9.2 Authorization Failure Report
Purpose: To run the authorization failure report in ctcLink.
Audience: Financial Aid staff.
Used to review student aid that failed to authorize 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.
Known Issue for the FA913 PDF:
Any authorization of an award that you 'override' will continue to remain on the report because the error was not 'resolved' but 'overridden'. It would be the same idea for those awards that have never disbursed due to an authorization failure then you cancelled their awards. The error remains on the report since the authorization process will not pick up a combination like $0 Accepted $0 Authorized $0 Disbursed to re-authorize the aid. The report looks for one of those amounts not being a non-zero.
Workaround:
The queries CTC_FA913 and QCS_FA913_WITH_ERROR_COUNT have additional criteria of "authorized amount do not equal the accepted amount" so the students mentioned above as a known issue are eliminated from the results.
Authorization Failure Report
Navigation: NavBar > Navigator > Financial Aid > Disbursement > Authorization Failure Report
- The Authorization Failure Rpt run control search page displays. On the search page, enter a New or Use an existing Run Control ID.
- Select the Add or Search button. The Authorization Failure Report page will display.
- On the Authorization Failure Report page, in the Parameters section, populate the following fields:
- Academic Institution
- Aid Year - use the Aid Year in which you are processing.
- Term (*Note Ensure this matches the term used in the authorization process)
- Select the Run button. The Process Scheduler Request page will display.
- On the Process Scheduler Request page, ensure the checkbox for the report is selected.
- Select the OK button. The Authorization Failure report page will display.
- From the Authorization Failure Report page, make note of the Process Instance number.
- Select the Process Monitor link. The Process List tab will display.
- On the Process List tab, select the Refresh button until the Run Status = Success and Distribution Status = Posted.
- Select the Go Back to Authorization Failure Rpt link. The Authorization Failure Report page will display.
- On the Authorization Failure Report page, select the Report Manager link. The Report Manager tabs will display.
- From the Administration tab, select the “FA913-Authorization Failure Report.pdf” link. A new window will open with report results.
- The report displays in .pdf format.
- The process to run the authorization failure report is now complete.
Query Process
The Authorization Failure Report can be ran as a query and put into an Excel spreadsheet.
Used to work the student list whose aid failed to authorize for disbursement.
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
- The Query Viewer search page displays. On the search page, enter the Query Name: CTC_FA913.
- Select the Search button. The Search Results will display.
- On the Search Results section, select the Excel link for the chosen query. The query parameters page will display.
- On the query parameters page, enter the Institution.
- Enter the Aid Year.
- Select the View Results button.
- A message should open asking how you want to see the report; i.e., Open, Save, etc.
- Select Open. The Excel file will open. Review as needed and save if applicable.
- The optional process to run the authorization failure report is now complete.
- End of procedures.
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