SCT XML COD files for Pell with SICAS Vouchering Presenter: Shirley Clark, SICAS Center Presenter:...

SCT XML COD files for Pell with SICAS Vouchering


Presenter: Shirley Clark, SICAS Center

Presenter: Shirley Clark, SICAS Center



•Benefits•Requirements•New Pell Process Flow

•Benefits•Requirements•New Pell Process Flow

BENEFITSBENEFITS

•Utilize SCT’s Pell Reconcilation Processes

•No Longer have to Lock Funds when Pell Increases after a payment has been made

•All Response files Import into Banner – no more Human error

•Utilize SCT’s Pell Reconcilation Processes

•No Longer have to Lock Funds when Pell Increases after a payment has been made

•All Response files Import into Banner – no more Human error

REQUIREMENTSREQUIREMENTS

• SICAS Financial Aid 6.6S2• SCT COD Processes Require Java 1.4.2 • Campuses with VMS Operating

Systems require certain File Attributes on .JAR Files

• Campuses must use the SCT version of UVDRTN.COB – NOT the SICAS version

• Minimal Required Form Set-Up

• SICAS Financial Aid 6.6S2• SCT COD Processes Require Java 1.4.2 • Campuses with VMS Operating

Systems require certain File Attributes on .JAR Files

• Campuses must use the SCT version of UVDRTN.COB – NOT the SICAS version

• Minimal Required Form Set-Up

FORMS REQUIRED FOR SET UPFORMS REQUIRED FOR SET UP

• GTVSDAX - Crosswalk Validation Form• ROAINST - Institution Financial Aid Options Form• RFRASCH - Fund Award & Disbursement

Schedule Rules Form

• GTVSDAX - Crosswalk Validation Form• ROAINST - Institution Financial Aid Options Form• RFRASCH - Fund Award & Disbursement

Schedule Rules Form

GTVSDAX - Crosswalk Validation Form

SICAS has assigned the External Code of ‘2006’ for the Group ‘COD’ with an Internal Code of

‘SICAS_PELL’.


SICAS has assigned the External Code of ‘2006’ for the Group ‘COD’ with an Internal Code of

‘SICAS_PELL’.


SICAS has moved the External Code that represents whether your Campus is in the Quality Assurance

Program for the Group ‘QAP’ with an Internal Code of ‘SICAS_PELL’.


SICAS has moved the External Code that represents whether your Campus is in the Quality Assurance

Program for the Group ‘QAP’ with an Internal Code of ‘SICAS_PELL’.

ROAINST - Institution Financial Aid Options Form

Set the Routing Number to your Campuses appropriate Common School ID in the Institution

Financial Aid Options II block.


Set the Routing Number to your Campuses appropriate Common School ID in the Institution

Financial Aid Options II block.


The JIT/Advanced Pay for Pell indicator must be checked on the Institution Defaults block. Also, the # of Days for JIT/Adv Pay for Pell should be set to

30.


The JIT/Advanced Pay for Pell indicator must be checked on the Institution Defaults block. Also, the # of Days for JIT/Adv Pay for Pell should be set to

30.


All required data on the Campus/EDE Defaults window, of ROAINST, must be complete.


All required data on the Campus/EDE Defaults window, of ROAINST, must be complete.

RFRASCH – Fund Award & Disbursement Schedule Rules Form

Campuses MUST use scheduled disbursement dates that represent a reasonable time for most of the

disbursements to occur in each term.

RFRASCH – Fund Award & Disbursement Schedule Rules Form

Campuses MUST use scheduled disbursement dates that represent a reasonable time for most of the

disbursements to occur in each term.

NEW PELL PROCESS FLOWNEW PELL PROCESS FLOW

•SCT XML COD files for Pell with SICAS Vouchering Handbook Replaces the Pell Process Flow in the SICAS Voucher Manual

•SCT XML COD files for Pell with SICAS Vouchering Handbook Replaces the Pell Process Flow in the SICAS Voucher Manual


• Step 1: Run the SCT Disbursement Process – RPEDISB to Authorize Pell.

• Pell Funds remain in an Authorized Status until an Accepted or Corrected Disbursement Acknowledgement has been received from COD with JIT and uploaded into Banner.

• Step 1: Run the SCT Disbursement Process – RPEDISB to Authorize Pell.

• Pell Funds remain in an Authorized Status until an Accepted or Corrected Disbursement Acknowledgement has been received from COD with JIT and uploaded into Banner.

READIxx – Pell Disbursement/Acknowledgement Form

The Disbursement process prepares Disbursement records for extraction by populating the ‘Sign Ind’, ‘Pell Reported Disb. Amt’ and ‘Pell Reported Disb. Date’ for

Authorized funds that are ready.


The Disbursement process prepares Disbursement records for extraction by populating the ‘Sign Ind’, ‘Pell Reported Disb. Amt’ and ‘Pell Reported Disb. Date’ for

Authorized funds that are ready.


• Step 2: (Optional) Run the SICAS Pell Origination Process – RPRYORG

• SICAS made modifications to allow users to continue using this process to correct errors and monitor Pell awards in a memo state.

• Update Verification Status Indicator on ROAPELL for QAP Campuses

• Step 2: (Optional) Run the SICAS Pell Origination Process – RPRYORG

• SICAS made modifications to allow users to continue using this process to correct errors and monitor Pell awards in a memo state.

• Update Verification Status Indicator on ROAPELL for QAP Campuses


• Step 3: Run the SCT Pell Delivery System Process – RERPLxx to create Pell Grant Origination Records.

• The RERPLxx process will create Origination Records for Accepted awards whether or not they are in an Authorized Status.

• Can be run with a Population Selection.

• Step 3: Run the SCT Pell Delivery System Process – RERPLxx to create Pell Grant Origination Records.

• The RERPLxx process will create Origination Records for Accepted awards whether or not they are in an Authorized Status.

• Can be run with a Population Selection.

RPAAWRD – Award Maintenance FormThe Pell Origination Indicator is found in the

Summary/Packaging Group Information area.

RPAAWRD – Award Maintenance FormThe Pell Origination Indicator is found in the

Summary/Packaging Group Information area.

REAORxx – Pell Origination/Acknowledgement Form

Origination records can be viewed on the Pell Origination/Acknowledgement form, REAORxx.


Origination records can be viewed on the Pell Origination/Acknowledgement form, REAORxx.


The Verification Status Indicator is displayed in the Origination/Acknowledgement 2 window.


The Verification Status Indicator is displayed in the Origination/Acknowledgement 2 window.


• Step 4: Run the SCT COD Extract Process – REREXxx to extract both Pell Grant Origination and Disbursement Records that are ready to be extracted.

• Negative Disbursement Records are extracted along with Positive Disbursement Records.

• Step 4: Run the SCT COD Extract Process – REREXxx to extract both Pell Grant Origination and Disbursement Records that are ready to be extracted.

• Negative Disbursement Records are extracted along with Positive Disbursement Records.

REASTID – COD Student Identifier Form

The student’s first record extracted with the REREXxx process will create the initial COD Student Identifier

within Banner.


The student’s first record extracted with the REREXxx process will create the initial COD Student Identifier

within Banner.


Once an Origination Record is Extracted the Action Code will be ‘S’ent, the Document ID and the Date Sent will be

populated.


Once an Origination Record is Extracted the Action Code will be ‘S’ent, the Document ID and the Date Sent will be

populated.


Once a Disbursement Record is Extracted the Document ID will be populated, the Net Disb. Amt, and the Action

will show ‘S’ent.


Once a Disbursement Record is Extracted the Document ID will be populated, the Net Disb. Amt, and the Action

will show ‘S’ent.


• Step 5: Run the SCT COD File Import Process – RERIMxx to import COD Student Identifier Acknowledgements, Pell Grant Origination Acknowledgements and Pell Grant Disbursement Acknowledgements.

• Step 5: Run the SCT COD File Import Process – RERIMxx to import COD Student Identifier Acknowledgements, Pell Grant Origination Acknowledgements and Pell Grant Disbursement Acknowledgements.


Once a COD Student Identifier is Accepted the Status Code

will change from ‘Sent’ to ‘Accepted’


Once a COD Student Identifier is Accepted the Status Code

will change from ‘Sent’ to ‘Accepted’


Once an Origination Record is Acknowledged the Action Code will change to Either ‘A’ccepted, ‘C’orrected or

R’E’jected.


Once an Origination Record is Acknowledged the Action Code will change to Either ‘A’ccepted, ‘C’orrected or

R’E’jected.


Once a Disbursement Record is Acknowledged the Action Code will be ‘A’ccepted, ‘C’orrected, or ‘R’ejected and the

Acknowledged Disbursement Amount will be used for Corrected records.


Once a Disbursement Record is Acknowledged the Action Code will be ‘A’ccepted, ‘C’orrected, or ‘R’ejected and the

Acknowledged Disbursement Amount will be used for Corrected records.


• Step 6: Run the SCT COD Import/Export Report – RERIMEX to produce a detailed report of any imported files.

• It is important that you review all the imported files for Corrected or Rejected acknowledgement records.

• Step 6: Run the SCT COD Import/Export Report – RERIMEX to produce a detailed report of any imported files.

• It is important that you review all the imported files for Corrected or Rejected acknowledgement records.


If a Disbursement Record is Rejected – you should lock the record until the appropriate corrections are made.


If a Disbursement Record is Rejected – you should lock the record until the appropriate corrections are made.


• Step 7: (Optional) Run the SCT Pell Print Process - RERPRxx to produce a report for Originations (Unsent or Sent) and/or Disbursements with Disbursement Document ID and information.

• This process can be run after RERPLxx, REREXxx, and RERIMxx to assist in reconciliation and/or error detection.

• Step 7: (Optional) Run the SCT Pell Print Process - RERPRxx to produce a report for Originations (Unsent or Sent) and/or Disbursements with Disbursement Document ID and information.

• This process can be run after RERPLxx, REREXxx, and RERIMxx to assist in reconciliation and/or error detection.


• Step 8: Run the SUNY Voucher Detail Listing Process - RPRYVDL to generate the detailed listing of students to be vouchered for Pell.

• For Pell Funds, this process has been changed to only look for outstanding Accepted or Corrected Disbursement Acknowledgements that have been received but have not been vouchered.

• Step 8: Run the SUNY Voucher Detail Listing Process - RPRYVDL to generate the detailed listing of students to be vouchered for Pell.

• For Pell Funds, this process has been changed to only look for outstanding Accepted or Corrected Disbursement Acknowledgements that have been received but have not been vouchered.


• IMPORTANT: The RPRYVDL process should always be run immediately following the SCT COD File Import Process, RERIMxx.

• It should be run for all possible terms in the Aid Year for which a valid Accepted or Corrected Disbursement Acknowledgement could be received.

• IMPORTANT: The RPRYVDL process should always be run immediately following the SCT COD File Import Process, RERIMxx.

• It should be run for all possible terms in the Aid Year for which a valid Accepted or Corrected Disbursement Acknowledgement could be received.


Only ‘A’ccepted or ‘C’orrected Disbursement records with a ‘P’ositive Sign Indicator will be Vouchered. The

Acknowleged Disbursement Amount will be Vouchered – not the Reported.


Only ‘A’ccepted or ‘C’orrected Disbursement records with a ‘P’ositive Sign Indicator will be Vouchered. The

Acknowleged Disbursement Amount will be Vouchered – not the Reported.


• Step 9: Retrieve OSC # and post on the SUNY OSC Voucher Number Rules Form RPRYVNO

• Step 10: (Optional) Run the SUNY Voucher Release Process – RPRYVRP

• Step 11: Run the SCT Disbursement Process – RPEDISB

• Step 12: Run the SUNY Voucher Exception Report - RPRYVEX

• Step 9: Retrieve OSC # and post on the SUNY OSC Voucher Number Rules Form RPRYVNO

• Step 10: (Optional) Run the SUNY Voucher Release Process – RPRYVRP

• Step 11: Run the SCT Disbursement Process – RPEDISB

• Step 12: Run the SUNY Voucher Exception Report - RPRYVEX


• Step 13: Mark Redeposit amounts on the SUNY OSC Voucher Redeposit Rules Form – RPRYVRD or on the SUNY Redeposit Rules Form – RPRYRDP

• Step 14: Retrieve ROA # and post on the SUNY OSC Refund Appropriation Rules Form - RPRYRDP

• Step 15: Run the SUNY Voucher Redeposit Process – RPRYVRE

• Step 16: (Optional) Run the SUNY Voucher Summary Report Process – RPRYVSM

• Step 13: Mark Redeposit amounts on the SUNY OSC Voucher Redeposit Rules Form – RPRYVRD or on the SUNY Redeposit Rules Form – RPRYRDP

• Step 14: Retrieve ROA # and post on the SUNY OSC Refund Appropriation Rules Form - RPRYRDP

• Step 15: Run the SUNY Voucher Redeposit Process – RPRYVRE

• Step 16: (Optional) Run the SUNY Voucher Summary Report Process – RPRYVSM

RPAAWRD – Award Maintenance FormBelow is an Example of a Pell Award originally disbursed at ¾ time enrollment (1275), but then Authorizing the

remaining amount(425) when the enrollment was

corrected to Full-time.

RPAAWRD – Award Maintenance FormBelow is an Example of a Pell Award originally disbursed at ¾ time enrollment (1275), but then Authorizing the

remaining amount(425) when the enrollment was

corrected to Full-time.


The first amount of 1275 has already gone through Vouchering and has paid.


The first amount of 1275 has already gone through Vouchering and has paid.


The additional amount of 425 will remain Authorized and not pay until a ‘A’ccepted or ‘C’orrected

Acknowledgement is Imported.


The additional amount of 425 will remain Authorized and not pay until a ‘A’ccepted or ‘C’orrected

Acknowledgement is Imported.

GLRSLCT – Population Selection Definition Rules Form

Below is an Example of Population Selection that will pull all Unsent Negative Disbursement Records. Campuses may run this Population using GLBDATA prior to running

REREXxx.

GLRSLCT – Population Selection Definition Rules Form

Below is an Example of Population Selection that will pull all Unsent Negative Disbursement Records. Campuses may run this Population using GLBDATA prior to running

REREXxx.

GLAEXTR – Population Selection Extract Data Form

The students with Negative Disbursement Records can then be viewed on the GLAEXTR form.

GLAEXTR – Population Selection Extract Data Form

The students with Negative Disbursement Records can then be viewed on the GLAEXTR form.



•Any Additional Questions?

•Thanks to SUNY Oneonta and Canton for Beta Testing in 2005-2006!

•Thank You!

•Any Additional Questions?

•Thanks to SUNY Oneonta and Canton for Beta Testing in 2005-2006!

•Thank You!

SCT XML COD files for Pell with SICAS Vouchering Presenter: Shirley Clark, SICAS Center Presenter:...

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