Financial Aid
Wenatchee Valley College
October,2014
Cheryl Fritz, Associate Director Financial Aid
Janice Fredson, Director Fiscal Services
Topics
 Database Overview
 FAEXP Database
 Duplicate Check Amounts
 DATAX SM9815R
 Reconciliation
 Questions
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FMS – Application & Databases
Customer Accounts database:
Stores Charges, Sponsorships
CA
Accounts Payable database:
Stores pending check data
AP
GL
General Ledger database
Stores all financial transactions.
FMS = Financial Management System
(full system contains many more databases)
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FAS – Application & Databases
FAM
FAEXP
FAM database:
Financial Aid Management System
Stores FA Applicants/Recipients
FAEXP database:
Stores Financial Aid Expenditure data
FAM = Financial Aid Management System
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FAEXP - Financial Aid Expenditures Database
 Expenditures are posted to FAEXP when:
 Cashiering screens are used to manually pay open
charges online
 FG905R – “Auto Application of Financial Aid” (AutoApp)
pays open charges
 SM9411J – “Update FAEXP w/FMS Transactions” job runs
(scheduled after checks are printed)
 Refunds are made back to Financial Aid
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 When Auto-App or Cashiering pays open charges, the
expenditure is automatically posted to FAEXP – Immediate
Paid at
Cashiers
Outstanding
Tuition
and other
Charges
GL
FAEXP
Paid by
Auto App
 When check calc creates a pending check, the expenditure is posted
to FAEXP in batch – not immediately
 Several other jobs must run first
 SM9411J – Update FAEXP w/FMS Transactions job is the one
that actually posts the expenditure
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Outstanding
Tuition Charges
Paid at
Cashiers
FAEXP
GL
Paid by
Auto App
When Auto-App or Cashiering pays open charges,
the expenditure is automatically posted to FAEXP.
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Calculating a Check
AG906R
Performs these tasks…
AG906R:
Performs
SAFERS
edits
Funds
Remaining?
AG906R:
Posts CC to
SAFERS
Tracking
(Screen 5)
AG906R:
Creates a
batch file to
be picked up
by FG036D
Prints these reports…
No.
Zero
Check
Prints Rejected
Check List.
Prints Pending
Check List and
Check Release
Form.
FAEXP
YES
When check calc creates a pending check, the
expenditure is posted to FAEXP in batch – not immediately.
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Run FG036D:
To loads checks
into AP
FG036:
Picks up the
batch file
created by
AG906R and
creates AP
invoice
Run Daily
Accounting
FG001D:
BM3102J prints
checks
GA1911J creates
FAEXP extract file
AP
FAEXP
Run SM9411J
to update FAEXP
Close
Batch!
FG001D:
Puts all FA
expenditures
in batch file
(payroll, GAT
Checks)
FG001D:
Prints checks
from AP
database
Prints
Checks
Expenditures are posted to FAEXP
when all batch processes complete!
FG001D:
Updates GL
for all FA
expenditures
GL
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Duplicate Check Amounts
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Duplicate Checks/Amounts
 Things that staff need to know:
 Calcing a check and printing a check are two separate jobs
 Some colleges do not run both jobs every night. Staff must
be aware of the turn-around time for checks to be posted
to the FAEXP database
 Posting to FAEXP happens only after a check is printed and
SM9411J has run
 Once a check has been calculated, another check should
not be requested until AFTER the check has printed and the
disbursement has been posted to FAEXP
 If a check is recalculated while it is still pending, the
system does not know it has spent the money on the first
check and will include that amount in the second check
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Preventing Duplicate Check Amounts
 Before requesting a new check, financial aid staff
can do one of the following to make sure that the
previous check has posted to FAEXP:
 Run Datax SM9815R
 Review SM9411a – FAEXP Daily Transaction Log Report
 Once the previous check has posted, another check
can be requested
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Datax SM9815R
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SM9815R – FAEXP Detail Report
Report:
Purpose &
Description:
SM9815R – Financial Aid Expenditure Detail
(not year-to-date)
Extract from the FAEXP Database a detailed record for
all transactions for the last unpurged month for a specific
quarter of expenditures.
DATAX
INFORM
PLIB
Process ID:
Group:
Account:
Database Passwords
TBL1 and FAEXP
Required:
Selection Criteria:
Enter a specific student ID number to pull summary for
SID
an individual student or leave blank for all students.
Year quarter for which you wish to pull records, for
YRQ
example, B452
FYR
Fiscal Year, for example, 1415
FAEXP-ENTR-DATE
COL
Leave blank to select all.
Enter college/campus code, for example, 01, 150, blank
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Running SM9815R
Depending
on how you
log in, you
will access
Datax from
one of
these two
menus
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Reconciliation
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Internal vs. External Reconciliation
 Internal Reconciliation
 Between financial aid system and FAEXP database
 Between business/bursar/comptroller office records and
financial aid system, to ensure that Net Drawdowns
(ND) = Net accepted and posted disbursements (NAPD)
 External Reconciliation
 Between school records and the DOE to ensure that internal
school disbursement records (both business office and
financial aid office) match exactly to disbursement
records in FSA systems - COD and FISAP
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Key Reconciliation Players: Pell/DL/TEACH
Financial
Aid
Office
Business
Office
Reconcile Internally
Reconcile with COD
Reconcile with COD
COD
G5
(Resource)
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Key Reconciliation Players: Campus-Based
Financial
Aid
Office
Business
Office
Reconcile Internally
Report/Reconcile Data
on the FISAP
Must be Equal
Drawdown/Reconcile
Funds in G5
G5
eCB
(FISAP)
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Reconciliation
 For the financial aid office, Pell reconciliation actually
depends on two separate, but parallel, reconciliation
processes
 FAM Award Tab comparison to FAEXP
 DOE Pell YTD file comparison to FAM Database
 SBCTC-IT provides several options to aid in the
reconciliation process by comparing expenditure data
in the FAEXP database to award data in the FAM
database.
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Reconciliation Tools
 SBCTC-IT provides several options to aid in the
reconciliation process by comparing expenditure data
in the FAEXP database to award data in the FAM
database
 AG941A - Preliminary Award Disbursement
Reconciliation Update
 SM9431J Report (output from AG941A)
 SM9421J - Quarterly Award Disbursements Report
 SM9420J - Annual Award Disbursements Report
 SM9425J – Financial Aid Expenditures Report
 Datax SM9815R
*Note: Many schools do not run AG942A (Final Award Disbursement Reconciliation) as
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it updates awards and they prefer to resolve the discrepancy and fix as appropriate.
G5 (GAPS)
 COD shows some of the information that is in G5,
but the screens are not the same
 DOE Recommends Read Only Access for FAAs
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G5 Award Numbers
 G5 award numbers are program and award year specific
 Example for 2013/2014 award year
Program
G5 Award Number
Award Year
Direct Loan
P268K14####
Trailing Year
TEACH Grant
P379T14####
Trailing Year
Pell Grant
P063P13####
Leading Year
IASG
P408A13####
Leading Year
Campus-Based
FWS: P033A13####
SEOG: P007A13####
Leading Year
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http://apps.sbctc.edu/jobdoc/
http://www.sbctc.ctc.edu/college/_i-applications.aspx
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Questions?
Cheryl Fritz, Associate Director Financial Aid
Janice Fredson, Director Fiscal Services
cfritz@wvc.edu
jfredson@wvc.edu
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