SCT Banner Financial Aid Pell Processing – Common Origination and Disbursement (COD) Full Participant Training Workbook Release 7.2 June 2005
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© SunGard 2004. All rights reserved. The unauthorized possession, use, reproduction, distribution, display or disclosure of this material or the information contained herein is prohibited. In preparing and providing this publication, SunGard SCT is not rendering legal, accounting, or other similar professional services. SunGard SCT makes no claims that an institution's use of this publication or the software for which it is provided will insure compliance with applicable federal or state laws, rules, or regulations. Each organization should seek legal, accounting and other similar professional services from competent providers of the organization's own choosing. SunGard, the SunGard logo, SCT, the SCT logo, and Banner, Campus Pipeline, Luminis, PowerCAMPUS, SCT fsaATLAS, SCT Matrix, SCT Plus, SCT OnSite and SCT PocketRecruiter are trademarks or registered trademarks of SunGard Data Systems Inc. or its subsidiaries in the U.S. and other countries. All other trade names are trademarks or registered trademarks of their respective holders.
Table of Contents Topic Section A: Introduction Process Introduction Section B: Day-to-Day Operations Common Procedures When Running Jobs Award the Pell Grant Adjust a Pell Grant Award Create and Modify Pell Origination Records Extract Pell Originations Import Pell Origination Acknowledgements and Student Identifier Review COD Document Control Review Student Identifier Record Correct and Send a Changed Student Identifier Resend a Pell Origination Batch Print the Pell Origination Report Extract Pell Disbursement Records Import Pell Disbursement Acknowledgements Resend a Pell Disbursement Batch Print the Pell Disbursement Report Create a Data Request for MRR Records Extract Data Request Records Load Additional File Types Print the Pell COD Miscellaneous Report Review Multiple Reporting Record Data Review the Summary and Detail Statement of Account Review the Year-To-Date Pell Summary Self Check Answer Key to Self Check Section C: Reference Set Up Forms and Where Used Day-to-Day Forms/Processes and Set Up Needed Forms Job Aid
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Section A: Introduction Overview Workbook goal
The goal of this workbook is to provide you with the knowledge and practice to accurately process Federal Pell Grants according to the Department of Education’s Common Origination and Disbursement (COD) process rules by using the various forms and processes in the SCT Banner Financial Aid module. This workbook is divided into three sections: • • •
Intended audience
Introduction Day-to-day operations Reference
Financial Aid office staff. Note: Beginning with the 2004-2005 aid application year, all SCT Banner clients who intend to process Federal Pell Grants and/or Federal Direct Loans must do so as COD Full Participants.
In this section
These topics are covered in this section. Topic Process Introduction
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Process Introduction Introduction
The Pell COD process involves exchanging data files with ED’s COD System for students who receive Pell Grant awards at your institution. SCT Banner supports this process with a series of batch jobs to prepare and extract records for transmission to COD. Support is also provided for importing response files received from COD.
Flow diagram
Legend
= Student
$
$
= Financial Aid Office = Government
Continued on the next page
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Process Introduction, Continued About the process
The institution has awarded Pell Grants and is now ready to create and send origination records and student identifier records to COD. An origination record reports to COD information regarding a student’s Pell Grant. Increases to the Pell award level will create a request for a subsequent origination record automatically. The school can optionally choose to have decreases flagged automatically. A Student Identifier record validates a student’s eligibility against the Central Processing System (CPS) when processing Pell and Direct Loan award records. The Student Identifier is common across the entire student record and is used in processing both Pell Grant and Direct Loans. It is the most recent data on the COD system that maps to data that exists in the CPS. Changes to the Identification Record Student Identifier record are not made automatically. The user must correct the Student’s EDE record first and receive the corrected EDE record from CPS, and then correct the Student Identifier record. Once these changes have been made, the corrected student identifier record will extract.
What happens
Once the Student Identifier record and origination record have been accepted, the institution can safely create and send disbursement records to COD. It is generally recommended to send disbursement records only after the origination records have been accepted, to reduce the number of disbursement corrections or rejects. Outside of this origination/disbursement processing, the institution can also request and load data request records that include Statement of Account, Year to Date and Reconciliation records. Continued on the next page
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Process Introduction, Continued Origination record processing
RPAAWRD RPAAPMT ROARMAN
RPEPELL Pell Grant awarding process awards new Pell Grants and revises existing awards if eligibility changes
New or increased Pell award sets Pell Origination Indicator to ‘Y’ Indicator may be manually set Updates
RERPLxx
REAORxx
Origination records created only for all applicant records where Pell Origination Indicator is set to ‘Y’
Origination record data may be viewed and deleted prior to extraction Origination record status updated to ‘S’ Sent at extract Updates
REREXxx REASTID
REICODD
Transmit Origination CRPGXXIN Pell only CRAAXX Combined Pell/Direct Loan
Updated with receipt and response information
REASTID Student Identifier Record Updated
Receive Origination Receipt and Response Files CRRCXXOP Receipt CRPG05OP Pell only Response CRAA05OP Combined Pell/DL Response
If first COD transaction, Student Identifier record is created & sent
REICODD Updated with document information
Updates
REAORxx Origination record acknowledgement data and action code updated: ‘A’ = Accepted ‘C’ = Corrected ‘D’ = Duplicate ‘R’ = Rejected
RERIMxx Import origination receipt and response file into Banner Output includes list of all corrected and rejected records
Continued on the next page
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Process Introduction, Continued Disbursement record processing
Updates
READIxx
RPEDISB
Updated with Disbursement information
Disburse Pell Grants
REASTID If first COD transaction, Student Identifier record is created & sent
TSAAREV Updates
RERExxX
READIxx
Pell disbursement records updated and extracted
Populated with disbursement record data after records are extracted
Updated with Disbursement
information
Transmit Disbursements CRPGXXIN Pell only CRAAXXIN Combined Pell/Direct Loan
REICODD Updated with document information
Receive Disbursement Receipt and Response Files CRRCXXOP Receipt CRPG05OP Pell only Response CRAA05OP Combined Pell/DL Response
REICODD RERIMEX Print REREXxx and RERIMxx output using extract, import and Document ID parameter choices
RERPRxx Produces control report of Pell Grant Originations and Disbursements by Document ID, by date, or by year
Receive System Generated File CRNDXXOP Pell Negative Disbursement Records
Updates
RERIMxx Import disbursement receipt and response file into Banner Output includes list of all corrected and rejected records
Updated with receipt and response information READIxx Disbursement acknowledgement data and action code updated REAORxx Disbursement acknowledgement fields updated REASTID Updated with the student identifier response record
Continued on the next page
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Process Introduction, Continued Multiple Reporting Record (MRR) processing
Updates
RERRDRQ
RERPLxx
RERRDRQ
Enter on-line request for data
Data Request parameter gives option to extract MRR request file
For request type ‘M’, action code updated to ‘S’ (sent) with current system date
‘M’ = Multiple Reporting Record Note: It is not recommended the institution request MRR files. Only MRR files sent automatically by the COD should be loaded into Banner
RPIBATC Export File Request
Updated with batch information
Transmit request file (PGRQxxIN) Receive Data Request Acknowledgement file (PGRAxxOP)
Receive MRR file (PGMRxxOP) Updates
RERFIxx
RERRDRQ
Import files into Banner
Request type ‘M’ acknowledgement fields updated if MRR files are requested out of Banner
MRR Codes: RO RD RN CE PB PR PU BC RC
Originated Institution Disbursed Institution None Found Concurrent Enrollment Institution Blocked Institution Blocker Institution Unblocked Institution Blocked & Concurrent Enrollment Blocker & Concurrent Enrollment
REIRMRR Updated with data from MRR file
ROAPELL MRR Codes ‘PB’ or ‘BC’ will cause Pell Disbursement Lock Indicator to be set and will prevent subsequent Pell disbursements until lock is removed
MRR Code ‘PU’ will remove Pell Disbursement Lock Indicator and enable Pell disbursements
Continued on the next page
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Process Introduction, Continued Statement of account, year to date record processing
Updates
RERRDRQ
RERPLxx
RERRDRQ
Enter on-line request for data
Parameter 16 gives user option to extract data request file
Action code updated to ‘S’ (sent) with current system date
Transmit request file PGRQxxIN
RPIBATC
‘S’ = Statement of Account ‘Y’ = Year to Date ‘R’ = Reconciliation File
Export & Import Files
RERPELL Pell Miscellaneous Report Verification code W •System Generated Disb Nos. •Pell Locked on ROAPELL •MRR record (all or by type) •JIT- no disb. acknowledgment •JIT - charges not accepted •Rejected Origination records •Rejected Disbursement records •Disbursement Comparison* •Year-to-Date records •Various reconciliation reports
Updated with batch information
PGRAxxOP Data Request Acknowledgement PGASxxOP Statement of Account PGYRxxOP Year to Date PGRCxxOP Reconciliation
Updates
RERFIxx
RERRDRQ
Import files into Banner
Request type ‘S’, ‘R’ and ‘Y’ acknowledgement fields updated
REISSOA
REIDSOA
REIYTDS
Updated with summary statement of account data
Updated with detail statement of account data
Updated with year to date summary data
*The reconciliation file record (PGRCxxOP), is included in the COD record layouts. This type of request can be for an individual student or an entire school. It provides one record of data for each student. The information from this file is loaded into the RERRECN table in SCT Banner. Load this file to utilize RERPELL Report Parameter 14 Option D Disbursement.
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Section B: Day-to-Day Operations Overview Introduction
The purpose of this section is to explain the day-to-day or operational procedures to handle Pell processing at your institution.
Intended audience
Financial Aid office staff.
Objectives
At the end of this section, you will be able to • • • • • • • • • • •
Prerequisites
create and send origination and disbursement records for all Pell recipients modify origination records prior to sending load COD acknowledgement data into SCT Banner access and report data that is sent to and received from COD send and receive multiple record file types view Statement of Account data online produce control reports of Pell Grant originations and disbursements by batch, date, or year perform reconciliation of SCT Banner to COD online identification of Multiple Reporting Records identify transactions requiring correction or resubmission improve turnaround time to institutions.
To complete this section, you should have • • • • • • • • •
completed the SCT Education Practices computer-based training (CBT) tutorial “SCT Banner 7 Fundamentals,” or have equivalent experience navigating in the SCT Banner system completed the Financial Aid Overview training workbook completed the Financial Aid Record Creation workbook completed the Financial Aid Need Analysis workbook completed the Financial Aid Funds Management workbook completed the Financial Aid Packaging workbook completed the Financial Aid Disbursement workbook completed the Pell Setup training workbook been granted administrative rights to create rules and set validation codes in SCT Banner. Continued on the next page
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Overview, Continued In this section
These topics are covered in this section. Topic Common Procedures When Running Jobs Award the Pell Grant Adjust a Pell Grant Award Create and Modify Pell Origination Records Extract Pell Originations Import Pell Origination Acknowledgements and Student Identifier Review COD Document Control Review Student Identifier Record Correct and Send Changed Student Identifier Resend a Pell Origination Batch Print the Pell Origination Report Extract Pell Disbursement Records Import Pell Disbursement Acknowledgements Resend a Pell Disbursement Batch Print the Pell Disbursement Report Create a Data Request for MRR Records Extract Data Request Records Load Additional File Types Print the Pell COD Miscellaneous Report Review Multiple Reporting Record Data Review the Summary and Detail Statement of Account Review the Year-To-Date Pell Summary Self Check Answer Key to Self Check
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Common Procedures When Running Jobs Selecting print options
Throughout this section in several Procedures you will be asked to select the destination for your output report in the Printer field. This is found in all processes that you will run. Rather than repeating these options each time, use this table for reference. The table is included in the first Procedure in this section where it is needed. After that, you will be asked to select the destination for your output report only. Step Action # Select the destination for your output report in the Printer field. IF you… do not want to print the output
THEN… enter NOPRINT in the Printer field want to review the output before enter DATABASE in the printing it Printer field do not know the name of your double-click in the Printer field, printer find the printer you want to use, highlight it, and click OK
Reviewing output
Once you’ve selected your printer, you also will want to review the output. Again, rather than repeat these options in each Procedure, they are shown in the first Procedure in the section where it is needed. After that, you will be asked to review the output report only. Step Action # Select Review Output from the Options menu to access the Saved Output Review Form (GJIREVO) and review your output. IF you selected… NOPRINT DATABASE
a printer
THEN… there is no output report. click on ‘Review Output’ to navigate to the GJIREVO form and review the output document online. the report should be at your printer. Continued on the next page
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Common Procedures When Running Jobs, Continued About setting job parameters
If you have a parameter set saved for a process, you can select it by clicking on the Search icon next to the Save Parameter Set As field, which takes you to the GJRJPRM form. Highlight the parameter set you wish to use and either double-click in that field or click on Select to bring it back to the GJAPCTL form. If you did not have a parameter set, you can save parameters on each job by clicking the Save Parameters Set as box, and entering the name of your parameter set in the Name field. You can do this prior to exiting GJAPCTL.
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Award the Pell Grant Purpose
The Pell Awarding Process (RPEPELL) calculates a Pell award based on the Pell Grant Payment Schedule Table (RORPELL), or the RORAPEL table if the Alternate Pell Schedule is used. Pell awards are calculated outside of the normal Packaging process because of their special requirements. Either this process uses the estimated enrollment level reported by an applicant or a default estimated enrollment level for all applicants, as defined on the Packaging Options Form (RPROPTS). Anytime an applicant is awarded a Pell Grant or the Pell Grant is increased, the Pell Origination Indicator on the award form is populated. The institution can optionally choose to have the system automatically set this flag for Pell decrease on ROAINST.
Pell online
Online, the Pell Awarding process is performed whenever the Pell EFC, the Pell budget, the estimated enrollment level, or the aid period changes for an applicant. The Pell Awarding process also is performed when the Year in College, Citizenship Status, or 1st Bachelor’s Degree by 01-JUL-YYYY fields are changed for an applicant on the Need Analysis Form (RNANAxx). In batch mode, all applicants with records on the Applicant Status table (RORSTAT) are processed. Note: The institution can choose to prevent the automatic Pell calculation for either all students or students on a specific campus by choosing the ‘Prevent Pell Calculation’ option on RPROPTS. In addition, the institution can choose to calculate a Pell grant online without changing a student’s information via the ROAIMMP form. Continued on the next page
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Award the Pell Grant, Continued Need Analysis Form (RNANAxx)
Procedure 1
Follow the steps to award the Pell Grant online. Step Action 1 Access the Need Analysis Form (RNANAxx) (xx = aid year). 2 Enter the ID of your student in the ID field. Perform a Next Block function. 3 Select the Income and Assets tab. 4 Make a small adjustment to this student’s Adj Gross Income. 5 Click the Save icon. Continued on the next page
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Award the Pell Grant, Continued Procedure 1, continued Step Action 6 Select Calculate Need from the Options menu. Result: The Pell Calculation Process (RPEPELL) runs automatically each time need analysis is calculated or whenever a change is made to a student’s COA budget. Note: If the ‘Prevent Automatic Pell Calculation’ field is set on ROAINST Institutional Defaults Block, the calculation will not take place for any student. If the ‘Prevent Automatic Pell Calculation’ field is set on ROAINST Campus/EDE Defaults block, the student may not calculate depending on the student’s campus. Note: Other forms where this calculation may be performed include:
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• Need Analysis Processing (RNAPRxx) • Need Analysis Document Verification (RNAVRxx) • Applicant Override (RNAOVxx) • Applicant Budget (RBAABUD) • Immediate Process (ROAIMMP). Click the Exit icon. Continued on the next page
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Award the Pell Grant, Continued Applicant Immediate Process Form (ROAIMMP)
Procedure 2
Follow the steps to award the Pell Grant using the Applicant Immediate Process Form (ROAIMMP). Step Action 1 Access the Applicant Immediate Process Form (ROAIMMP). 2 Enter the Aid Year in the key block. 3 Enter the ID number of your student in the Key block. 4 Perform a Next Block function. 5 Select the Immediate Pell Calculation check box. 6 Click the Save icon. Result: The process runs and you should receive a message on the Auto Hint line informing you that the Pell Calculation Process has completed successfully. Note: If you receive a message that the Pell Grant could not be awarded, follow the message’s instructions to troubleshoot the problem with the student’s record. Check with your instructor for further advice in resolving this problem.
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Note: You can review the amount awarded to the student on the RPAAWRD form. Click the Exit icon. Continued on the next page
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Award the Pell Grant, Continued Pell Calculation Process (RPEPELL)
Procedure 3
Follow the steps to award the Pell Grant in batch. Step Action 1 Access the Pell Calculation Process (RPEPELL). 2 Select the destination for your output report in the Printer field. Note: In this case, enter DATABASE, so that you may review your output online. IF you… do not want to print the output
THEN… enter NOPRINT in the Printer field. want to review the output before enter DATABASE in the printing it Printer field. do not know the name of your double-click in the Printer field, printer find the printer you want to use, highlight it, and click OK. Continued on the next page
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Award the Pell Grant, Continued Procedure 3, continued Step Action 3 Enter these parameters for this process. You may click the Search icon to view valid values for each parameter field. Req? Parameter Description 9 01 Aid Year Code Enter the four-digit code for your desired aid year. Example: 0203 for the 20022003 award year 9
02 Process Indicator 03 Applicant ID 04 Applicant Code
05 Selection ID
06 Creator ID
07 User ID
Enter B. Leave blank, used for online processing only. If you used a Population Selection, you would enter FINAID here. If you used a Population Selection, you would enter its name here. If you used a Population Selection, you would enter the user ID of the person who created it here. If you used a Population Selection, you would enter the user ID of the person who used it here.
Reminder: If you have a parameter set saved for a process, you can select it by clicking on the Search icon next to the Parameter Set field, which takes you to the GJRJPRM form. Highlight the parameter set you wish to use and either double-click in that field or click on Select to bring it back to the GJAPCTL form. 4 5 6
Click the Save Parameter Set as check box. Enter the name and description of your parameter set in the Name and Description fields. Select the Submit radio button and click the Save icon to submit your process. Continued on the next page
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Award the Pell Grant, Continued Procedure 3, continued Step Action 7 Select Review Output from the Options menu to access the Saved Output Review Form (GJIREVO) and review your output document online. IF you selected… NOPRINT DATABASE
a printer 8 9
THEN… there is no output report. click on ‘Review Output’ to navigate to the GJIREVO form and review the output document online. the report should be at your printer.
Click the Save icon. Click the Exit icon. Reminder: If you did not have these parameters set, you can save these parameters now by clicking the Save Parameter Set as check box, and entering the name of your parameter set in the Name field.
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Adjust a Pell Grant Award Purpose
Existing Pell Grant awards may be adjusted on the Award Form (RPAAWRD).
Banner form
Procedure
Follow the steps to complete the process. Step Action 1 Access the Award Form (RPAAWRD). 2 Select or enter an Aid Year in the Key block. 3 Enter a valid ID in the ID field. 4 Perform a Next Block function. 5 6
Select the Fund Awards By Term tab. Navigate the Offered Amount field for the Pell Grant fund. Note: For Pell changes you must make all changes using the Offered Amount field. Continued on the next page
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Adjust a Pell Grant Award, Continued Procedure, continued Step Action 7 To adjust the award amount, perform these steps: • • • • • •
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Navigate to the Amount Offered field for the first term. Perform a Clear Field function to delete the old amount. Enter the new amount for that term. Move your cursor to the Amount Offered field for the next term for the same fund. Perform a Clear Field function to delete the old amount for the second term. Enter the new amount for that term.
Note: You can enter “1000” and the system converts it to “$1,000.00.” Click the Save icon. Note: If the new total for the award is different from the total displayed on the Award Maintenance tab of RPAAWRD, a message displays asking if the award total should be repackaged to the new total. Click YES. Continued on the next page
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Adjust a Pell Grant Award, Continued Procedure, continued Step Action 9 Perform a Previous Block function.
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Note: This can be done on either the Fund Award block or the Fund Award By Term block. Navigate to the Pell fund, Lock field, and perform a Clear Field function. Type Y or E to lock the Pell fund. Y lock = Always pay the locked amount E lock = Adjust for enrollment decreases only (Pell only)
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Result: The Pell fund is automatically awarded by the system. If the amount has been changed from the automatic award amount, the fund must be locked to prevent the system from recalculating the award. Click the Save icon. Click the Exit icon. Note: If you wish to perform this function for additional students, perform the Rollback function instead of the Exit function.
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Create and Modify Pell Origination Records Creating origination records
All students who are receiving an initial Pell award or whose award is increasing will have the Pell Orig Ind field checked automatically on the Packaging Group Information window on the RPAAWRD, RPAAPMT, or ROARMAN forms. (This field is also checked if you reduce Pell awards — if you check the Pell Reduced Eligibility Ind field on the ROAINST form.) You can also manually set this field for students on the same three forms. You may manually create origination records for one student at a time on the Pell Origination/Acknowledgement Form (REAORxx).
Banner form
Procedure 1
Follow the steps to complete the process. Step Action 1 Access the Pell Origination/Acknowledgement Form (REAORxx). 2 Type in a valid ID or perform a Search. 3 Perform a Next Block function. 4 Manually enter the data as needed into the form. 5 Click the Save icon.
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Note: The Origination ID field populates by the system. Perform a Rollback function for additional students or you may click the Exit icon. Continued on the next page
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Create and Modify Pell Origination Records, Continued Creating records for a group
Although you can manually create origination records for one student at a time on the Pell Origination/Acknowledgement Form (REAORxx), this Procedure assumes that you want to create origination records for a larger group of students via the Pell Delivery System Process (RERPLxx). After the Origination Record has been created in batch using the REAORxx process, the Pell Origination Indicator on the award forms (RPAAWRD, RPAAPMT, ROARMAN) will be removed by the system.
Banner form
Procedure 2
Follow these steps to complete the process. Step Action 1 Access the Pell Delivery System Process (RERPLxx). 2 Select the destination for your output report in the Printer field. Continued on the next page
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Create and Modify Pell Origination Records, Continued Procedure 2, continued Step Action 3 Enter these parameters for this process. You may click the Search icon to view valid values for each parameter field. Req Parameter Description 9 01 Aid Year Code The current aid year code (or aid year you are processing) 9 02 Create Orig Recs C ’Create’ 9 03 Create Originations A-Accepted Orig Awards Only Award Stat O-Offered and Accepted Orig Awards 9 04 Process Awards Yes equal to zero No 05 Enrollment Status 1 – fulltime, 2 – 3/4time, 3 – 1/2time, 4 –
