Disbursement
Disbursement Module Overview
• Define the disbursement options
• Run the disbursement process
– On-line
– In batch
• Review and adjust a scheduled
disbursement for a student
Types of disbursements
• Memo
• Authorization
• Payment
Memo
•
•
•
•
•
Estimated aid (offered or accepted)
Have not passed all eligibility edits
Can be used to reduce/waive payment
Not a direct credit to account
Deleted when expires or replaced by other type
of disbursement
• Amount is replaced or deleted if student’s award
changes
Authorization
•
•
•
•
Student met all eligibility requirements
Processed prior to scheduled disbursement date
Not a direct credit to account
Reduces payment due, but not actual balance on
account
• Deleted or reduced when replaced by
an actual payment
• Amount replaced or deleted when student’s award
changes
Payment/Disbursement
• Direct credit to the student’s A/R account
• Processed on or after the scheduled
disbursement date
• Student met all eligibility requirements
• Adjusting entries processed automatically
when award changes
Define the disbursement options
• System reviews options
before processing payments or
authorizations
Run the disbursement process online or in batch
• Process memos, authorize, and/or disburse
funds to the applicant according to userdefined criteria and options set
• Transactions interface to the Banner Accounts
Receivable module
• On-line disbursement result form
Review and adjust a scheduled
disbursement
• System schedules the award into terms
– According to the award schedule rules and a student
accepts an award
• Displays a record of payments to the student’s
account
• Manual changes can be made
– Specific students to adjust award amount
– Aid periods
Packaging and Disbursement
Validation process
• Determines an award package for each applicant
based on:
– Rules within the Packaging module
– Data from other Financial Aid modules
– Federal Financial Aid rules
Packaging and Disbursement
Validation process (cont)
• Before processes a payment or authorization the
system checks:
– User-defined rules
– Hard-coded rules
– Federal rules
• Rejected messages are produced if the
validation condition failed
– On-line
– Reports
Rules forms that control
disbursments
 Packaging Options Form (RPROPTS)
 Fund Managment Form (RFRMGMT)
 Fund Base Data Form (RFRBASE)
 Detail Code Control Form (TSADETC)
 Fund Disbursement Rules Form
(RORRULE)
 Tracking Requirement Validation
Form (RTVTREQ)
 Default Award and Disbursement
Schedule Rules Form (RFRDEFA)
Packaging Options Form
(RPROPTS)
• A = Adjusted, B = Billing, or
E = Expected
• Allow disbursement if charges not accepted
Y, N
– Not used for funds with Loan process Y on
RFRMGMT
• SAR ‘C’ Flag - Disburse if ‘C’ flag exists Y,
N
Fund Management Form
(RFRMGMT)
• Maintain fund balance
• Disbursement must be set to
S = System or M = Manual
• Memo Credit: O = Offered or
A = Accepted
• If disbursement load > Packaging load: P =
Prorate, D = Don’t prorate, N = Disbursement
Fund Management Form
(RFRMGMT) (cont)
• If ineligible before/after cutoff date:
D = Disgard, B = Backout,
P = Payment not applied
• If selected verification incomplete: Y, N
• Use Enrollment edit for memo
• Use Attending hours
• Recoup: Y, N
• Override general requirement: Y, N
• Create prom note required when accepted: Y, N
Fund Base Data Form
(RFRBASE)
• A/R detail codes required
• Must be one to one relationship between
fund code and detail code
• Federal fund ID
Detail Code Control Form
(TSADETC)
•
•
•
•
Identify detail code with a category
Identify payment type
Set priority code to tie funds to charges
Like term/Like Year - Link payments to
term charges
• Title IV indicator
• Institutional Charges
Fund Disbursement Rules Form
(RORRULE)
• Fund specific disbursement criteria
• Optional form
Tracking Requirement Validation
Form (RTVTREQ)
• Identify requirements needed:
– Memo
– Disbursement
• General vs fund specific requirement
Disbursement schedules
• Default Award and Disbursement Schedule Rules
Form (RFRDEFA)
– Default disbursement schedule for each
aid period
– Default schedule used if nothing for fund and aid
period combination on RFRASCH
– May define multiple disbursements per term
– + and - days
Disbursement schedules (cont)
• Fund Award and Disbursement Rules Form
(RFRASCH)
– Optional form
– Used to create specific fund/aid period schedule
combination
Disbursement schedules (cont)
• Required for authorization and payment
• Created when award is accepted
– Manual (RPAAWRD, RPAAPMT,ROARMAN)
– Automatic (RFRMGMT auto schedule)
Disbursement schedules (cont)
• Can be adjusted manually
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–
–
–
–
RPAAWRD
RPAAPMT
ROARMAN
RPALDSB
RPALORG
Disbursement validation
•
•
•
•
Standards of academic progress (ROASTAT)
Charges accepted?
Fund locked (RFRMGMT)
Funds available to pay
Disbursement validation (cont)
• Detail codes present
–
–
–
–
*
*
*
*
Enrolled in eligible program
Citizenship
Default/refund
Minimum enrollment for the fund
(RPIFEDR)
– * Federal funds only
Disbursement validation (cont)
• Bachelor’s Degree by July 1
– Pell only
• Receipt of an official record from Federal
Government
– Pell only
Disbursement validation (cont)
• SAR EFC matches the Sys-EFC
– Pell only
• SAR ‘C’ flag is null based on RPROPTS
• Pell eligibility determine:
– SEOG
– PERK
– STAFFORD
• EFC is official; not estimated
• Federal funds only
Running disbursements
(RPEDISB)
• Term specific
• On line
– Immediate Process Form (ROAIMMP)
– Student Payment Form (TSASPAY)
• Batch process
– Population selection
– Fund specific option
Batch disbursements RPEDISB
parameters
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•
•
•
•
01 - Aid year
02 - Process indicator B
03 - Term code
04 - Applicant ID (always blank)
05 - Action indicator N, F
Batch disbursements RPEDISB
parameters (cont)
•
•
•
•
•
06 - Fund code (optional)
07 - Sort Sequence indicator N, I
08, 09, 10 - Population selection
13 – Pell Report type
14 – Disbursement report type
Viewing the results
• On line
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–
–
–
Financial Aid Summary Form (ROASMRY)
Award Form (RPAAWRD)
Package Maintenance Form (RPAAPMT)
Account Detail Review Inquiry Form
(RSIAREV)
Viewing the results (cont)
• On line
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–
–
–
Student Payment Form (TSASPAY)
Account Detail Review Form (TSAAREV)
Disbursement Results Form (ROIDISB)
Disbursement Log (RPEDISB.log)
Viewing the results (cont)
• Batch disbursement print
driver (RPBDDRV)
– RPBDDRV.out
• Batch Validation process (RPBVLDT)
– RPBVLDT.log
– RPBDISB.out
Viewing the results (cont)
• Validation Print process (RPBVDRV)
– RPBVDRV.out
– RPBVDIS.out
• Applicant Disbursement report (RPRADSB)
– Displays payments only
– By date
• RPRAWDB – Award and Disbursement
Report
Loan disbursements
• All conditions for other aid programs must be
satisfied (except charges accepted-RPROPTS)
• Check must be received and posted*
– Loan Disbursement Form (RPALDSB)
• Can be authorized
Loan disbursements (cont)
• Feed indicator must be set to Y *
– Loan Disbursement Form (RPALDSB)
– Financial Aid Summary Form (ROASMRY)
• EFT indicator set to EFT for EFT loan funds
• * EFT loaded by RPREFTP
• * Not used for direct loan funds
Loan disbursements (cont)
• Disbursements
– On-line - Immediate Process Form (ROAIMMP)
– Student Payment Form (TSASPAY)
– Batch - RPEDISB
Loan disbursements (cont)
• Viewing results
– Direct loan fund
• Loan Origination Form (RPALORG)
• Loan Disbursement Form (RPALDSB)
• Packaging Form (RPAAWRD, RPAAPMT)
– Non-direct loan funds
• Loan Disbursement Form (RPALDSB) (RPAELBD)
• Packaging Forms (RPAAWRD, RPAAPMT)