Direct Loan Reconciliation Datatel

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Gisella Baker – Hawkeye Community College
Hawkeye

•
Compare 3 ways –
• Financial aid to GL
• Financial aid to COD
• GL to G5
 During the year – compare net disbursements
 System report of net disbursements with DSLF – loan detail
report
 Use Merge/Compare in Word to find differences
 THE
KEY TO EASY RECONCILIATION
• Finding rejected originations and disbursements
 Set schedule that reports are run to look for these
• Correcting rejects and follow up that it is fixed in
COD
• Watch month end processing
Reports to run throughout the month

•
DCRR – DL COD Reject Report
• Run after each batch of originations is received by from COD

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Generated by COD on 1st weekend of the month
Contains data through the end of the previous month
Separate SAS for each open award year
Four Primary SAS Components
• Cash Summary
• Disbursement Summary by Loan Type
• Cash Detail
• Loan Detail
• Loan Level or Disbursement Activity Level
 Using
FMGT – generate a report of all
disbursements by loan funds – Sub/Unsub/Plus
• Export to Excel
 Keep each type of loan separate
• Need SSN and net disbursements
• We separate
• Save as CSV file
 Delete
columns G-L, then D and E, and finally A
and B (in this order)
 Sort
by column A and delete everything
without a social security number and amount
from the top and bottom of your report.
 Sort
by column B and delete all social security
numbers without a dollar amount
 Once
again, sort by column A.
 Format
column A as a Social Security Number.
 Format
column B as a Number.
 Save
Report as an Excel (.xlsx) file
 Save
Report as Comma Delimited (.csv) file

COD side
• DSLF-SAS loan level detail
 DSLF11OP (DAT first one for year and then will go up so
next one would be DSLF11OP.01
• Need to open in Excel and then format so that you end up
with SSN and net disbursements
• The first several rows are year-to-date, monthly and cash
totals – we delete for detail compare

Total rows can be
formatted to get totals
which would match
your DLSAS report

Using Excel• Locate file in appropriate drive.
• Always use file with the highest
number (most recent file)
• Choose fixed width
You need to set column breaks as follows:
4, 10, 18, 24, 30, 32, 34, 42, 50, 59, 60, 62, 68
87, 92, 97, 102, 107, 119, 135

Excel file will pull up the break-downs
• Delete all rows that do not have S, U, or P in column
K.
• Delete columns A-I.
• The SSN will now be in column A and the loan type
will be column B.
• Delete columns C-H and then D-G.
• Highlight Spreadsheet and sort by column C.
 Delete all 0’s.
 Move Column B to A and A to B so loan type is first.


Highlight spreadsheet and sort by column A
Separate each loan type into their own
spreadsheet and save as that loan type (PLUS
COD, SUB COD, UNSUB COD) and delete
column A (loan type) as a xlsx file.

For Each separate spreadsheet:
• Highlight column A and format as SSN
• Highlight column B and format as a number.
• Click File Save as  comma delimited (csv) file.
 Open
MS Word.
 Choose the review tab.
 Choose
compare.



Compare documents will appear
Pull up the csv documents you want to compare
(example-COD vs Datatel) and select OK.
Your report will generate the comparisons.

The process by which schools complete final processing at the end of a
Direct Loan award year.

Extension of the monthly reconciliation Program Year Closeout
process

$0 Ending Cash Balance (DL funds received = DL funds
disbursed)

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Final deadline: The last processing day in July of the year
following the end of the award year. (7/29/2011 for 20092010).
Note: 30 Day reporting requirement supersedes both
reconciliation and closeout requirements
 Written
•
•
•
•
Materials (IFAP)
34 CFR 685
Direct Loan School Guide
COD Technical Reference
Direct Loan Bulletin
 Direct
Loan Tools
 Recorded
 National
Webinar – Direct Loan Reconciliation
Direct Student Loan Coalition
http://www.directstudentloancoalition.org
Gisella Baker
[email protected]
319-296-4020
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