Financial Aid System
FAM and
Automatic Check
Calculation
SBCTC-IT
3101 Northup Way, Suite 100
Bellevue, WA 98004-1449
Phone 425.803.9700
http://www.cis.ctc.edu
Printing History
January 2001
May 2010
September 2, 2011
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Table of Contents
1 Overview of the Automatic Check Calculation Job Groups
(AG905R & AG906R) ........................................................................4
2 Setup of Automatic Check Calculation................................................5
3 Scheduling Parameters for Check Calculation (AG906R)...............10
4 Exception Messages……………………………………………………...11
5 Financial Aid Expenditure Database Structure …….........................14
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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 SM9408PARTCHKnn, where the nn is 01 - 10.
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.
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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
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Student Tab for State Residence:
SM9407-RES-CDS
Up to 10-2 character codes may be specified (e.g., SRWA). These codes are defined on the CIS
WCC Processing Table.
Application Setup  Processing Config  Processing Table
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., 040509). 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.
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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., 000-059=05 060-089=02 090-119=3 012-999=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-DISBOPT 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.
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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
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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.
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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 at which a student may begin their program to be considered for check
calculation. FORMAT: MMDDYY (default is 123199).
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 to 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).
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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 does allow for SID changes, however there are 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.
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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:
BM1002-004
FINANCIAL AID
FAPC
FAPC ACRONYM
APPR
INDX
[
]
AWARD PKG IND [ ]
FEE CLASS
EXCLUSION
[ ]
PROGRAM
[789]
[
PRG
INDX
[
]
COL
]
FAPC TITLE
ORG
INDX
[
]
SOBJ
[ ]
CODE TABLE
[xxx]
] [
] [
] [
REVISION DATE [
[
]
]
REIM
SSOBJ
CD
[ ]
[ ]
DEBT TYPE [ ]
AWARD DISBURSEMENT IND [ ]
[
FYR 10-11
SRC
REV
SSRC
[
] [ ]
CUST ID [
REV IND [ ]
FEE CLASSES
] [ ] [ ] [
] [
] [
][ ]
PRORATE IND [ ]
] [
]
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
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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:
SM5003-005
STUDENT
SID [999][99][9999]
Unusual
Abbr
Actn
Title
[11] [INLEX/LIB ]
[ ] [
]
UNUSUAL
ACTION
Stu Name [DUCK DON Q
Bad Debt
Amt
[ 5.00]
[
]
Pun
Actn
[ ]
[ ]
Title
[
[
]
]
]
Actn
Orig
Id
[
]
[
]
Actn
Entr
Date
[9893]
[
]
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.
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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 (FAEXPSUMMARY-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
BTCH-POST-PER
FYR
YRQ
FA-SRC
FAPC-CD
TRNS-AMT
FAEXP-ENTR-DATE
=555555555
=CLOWNFISH NEMO A
=0101
=1011
=B014
=Z
=021
=0000002735}
=110122
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 12th bucket and this field.
USID – SID (Students college assigned identification number)
FAEXP-Summary-D
SID
FYR
YRQ
FAPC-CD
FAEXP-MTD-AMT
=555555555
=1011
=B014
=021
=0000000000{
=0000000000{
=0000000000{
=0000000000{
=0000005470{
=0000000000{
=0000002735}
=0000000000{
=0000000000{
=0000000000{
=0000000000{
=0000000000{
FAEXP-FTD-AMT
=0000002735{
FAEXP-GL-ADJ-AMT =0000000000{
USID
=855555755
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