Loan Processing
Washington State Board for Community
and Technical Colleges
Loan
Processing
2016
FA ERP Support
Loan Processing
Contents
Loan Outbound Process Flow ...............................................................................................................2
Loan Inbound Process Flow ..................................................................................................................2
Process Loans .....................................................................................................................................3
Process Loan Dates..............................................................................................................................5
View Loan Processing Actions ...............................................................................................................7
Generate Direct Loan Data ...................................................................................................................8
Upload/Download Files .................................................................................................................... 11
Send DL Files..................................................................................................................................... 12
Upload/Download Files ...................................................................................................................... 17
Import COD Response Data ................................................................................................................ 19
Add Counseling Data.......................................................................................................................... 20
Process COD Counseling Data ............................................................................................................. 21
Add Entrance Loan Checklists ........................................................................................................... 22
Add MPN Checklists ........................................................................................................................... 23
Complete Entrance Loan Checklists ..................................................................................................... 24
Complete MPN Checklists .................................................................................................................. 25
Loans on Hold Report ........................................................................................................................ 26
Rejected Originations Report .............................................................................................................. 28
Disbursement Errors Report ............................................................................................................... 31
Loan Communications ....................................................................................................................... 33
Loan Notification..................................................................................................................................... 33
Assigning the Communication ............................................................................................................ 33
Communication Generation................................................................................................................ 36
Exit Counseling Communications............................................................................................................ 42
Assigning the Communication ............................................................................................................ 42
Communication Generation................................................................................................................ 47
Troubleshooting Tips ......................................................................................................................... 52
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Loan Processing
Loan Outbound Process Flow
Process
Process Loans
Process Loan Dates
Process Name
FAPLBOG1
SFA_LNDTUPDT
Process Description
Loan Origination
Review Log Required?
Y
Update Academic Year Start
or End date for loan periods
that do not include summer
View Loan Processing Actions
Generate Direct Loan Data
DLOUT
COD DL Outbound (Job)
Upload/Download Files
Manual
Download DL file(s)
Send DL File(s)
Validation Errors Report Origination
Validation Errors Report Disbursements
External Application
Y
EdConnect File Processing
FA860A
Orig/Orig Chg Validate Errors
FA860B
Disb Validation Error Report
Loan Inbound Process Flow
Process
Receive DL Files
Import COD Response Data
Add Counseling Data
Process Name
Process Description
External Application
EdConnect File Processing
CODIN
Common Orig and Disb Inb
SFA_LN_CNSL
SFA_LN_CNSL
Process COD Counseling Data
SFA_CNSL_UPD
Add Entrance Loan Checklists
3CENGINE
3CENGINE
Add MPN Checklists
3CENGINE
3CENGINE
Complete Entrance Loan
Checklists
Complete MPN Checklists
3CENGINE
3CENGINE
3CENGINE
3CENGINE
Loan Counseling Update
Loans on Hold Report
FA854A
DL Loans on Hold Report
Rejected Originations Report
FA856A
Disbursement Errors Report
FA866
DL Rejected Origination
Report
DL Disbursement Error Rpt
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Review Log Required?
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Loan Processing
Process Loans
Navigation: Main Menu > Financial Aid > Loans > Process Loans
Enter New or Existing Run Control ID
Enter the following:
– Institution
– Aid Year
– Career (UGRD)
Select CL Orig Options = Use Prom Note
Click the Adjustments checkbox
Click Use Loan Program checkbox
Select Direct Lending from the dropdown menu
Use the Student Override section to originate loans for an individual student or list of students
(IMPORTANT: If running process in batch ensure the Student Override box is unchecked. Leaving it
checked with a blank ID field will produce no results.)
Click the RUN button
Click the OK button
Click Process Monitor link
Click Refresh until Run Status reads ‘Success’ and Distribution Status reads ‘Posted’
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Loan Processing
From the Process Monitor page click on the Details link
Thoroughly review the details for the process using the Message Log link
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Loan Processing
Process Loan Dates
This process will update the Academic Year Start or Academic Year End date for loan periods that do not
contain summer term. The queries used are pulling students who have a Borrower Requested Amount
greater than zero, the Loan Process Status is ‘Origination Pending’, the Loan Orig Trans Status is ‘Orig
Pending Transmission’, and the Loan Period End Date is less than the Academic Year End Date, for trailer
colleges (or Loan Period Start Date is greater than the Academic Year Start Date, for header colleges).
Navigation: Main Menu > Financial Aid > Loans > Process Loan Dates
Enter New or Existing Run Control ID
Enter the following:
– Institution
– Aid Year
Selection Tool: PS Query
Query Name: Trailer colleges = CTC_FAUPD_DL_ACADYR_ENDDATE2
Header colleges = CTC_FAUPD_DL_ACADYR_STARTDATE2
Enter Edit Prompts:
– Institution
– Aid Year
Click on Preview Selection Results to verify students will be processed as expected
Enter Academic Career: UGRD
Enter Disb Plan (select ALL different disbursement plans for LOANS ONLY – 30, 40 and 50 series -- that
do not include summer as part of the loan period)
*Trailer colleges -- Delete all dates in ‘Loan Period Start’, ‘Loan Period End’, and ‘Acad Year Start’ fields.
*Trailer colleges -- Update the ‘Acad Year End’ field with the correct value (ex: end of spring term –
06/06/2016 for the 2016 Aid Year)
*Header colleges -- Delete all dates in ‘Loan Period Start’, ‘Loan Period End’, and ‘Acad Year End’ fields.
*Header colleges – Update the ‘Acad Year Start’ field with the correct value (ex: start of fall term –
09/21/2015 for the 2016 Aid Year)
Click the RUN button
Review Process Monitor status once process is complete. Ensure process completed to success
without any errors in the message log.
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Loan Processing
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Loan Processing
View Loan Processing Actions
Navigation: Main Menu > Financial Aid > Loans > Direct Lending Management > View Loan Processing
Actions
Enter the following:
– ID
– Institution
– Aid Year
Click SEARCH button
Click the Loan Status Summary link from the Direct Loan Orig Actions tab
Origination Detail section:
–
Verify that the Loan Action Code is ‘Loan Originated’ and Action Status is ‘Pending’
Disbursement Information section:
–
Verify that the Action Status for each disbursement is ‘Pending’
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Loan Processing
Generate Direct Loan Data
Navigation: Main Menu > Financial Aid > File Management > COD Full Participant > Generate Direct
Loan Data
Enter New or Existing Run Control ID
Click SEARCH or ADD button
Enter the following:
– Institution
– Aid Year
– Academic Career
– Attended School Routing ID (COD Entity ID)
Select Schema Version (Ver 4.0)
Enter File Path and Name (The file path
Click the Originations, Origination Changes and Disbursements checkboxes (this will allow the Validate
Only checkbox to display)
Click the Validate Only checkbox – for simulation (simulation mode - does not generate XML file)
Click RUN button
Click OK button
Click Process Monitor link
Click Refresh until Run Status reads ‘Success’ and Distribution Status reads ‘Posted
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Loan Processing
From the Process Monitor page click on the DLOUT link
Both the FADLOUT and SFA_COD_OUT processing links will need to be reviewed
A best practice is to run DL Loan Outbound in ‘Validate Only’
mode.
Work the Message Log errors and rerun in ‘Validate Only’ mode
again
Check the View Loan Processing Actions page to see that the
changes are ready to submit to COD. Lastly run the process in a
Final mode by un-checking the ‘Validate Only’ box.
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Loan Processing
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Loan Processing
Upload/Download Files
Navigation: Main Menu > People Tools > CTC Custom > Extensions > Upload/Download Files
Enter the following:
–
Academic Institution
Click Search
Choose Direct Loan 20xx from the Business Process Name list
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Loan Processing
Click the Download Files tab
Enter the File Name in the field that was used during the Generate Direct Loan Data process
Click Download File
The prompt to save the file will appear. Save the file to the desired folder to export to EdConnect.
Send DL Files
Log in to EdConnect and upload the Direct Loan file.
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Loan Processing
Validation Errors Report – Origination and Disbursements
Navigation: Main Menu > Financial Aid > Loans > Direct Lending Reconciliation > Validation Errors
Report
Enter New or Existing Run Control ID
Click SEARCH or ADD button
Enter Institution and Aid Year
Click RUN button
Click DL Validation Error Rpt (BI Publisher option)
Click OK button
Click Process Monitor link
Click Refresh until Run Status reads ‘Success’ and Distribution Status reads ‘Posted’
–
From the Validation Errors Report (Financial Aid Reports) page, click on the Report Manager
link
–
Click on FA860A-Validation Error Report.pdf link
–
Click Validation Error Report.pdf link
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To view the Originations Error Report click:
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Note – Once a report is generated ALL Reports can be ran as a query and put into an Excel
Spreadsheet
Example:
After the View Results is clicked, click on Excel SpreadSheet
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Loan Processing
To view the Disbursement Error Report click:
Remember, the report can be ran as a query to put into an Excel Spreadsheet
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Loan Processing
Receive DL Files
Use EdConnect to bring in the Direct Loan Files and save them to the desired drive.
CRPN, CRDL, CRBN and CRECMYOP files should be inbounded.
Upload/Download Files
Navigation: Main Menu > People Tools > CTC Custom > Extensions > Upload/Download Files
Enter the following:
–
Academic Institution
Click Search
Choose Direct Loan 20xx from the Business Process Name list
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From the Upload Files tab click Upload File
Use the Browse to locate the file from EdConnect then click Upload
*Note – If the institution is bringing in multiple files each one will need to be
loaded using the Upload/Download process.
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Loan Processing
Import COD Response Data
Navigation: Main Menu > File Management > COD Full Participant > Import COD Response Data
–
Enter File Path and Name
–
Click the RUN button
–
Click the OK button
–
Click Process Monitor
–
Click Refresh until Run Status reads ‘Success’ and Distribution Status reads ‘Posted’
Specify all inbound DL files uploaded
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Loan Processing
Add Counseling Data
Navigation: Main Menu > Financial Aid > File Management > Loan Counseling > Add Loan Counseling
Data
QUERY NAME = CTC_FA_ENTRANCE_LOAN_ADD
Used in the Add Loan Counseling Data process to add a new row to the Entrance/Exit Counseling table if:
–
–
a record doesn’t already exist
student has an accepted Stafford loan with an amount greater than zero

Enter (or create a new) Run Control ID

Click SEARCH or ADD button

Selection Tool = PS Query

Query Name = CTC_FA_ENTRANCE_LOAN_ADD

Enter Institution & Aid Year

Select Loan Code = STAF

Select Counseling Type = Entrance

Select Counseling Requirement = Multi year
Click Edit Prompts and enter:
–
–
Institution
Aid Year
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Loan Processing
Process COD Counseling Data
Navigation: Main Menu > Financial Aid > File Management > Loan Counseling > Process COD
Counseling Data
Enter New or Existing Run Control ID
Click SEARCH or ADD button
Enter Institution
Select Insert/Update for the Update/Insert Option field
Select All for the Selection Option field
Uncheck the Process Grad PLUS field
Uncheck the Select Within Aid Year box
Click RUN button
Click the OK button
Click Process Monitor
Click Refresh until Run Status reads ‘Success’ and Distribution Status reads ‘Posted
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Loan Processing
Add Entrance Loan Checklists
Navigation: Main Menu > Campus Community > Checklists > Run 3C Engine
Enter New or Existing Run Control ID
Click SEARCH or ADD button
Select Population Selection
Event Selection: Enter Institution, Admin Function (FINA) & Event ID
Selection Tool = PS Query
Query = CTC_FA_ENT_LOAN_CHECKLIST_ADD
Edit Prompts:
–
Institution
–
Aid Year
–
Entrance Loan Checklist
Click the Preview Selection Results link to view students receiving a checklist item
Click Run and OK
Click Refresh until Run Status reads ‘Success’ and Distribution Status reads ‘Posted
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Add MPN Checklists
Navigation: Main Menu > Campus Community > Checklists > Run 3C Engine
Enter New or Existing Run Control ID
Click SEARCH or ADD button
Select Population Selection
Event Selection: Enter Institution, Admin Function (FINA) & Event ID
Selection Tool = PS Query
Query = CTC_FA_MPN_CHECKLIST_ADD
Edit Prompts:
–
Institution
–
Aid Year
–
MPN Checklist
Click the Preview Selection Results link to view students receiving a checklist item
Click Run and OK
Click Refresh until Run Status reads ‘Success’ and Distribution Status reads ‘Posted
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Complete Entrance Loan Checklists
Navigation: Main Menu > Campus Community > Checklists > Run 3C Engine
Enter New or Existing Run Control ID
Click SEARCH or ADD button
Select Population Selection
Event Selection: Enter Institution, Admin Function (FINA) & Event ID
Selection Tool = PS Query
Query = CTC_FA_ENT_LOAN_CHECKLIST_COMP
Edit Prompts:
–
Institution
–
Aid Year
–
Entrance Loan Checklist
Click the Preview Selection Results link to view students receiving a checklist item
Click Run and OK
Click Refresh until Run Status reads ‘Success’ and Distribution Status reads ‘Posted
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Loan Processing
Complete MPN Checklists
Navigation: Main Menu > Campus Community > Checklists > Run 3C Engine
Enter New or Existing Run Control ID
Click SEARCH or ADD button
Select Population Selection
Event Selection: Enter Institution, Admin Function (FINA) & Event ID
Selection Tool = PS Query
Query = CTC_FA_ENT_LOAN_CHECKLIST_COMP
Edit Prompts:
–
Institution
–
Aid Year
–
MPN Checklist
Click the Preview Selection Results link to view students receiving a checklist item
Click Run and OK
Click Refresh until Run Status reads ‘Success’ and Distribution Status reads ‘Posted
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Loan Processing
Loans on Hold Report
Navigation: Main Menu > Loans > Direct Lending Reconciliation > Loans on Hold Report
Enter New or Existing Run Control ID
Click SEARCH or ADD button
Enter the following:
–
–
Academic Institution
Aid Year
Click Run and OK
Check the box next to DL Loans on Hold Report for BI Publisher
Click Refresh until Run Status reads ‘Success’ and Distribution Status reads ‘Posted
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Remember, the report can be ran as a query to put into an Excel Spreadsheet
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Rejected Originations Report
Navigation: Main Menu > Loans > Direct Lending Reconciliation > Rejected Originations Report
Enter New or Existing Run Control ID
Click SEARCH or ADD button
Enter the following:
–
–
Academic Institution
Aid Year
Click Run and OK
Check the box next to DL Rejected Origination Report for BI Publisher
Click Refresh until Run Status reads ‘Success’ and Distribution Status reads ‘Posted
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Remember, the report can be ran as a query to put into an Excel Spreadsheet
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Loan Processing
Disbursement Errors Report
Navigation: Main Menu > Loans > Direct Lending Reconciliation > Disbursement Errors Report
Enter New or Existing Run Control ID
Click SEARCH or ADD button
Enter the following:
–
–
Academic Institution
Aid Year
Click Run and OK
Check the box next to DL Disbursement Error Rpt for BI Publisher
Click Refresh until Run Status reads ‘Success’ and Distribution Status reads ‘Posted
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Remember, the report can be ran as a query to put into an Excel Spreadsheet
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Loan Communications
Loan Notification
Assigning the Communication
Navigation: Campus Community > 3C Engine > Run 3C Engine
–
Use New or Existing Run Control ID
*Note – This process will look for disbursed loan amounts and insert them in the
communication. This will need to run after batch disbursement.
Enter the following information:
–
–
–
–
–
–
Check the Population Selection box
Academic Institution
Administrative Function = FIA
Event ID = (Codes varies between institutions) Loan Funds Available for Disb
Selection Tool = PS Query
Query Name = CTC_FA_SB_SL_LOANDISB
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Loan Processing
–
Click Edit Prompts, and enter prompts for the Query Selected
o Remember – The letter code chosen should match the code indicated in the
Event ID
o Example - Event ID = FLG7NDISB Letter Code = LG7
–
Click Preview Selection Results to review students selected to have communication
added
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Click Mange Duplicate Assignment
–
Under Duplicate Communication choose ‘Match’ from the Variable Data dropdown
menu
–
Click Run
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– From the Process Scheduler Request page click the 3C ENGINE box
– Click OK
Be sure Process Monitor reads Success and Posted
Communication Generation
Sending the Communication
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Loan Processing
Navigation: Campus Community > Communications > Communication Generation
–
Use New or Existing Run Control ID
Enter the following information:
Selection Parameters
–
–
–
ID Selection = All Person IDs
Letter Code – Select letter code from the previous steps
Communication Method Usage = Email
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Loan Processing
Process Parameters
–
Person Communication Usage Section:




–
Address = FA Email and Postal Address
Address Name = FA Student Name
Salutation = FA Student Name
Extra Name = FA Student Name
Communication Date Range Selection
 From Date – Select desired date
 To Date – Select current date
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Loan Processing
Email Parameters
–
–
–
–
–
From = Enter the desired email addressed used by the institution
Subject = Enter a subject line for the email communication
Reply to = Enter the desired email addressed used by the institution
Sender = Enter the desired email addressed used by the institution
Bounce to = Enter the desired email addressed used by the institution
–
Click Run
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Choose SCC_COMMGEN from the Process Scheduler Request – Click OK
Be sure Process Monitor reads Success and Posted
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Exit Counseling Communications
Assigning the Communication
Navigation: Campus Community > 3C Engine > Run 3C Engine
–
Use New or Existing Run Control ID
Enter the following information:
–
–
–
–
–
–
Check the Population Selection box
Academic Institution
Administrative Function = GEN
Event ID = (Codes varies between institutions) Exit Loan Communication
Selection Tool = PS Query
Query Name = Institution can choose one of 3 run options listed below
 CTC_FA_EXITLOAN_ASSIGN_1
1. Student has Loan Recipient Service Indicator or a Loan has been disbursed since
the last communication was sent to the student
2. Student has graduated for the prompted term
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3. The student has received a disbursement since the last exit loan communication
and the disbursement occurred in the current year or prior
 CTC_FA_EXITLOAN_ASSIGN_2
1. Student has Loan Recipient Service Indicator or a Loan has been disbursed since
the last communication was sent to the student
2. Student was enrolled in the term but is now LTHT (this will include withdrawn
students)
3. The student has received a disbursement since the last exit loan
communication and the disbursement occurred in the current year or prior
 CTC_FA_EXITLOAN_ASSIGN_3
1. Student has Loan Recipient Service Indicator or a Loan has been disbursed since
the last communication was sent to the student
2. Student was enrolled in the previous above LTHT
3. Student is not enrolled in current term
4. The student has received a disbursement since the last exit loan communication
and the disbursement occurred in the current year or prior
–
Click Edit Prompts, and enter prompts for the Query Selected
o Remember – The letter code chosen should match the code indicated in the
Event ID
o Example - Event ID = FLCWEXIT
Letter Code = LCW
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–
Click Preview Selection Results to review students selected to have communication
added
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Click Mange Duplicate Assignment
–
–
–
Under Duplicate Communication choose ‘Match’ from the Variable Data dropdown
menu
–
Click Run
From the Process Scheduler Request page click the 3C ENGINE box
Click OK
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Be sure Process Monitor reads Success and Posted
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Communication Generation
Sending the Communication
Navigation: Campus Community > Communications > Communication Generation
–
Use New or Existing Run Control ID
Enter the following information:
Selection Parameters
–
–
–
ID Selection = All Person IDs
Letter Code – Select letter code from the previous steps
Communication Method Usage = Email
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Loan Processing
Process Parameters
–
Person Communication Usage Section:




–
Address = FA Email and Postal Address
Address Name = FA Student Name
Salutation = FA Student Name
Extra Name = FA Student Name
Communication Date Range Selection
 From Date – Select desired date
 To Date – Select current date
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Loan Processing
Email Parameters
–
–
–
–
–
From = Enter the desired email addressed used by the institution
Subject = Enter a subject line for the email communication
Reply to = Enter the desired email addressed used by the institution
Sender = Enter the desired email addressed used by the institution
Bounce to = Enter the desired email addressed used by the institution
–
Click Run
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Choose SCC_COMMGEN from the Process Scheduler Request – Click OK
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Be sure Process Monitor reads Success and Posted
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Troubleshooting Tips
Pages to go to when researching the status of a student’s loan and why there is an issue.
Navigation: Financial Aid > Loans > Direct Lending Management > Manage Direct Loan Application
–
–
Application Financial tab: MPN information
Application Acknowledgement tab: Loan Process Status & Loan Orig Trans Stat

Origination Pending/Orig Pending Transmission = loan ready to be included in next
outbound file OR record origination, but unable to be included in outbound file because
of PS error message (see View Loan Processing Actions page)

In Service/Accepted = loan processed and received as accepted (will not be included in
next outbound file)

Hold = loan received back from COD with errors (see View COD Data or Rejected
Originations Report – FA856A – for edit codes)
Navigation: Financial Aid > Loans > Direct Lending Management > View Loan Processing Actions
–
Direct Loan Orig Actions tab: Action status of origination, including Msg link to indicate
PeopleSoft error message. Status Date of when record was created or regenerated. Document
ID = record included in final version of outbound or ran in preliminary mode
–
Direct Loan Disb Actions tab: Action status of disbursements made in PeopleSoft.
Navigation: Financial Aid > File Management > COD Full Participant > View COD Data
–
COD Award tab: Response Information received from COD. MPN, Entrance Counseling, ATB
information.

Response Information link = reject edit code from COD
Example Issues and Steps to Resolution:
Student’s MDLA page shows second year but schools recognizes a certificate as a one year only. The
school will have to update the program length form a second year to one year.
Continued Troubleshooting
If you are trying to update the DL origination record based on data you updated in FA Term, then you
want to:
1) Update the source of the problem (ex: FA Term page),
2) Go to ‘Override Loan Application Data’ and update/override the data that is currently included in
their origination record. Please note that you can only update certain data on the ‘Override Loan
Application Data’ pages.
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Anything else that you update that isn’t on this page (ex: ATB) will have step 1 done, then step 2
would include running ‘Process Loans’ for that individual student.
3) Regardless of how the student’s data was changed (via FA Term page or via the ‘Override Loan
Application Data’ page), you ALWAYS want to click on the ACTIVATE CHANGE button. The button is
on the Override Processing Status page OR the MDLA page (last tab).
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