Update Pell COA for Students Not Budgeted for All Projected FA Terms in the Aid Year
Purpose: Use this document as a reference on how to obtain correct annual ‘Pell Term COA’ and ‘Less Than Half Time Pell COA’ amounts for students who are not budgeted for all projected Financial Aid Terms in the aid year.
Audience: FA Counselor/Technician
On 06/24/2021 Image 20 was implemented into ctcLink and introduced a Pell COA bug. A workaround was provided until Image 22 (which contained the “fix”) was added in ctcLink on 09/18/2021. However, on 05/22/2022 Oracle clarified the “fix” provided in Image 22 simplified how the budget formulas were calculated, and now requires, in addition to overriding FA Term to ‘N’. This update mimics how after Census, FA term becomes inactive when there is no enrollment.
You must have at least one of these local college managed security roles:
- ZC, ZD, or ZZ FA Term Prcs - (for Updating FA Term to N)
- ZD FA Director - (for updating FA Term to N)
- ZD or ZZ FA Budgets - (for updating FA Term Budgets)
- ZD or ZZ FA Award Processing - (for Assign Awards to a Student pg)
- ZZ FA Award Processor - (for Assign Awards to a Student pg)
If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.
Navigation: Financial Aid > Financial Aid Term > Maintain Student FA Term
- At the Financial Aid Term Search Criteria page, enter in the:
- Empl ID
- Academic Institution
- Aid Year
- Select the Search button.
- At the FA Term tab, in the Student Data group Box, add a new effective-dated row for one of the projected FA terms the student will not attend in the aid year.
- Select the Acad Level tab, and override Financial Aid Load to ‘N’ - No Units.
- Select the Records/Term Info tab, and override the Weeks of Instruction to ‘0’.
- Select the Save button.
- Repeat the same steps for other projected FA terms the student will not attend in the aid year before going to the screen to update budgets.
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.
View Tutorial Via Panopto
View the external link to Pell COA Updating FA Term to N Units. This link will open in a new tab/window.
You must have at least one of these local college managed security roles:
- ZD FA Budgets
- ZD FA Director
- ZZ FA Budgets
If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.
Navigation: Financial Aid > Budgets > Create Student Budget
- At the Create Student Budget Search Criteria page, enter:
- Empl ID
- Academic Institution
- Aid Year
- Select the Search button.
- Add rows for all four terms in the Aid Year - the example displayed is for a header institution.
- Select the Build Budget button.
- Select the Move Budget button.
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.
View Tutorial Via Panopto
View the external link to Pell COA - Updating Student Budget. This link will open in a new tab/window.
IMPORTANT: Before Navigating away from this page, you will need to select the Build Budget and Move Budget buttons, again. The process requires these steps to be run twice to trigger the COBOL to update the Pell COA values to update properly.
You must have at least one of these local college managed security roles:
- ZD FA Award Processing
- ZD FA Director
- ZZ FA Award Processing
- ZZ FA Award Processor
If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.
Navigation: Financial Aid > Awards > Award Processing > Assign Awards to a Student
- At the Assign Awards to a Student Search Criteria page, enter:
- Empl ID
- Academic Institution
- Aid Year
- Select the Search button.
- Select the Retrieve button - you should see Pell award as expected.
- Select the Disbursement link to verify the Pell distributed as expected.
- Select the Validate button - select OK to clear the Validation Success message.
- Select the Post button - select OK to clear the Award Posting Success message.
- End of procedure.
View 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.
View Tutorial Via Panopto
View the external link to Pell COA - Assign Awards to a Student page. This link will open in a new tab/window.
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