9.2 Track Agency Funding (Financial Aid)

Purpose: Use this document as a reference on how to identify and track students who have agency funding/third party payment that needs to be accounted for in the overall Cost of Attendance

Audience:  Financial Aid Staff responsible for tracking special funding that is processed as a Third Party Payment in SF

Identifying Students with Agency Funding in View Customer Accounts Via Query

Navigation:  Nav Bar > Navigator > Reporting Tools > Query > Schedule Query

  1. At the Schedule Query Search Criteria page, enter in your desired Run Control ID.  You Add a New Value if one does not already exist, or use the Existing Run Control ID tab.
  2. Select Add or Search.
Schedule Query search criteria page with run control id and add button annotated
  1. In the Schedule Query page, in the Query Name enter the query: CTC_FA_THIRD_PARTY_PYMNTS
  2. Select the Search button.
Schedule Query page with Query Name of CTC_FA_THIRD_PARTY_PYMNT and Search button annotated
  1. In the Query group box, select the CTC_FA_THIRD_PARTY_PYMNTS query link.
The Query group box with the CTC_FA_THIRD_PARTY_PYMNT query annotated
  1. The query parameters pagelet opens.  
  2. Enter the following:
    • Institution
    • SF Item Term
    • Aid Year
  3. Select the OK button.
Query parameters page with Institution, SF Item Term, and Aid Year annotated with OK button annotated
  1. Now that the parameters have been defined, select the Run button.
Schedule Query page with Run button annotated
  1. At the Process Scheduler Request page, select the OK button.
Process Scheduler Request page with OK button annotated
  1. At the Schedule Query page, select the Process Monitor link.  
Schedule Query page with the Process Monitor link annotated and the Process Instance number highlighted
  1. At the Process List page, when the process runs to Success and Posted, select the Details link.
Process List page with Run Status and Distribution Status of Success and Posted and Details link annotated
  1. At the Process Detail page, select the View Log/Trace link to locate the .csv
Process List page with View Log/Trace link annotated
  1. Select the .csv link - a spreadsheet will download.  
View Log/Trace page with .csv link annotated
  1. Open the excel doc, and filter as desired.  

Tip! Review items that are listed as the Aid Processing Status of 'Packaging Completed' first - this status means that an award has already been made and priority needs to be paid attention to this first.  The goal in this process is to quickly identify potential overawards and/or eligibility impacts as a result of the agency funding.

Excel doc with columns displaying EMPLIDs, Last Name, First Name, SF Item Term, SF Item Type, Item Type, Descr, Sum of SF Item Type, SF Item Effective Date, and EFC
Assigning a Non-Disbursable Item Type in the Assign Awards to a Student page

Next, we will work an award from the above spreadsheet example.  We can see a third-party payment from the Department of Labor and Industries. This award needs to be added in the Assign Awards to a Student page with a non-disbursable Item Type.  

Nav Bar > Navigator > Financial Aid > Awards > Award Processing > Assign Awards to a Student

  1. At the Assign Awards to a Student page, add a new row.
Assign Awards to a Student page with add a new row annotated
  1. "B" the award and enter in the amount from the spreadsheet from column "H" into the Offered amount.  Tab out, and the amount will populate into the Accepted column.
  2. Enter in the desired Disbursement Plan and Split Code.  
  3. Select the Validate button, and the OK button to pass through the Validation confirmation message.
  4. Select Post button, and OK button to pass through the Post confirmation message.
Row 40 with B in the action and the Item Type for Department of Voc Rehab and the amount of Offered and Accepted and Disbursement Plan and Split Code defined with Validate and Post buttons

Tip!  Check the Need Summary tab, and the Term Summary tab to ensure the aid package is not overawarded for the aid year, and the term.

  1. End of procedure.

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