cycle Fields will reset the whole COD cycle for the federal aid, and Campus Cafe will act as if the aid was never exported/originated/disbursed to COD unless the appropriate Status Code and Release Indicator are re-applied

     You can also use this button when an award has been "exported" in the disbursement roster, but that exported file was never sent to COD. This will reset the award to be re-exported on the disbursement roster after the needed adjustments are made. Ensure the COD Status Code and Disb. Release Indicator are set appropriately to match how the disbursement is set in COD.

Out of balance warning

The Out of Balance warning appears when an adjustment is made to a student's disbursement for any award but isn’t posted" to a student's ledger in the bill batch. The flag warns you the award hasn’t been reconciled with the student's ledger. Once the billing office posts the pending adjustment in the bill batch, Campus Cafe removes the Out of Balance warning.

Example Scenarios

Problem: A Pell has been disbursed for spring semester, but the student drops their classes and you need to return the funds to the government for the spring semester. However, the student then decided to re-enroll right before you sent the adjustment to COD.

Solution: Make adjustment using Adjust COD Cycle; 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"; click 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.