9.2 Process Award Authorizations

Purpose:  Use this document as a reference on how to process award authorizations using ctcLink.

Audience:  Financial Aid staff.

Authorize financial aid in batch by selecting records for authorization in preparation for disbursement.

You must have at least one of these local college managed security roles:

  • ZD FA Director
  • ZD FA Disbursements
  • ZZ FA Disbursements
  • ZZ FA Funds Manager

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Process Award Authorizations

Navigation: NavBar > Navigator > Financial Aid > Disbursement > Process Award Authorizations

  1. The Process Award Authorizations search page displays. On the search page, enter the Run Control ID.
  2. Select the Search button.  The Authorize Aid page will display.
Run control ID search
  1. On the Authorize Aid page, enter the Academic Institution.
  2. Enter the Aid Year - use the Aid Year in which you are processing.
  3. Select the Active checkbox.
  4. Select the Update Switch checkbox.
  5. Select the Process Selected Terms checkbox.
  6. Leave the Process Selected Items unchecked.
  7. Enter the Term for which you are authorizing awards.
  8. Select the Run button.  The Process Scheduler Request page will display.
Authorize Aid
  1. On the Process Scheduler Request page, select OK button. The Authorize Aid page will display.
Process Scheduler Request
  1. On the Authorize Aid page, make note of the new Process Instance number.
  2. Select the Process Monitor link.  The Process List tab will display.
Process Monitor link
  1. On the Process List tab, locate Process Instance number assigned in previous step.
  2. Select Refresh button until Run Status is "Success" and Distribution Status is "Posted".
Process List tab

Validation

To determine if any authorizations have been processed, run the CTC_FA_AUTHORIZATION_DISCREP query.  Navigate to Query Viewer.

You must have at least one of these local college managed security roles:

  • ZD_DS_QUERY_VIEWER

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Navigation:  NavBar > Navigator > Reporting Tools > Query >Query Viewer

  1. The Query Viewer search page displays. On the search page, Search By = Query Name.  Enter CTC_FA_AUTHORIZATION_DISCREP for the query name value.
  2. Select the Search button.  Search Results will display.
  3. Select the HTML link.  The report will display in a new browser window.
Query Viewer search
  1. On the report page, enter the Institution.
  2. Enter the Aid Year.
  3. Enter the Term.
  4. Select the View Results button.
Query Report search parameters
  1. Select the Excel Spreadsheet link.
  2. Save the file to known location.  
  3. The award authorizations process is now complete.
  4. End of procedure.