Creating a New FA Item Type 23e

Purpose:  Use this document as a reference for creating a new FA item type in ctcLink

Audience:  FA Director

Navigation:  Main Menu > Set Up SACR > Product Related > Financial Aid Awards > Financial Aid Item Types

Financial Aid Item Types
  1. Select the Add a New Value tab.

Note: The FA office determines the FA Item Type code and name to submit to Student Financials. (See the Item Type QRG for correct numbering of item types.) Student Financials completes the setup prior to use by FA.

  1. Enter the appropriate institution code in the SetID field.
  2. Enter the year in the Aid Year field.
  3. Select the Item Type look-up icon and select the appropriate item type.
  4. Select the Add button.
add a new value
  1. Populate the following fields in the FA Item Type 1 tab:
    1. Effective Date –  enter date of Item Type creation
    2. Status –  Active
    3. Description – enter a description of the Item Type
    4. Short Description – enter a short description of the Item Type
    5. Financial Aid Type – select the appropriate type of aid
    6. Source – select the appropriate source
    7. Federal ID – select the appropriate option (federal item types only)
    8. Aggregate Area – select the appropriate option (federal item types only
fa item type 1 tab
  1. Populate the following fields in the FA Item Type 2 tab:
    1. Fed/Inst Affected –  select Federal Only
    2. Meet Need/Cost –  select appropriate Need/Cost
    3. Packaging Method – select Federal Methodology
    4. Selection Criteria – leave this field blank
  2. In the Rounding Rules section populate the following fields:
    1. Rounding Option – select Dollar
    2. Round Direction – select Nearest
    3. Award Remainder Rule – select Last-Dllrs
    4. Fee Remainder Rule – leave this field blank
  3. The check boxes will be checked according to the type of award being created.
fa item type 2 tab
  1. Populate the following fields in the FA Item Type 3 tab:
    1. Pass Anticipated Aid – select the appropriate status
    2. Anticip Aid Expiration Days – enter 365
    3. Disbursement Method – select the appropriate method
    4. Auto Cancel Item type – leave this field blank
  2. Check the boxes as desired for the Item Type being created.
    1. Print Letter Option – select Print from the drop-down menu
    2. Select the Print as Award Item radio button
    3. Leave Print as Other Resource unchecked
    4. Award Message - select desired code or leave the field blank
  3. Self Service Actions – check the appropriate check boxes required for the Item Type
fa item type 3 tab
  1. Populate the following fields in the FA Item Type 4 tab:
    1. Term Category – select the desired term (for more than one Term Category, insert a new row)
    2. Minimum – enter the minimum dollar amount for the Item Type
    3. Maximum – enter the maximum dollar amount for the Item Type
    4. Add a new row (+) for additional Term Categories if needed
fa item type 4 tab
  1.  Populate the following fields in the FA Item Type 5 tab:
    1. Academic Institution –select the institution
    2. Academic Career –select UGRD
    3. Disbursement Plan – select a disbursement plan
    4. Split Code – select the appropriate split code
fa item type 5 tab
  1. Populate the following fields in the FA Item Type 6 tab:
    1. Loan Fee – select the appropriate loan fee codes
  2. Select the Save button.
fa item type 6 tab

Please Note – Rebate value MUST be included, even if it's zero when, setting up the Loan Fees.

Define Item Type Rules

Navigation:  Main Menu > Set Up SACR > Product Related > Financial Aid > Disbursement > Define Item Type Rules

  1. Select the Add a New Value tab.
  2. Select the Academic Institution.
  3. Select the Aid Year.
  4. Academic Career: select UGRD.
  5. Select the appropriate Item Type.
  6. Select the Add button.
disbursement rule, add a new value
  1. Populate the following fields in the Indicators tab:
    1. Eff Date – enter date of Item Type creation
    2. Status – select Active
    3. Descr – populated with description for the Item Type selected
    4. Short Desc – populated with Short Description for the Item Type selected
  2. Check the appropriate check boxes for the Item Type rules.
indicators
  1.  Populate the following fields in the Groups/Thresholds tab:
    1. Enter the Minimum Units required for the Item Type, if applicable
    2. Populate Other fields as needed for the Item Type rules
groups thresholds
  1. Populate the following fields in the Checklists/Tracking tab:
    1. Checklists – select the desired checklist (Click the Add a New Row (+) button for multiple checklists)
    2. Tracking – leave blank
    3. Service Impact – select the Service Indicator codes
    4. User Edit Messages – select the appropriate Message Code
  2. Select the Save button.
checklists, tracking
Fiscal Item Types

Navigation:  Main Menu > Set Up SACR > Product Related > Financial Aid Awards > Fiscal Item Types

  1. Select the SETID lookup icon and select the appropriate code.
  2. Select the Aid Year lookup icon and select the year.
  3. Select the Item Type lookup icon and select the appropriate item type.
  4. Select the Search button.
  5. Enter the Budgeted amounts into the Offer, Accept and Disbursement fields.
  6. Select the Save button.
assign fiscal limits
Define Rules for Return

Navigation:  Main Menu > Set Up SACR > Product Related > Financial Aid Application Processing > Define Rules for Return

  1. Enter Institution and Aid Year and click Search.
  2. Insert a new row by clicking (+) button to add the newly created Federal item type.
  3. Select the Item Type look-up icon and select the appropriate item type.
    1. A user can also click the Auto Populate button to add the Federal item type
  4. Select the Save button.

The next section is for New Loan Item Types only

Create Loan Types

Navigation:  Main Menu > Set Up SACR > Product Related > Financial Aid > Loans > Create Loan Types

  1. Select the Add a New Value tab.
  2. Select the Academic Institution.
  3. Select the Aid Year.
  4. Enter the appropriate Loan Type Cd.
  5. Populate the following fields in the Loan Type Table tab:
    1. Select the Loan Category
    2. Select the Loan Program
    3. Select the Loan Refund Indicator
    4. Enter the Loan Fee Rate
    5. Enter the Max Nbr Disbs (disbursements)
    6. Enter the Min Loan Amt
    7. SetID – enter the institution code
    8. Item Type – enter the Item Type associated with the Loan Type being created
create loan types
  1.  Populate the following fields in the CommonLine/NSLDS Xref tab:
    1. NSLDS Loan Type – Click the lookup icon and select the appropriate code
commonline, nslds xref tab
  1. Populate the following fields in the Direct Loan Options tab:
    1. DL Disbursement Option – Select Orig+PNote from the drop-down menu
    2. DL Transmit Disb Option – Select Orig Ack from the drop-down menu
direct loan options
  1. Populate the following fields in the Checklist Setup tab:
    1. Checklist – SBCTC has not configured the checklist field at this time
checklist set up
  1. Process Complete.