Reconcile Financial Aid (R-232)

Purpose:  Use this document as a reference on how to reconcile financial aid using ctcLink.

Audience:  Financial Aid staff

R-232 CEMLI includes the following reports that need to be run to reconcile Financial Aid:

  • CTC_FA_SF_DISCREPANCY_LIST,
  • CTC_SF_FINAID_REFUND_DETAILS, and
  • CTC_SF_FINAID_REFUND_SUMMARY. 

The intent is to reconcile FA disbursed and SF paid. This QRG simply runs these reports from the Schedule Query page.  

Reconcile FA - SF Discrepancy List

Navigation:  Main Menu > Reporting Tools > Query > Schedule Query

  1. Enter an existing or new Run Control ID.  
  2. Select the Search button.
run control id page
  1. Select the Query Name field and enter ‘CTC_FA_SF_DISCREPANCY_LIST’.
  2. Select the Search button.
query name search
  1. Select the query link displayed.
  2. Select values for the Institution, Aid Year, and Term fields.
  3. Select the OK Button.
scheduled query page
  1. Select Run
select run
  1. Ensure the check box is marked for PSQUERY.
  2. Select OK Button
ps query check box ok
  1. Notate Process Instance number.
  2. Select the Process Monitor Link.
process monitor
  1. Select the Refresh button until the process Run Status is "Success" and Distribution Status is "Posted".
  2. Select  the Details link.
  1. Select the View Log/Trace link.
view log trace link
  1. Select the CTC_FA_SF_DISCREPANCY_LIST-XXXXXXX.csv field.
  2. Open the CSV file to review the list.
discrepancy csv
Reconcile FA - SF FINAID_REFUND_DETAILS

Navigation:  Main Menu > Reporting Tools > Query > Schedule Query

  1. Enter an existing or new Run Control ID.  
  2. Select the Search button.
search by run control ID
  1. Select the Query Name field and enter 'CTC_SF_FINAID_REFUND_DETAILS'.
  2. Select the Search Button.
shcedule query
  1. Select the query link displayed.
  2. Select values for the Institution, and Term fields.
  3. Select the SetID.
  4. Select the Enter All or Range field.
  5. Select the OK Button.
query link detail with additional prompts
  1. Ensure the check box is marked for PSQUERY.
  2. Select OK Button
ps query box checked
  1. Notate Process Instance number.
  2. Select the Process Monitor Link
process monitor
  1. Select the Refresh button until the process Run Status is "Success" and Distribution Status is "Posted".
  2. Select the Details link.
  1. Select the View Log/Trace link.
view log trace
  1. Select the CTC_SF_FINAID_REFUND_DETAILS-XXXXXXX.csv field.
  2. Open the CSV file that was just downloaded.
finaid refund csv
Reconcile FA - SF FINAID_REFUND_SUMMARY

Navigation:  Main Menu > Reporting Tools > Query > Schedule Query

  1. Enter an existing or new Run Control ID.  
  2. Select the Search button.
schedule query run control ID search
  1. Select the Query Name field and enter 'CTC_SF_FINAID_REFUND_SUMMARY'.
  2. Select the Search Button.
schedule query name and search
  1. Select the query link displayed.
  2. Select values for the Institution field.
  3. Select the SetID.
  4. Select the Enter All or Range field.
  5. Enter the Aid Year information.
  6. Select the OK Button.
scheduled query page and parameters window
  1. Select Run.
select the run button
  1. Ensure the check box is marked for PSQUERY.
  2. Select OK Button.
ps query check box and ok button
  1. Notate Process Instance number.
  2. Select the Process Monitor Link.
process monitor
  1. Select the Refresh button until the process Run Status is "Success" and Distribution Status is "Posted".
  2. Select the Details link.
  1. Select the View Log/Trace link.
view log trace link
  1. Select the CTC_SF_FINAID_REFUND_SUMMARY-XXXXXXX.csv field.

 

finaid refund summary csv

You have successfully reconciled Financial Aid.

End of procedure.