DL Reconciliation
WVASFAA Fall Conference
October 28, 2010
Dianne Sisler
1
What is reconciliation?
• Endng cash balance of zero
• Cash drawdowns equal booked
disbursements minus any cash refunds
(net unbooked disbursements of $0)
• If the previous two conditions aren’t met,
be able to identify and justify the
discrepancies
2
When to reconcile
• Every import of DL origination and
disbursement data – good business
practice to clear discrepancies and errors
• Monthly – required by law
• Yearly – required by law and must be
done by July 31 of year following end of
aidyear (0910 deadline is July 31, 2011)
3
HOW??
4
School Account Statement (SAS)
• Generated by COD the weekend following
the last day of the month
• Sent to the SAIG mailbox as DSDFxxOP
and DSLFxxOP
• After a year is closed out, you should stop
receiving SAS files for that year (good way
to know you’ve successfully closed out)
5
Key Items on SAS Report
• Net Cash Receipts – funds drawn down
from G5 minus cash returned by your
business office
• Net Booked Disbursements – Actual
disbursement amounts reported by you
and accepted by COD, including
downward adjustments
6
COD Website settings
• School Information  Report Selection 
Modify SAS Options
• Report format is Fixed Length (default) for
use in Banner. Also available as delimited
files for Excel, Access, etc (DSDDxxOP and
DSLDxxOP)
• Report Activity Type can be Monthly, YearTo-Date, or Both
7
Basic Process
• Make sure all response files have been loaded by
•
•
•
checking REICODD
Receive DSDF and DSLF files from COD via
EdConnect
Transfer the file(s) to the Banner Directory using
ftp or Skippy
Upload the file(s) to Banner using RPRDUxx –
remember to change the extension to .dat first
8
Reports from RPRDUxx
• Set ‘Print Loan Detail on SAS’ Parameter =
‘Y’ to get SAS report
• Includes cash detail and unbooked loan
detail
• Use this report to begin reconciliation
9
Banner Forms
• RPACASH – Cash Drawdown Form
• Manually record drawdowns – date must
be the date the transaction was processed
by G5 in order for RPRDUxx to update the
batch information. This date is part of the
email you receive from G5 after each
drawdown.
10
Banner Forms cont.
• RPACASH fields updated manually –
• Date, amount, Aid Year, Action (‘R’ Receipt
or ‘X’ Return), GAPS Control Number,
Check number if return.
• The rest of the fields are updated by
RPRDUxx when uploading SAS file.
11
Banner Forms cont (2)
• RPIDLAS – Summary information from
SAS. Aid year specific. Summary type is
either monthly (T1) or year-to-date (Y1).
• RPALORG – Use options menu to get
Disbursement Details and Booking Data
blocks.
12
Click on ‘booking information’
from Options Menu
13
Banner Reports
• RERCDxx – Reports COD activity by
document id
• Gives details on records in that document
• Find records that haven’t been accepted
• Shows accept status and payment status
• Find records that haven’t been paid and
see what’s holding up the disbursement
14
Other Banner Forms
• ROAMGMT – Fund award data
• RFIBUDG – Budget data
• RPACASH – Cash Drawdown form.
• FGITBAL – Finance form. General Ledger
Trial Balance.
• FGIBDST – Finance form. Organization
Budget Status.
15
Other Banner Reports
• RFRABAL – Pulls ROAMGMT data into a report
•
•
for easy viewing and printing for documenting
reconciliation work
RFRBUDG – Pulls RFIBUDG data into a report for
easy viewing and printing for providing
documentation of reconciliation
FGRTBAL and FGRGLTA if you are using Banner
Finance report data from FGITBAL and FGIBDST
16
Cash Discrepancies
• Timing issues
• Cash transaction took place in wrong aid
year or split between aid years
• Funds sent as refunds of cash that should
have been payment and vice versa
• Funds used in an aid year other than the
one they were drawn from
• Usually happen on the Finance side
17
Resolve Cash Discrepancies
• Were all drawdowns and returns recorded
on RPACASH for correct aid year?
• Was the correct action code used (R or
X)?
• Check for a G5 transaction that might
have been made the first of the month for
the previous month or vice versa
18
Disbursement discrepancies
• CRDLxxIN not sent out
• CRDLxxOP not loaded
• Unresolved rejected records
• Unbooked records
• Disbursement made on last day of month
but not extracted and sent to COD until
beginning of new month causes monthly
reconciliation to not match
19
Possible resolution for
disbursement discrepancies
• Review REICODD for extract files without
•
•
responses and figure out if the crdlxxin was not
sent or crdlxxop was not loaded into Banner
Review the unbooked loans report and
determine what needs done to complete those
loans
Compare the Banner disbursement record with
COD information to find mismatches
20
Keeping records
• Document why ending cash balance is not
zero
• Document reasons for unbooked loans
• Document reasons for disbursement
discrepancies
• Keep a listing of discrepancies from month
to month to check on future
reconciliations
21
Other recommendations
• Begin keeping a log of COD files and what
action has been taken
• Keep a log of action items to watch on
next month’s reconciliation
22
Sample Procedure (1)
• Step 1: Monthly, COD sends the SAS file
as dsdf and dslf. Load to Banner via
RPRDUxx.
• Step 2: Note the Statement End Date on
RPIDLAS. It will be used in DL Tools.
• Step 3: Run RCRCPxx to create the extract
files DLEXCASH, DLEXLOAN, and
DLEXDISB.
23
Sample Procedure (2)
• Step 4: Move the files created in Step 3 to
the directory that contains DL Tools
(probably iam/data). The dsdf and dslf
files should already be in this directory.
• Step 5: Open DL Tools and import the SAS
files. Import Type = ‘SAS’. Import From
= ‘File’ (button).
24
Sample Procedures (3)
• Step 6: After importing the dsdf and dslf
files, run the reports for Cash Summary,
Loan and Disbursement Detail. Note: If
you didn’t use a date range when running
the reports, you get a year-to-date report.
Unbooked loans can be a separate report
if you choose. Make sure to check ‘include
disbursement detail’.
25
Sample Procedures (4)
• Step 7: To compare COD and Banner data,
do an ‘external add’ import to bring in the
Cash Detail (DLEXCASH), Loan Detail
(DLEXLOAN) and Disbursement Detail
(DLEXDISB) data that we got from Banner
earlier.
26
Sample Procedures (5)
• Step 8: Run the comparison reports by
choosing File/Print
Cash Detail Comparison Report
Disbursement Detail Comparison Report
Loan Detail Comparison Report
27
Sample Procedures (6)
• Step 9: On the last day of each month, make a
•
screen shot of RFIBUDG for each loan fund.
Step 10: Go to the COD website and print the
summary of financial information for your
school. Under your school tab, enter the school
name, then choose ‘Direct Loans’ for program
and the award year. ‘Summary Financial Info’
should be on the left.
28
Sample Procedures (7)
• Step 11: Compare the total of the fund
amounts you got from RFIBUDG with the
printout of the summary financial info
from COD.
• Be sure to keep all of the documentation
you collected in these steps as well as
justification for all discrepancies you
found.
29
Questions? Comments?
Smooth sailing ahead….
30