Financial Aid System. FAM and Automatic Check Calculation

Transcription

1 Financial Aid System FAM and Automatic Check Calculation

2 SBCTC-IT 3101 Northup Way, Suite 100 Bellevue, WA Phone Documentation Index URL Printing History January 2001 May 2010 September 2011 September 2016 SBCTC-ITD 2 September 2016

3 Table of Contents 1... Overview Type chapter title (level 1)... 4 Type chapter title (level 2)...5 Type chapter title (level 3)... 6 Type chapter title (level 1)... 4 Type chapter title (level 2)...5 Type chapter title (level 3)... 6 SBCTC-ITD 3 September 2016

4 1 Overview of the Automatic Check Calculation Job Groups (AG905R & AG906R) The AG905R job group is the preliminary of AG906R. This job group performs the check calculation routine, but does not update the tracking file with the check calculation tracking code and does not build a file of check information that will be transferred to the Financial Management Accounts Payable System. The AG906R job group is the Final and it performs the check calculation routine, updates the tracking file with the check calculation tracking code and builds a file of check information that will be transferred to the Financial Management Accounts Payable System. The AG905R job group consists of three jobs, SM9407, SM9405 and SM9099. The AG906R job group consists of three jobs, SM9407, SM9408 and SM9099. SM9407: This job creates an extract file of students who are eligible for financial aid checks. Students who have accepted awards and have not previously been issued a check (identified by the tracking code listed on the CIS/WCC Processing Table for Value SM9408-CHK-CALC) or students who have accepted awards that are designated to be paid in increments will be reviewed. Students who are reviewed but not extracted will be listed on the Financial Aid Rejected Check List. SM9408: This job creates a file of financial aid check information that will be input to the FMS accounts payable system in the AP database. The student tracking file will also be updated with the tracking code identified as a check calculation from the CIS/WCC Processing Table Value SM9408-CHK-CALC and/or the partial award payment tracking code from SM9408-PARTCHKnn, where the nn is This job creates both a Pending Check report and Check Release forms for each check scheduled to disburse. SM9099: This job purges the extract file created by SM9407. SBCTC-ITD 4 September 2016

5 2 Setup of Automatic Check Calculation There are two locations in FAM that identify Washington as the state of residence. 1: FAF Setup page Application Setup Processing Config FAF Setup 2: Designate State Program Used to designate WA State Need Grant Application Setup Processing Config Processing Table System: SAF Table ID: Package Value: SAF610-STATE Description: RR-AA-SS RR = State of residence (for example, WA) AA = Award code for WA State Need Grant (09) SS = Award status code to be assigned to state grant Note: When assigning a one-position award status code, be sure to leave a space following the code. Example shown below 3 (followed by a space) In this example: WA = State of Residence (Washington) 09 = The SNG award code that will be checked against the residency on the Student Tab 3 = The award status for the SNG award when awarded using Automatic packaging Note: This value may be different on your table SBCTC-ITD 5 September 2016

6 Student Tab for State Residence: The codes below are defined on the CIS WCC Processing Table. Application Setup Processing Config Processing Table System: CIS Table ID: WCC SM9407-RES-CDS Up to 10-2 character codes may be specified (e.g., SRWA). If the student has a SNG award but is not a resident, the student will appear on the Rejected Check List SM9407. SM9407-SEPR-CHK Award Codes that you want to calculate separate checks for. Up to 20-2-character award codes may be specified (e.g., ). Some institutions use this to separate out loan funds from regular grant funds. They many also use this to provide training completion aid (TCA) money from grant and loan aid. SM9408-CHK-CALC Tracking code (2 characters) that indicates a check has previously been calculated (e.g., CC). When a check is calculated the CC tracking code is posted on the Tracking Tab for that session. SBCTC-ITD 6 September 2016

7 SM9407-OVERRIDE Tracking code (2 characters) that indicates a check should be calculated even if a prior disbursement is not recorded in the Finaid Expenditure file (e.g., OV). See Tracking Tab above. SM9407-FEECLASS Fee classes that should be checked in the customer accounts payment files if a disbursement is not recorded in the Financial Aid Expenditure file. Up to 10 fee classes may be entered, separated by a space. A ^ sign may be used as a wild card (e.g., 1^ 20). ENROLL-LEVEL1 & ENROLL-LEVEL2 Enrollment credit ranges and associated enrollment codes. Up to 6 credit range/enrollment codes may be entered in the format SSS-EEE=CC where SSS = the starting credit range (with 1 decimal position), EEE = ending credit range (with 1 decimal position) and CC = enrollment code (e.g., = = = =01). ACADPROG-EDITS Entry to activate all edits (enrollment and academic progress edits). TERMINATE-TRACK Tracking code (2 characters) that indicates a student has been terminated from financial aid (e.g. ZT). Disbursement will be blocked for this student. PROBATION-TRACK Tracking code (2 characters) that indicates a student has been put on financial aid probation (e.g. PB). Disbursement will be blocked unless there is a Y in the description for the PROB-DISB- OPT Processing Table entry shown on the next page. If there is an N in the description for the PROB-DISB-OPT entry disbursements will be blocked for any student with the probation track code. This entry is required if ACADPROG-EDITS exists on the CIS/WCC Processing Table. SBCTC-ITD 7 September 2016

8 PROB-DISB-OPT If the Probation Disbursement Option is set to "Y", then disbursements will occur for students on probation. However a warning message will be written to the Rejected Check List. STARTDATE-TRACK A two character tracking code that indicates a student s Program entry date (e.g. SD). This parameter applies only to open-entry, open-exit institutions that use SM3001 to track a student s program entry date. If ACADPROG-EDITS entry exists, this value is required. Student s whose start date must be considered by the Automatic Application program must have a track code on the Tracking Tab. SM9407-CUM-GPA The minimum cumulative GPA the student must have for disbursement to occur (e.g., 2.00). Cumulative GPA can be posted to the GPA CUM field on the Academic Tab. This can then be used to block tuition payment and check calculation for those not meeting the minimum cumulative GPA. Academic Tab SBCTC-ITD 8 September 2016

9 SM9407-SES-GPA The minimum session GPA the student must have for disbursement to occur (e.g., 2.00). Session GPA can be posted to the GPA SESSION field on the Academic Tab. This can then be used to block tuition payment and check calculation for those not meeting the minimum session GPA. Academic Tab SM9407-PARTAWD1 through SM9407-PARTAWD2 Awards that are paid in increments - Up to 26 awards or award code ranges may be entered. SM9407-PARTCK01 through SM9407-PARTCK10 Tracking codes and percentages for each award increment. Format is TT nnn.n where TT = tracking code and nnn.n is the award percentage. Tracking codes must be valid entries on the Tracking Code Validation Table. SBCTC-ITD 9 September 2016

10 3 Scheduling Parameters for Check Calculation (AG906R) CHKFORM-FILE Name of the check release form editor file created using the text editor. Valid names are CHKFORM1 through CHKFORM9. SM9407-CHK-DATE Enter the scheduled payment date in MMDDYY format. SM9407-NAME-MSG Enter Y to print the SMS Name warning message on the Rejected Check List if the name in FAM differs from the name in SMS. The check will calculate if no other errors exist. Enter N to not print the SMS Name warning message on the Rejected Check list. SM9407-RUN-NUM If processing awards in increments (SM9407-RUN-TYP = P or B), a check run number must be entered (valid values are 01 through 10). If processing full checks only, enter a value of 00. SM9407-RUN-TYP Type of check run. Valid options are: F = Paid in full checks only (default option) P = Partial award payments B = Process both paid in full checks and partial award payments SM9407-STRT-DATE The latest date a student may begin their program to be considered for check calculation. FORMAT: MMDDYY (default is ). SM9407-YRQ-LINE Enter the year-session(s) to be processed. Up to 5 year-sessions separated by a space may be entered. For example: B122, B123, B124. Do not include year-sessions that overlap award years (ex: B012, B013, B014, B015, B122) It is strongly recommended that you schedule one job group per award year. SM9408-UPD-ACAD Option to update hours attempted on the Student Academic record with quarterly credits registered (Y or N). SBCTC-ITD 10 September 2016

11 4 Exception Messages The Rejected Checklist Report, SM9407 identifies students who did not pass the edits required for check calculation. The error message column will have one of the following messages listed for each student whose check could not be calculated by the Automatic Check Calculation program (AG906R). Included in this section are possible resolutions to each reject message. Each reject message is listed separately with screen samples. A number of reject messages are related to choices made during setup. Where applicable setup information will be restated to clarify how specific error messages occurred. Student is not in the Student Management System When a student has funds to be disbursed and no record in SMS under the social security number (SSN) or student identification number (SID) used in FAS this error message will be generated. You may need to request a manual check for this student until a more appropriate cross-walk is developed. The SMS system allows for SID changes, however there is a limit to the number of times you can change an SID to an SSN and back to the original SID. The FAS system allows for multiple changes for SSN to SID and back, however the FAEXP detail and summary data will be keyed off of the SID used to generate the disbursement and will likely cause a discrepancy on your reconciliation report. Student Name is blank Fairly self explanatory, often will point to a corrupted record or bad data in the student master. Student is not enrolled for this Year/Quarter Often occurs when a student s tracking screen has an OV but they are not enrolled for classes. Generally this will need to be handled manually. Student enrolled for fewer credits than range allows Different from the auto-app job, check calculation looks in the CIS/WCC Processing Table for a specific range of credits in the key values ENROLL-LEVEL1 and ENROLL-LEVEL2. If the enrollment level declared in the Enrollment Level fields does not match what the student is actually enrolled for the error message above will appear. Adjust the appropriate enrollment level indicator and the associated award in order to clear this reject message. SBCTC-ITD 11 September 2016

12 FAPC is not found in the FAPC Table If the FAPC listed in the Subcode field or the award listed with a leading zero does not exist in BM1002 this error message will be generated. Sample BM1002 Financial Aid Program Code Table: BM FINANCIAL AID PROGRAM CODE TABLE FYR FAPC [789] COL [xxx] REVISION DATE [ ] FAPC ACRONYM [ ] FAPC TITLE [ ] APPR PRG ORG REIM SRC INDX INDX INDX SOBJ SSOBJ CD REV SSRC [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] DEBT TYPE [ ] CUST ID [ ][ ] AWARD PKG IND [ ] AWARD DISBURSEMENT IND [ ] REV IND [ ] PRORATE IND [ ] FEE CLASS EXCLUSION FEE CLASSES [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] 9001:Record does not exist Disbursement not recorded This error message will be generated if FAEXP has no record of any expenditure from financial aid. This does not necessarily mean that tuition has not been paid it simply means that FAEXP does not have record of that payment coming from financial aid. An OV on the tracking screen for the session in which you intend to generate a check will force the check to calculate without checking FAM edits. Payment recorded in customer accounts This message flags you that a payment was made, though not through financial aid. Full check amount = zero The check attempted to calculate, however there was not sufficient remaining funds available to generate a check. Full check amount is less than zero In FAEXP there is a record of a negative disbursement amount. It is advisable to run the data express reports SM9814R and SM9415R to report the expenditure activity for this student. This may be due to general accounting transfers (GAT) in GA1103 which may have erroneously posted expenditures. Another example that can generate this message is if the LOANCDS1 SBCTC-ITD 12 September 2016

13 value exists in the CIS/WCC Processing Table and the Description field contains award codes that should not be listed. (Only gross loan award codes should be listed if the college is disbursing net loan awards from the field located under the Disbursement Amount column of the Award Tab. See FAM Direct Loan Processing documentation for more information.) Bad debt amount recorded for this student Sample SM5003 Student Unusual Action Screen: SM STUDENT UNUSUAL ACTION SID [999][99][9999] Stu Name [DUCK DON Q ] Actn Unusual Abbr Bad Debt Pun Orig Entr Actn Title Amt Actn Title Id Date [11] [INLEX/LIB ] [ 5.00] [ ] [ ] [ ] [9893] [ ] [ ] [ ] [ ] [ ] [ ] [ ] Note: A Punative Action Code assigned to an Unusual Action Code will not block check calculation. Actn Disbursement not authorized - Unsat Acad Progress If your institution is using the academic progress edits for GPA, termination and probation, this error message will appear on the rejected check list. Cumulative GPA too low Session GPA too low Terminated from Financial Aid Probation warning - check produced SNG not allowed; Student is not a State Resident If the residency code on the Student Tab does not match SR or WA this message will be generated. Stud. enrolled for more credits than range allows If student enrollment does not fall in the range listed on the CIS/WCC Processing Table values ENROLL-LEVEL1 & ENROLL-LEVEL2 per the enrollment level noted on the Financial Aid Tab this error message will be generated and the check calculation will be blocked. SMS Name: The student s name in SMS will display after the colon if SM9407-NAME-MSG parameter is set to Y and the student s name in SMS is different than in FAM. This message is a warning only. SBCTC-ITD 13 September 2016

14 5 Financial Aid Expenditure Database Structure The financial aid expenditure (FAEXP) database is comprised of 4 datasets. Two are master datasets (FAEXP-RPT-OPT-M and FAEXP-STU-M) and two have detail data (FAEXP- SUMMARY-D and FAEXP-DETAIL-D). At this point most institutions do not have data in the FAEXP-RPT-OPT-M dataset, however each record created in FAEXP will have a Student Master record. FAEXP-DETAIL-D consists of the following data: SID - Students social security number Student Name (L,F,M) at the time the transaction occurred Batch Post Period when the transaction occurred Fiscal Year FAEXP-Detail-D SID = STU-NAME-DESC =CLOWNFISH NEMO A BTCH-POST-PER =0101 FYR =1011 YRQ =B014 FA-SRC =Z FAPC-CD =021 TRNS-AMT = } FAEXP-ENTR-DATE = FAEXP-SUMMARY-D consists of the following data: SID SSN (Students social security number) FYR Fiscal year of YRQ YRQ Year session FAPC-CD Financial Aid Program Code FAEXP-MTD-AMT Month in which entry is posted FAEXP-GL-ADJ-AMT When a prior fiscal year adjustment is made, the amount is added into the 12 th bucket and this field. USID SID (Students college assigned identification number) FAEXP-Summary-D SID = FYR =1011 YRQ =B014 FAPC-CD =021 FAEXP-MTD-AMT = { = } FAEXP-FTD-AMT = { FAEXP-GL-ADJ-AMT USID = SBCTC-ITD 14 September 2016