9.2 Adjust Aid and Undisburse (Single Student)

Purpose: Use this document as a reference for Adjusting and Undisbursing Financial Aid in ctcLink.

Audience:  FA Counselor/Technician.

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.

Adjust Aid and Undisburse (Single Student)

Adjusting Aid

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

  1. The Award Entry search page displays.
  2. Enter the following:
    1. ID
    2. Academic Institution
    3. Aid Year
  3. Select Search.
award entry search criteria page
  1. The Award Entry page displays.
  2. Select the Item Types for the student that will be adjusted. Enter a “B” in the Action box next to the Item Type that will be adjusted.
b pell grant award with annotation around row
  1. Adjust the Annual Aid Amount in the Offered box and tab out of the box.
pell grant row with amount in offered column changed
  1. You will be taken to the Award Disbursement/Split page - select the Custom Split box to open the Offered fields.
disbursement detail with custom split check box checked
  1. Enter the term amounts that equate to the annual amount.
  2. Select OK.
custom split disbursement distribution equal to annual amount with ok button annotated
  1. The Award Entry page displays.
  2. Select the Validate button.
  3. The Award validation message displays.
  4. Select OK.
validation message box with ok button annotated
  1. The Award Entry page displays.
  2. Select the Post button.
  3. The confirmation Message displays.
  4. Select the OK button.
  5. You have successfully adjusted aid.
Undisbursing Aid

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.

Navigation:  NavBar > Navigator > Financial Aid > Disbursement > Disburse Aid

  1. The Disburse Aid search page displays.
  2. Enter the following:
    1. ID
    2. Academic Institution
    3. Aid Year
  3. Select Search.
disburse aid search criteria page with search box and identifiers annotated
  1. The Search Results display.
  2. From the list of terms for the aid year, choose the desired term to process the disbursement on.
disburse aid search results with terms displaying
  1. The Disburse Aid page displays.
  2. Find the Item Type to process.  (*Please note - if there are multiple item types that require processing, the following steps will need to be done to each item type.)
  3. Select Authorization.
term disbursements pell grant item type grouping annotated with authorization button annotated
  1. Once the Authorization process is complete, the Authorized amount will be updated to the same amount as the Accepted.  
  2. Check the Messages link to ensure there are no reported issues.
term disbursements grouping annotated with authorized amount highlighted to match net disb bal row
  1. The Message Detail pagelet displays.
  2. If satisfied with the messages, select Return.
message detail indicating award disbursed and return hyperlink annotated
  1. The Disburse Aid page displays.
  2. Select Disbursement.
disbursement button annotated
  1. The Disbursed amount will now be updated to match the other dollar amounts.

*Please Note - This process bypasses the Student Financials “Group Post” process.  The disbursed amount will be immediately reflected on the student’s account.

disbursed aid and term disbursement group box annotated
  1. End of procedure.

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