Reconcile Financial Aid

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.  

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.

Reconciling Financial Aid

More detail on these queries is found in the Fund Management Business Processing Guide in the ctcLink Reference Center

Reconcile FA - SF DISCREPANCY LIST

Navigation:  Reporting Tools > Query > Schedule Queries

  1. The Schedule Query search page will display. On the search page, enter an existing or new Run Control ID.  
  2. Select the Search or ADD button.  The Schedule Query page will display.
  3. On the Schedule Query page, enter ‘CTC_FA_SF_DISCREPANCY_LIST’ in the Query Name field.
  4. Select the Search button.  The Scheduled Query Search Page will display.
  5. On the search page, select the query link displayed. An Edit Prompts pagelet displays.
  6. On the pagelet, complete the following fields:
    • Institution
    • Aid Year
    • Term (Optional)
  7. Select the OK button.  
  8. The Schedule Query page will display.
  9. On the Schedule Query page, select the Run button.  The Process Scheduler Request page will display.
  10. On the Process Scheduler Request page, ensure the check box is marked for PSQUERY.
  11. Select the OK button.  The Schedule Query page will display.
  12. On the Schedule Query page, notate the Process Instance number.
  13. On the Process List tab, select the Refresh button until the process Run Status is "Success" and Distribution Status is "Posted".
  14. Select the Actions link then select the View Log/Trace option.
  15. On the View Log/Trace page, select the CTC_FA_SF_DISCREPANCY_LIST-XXXXXXX.csv link.
  16. A message will open asking how you want to process the file, i.e., Open, Save or Cancel.
  17. Select Open to review the CSV file in Excel.
  18. The process to create the report to reconcile the FA SF Discrepancy List is now complete.
Reconcile FA - SF FINAID REFUND DETAILS

Navigation:  Reporting Tools > Query > Schedule Queries

  1. The Schedule Query search page displays.  On the search page, enter an existing or new Run Control ID.  
  2. Select the Search button.  The Schedule Query Search Page will display.
  3. On the search page, verify the Query Type = Queries.
  4. Select the Query Name field and enter 'CTC_SF_FINAID_REFUND_DETAILS'.
  5. Select the Search Button.  The search result will display.
  6. Select the query link displayed.  An Edit Prompts pagelet will display.
  7. On the search page, verify the Query Type = Queries.
  8. Select the Query Name field and enter 'CTC_SF_FINAID_REFUND_DETAILS'.
  9. Select the Search Button.  The search result will display.
  10. Select the query link displayed.  An Edit Prompts pagelet will display.
  11. On the pagelet, enter the Institution.
  12. Enter the Item Term.
  13. Select the SetID.
  14. Select the Enter All or Range field.
  15. Select the OK Button.  The Schedule Query page will display.
  16. On the Schedule Query page, select the Run button.  The Process Scheduler Request page will display
  17. On the Process Scheduler Request page, ensure the check box is marked for PSQUERY.
  18. Select the OK button.  The Schedule Query page will display.
  19. On the Schedule Query page, notate Process Instance number.
  20. Select the Process Monitor link.  The Process List tab will display.
  21. On the Process List tab, select the Refresh button until the process Run Status is "Success" and Distribution Status is "Posted".
  22. Select the Actions link, then select the View Log/Trace option.
  23. On the View Log/Trace page, select the CTC_SF_FINAID_REFUND_DETAILS-XXXXXXX.csv link.
  24. Open the CSV file that was just downloaded.
  25. The process to create the report to reconcile the SF FINAID REFUND DETAILS is now complete.
Reconcile FA - SF FINAID REFUND SUMMARY

Navigation:  Reporting Tools > Query > Schedule Queries

  1. The Schedule Query search page displays. On the search page, enter an existing or new Run Control ID.  
  2. Select the Search button.  The Schedule Query Search Page will display.
  3. On the search page, verify the Query Type = Queries.
  4. Select the Query Name field and enter 'CTC_SF_FINAID_REFUND_SUMMARY'.
  5. Select the Search Button.  The search result will display.
  6. Select the query link displayed.  An Edit Prompts pagelet will display.
  7. Select the query link displayed.
  8. Select values for the Institution field.
  9. Select the SetID.
  10. Select the Enter All or Range field.
  11. Enter the Aid Year information.
  12. Select the OK Button.  The Schedule Query page will display.
  13. On the Schedule Query page, select the Run button.  The Process Scheduler Request page will display.
  14. On the Process Scheduler Request page, ensure the check box is marked for PSQUERY.
  15. Select OK Button.  The Schedule Query page will display.
  16. On the Schedule Query page, notate Process Instance number.
  17. Select the Process Monitor link.  The Process List tab will display.
  18. On the Process List tab, select the Refresh button until the process Run Status is "Success" and Distribution Status is "Posted".
  19. Select the Actions link and then select the View Log/Trace option.  
  20. On the View Log/Trace page, select the CTC_SF_FINAID_REFUND_SUMMARY-XXXXXXX.csv link.
  21. Open the CSV file that was just downloaded.
  22. The process to create the report to reconcile the SF FINAID REFUND SUMMARY is now complete.
  23. You have successfully run the report to aid in reconciling Financial Aid.
  24. End of procedure.