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:  Reporting Tools > Query > Schedule Queries

  1. At the Schedule Queries 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.
  3. In the Schedule Query page, in the Query Name enter the query: CTC_FA_THIRD_PARTY_PYMNTS
  4. Select the Search button.
  5. In the Query group box, select the CTC_FA_THIRD_PARTY_PYMNTS query link.
  6. The query parameters pagelet opens.  
  7. Enter the following:
    • Institution
    • SF Item Term
    • Aid Year
  8. Select the OK button.
  9. Now that the parameters have been defined, select the Run button.
  10. At the Process Scheduler Request page, select the OK button.
  11. At the Schedule Queries page, select the Process Monitor link.  
  12. At the Process List page, when the process runs to Success and Posted, select the Actions link and select the View Log/Trace option.
  13. At the View Log/Trace page, select the .csv link - a spreadsheet will download.  
  14. 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.

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the  play button to start the video.

Video Tutorial Via Panopto

View the external link to Identifying Students with Agency Funding. This link will open in a new tab/window.

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.  

Navigation:  Financial Aid > Awards > Award Processing > Assign Awards to a Student

  1. At the Assign Awards to a Student page, add a new row.
  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.

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.

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the  play button to start the video.

Video Tutorial Via Panopto

View the external link to Assigning a Non-Disbursable Item Type in the Assign Awards to a Student page. This link will open in a new tab/window.

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