Direct Loan Reconciliation Datatel

Gisella Baker – Hawkeye Community College
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
 Use Merge/Compare in Word to find differences
• 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
• 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
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
• 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 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
$0 Ending Cash Balance (DL funds received = DL funds
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
Gisella Baker
[email protected]
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