Direct Loan and Pell
Reconciliation
Direct Loan and
Pell
Reconciliation
Thursday November 7, 2013
2:00-3:00
Palm Garden Ballroom E
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Your Presenter



Tara O’Neil
Associate Director – Student Financial Aid
Marquette University
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Overview

Learn how to identify any
discrepancies from your Student
data and COD files. Also some
discussion on a Marquette process
that compares Financial Aid data
to Student Financials data, and
ultimately the data from the
General Ledger, COD, and G5.
While this session will cover
PeopleSoft queries, the business
process will apply to all schools
because they use COD.
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Agenda/Contents
Pell Reconciliation
 Pell Lessons Learned
 DL Reconciliation
 DL Lessons Learned

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Marquette University
We are Jesuit
We are in Milwaukee, WI
We are 11,000+ students
7500 Undergrads
1400+ Pell Recipients
3500 Grad/Professional
(Dentistry, Grad Health Sciences, Law,
Grad School)
FA staff are:14 admin, 3 support, many
student workers
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WHAT IS
RECONCILIATION?
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What is Reconciliation?
There are several “key” players that have a
part in the reconciliation task
• The Financial Aid Office
• The “Money” Office(s)
• Business Office
• Comptroller’s Office
• Bursar’s Office
Dept of Ed looks “holistically” at your school
• not office by office
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What is Reconciliation?
Reconciliation is a two-part task
• Internal reconciliation
• Identify and resolve discrepancies
• Document* reasons for any
Ending Cash Balances (ECB)
• External reconciliation
• Identify and resolve discrepancies
• Document reasons for any
Ending Cash Balances (ECB)
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What is Reconciliation?
STDNT_AWARDS
STDNT_AWRD_ACTV
STDNT_ACTV_TERM
ITEM_SF
EMPLID
EMPLID
EMPLID
BUSINESS_UNIT
INSTITUTION
INSTITUTION
INSTITUTION
COMMON_ID
AID_YEAR
AID_YEAR
AID_YEAR
SA_ID_TYPE
ITEM_TYPE
ITEM_TYPE
ITEM_TYPE
ITEM_NBR
ACAD_CAREER
ACAD_CAREER
ACAD_CAREER
EMPLID
-------
ACTION_DTTM
ACTION_DTTM
ACCOUNT_TERM
DISBURSEMENT_PLAN
-------
STRM
ACCOUNT_TYPE_SF
SPLIT_CODE
DISBURSEMENT_ID
-------
ITEM_AMT
OFFER_AMOUNT
OPRID
FA_LOAD
ACCEPT_AMOUNT
AWARD_DISB_ACTION
AUTHORIZED_AMOUNT
OFFER_AMOUNT
DISBURSED_AMOUNT
ACCEPT_AMOUNT
NET_AWARD_AMT
AUTHORIZED_AMOUNT
DISB_AMOUNT
DISB_TO_DATE
AUTH_TO_DATE
1. STDNT_AWARD.DISBURSED_AMOUNT AND DISB_TO_DATE HAVE OPPOSITE SIGNED TO ITEM_AMT, WHEN
RECONCILING EXPRESSION NEEDED IN THE CRITERIA: WHERE A.DISB_AMOUNT <> -(B.ITEM_AMT)
2. IF AUTO JOIN ON: MUST NOT JOIN BETWEEN TABLES USING ACAD_CAREER AND AID_YEAR (NOT IN SF
TABLES)
3. REMEMBER TO JOIN ACCOUNT_TERM TO STRM
What is Reconciliation?
Financial Aid Office
Reconcile Internally
Reconcile with COD
Business Office
Reconcile with COD
COD
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G5
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PELL RECONCILIATION
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Pell Reconciliation

Uploading the PGRC1XOP file:

Reconciliation Report




One-record student summary level disbursement
data
Year-to-date Net Accepted and Posted
Disbursements(NAPD) per student
Generated and sent to schools just prior to
closeout deadline date
Report request delivered via SAIG
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Pell Reconciliation

Uploading the PGRC1XOP file:
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Pell Reconciliation
The data from this file remains in the staging
area.
 PS delivered report - Pell Reconciliation Report
(FA923) – includes the COD YTD disbursed
amount for each student.
 This data can be queried using the record
PG_RECON_00_EC.
 Use this data to compare to institutional YTD
disbursed amounts.

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Pell Reconciliation
We wrote four (4) custom queries to identify
students with differences:
1.
MU_FA_PELL_RECON_AMT
Returns students that:
•
•
Exists in the PGRC14OP (Recon) file.
Disbursed amount in Recon file
doesn’t match the disbursed amount
in STDNT_AWARDS.
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Pell Reconciliation
MU_FA_PELL_RECON_AMT: in both PGRC and Stdnt Awards
amounts differ
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Pell Reconciliation
We wrote four (4) custom queries to identify students
with differences:
2. MU_FA_PELL_RECON_AWD
Returns students that:
•
Have a disbursed Pell in
STDNT_AWARDS
•
Do not “exist” in the Recon File
•
Usually do not match on SSN
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Pell Reconciliation
MU_FA_PELL_RECON_AWD: Award no PGRC
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Pell Reconciliation
We wrote four (4) custom queries to identify students
with differences:
3.
MU_FA_PELL_RECON_COD
Returns students that:
•
Have a disbursed amount in the
COD Recon file.
•
Do not “exist” on our side
•
Usually cannot match on SSN
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Pell Reconciliation
MU_FA_PELL_RECON_COD : PGRC no Award
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Pell Reconciliation
We wrote four (4) custom queries to identify students
with differences:
4.
MU_FA_PELL_RECON_MISSING
Returns students that:
•
•
Have a disbursed Pell in
STDNT_AWARDS
Do not “exist” in the Pell
Disbursement File
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Pell Reconciliation
MU_FA_PELL_RECON_MISSING: Award no Pell Dsbmnt
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Pell Electronic Statement of Account
Pell ESOA

Uploading the PGAS1XOP file:

Electronic Statement of Account (Cash)





Summarizes the status of a school’s CFL
versus the net drawdown
Year-to-date unduplicated recipients
Year-to-date Net Accepted and Posted
Disbursements (NAPD)
Year-to-date ACA payments
Report request delivered via SAIG
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Pell Electronic Statement of Account
Pell ESOA

Uploading the PGAS1XOP file:
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Pell Electronic Statement of Account
Print Pell ESOA

Print the PGAS1XOP file:
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Pell Electronic Statement of Account
Print Pell ESOA
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Pell
Electronic
Statement
of
Account
Compare to YTD Accepted Disb Amount to Pell Paid as of date
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Pell
Electronic
Statement
of
Account
Compare to YTD Accepted Disb Amount to Pell Paid as of date
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Pell Electronic Statement of Account
PELL_RECON Queries and Pell ESOA timing
Request a PGRC for ex. every
Disbursement
 Import PGRC and PGAS
 If YTD accepted Disbursement and
sum Disb as of date don’t match. Run
Custom Queries to find out who to fix.

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Pell Electronic Statement of Account
PELL_RECON Queries and Pell ESOA timing
Request a PGRC for ex. every Disbursement
 Import PGRC and PGAS
 If YTD accepted Disbursement and sum Disb
as of date don’t match. Run Custom Queries
to find out who to fix.

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Pell Electronic Statement of Account
PELL_RECON Queries and Pell ESOA timing

Uploading the PGAS1XOP and PGRC1XOP file:
Loading the Monthly Flat Files: File List Ex.
These files may be loaded individually, or may be built
in to a list file with other flat format files from the
Department of Ed.
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Lessons Learned
What prevents an origination from being created?
The AID_APP_STATUS must be equal to 'A' in the PS_STDNT_AID_ATRBT
record

Change back to ‘Active’ until all outbound processes
have been completed.
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Lessons Learned
What prevents an origination from being created?
We changed the DMS for the Cobol removed AID_APP_STATUS must be
equal to 'A' in the PS_STDNT_AID_ATRBT record in fapplbl0.dms
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Lessons Learned
What prevents an origination from being created?
The PELL_PROCESS_FIELD must be equal to 'P'
Change these fields on the Pell Origination page
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2013 WASFAA Conference
Lessons Learned
What prevents an origination from being created?
If the PELL_PROCESS_FIELD is not equal to 'P' AND you cannot
access the student in Pell Origination,
Access the Pell Processing Status field from the Packaging Status Summary
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Do NOT use this option if the Pell
Origination page is available.
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Lessons
Learned
Understanding the Pell Disbursement page
Numerical
order within
‘Disbursement
ID’.
1st
Sort
2nd Sort RFMS
Dsb Seq
on Other Tab
The Pell YTD Disb’d amount on the highest RFMS Dsb Seq is
the current YTD amount.
This field is populated by the Disbursement Response file,
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however, it is not an accurate field to use when building
your queries (per GSC)
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Lessons
Learned
Pell Status Progression
After Pell Origination:
PELL_ORIGINATN.PELL_TRANS_STAT =
PELL ORIGINATN.PELL_ORIG_STATUS =
PELL_ORG_DTL.ACTION_CODE =
PELL_DISBMNT.PELL_DISB_STATS =
After Pell Out (if Pell Disbursement is sent at the same time):
PELL_ORIGINATN.PELL_TRANS_STAT =
PELL ORIGINATN.PELL_ORIG_STATUS
=
16
PELL_ORG_DTL.ACTION_CODE =
PELL_DISBMNT.PELL_DISB_STATS =
Ready
Originated
Originated
<blank>
Transmitted
Transmitted
<blank>
Transmitted
After Pell Out (if Pell Disbursement is NOT sent at the same time):
PELL_ORIGINATN.PELL_TRANS_STAT =
Transmitted
PELL ORIGINATN.PELL_ORIG_STATUS =
Transmitted
PELL_ORG_DTL.ACTION_CODE =
<blank>
PELL_DISBMNT.PELL_DISB_STATS =
Originated
After Origination (Receipt/Response*) is Loaded (Pell In), if Pell Disbursement has been
sent:
PELL_ORIGINATN.PELL_TRANS_STAT =
Transmitted
PELL ORIGINATN.PELL_ORIG_STATUS =
Accepted
PELL_ORG_DTL.ACTION_CODE =
A
PELL_DISBMNT.PELL_DISB_STATS =
Transmitted
*Acknowledgement
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Lessons Learned
Pell Status Progression
After Origination (Receipt/Response*) is Loaded (Pell In), if Pell Disbursement has NOT been
sent:
PELL_ORIGINATN.PELL_TRANS_STAT =
Ready
PELL ORIGINATN.PELL_ORIG_STATUS =
Accepted
PELL_ORG_DTL.ACTION_CODE =
A
PELL_DISBMNT.PELL_DISB_STATS =
Originated
After Disbursement (Receipt/Response*) is Loaded (Pell In):
PELL_ORIGINATN.PELL_TRANS_STAT =
PELL ORIGINATN.PELL_ORIG_STATUS =
PELL_ORG_DTL.ACTION_CODE =
PELL_DISBMNT.PELL_DISB_STATS =
Ready
Accepted
Disbursed
A
IF COD sends an COD Generated Disbursement (IF COD calc’s that student is going to receive
more than the Accepted originated amount):
PELL_DISBMNT.PELL_DISB_STATS =
COD Generated Disbursement
If Pell Origination is run after an COD Generated Disbursement is received:
PELL_DISBMNT.PELL_DISB_STATS =
When Pell Out is run:
PELL_DISBMNT.PELL_DISB_STATS =
When Disbursement (Receipt/Response*) is Loaded:
PELL_DISBMNT.PELL_DISB_STATS =
*Acknowledgement
Originated (Z)
Transmitted (Z)
Accepted (Z) or Rejected (Z)
Lessons
Learned
Pell
ESOA
GAPS blank
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Lessons
Learned
Pell
ESOA
GAPS blank
The GAPS Expenditure Amount used to have data in it, the
date is still filled in Go to2013
COD
and Sum of Pell Cash through
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~ date to ensure No Cash On Hand
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Lessons
Learned
Pell
ESOA
PS vs. COD
1) COD & G5 Cash is less than
Disbursed Amount
•
If not, you have + EBC =
problem
2) PS Disb Amt = YTD Disb Amt
•
If not, you need to identify
who and fix
3) COD Cash Receipts + -ECB
should equal PS Disb Amt
•
If not, you need to review
your Cash Activity
4) Your ACA should be accurate
•
If not you need to review if
your ACA with Business
Office
The GAPS Expenditure Amount used to have data in it, the
date is still filled in Go to2013
COD
and Sum of Pell Cash through
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~ date to ensure No Cash On Hand
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DIRECT LOAN (DL)
RECONCILIATION
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Why do we do this?
Monthly reconciliation is a REQUIRED task by regulation
for the Direct Loan Program
Per Direct Loan School Guide, Chapter 6, published by the U.S. Dept of Education,
“A school that participates in the DL [Direct Loan] Program is required to reconcile
the funds that it has received (from the G5 system) to pay its students with the
actual disbursement records that it has forwarded to the Common Origination and
Disbursement (COD) system. Reconciliation takes place on a monthly basis, with a
final reconciliation that is conducted after the award year ends on June 30.”
Also per OMB No. 1845-0021, schools must report all loan disbursements and
submit required records to the Direct Loan Servicing System via the COD System
within 15 days of disbursement. A monthly reconciliation process helps to identify
and resolve discrepancies between COD and the University’s records in Financial
Aid, Student Financials, and the General Ledger on a timely basis.
• Direct Loan - 34 CFR 685.102 (b) School Origination options
• Cash Management - 34 CFR 668.161-166  (SubPart K)
15-day Reporting Window Federal Register *dated April 1, 2013 and forward
Why do we do this?
Direct Lending Program Year deadline
for award year 2012-13 is Tuesday, July 31, 2014
First time for many schools
$0 Ending Cash Balance
D/L funds received = D/L funds disbursed
$0 unbooked disbursements
Financial Aid data matches Business Office
data and both match COD data
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DL Overview
DL Reconciliation is Needed Monthly and can’t have + Ending Cash Balance
Loading the monthly flat files.
 Reviewing the data using the delivered pages.
 Generating the DLSAS Report
 Working with the delivered reconciliation reports
 Running Additional FA SF Compare
 Running Custom Query to identify Cash
Discrepancy

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COD Processing
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DL Reconciliation: Make sure all the data matches in all systems
ISIR
Central Processing System
(CPS)
FAFSA
SAR
Repayment/
Servicing
Originations,
Disbursements &
Paper MPNs
Responses
COD
Funding Data and
Payment Requests
Loans and
Disbursements
Loans and
Disbursements
Servicers
Electronic
Aid Review
Enrollment Status
Funding Request
Money
G5
www.myfedloan.org
Credit: CRCO14OP
www.mygreatlakes.org MPN:
CRPN14OP
Transfer
Monitoring:
TRALRTOP
fafsa.gov
studentloans.gov
nslds.ed.gov
www.nelnet.com
Payment:
CRPS14OP
Entrance:
CRECMYOP
DL Response:
COMRECOP
History:
FAHEXTOP
ISIR:
IDAP14OP
DL:
COMRECIN
www.salliemae.com/FederalLoans
Exit:
DLFFEXOP
NSLDS
DL
Statement
of
Account
SAS
Files
DL Reconciliation Use Fixed Length Files for PeopleSoft
Message Class
File Type
Data Description
COD Direct Loan Report
DSDF14OP Message Classes
COD Direct Loan Report
DSLF14OP Message Classes
Import School Account Statement
Disbursement Level Loan Detail
(Fixed-Length)
Import School Account Statement
Loan Level Loan Detail
(Fixed-Length)
COD Message Classes http://www.ifap.ed.gov/codtechref/attachments/1314CODTechRefVol2Sec2MessageClasses.pdf
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SAS Options Screen
DL Reconciliation: Fixed Length is set up on your COD screens
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SAS Options Screen
DL Reconciliation: Fixed Length is set up on your COD screens
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DL Reconciliation
DL Reconciliation: Fixed Length is set up on your COD screens
Get your SAS (School Account Statement) as a
fixed length report and retrieve from your SAIG
mailbox
 SAS’s are generated 1st weekend of the month
Download the files using the FA inbound
process
 Contains data through the end of the previous
month
 Separate SAS for each open award year

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School Account Statement (SAS)
DL Reconciliation: On Demand SAS 
COD Release 12.0 Direct Loans Update
COD Release 12.0 on March 8, 2013:
• Award Year 2013-14
• (SAS) disbursement detail available On
Demand
• Direct Loan Origination Tool
Enhancements
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School Account Statement (SAS)
DL Reconciliation: On Demand SAS 
COD Release 12.0 Direct Loans Update
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School Account Statement (SAS)
DL Reconciliation: What is in a SAS?

Four Primary SAS Components




Cash Summary
Disbursement Summary by Loan Type
Cash Detail
Loan Detail (Loan or Disbursement Activity Level)
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School Account Statement (SAS)
DL Reconciliation: What is in a SAS?

The cash summary reflects monthly and year-todate, drawdown, refund, disbursement and
disbursement adjustment SUMMARY data




If cash and disbursement summary totals match your
Financial Aid Office and “Money Office” data you’re done
If they don’t match due to “timing,” i.e., not yet posted in
COD, you’re done
If neither, you can move on to the cash detail or loan
detail sections
DOCUMENT
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Reconciliation: A Process Flow
DL Reconciliation: What is it exactly?
School
Receives
SAS
Compare
Cash
Summary
NO
Compare
Cash
Detail
Match
?
YES
Resolve
Issues
Resolved
Compare
Loan
Detail
DONE
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NO
?
YES
(Documentation)
Reconciliation: A Process Flow
DL Reconciliation: What is it exactly?
School
Receives
SAS
Compare
Cash
Summary
NO
Compare
Cash
Detail
Match
?
YES
Resolve
Issues
Resolved
Compare
Loan
Detail
DONE
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NO
?
YES
(Documentation)
DL Reconciliation
DL Reconciliation: How to do it
Process at Marquette:
 Import SAS
 Update Cash Transactions from COD
 Run SAS and Reconciliation Report
 Run COD Total Query to find loans that do not
match up (dollar amounts are off)
 Fix those loans and disbursement errors as
needed
 Document differences and date fixed between
COD /PS (FA SF)/ GL

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DL Reconciliation
DL Reconciliation: Don’t forget, DOCUMENT IT!
Process at Marquette:
 Import SAS
 Update Cash Transactions from COD
 Run SAS and Reconciliation Report
 Run COD Total Query to find loans that do not
match up (dollar amounts are off)
 Fix those loans and disbursement errors as
needed
 Document differences and date fixed between
COD /PS (FA SF)/ GL

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DL Reconciliation
DL Reconciliation: How to do it
Run the “Generate Reconciliation Report” under
the DL School Account Summary menu.
 Identifies loans that exist in your system but not
at COD
 Reconcile cash draws
 Loans or cash transactions that do NOT match
show on report. Work these

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DL Reconciliation
DL Reconciliation: Prevent issues in the first place
Helpful queries:
 Loans on hold (run daily)
 Skipped loans in DL OUT (run daily)
 Failed origination (run daily)

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DL Reconciliation
DL Reconciliation: Don’t forget, DOCUMENT IT!

Keep a copy of the PDF generated for auditors
to show you’re doing monthly reconciliation.
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DL Reconciliation
Loading the Monthly Flat Files: Single File Ex.

Uploading the DSLF1XOP and DSDF1XOP
file:
These files may be loaded individually, or may be built
in to a list file with other flat format files from the
Department of Ed.
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DL Reconciliation
Loading the Monthly Flat Files: File List Ex.

Uploading the DSLF1XOP and DSDF1XOP
file:
These files may be loaded individually, or may be built
in to a list file with other flat format files from the
Department of Ed.
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Generating the DLSAS Report
Financial Aid >Loans >DL School Account Summary >Generate DLSAS Report
Loading the monthly flat files.
 Reviewing the data using the delivered pages.
 Generating the DLSAS Report
 Working with the delivered reconciliation reports

One queue instance “12” will use the
DSDF file & the other will use the DSLF
file.
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Generating the DLSAS Report
DL Reconciliation: SAS is what COD has record of
One queue
instance will use
the DSDF file
& the other will
use the DSLF file.
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Generating the DLSAS Report
DL Reconciliation: COD’s Year to Date Cash Summary
67
Generating the DLSAS Report
DL Reconciliation: COD’s Cash Detail; need to compare with
PS and COD
68
School
Account
Statement(SAS)
DL Reconciliation: COD’s Year to Date Cash Summary
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DL Reconciliation: COD’s Cash Detail; need to compare with COD and G5
School Account Statement
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71
School Account Statement
DL Reconciliation: COD’s Cash Detail; need to compare and update PS
If you forget
update PS this
error will
appear
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Reconciliation Reports
DL Reconciliation: Compare COD Loan Detail with PS Loan Detail &
Compare COD Disb Detail with PS Disb Detail
Financial Aid > Loans > DL School Account Summary > Generate Reconciliation Report
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Reconciliation Reports
DL Reconciliation: Compare COD Loan Detail with PS Loan Detail
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Reconciliation Reports
Financial Aid > Loans > DL School Account Summary > Generate Reconciliation Report
DL Reconciliation: Compare COD Loan Detail with PS Loan Detail
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Reconciliation Reports
Financial Aid > Loans > DL School Account Summary > Generate Reconciliation Report
DL Reconciliation: Compare COD Loan Detail with PS Loan Detail
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Reconciliation and PeopleSoft
Financial Aid > Loans > DL School Account Summary > Generate Reconciliation Report
DL Reconciliation: Compare COD Loan Detail with PS Loan Detail
Realize that sometimes timing is an
issue and that on the next month’s
report there won’t be an issue.
 If not timing, disbursement or
change record not yet accepted at
COD.
 Fix what is wrong.

DL Lessons Learned
Why does Loan Level Detail have too much on it?

The Loan Origination Table isn’t effective dated.


It can’t be compared to the SAS which is from a point in
time.
Solution: Compare the Disbursement first to find the
real issues.


Can use effective dates from Stdnt_Awrd_Actv to find them
MU_FA_DL_RECON_AMT_14
Also shows in those that weren’t on DLSAS
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DL Lessons Learned
Why does Loan Level Detail have too much on it?
Solution: Compare the Disbursement first to find the real issues.
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DL Lessons Learned
Why does Loan Level Detail have too much on it?
Solution: Compare the Disbursement first to find the real issues.
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DL Lessons Learned
Why does Loan Level Detail have too much on it?
Solution: Also add in those that weren’t on DLSAS
 Happens when:


not all DL outs happen on last day of the month (timing)
file was never sent to COD
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Reconciliation and PeopleSoft
DL Reconciliation: Document COD PS Loan Difference to Explain Cash
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Reconciliation Reports
DL Reconciliation: Document COD PS Loan Difference to Explain Cash
Also add in those that weren’t on DLSAS
‘Not listed on DLSAS’
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Reconciliation and PeopleSoft
DL Reconciliation: Document COD PS Loan Difference to Explain Cash
83
Also add in those that weren’t on DLSAS ‘Not listed on DLSAS’
Disbursement Summary by Loan Type
DL Reconciliation: Compare COD Disb Summary with PS Disb Summary
MU Custom SQR
Compares FA
and SF total by
date from PS
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Disbursement Summary by Loan Type
DL Reconciliation: Compare COD Disb Summary with PS Disb Summary
COMPARES FA AGAINST SF
SELECT a.emplid,
a.item_type,
TRUNC (A.action_dttm),
SUM (disb_amount),
g.federal_id
FROM PS_STDNT_AWRD_actv a, ps_item_type_fa g
WHERE
a.aid_year = '2013'
AND a.item_type BETWEEN '804020000300' AND '804020099993'
Here is the SQL
AND TRUNC (A.action_dttm) BETWEEN ('01-JUL-12') AND ('31-AUG-12')
AND a.ITEM_TYPE = g.item_type
AND g.aid_year = a.aid_year
AND g.Fa_source = 'F'
AND g.eff_status = 'A'
GROUP BY a.emplid,
a.item_type,
TRUNC (A.action_dttm),
g.federal_id
HAVING SUM (disb_amount) <> 0
MINUS
SELECT X.COMMON_ID,
X.ITEM_TYPE,
TRUNC (X.POSTED_DATE),
SUM (- (X.LINE_AMT)) AS BUSINESS_OFC_TOT,
g.federal_id
FROM (SELECT C.BUSINESS_UNIT,
A.ITEM_TERM,
A.ITEM_TYPE,
A.ITEM_NBR,
C.POSTED_DATE,
C.LINE_AMT,
C.LINE_SEQ_NBR,
C.COMMON_ID,
C.S A_ID_TYPE
FROM (SELECT H.ITEM_TERM, H.ITEM_TYPE, H.ITEM_NBR, H.COMMON_ID,
H.SA_ID_TYPE
FROM PS_ITEM_SF H
WHERE H.BUSINESS_UNIT = 'MARQU'
AND H.ITEM_TERM BETWEEN '1400' AND '1420'
AND H.ITEM_TYPE BETWEEN '804020000300'
AND '804020099993') A,
PS_ITEM_LINE_SF C
WHERE
C.ITEM_NBR = A.ITEM_NBR
ANDSQR
C.COMMON_ID = A.COMMON_ID
MU Custom
AND C.SA_ID_TYPE = A.SA_ID_TYPE
AND C.BUSINESS_UNIT = 'MARQU'
AND TRUNC (C.POSTED_DATE) BETWEEN ('01-JUL-12')
AND ('31-AUG-12')) X,
PS_ITEM_TYPE_TBL I,
ps_item_type_fa g,
PS_MU_PRI_NAME_VW P,
(SELECT EXT_ORG_ID, DESCR
FROM PS_EXT_ORG_TBL O2
85
WHERE EFFDT = (SELECT MAX (EFFDT)
FROM PS_EXT_ORG_TBL O1
WHERE O1.EXT_ORG_ID = O2.EXT_ORG_ID)) O
WHERE
I.SETID = 'MARQU'
Compares FA
and SF total by
date from PS
Compares FA
and SF total by
date from PS
Reconciliation
Reports
DL Reconciliation: Compare COD Loan Detail with PS Loan Detail &
Compare COD Disb Detail with PS Disb Detail
86
COD School Summary
DL Reconciliation is Needed Monthly and can’t have
+ Ending Cash Balance
87
Cash Detail
DL Reconciliation: COD’s Cash Detail; need to compare with COD and G5
88
Cash Summary from COD Records
DL Reconciliation: Compare COD Cash Summary with PS Cash Summary
Booked + Unbooked
89
Cash Summary from School Records
DL Reconciliation: Compare COD Cash Summary with PS Cash Summary
Total Net Disbs
90
Cash Summary from COD Records
DL Reconciliation: Compare COD Cash Summary with PS Cash Summary
COD SAS Booked
91
Cash Summary from School Records
DL Reconciliation: Compare COD Cash Summary with PS + GL Cash Summary
Ending Cash Balance
92
ECB
860,805
11-12 -55,000
12-13 805,805
Cash Summary from School Records
DL Reconciliation: Document COD PS Loan Difference to Explain Cash
93
93
Cash Discrepancies: Research Tools
Cash Detail Comparison Report
 SAS Cash Detail
 Cash Management Tool
 COD Website
 Business Office Cash Report
 Bank Statements
 Cancelled Checks

94
Cash Detail Comparison
DL Reconciliation: COD’s Cash Detail; need to compare and update PS
Ex. Comparison: Receipt
95
8/15/2012
$9,775,127
No Matching Data
Cash Activity
DL Reconciliation: COD’s Cash Detail; need to compare and update PS
96
Disbursement Discrepancies:
Common Causes

Unsent/unacknowledged disbursement
batches Reporting Tools>Query>Query
Manager>MU_FA_MISSING_COD

Rejected disbursements

Disbursements recorded in Business Office
– not in Financial Aid system COD vs. G5 vs. GL
Financial Aid>Loans>Direct
Lending Reconciliation>Disbursement Status Report> Status = Error
vs. PS
97

Unbooked records

School data loss-
PeopleTools>Process Scheduler>Process
Monitor>CBL_FAPLBOG1_xxx.log - error and PeopleTools>Process
Scheduler>Process Monitor>CBL_FAPDLOUT_xxx.log - skipped
Disbursement Discrepancies:
Common Causes

Unsent/unacknowledged disbursement
batches Reporting Tools>Query>Query
Manager>MU_FA_MISSING_COD
Run this query to identify if any old files have been missed
98
Disbursement Discrepancies:
Research Tools
Disbursement Detail Comparison Report
 Financial Aid Office Disbursement Report
 Business Office Disbursement Report
 SAS Disbursement Detail
 COD Website – Award/Disbursement
Detail
 Student Account Files
 Business Office Ledgers/Statements of
Account

99
Why do we do this?
Direct Year Program Year Closeout
deadline for award year 2012-13 is
Tuesday, July 31, 2014.
First time for many schools
$0 Ending Cash Balance
D/L funds received = D/L funds disbursed
$0 unbooked disbursements
Financial Aid data matches Business Office
data and both match COD data
100
Monthly Reconciliation:
Other Reports and Tools
•
•
•
•
•
•
•
•
101
30 day Warning Report (COD)
Booked Status Report (EDExpress or custom)
Pending Disbursement List
(EDExpress List – Anticipated Disbursements,
Pending Actual Disbursements)
Actual Disbursement List
(EDExpress List – Actual Disbursements, Booked and
Unbooked)
Disbursement Measurement Tool Report (DL Tools)
Cash Summary Report (DL Tools – optional)
Ledgers, Bank Statements, Cancelled Checks
Other Internal School Reports
More Training Available Online: 2009 Conference Reconciliation
Direct Loan Webinar Direct Loan Webinar Reconciliation Download: Files
Questions?
2013 WASFAA Conference
102
Contacts
 Tara
O’Neil

Associate Director

Office of Student Financial Aid

Marquette University

E-mail: tara.oneil@marquette.edu
UNDERSTANDING COD
ERRORS AND HOW TO
FIX THEM
2013 WASFAA Conference
104
Common Record Data Block Error
Disbursement
Response
Award
Response
Person
Response
Entity Information
Common Record
Response
Response
2013 WASFAA Conference
Subsidized and Reject Filter
Ex. Person Level Reject
2013 WASFAA Conference
106
Record Reject
Ex. Person Level Reject
107
2013 WASFAA Conference
Common Record Data Block Error
Disbursement
Response
Award
Response
Person
Response
Entity Information
Response
Common Record
Response
2013 WASFAA Conference
108
Reject Filter
Ex. Award Level Reject
Record Reject
Ex. Award Level Reject
Common Record Data Block Error
Disbursement
Response
Award
Response
Person
Response
Entity Information
Common Record
Response
Response
Record Reject
Ex. Disbursement Level Reject
112
View Response
113
COD and Pell Payment Right Out of the Box
Session #10167 March 22, 2005 HEUG 2005
Conference
Transitioning to Direct Loans Reconciliation by
Jessica Holler
DL Reconciliation and Peoplesoft by M.E.G
Calabrese
University of Minnesota – Twin Cities
2013 WASFAA Conference
114
http://www.maine.edu/pdf/DirectLoansReconProcess
Guide.pdf
Direct Loans and Banner – PABUG
http://www.ncasfaa.com/docs/conferences/2013/pre
sentations/TitleIVReconciliation.pdf
2013 WASFAA Conference
115
FSA Student Aid Handbook

Volume 4
COD Technical Reference




Volume
Volume
Volume
Volume
II, Section I – Implementation Guide
II, Section IV – Edits
IV – Direct Loan Tools
VI, Section 8 – Reports
Blue Book

http://ifap.ed.gov/ifap/BlueBook.jsp?year=2013
2013 WASFAA Conference
116
IFAP communications



You must monitor IFAP to be considered administratively capable
Electronic Announcements and Dear Colleague Letters
Recorded training materials
COD Reconciliation Team



800.848.0978 – Direct Loan Program
800.474.7268 – Grant Programs
CODSupport@ed.gov
Federal Loan School Support Team

dlops@ed.gov
2013 WASFAA Conference
117
Contacts
 Tara
O’Neil

Associate Director

Office of Student Financial Aid

Marquette University

E-mail: tara.oneil@marquette.edu