Financial Aid System
FAM 2014-2015
Pell Payment
Year-to-Date Reconciliation
©SBCTC-ITD
3101 Northup Way, Suite 100
Bellevue, WA 98004-1449
Phone 425.803.9700
support@sbctc.edu
Printing History
January 2003
April 2004
September 2005
December 2006
December 2007
December 2009
July 2011
October 2011
April 2012
June 2014
Table of Contents
Overview of Pell Year-To-Date Reconciliation .............................. 1
Resources for Completing YTD Reconciliation ............................ 2
Reconciling FAEXP, Awards, and Pell Payments ......................... 3
Table Setup ...................................................................................... 4
Uploading and Posting the Pell YTD Files..................................... 5
Understanding the YTD Posting Program ..................................... 7
Defining Values for Screen Edits .......................................................................................... 7
Understanding the Posting Report ................................................ 8
Student Origination and Disbursement Information ........................................................... 9
Exception Information ............................................................................................................ 9
No Match on FAM Pell ID ................................................................................................. 9
Disbursements Do Not Match – No Fed Entry................................................................ 10
Disbursements Do Not Match – No FAM Disbmnt .........................................................10
STD-FIN-DTL EFC < > ORIGINATION EFC .................................................................. 11
Report Summary ................................................................................................................... 11
Understanding the YTD Matching Program ................................ 13
Understanding the YTD Matching Report.................................... 14
Sample Report SAF491 – View 1 ......................................................................................... 15
Sample End of Report – View 2 ........................................................................................... 16
Overview of Pell Year-To-Date Reconciliation
The Federal Pell Grant Program provides participants with an electronic file of Year-ToDate data (PGYR15OP). The data in these files are the total year-to-date Pell originations
and disbursements that are accepted by the Federal Pell Grant programs for a college for
an award year as sent through the Common Origination and Disbursement (COD)
process.
If your institution has been using the Financial Aid Management System (FAM) to report
Pell Payments to COD, you upload the electronic year-to-date files to one of the
following locations: shared folder on your network, a folder on your personal drive or
onto your desk top. Once you have uploaded the file/s you will run reports to determine if
there are any discrepancies (between originations and disbursements) that need
resolution. Keep in mind that Pell disbursements must be reported every 15 days.
Therefore, it is important to resolve discrepancies in a timely manner.
The basic steps for completing the Pell Payment Year-to-Date Reconciliation are:
1. Request the year-to-date file (PGYR15OP) from COD.
2. Receive the year-to-date file (PGYR15OP) via EDConnect.
3. Upload and Post the YTD file (PGYR15OP) into FAM. This will post the
tracking code assigned in the SAF/AGENCY SAF465-TRK Processing Table
entry and corresponding data to the Tracking Tab for session B451.
5. Run the YTD Payment Matching report to identify discrepancies.
6. Resolve the discrepancies for originations and disbursements.
Steps 1 and 2 are covered in material available from the Department of Education. Please
refer to that documentation on the COD process for requesting and receiving a YTD file.
This document, 2014-2015 Pell Payment Year-to-Date Reconciliation, covers steps 3 through
5 in detail. If you encounter difficulties with step 6, please contact SBCTC-ITD Customer
Support by e-mail at support@sbctc.edu or by phone at (425) 803-9721.
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June 2014
Resources for Completing YTD Reconciliation
The topics covered in this section include:
•
Uploading the Pell (PGYR15OP) Payment YTD file
•
Posting the summary data from the 14-15 Pell YTD file
•
Running the Pell Payment Matching report to identifying discrepancies
However, in order to research discrepancies, there are a number of additional resources
you will need to successfully complete the year-to-date reconciliation. The following is a
list of the recommended additional resources:
•
All prior copies of Common Record Response reports retained from each cycle
submitted.
•
A preliminary Common Record Request report of student Originations and
Disbursements to be sent on the next cycle along with previously rejected
disbursements that will also be sent on the next cycle.
Note: do not run a RECON for Pell to update the Student Bill Detail data set
when attempting to complete a year-to-date reconciliation. Doing so will
cause the Payment Matching report to show a greater number of
discrepancies for disbursements not yet reported.
•
2014-2015 COD Technical Reference available at
https://www.fsadownload.ed.gov/CODTechRef1415.htm
•
Access to the Student Inquiry in FAM for Disbursement Activity by Date for
codes:
o Award Data Detail
o Award Audit
o Financial Need
o Pell Tape (originations)
o Disbursements (student account)
•
Access to the batches containing the ISIR record in question for a particular
student.
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Reconciling FAEXP, Awards, and Pell Payments
Reconciling Pell payments is not simply a matter of ordering a Pell year-to-date file and
ensuring that the total Pell disbursements accepted by the DOE match the amount in the
Student Bill Detail data set. The process does not begin at that point. Reconciling Pell
actually starts with reconciling expenditures in the FAEXP database on the HP-UX
(stored in Summary Detail data set) to awards in FAM on the Award Tab. The HP-UX
batch jobs that aid in reconciling the data are as follows:
• SM9420J (Annual Award Disbursement Report)
• SM9421J (Quarterly Award Disbursement Report)
• SM9425J (Financial Aid Expenditures Report)
• AG941A and AG942A (Award Disbursement Reconciliation Reports)
Pell reconciliation actually depends on two separate, but parallel, reconciliation
processes.
• The first process, as mentioned above, is reconciling data between the awards in
FAM and the expenditures in FAEXP on the HP-UX.
• The second is to reconcile the data in FAM to the data in the Pell YTD files.
The Pell Grant year-to-date files enable you to reconcile both Pell Disbursement records
and Pell Origination records. Pell Origination records are primarily made up of data taken
from the Financial Aid Tab on the student’s record and are a part of the total
reconciliation process.
Below is a visual representation that illustrates the flow of reconciled data:
FAEXP – HP-UX
FAM
Award Tab
FAEXP Summary Detail
Pell awards for the corresponding
year /session, in award status 2.
Pell expenditures for each
year session
Pell YTD File
Origination record for each student
Disbursement records for each
student by reported disbursement
date, not by session.
FAM
FAM Database
Financial Aid Tab
Student Bill Detail
SAR ID and EFC associated with the
Institutional Student Information Report
(ISIR) transaction record that you are paying
on, as reported in the Origination record.
Pell Disbursements reported or to be
reported to COD by year session of
award.
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Table Setup
There are a few table entries that must be defined properly in order for the Pell YTD
reconciliation to go smoothly. They are listed separately with their function in this section
with table samples for each item number.
Required Table Entry
For Pell be sure that you have the SAF465-TRK value set up on the SAF/Agency
Processing Table. The Description is a two-character tracking code that will be posted for
each student with a record in the Pell Year-To-Date file. The tracking code most
commonly used is PP. The SAF465-TRK Value is required because it’s necessary for
posting the Pell Year-To-Date files.
The Year-to-Date tracking code needs to be set up as valid tracking code on the
SAF_TRACK_CODE Validation Table.
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Uploading and Posting the Pell YTD Files
Complete Steps 1 and 2 as described in the section “Overview of Pell Year-To-Date
Reconciliation” on page 1; these steps relate to requesting and receiving Pell
(PGYR15OP) YTD files. Once you have completed steps 1 and 2, you will need to
upload the PGYR15OP file from your PC or network drive into FAM.
Navigate to the YTD Payment Posting Report 14-15 page by doing the following.
Pell/Loan Processing  2014-15  YTD Import
1. Press the Browse button to navigate to the YTD file. The file must be named
PGYR15OP. You will receive a message of ‘The Award option selected is
different than the file uploaded’ if you are attempting to post a file with a different
name.
2. Enter in the Session Start or select from the lookup.
3. Enter in the Institution Code or select from the lookup.
4. Select the Report Generation Option. Default is ‘Print all origination entries’. If
you want to list only the records in error, select ‘Print errors only’.
5. Click the Schedule As Task button to run this job as a background task. If you do
happen to run this in the foreground it may time out. If it does, you can obtain the
results by running the YTD Payment Matching Report (see below).
Note: Only one YTD file can be uploaded at a time. You’ll want to upload and post the
file and get the Payment Matching report before uploading another Pell YTD file.
Pell/Loan Processing  Payment Matching
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1. Enter in the Session Start or select from the lookup.
2. Enter in the Session End or select from the lookup.
3. Select the Report Generation Options. Default is ‘All entries’ to list only records
with errors, select ‘Exceptions only’.
4. Award Type default is Pell.
5. Select Sort Sequence.
6. Click the Schedule As Task button to run this job as a background task
(recommended).
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Understanding the YTD Posting Program
In the Pell Year-To-Date file, the record for each student contains the following data:
•
The details of the last accepted Origination data, including SAR ID Number,
Current SSN, Reported ISIR Transaction Number, Cost of Attendance and total
accepted origination.
•
The details of all accepted or corrected Disbursement data, including individual
disbursements accepted and the year-to-date accepted disbursement total.
The posting part of the process reads the Pell YTD file for the academic year 2014-2015.
The tracking code entered in the SAF/AGENCY SAF465-TRK Processing Table entry is
posted to the B451 Tracking Tab for each student in the Pell YTD file. If the program is
run more than once, the tracking code will be updated by the program. The program
updates the date and comment data in subsequent runs. No tracking entry is posted for a
record if the student is not listed in the Pell YTD file.
The program posts the following information from the Pell Grant Year-To-Date file in
the Comment field, separated by dashes:
• Pell cost of attendance
• Origination total accepted by COD
• Year-to-date disbursement total accepted by COD
Date of first
Pell
year-to-date
posting
Date of last
Pell
year-to-date
posting
Internal Date
of Pell
year-to-date
file
Validation
Status Code
Pell Cost of
Attendance
Origination
Amount
Accepted by
COD
Year-to-date
Disbursement
Total Accepted
by COD
Defining Values for Screen Edits
Any tracking status code that appears on the Tracking Tab must be defined on the
SAF_NOTATION_CODE on the Validation Table or a screen edit will occur. When a
screen edit occurs, you will not be able to save and exit the student’s record. In order to
avoid any unnecessary screen edit errors, check the SAF_NOTATION_CODE on the
Validation Table to ensure that the tracking status codes listed in the sample below exist
in the table.
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Understanding the Posting Report
The Posting Report lists all of the students in the Pell YTD file or only those students
with errors depending on which option you choose.
The Report default is Print all origination entries.
This section describes in detail the standard data listed on the report for each student and
the five main exceptions encountered when there is a discrepancy between the data in the
Pell YTD file and FAM.
Print errors only Sample Output Report: YTD Payment Posting Report
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Student Origination and Disbursement Information
When reviewing the sample exception report (above), note that it contains a line for each
student detailing the information from the year-to-date record. When the Report
Generation output Option chosen is Print all origination entries each student’s record
will appear with this first line of information, illustrated in the sample below. If a student
record has an error, additional information will appear on following lines.
Sample Student Record
ABARCA
Name from
Student
Master, or
Pell YTD file
if no record
in FAM
ALEXIS
999999999
SSN from
Student
Master, or
Pell YTD file
if no record
in FAM
ISIR Name
Code and
Transaction
Number from
Origination
line on YTD
AB
01
2412
EFC
5730.00 1910.00
Total Accepted
Awards in FAM
and YTD
Disbursements
accepted by COD
V
A
Verification
status and
update indicator
flag
Exception Information
The report may include for each student one or more additional lines relating to a number
of possible exceptions. There are five common exceptions in the YTD Exception Report:
• Cannot Match to Pell ID on file
• Disbursements Do Not Match – No Fed Entry
• Disbursements Do Not Match – No FAM Disbmt
• STD-FIN-DTL EFC < > ORIGINATION EFC
Each exception is described below with the report details. If an exception is encountered
that is not listed in this document and you are unable to resolve it on your own, please
contact SBCTC-ITD Customer Support for assistance by phone at (425) 803-9721 or by
email at support@sbctc.edu.
No Match on FAM Pell ID
This exception occurs when the SAR ID field on the Financial Aid Tab does not match
the last accepted Origination data. On line 1 of the sample record, the Social Security
number, name code, and transaction number (01) are taken from the Pell YTD file. On
line 2 of the sample record, you will note the discrepancy in the transaction number (02)
as recorded on the Financial Aid Tab.
Sample Exception Record
ARNOLY
JUNE
999999999 AR 01
0
CANNOT MATCH TO PELL ID ON FILE-999999999AR02
Exception Message
SBCTC-ITD
Pell ID from
Financial Aid Tab
(FAM503)
5730.00
1910.00
N
A
Transaction numbers do not match
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June 2014
Disbursements Do Not Match – No Fed Entry
This exception occurs when a disbursement entry exists in the Student Bill Detail data set
without a corresponding disbursement record in the Pell Year-To-Date file. Additional lines
are added to the report for a particular student for each missing disbursement with the error
message “NO FED ENTRY.” The disbursement record missing from the Pell YTD file is
listed with the following information.
Sample Exception Record
Disbursement
reference number
and Pell
year/cycle from
Student Bill Detail
Date of anticipated
disbursement from
Student Bill Detail
Amount of
Disbursement
from Student Bill
Detail
Amount of
reported
disbursement from
the Pell Grant
YTD file
Disbursements Do Not Match – No FAM Disbmnt
This exception occurs when a disbursement record exists in the Pell Grant Year-To-Date
file without a corresponding disbursement record in the Student Bill Detail data set in
FAM. Additional lines are added to the report for a particular student for each missing
disbursement with the error message “NO FAM DISBMT.” The disbursement record
missing from the Student Bill Detail data set is listed with the information from the Pell
Grant YTD file.
Sample Exception Record
YERBIE
JANE
999999999 YE 02
0
5730.00 1910.00
NO MATCH ON FAM
PELL ID-999999999YE01
DISB DO NOT MATCH
FAM->
.00
DIF-> 1850.00
01
09/10/13 1910.00P A NO FAM DISBMT
Disbursement
reference number
from Pell YTD file
SBCTC-ITD
Date of reported
anticipated
disbursement from
the Pell YTD file
Amount of reported
Pell Grant disbursement
and positive (P) or
negative (N) indicator
from Pell YTD file
-10-
Record
acceptance
indicator
A (accepted)
C (corrected from
the Pell YTD file)
N
A
Error message
indicating that the
disbursement
does not exist in
the FAM Student
Bill Detail table
June 2014
STD-FIN-DTL EFC < > ORIGINATION EFC
This exception occurs when the EFC on Financial Aid Tab does not match the EFC that
was submitted with the student’s Origination. This typically occurs when the student’s
data is manually adjusted changing the EFC in FAM. The result is COD will have an
accepted Origination with an incorrect EFC and Transaction Number. To correct this
exception, submit the ISIR corrections to CPS. When you have received the corrected
ISIR, upload it into FAM. If the Financial Aid Tab has been frozen for the student,
change the status so that the corrected transaction will load. Then create and send a new
cycle to COD. A new origination will automatically be generated in your next cycle to
COD since the Financial Aid Tab will have the corrected EFC and Transaction Number.
SMITH
PELL
01
STD-FIN-DTL
EFC
JOE
999999999
SM
3356
700.00
466.00
< >
ORIGINATION EFC 003577
A
U
Report Summary
At the end of the YTD Posting Report totals are listed to assist you in determining where
aggregate discrepancies might be. These totals should be compared to report totals for the
other data sets that enable you to track your Pell awards and expenditures.
The totals listed above come from specific data locations as follows:
Award Totals
Total Original amounts from YTD file.
FAM Disbursements
Total from Award Tab in FAM
Federal Disbursements
Year-to-Date total of accepted Disbursements from the YTD file
Origination Records
Count of records in PELL Tape Detail in FAM
Total Disbursement Records
Count of records in the Student Bill Detail table in FAM
Originations Submitted
Count of Originations submitted from summary line of the YTD file.
Disbursements Submitted
Count of Disbursements submitted from summary line of the YTD file.
Disbursements Accepted
Count of Accepted Disbursements from summary line of the YTD file.
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This page inserted for back-to-back printing
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Understanding the YTD Matching Program
The Pell YTD Payment Matching program reads the following:
• All Pell awards with award status of 1 and 2 on the Award Tab for the scheduled
year/session range (for example, B451-B455).
• All Disbursement records in the Student Bill Detail table for the scheduled year
session range (for example, B451-B455).
The program then compares the data that has been read to the Comment data on the
Tracking Tab as follows:
• The total Pell award for each student is compared with the middle figure (between
the dashes) in the Comment field; this figure denotes Accepted Origination total.
• The disbursements total in the Student Bill Detail table is compared with the end
figure (after the last dash) in the Comment field; this figure denotes YTD Accepted
Disbursement total.
This figure is compared
against the total
disbursements in the
Student Bill Detail table.
This figure is compared
against total awards in
status 1 and 2 in FAM
Award Tab (FAM502)
The matching reports compare the Comment data associated with the Pell YTD
Reconciliation tracking code (for example, PP) against data in the Student Bill Detail
table and Student Award Detail table to produce the Pell YTD Matching Report.
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Understanding the YTD Matching Report
Two views of the YTD Payment Matching Report are on the following pages:
• View 1 identifies the two major sections, Award and Disburse, with explanations
of the scenarios that could cause a discrepancy and tips for researching a
resolution. Again, where appropriate, resources will be listed to aid you in
research.
• View 2 of the report identifies the totals at the end of the report and where to look
for comparison figures within FAM and FMS.
The sample for View 1 on the following page highlights specific field headings and their
data source. Below is a table that matches the heading with the source of the data on the
YTD Payment Matching report.
The matching report lists students who have a record in the Pell YTD file and a
corresponding record in FAM.
The record in FAM is matched by the track code assigned by the Pell YTD Posting
program.
Column Title
Source of Data
Student Name
ID NO
Pell ID
EFC
FAM Student Master
FAM Student Master
FAM Financial Aid Tab (FAM503) - SAR ID field
FAM Financial Aid Tab (FAM503) - EFC field
Verification Code from Pell YTD file. The verification code is posted
to the Tracking Tab (FAM505) in the Notation Code field by the YTD
Posting program.
Campus code, typically this will be 01 for all students.
Exception codes:
ID Pell ID has a matching problem on the Pell YTD record.
NF Student has no data on the Financial Aid Tab (FAM503) for any
year.
NE Student has no data on the Financial Aid Tab (FAM503) for
current year
VR
CP
EX
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June 2014
Sample Report SAF491 – View 1
FAM Student Identification
Number
Not from SAR ID field on
Financial Aid Tab (FAM503).
Not from Pell YTD file.
SAR ID field on Financial Aid
Tab (FAM503).
Not from Pell YTD file.
Not the SID used as the key
ID in FAM.
EFC from Financial Aid Tab
(FAM503).
Not from Pell YTD file.
EX:
Exception codes for records –
ID – Pell ID has a matching problem on YTD file.
NF – Student has no FAF on FAM for any year.
NE – Student has no FAF data on FAM for the current year.
No comparison is done between the data in the ID NO, PELL ID and
EFC fields taken from FAM and the Pell YTD. Any discrepancies are
noted on the YTD Posting Report.
Note: If students exist in the Pell YTD file, but do not exist in FAM with the “PP”
track code, they will not appear on the Payment Matching report.
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Sample End of Report – View 2
Total Originations
from Pell YTD file.*
Total awards from
FAM, Award Tab.
Difference between
FAM and the Pell
YTD Origination
totals.*
Total Disbursements
from Pell YTD file.*
Total Disbursements
from FAM Student
Bill Detail.
Difference between
FAM and the Pell
YTD Disbursement
totals.*
* If you have questions please contact SBCTC-ITD Bellevue Customer Support or COD Customer Support to verify totals.
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