9.2 Re-Disburse Aid to Align with SF Amount

Purpose: Use this document as a reference on how to re-disburse aid that did not post correctly to customer account due to a discrepancy between FA disb amount and SF Item Type Amount

Audience:  Financial Aid Staff

Note-- FA staff performing customer account clean up using this method of award swapping must use the manual Authorization and Disbursement process.  FA staff performing the manual Authorization and Disbursement of aid swapping should not perform this process during the batch runs of Authorization and Disbursement of financial aid.  

Additionally, SF staff should not be running Group Post or the Refund process while the FA staff member is performing manual Authorization and Disbursement/clean up of aid.  

FA staff and SF staff must closely communicate with each other when the cleaning up of accounts and these processes are occurring so as to ensure double-posting or refunding incorrect or extra amounts does not occur.

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.

Assign Awards to a Student - Award Adjustment

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

  1. In the Assign Awards to a Student page, review the desired Item Type's original amount before adjusting the award.  In this example, the original award amount is $2,958.69
Assign Awards to a Student page displaying the orignal award amount for Opportunity Grant in the amount of $2958.69
  1. In the desired Item Type to be adjusted, use the “BAction to "Offer/Accept" the award using a random amount for the term needing the award adjustment.  In this example, the aid is being reduced to $2,000.00
  2. Select the Validate button - Check your Disbursement link!
  3. Select the Post button.

When adjusting aid for a random amount, be sure to decrease the amount of the award--not increasing the amount of the award.  Increasing the award amount will cause aid amounts to shift to fit within financial need and COA.  To keep other aid (that may already be disbursed) in tact, decrease the award amount when making the adjustment.

Be sure to check the Disbursement link to ensure the aid stays distributed how you want it to in the term(s).

Assign Awards to a Student page with row 50 Opportunity Grant Tuition adjusted
  1. Review your Disbursement link - select the OK button.
Award Disbursement Detail page with Disbursement Distribution or reduced amount
Manually Disburse Aid for the Adjusted Amount

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:  Nav Bar > Navigator > Financial Aid > Disbursement > Disburse Aid

Note! This manual process of "Disburse Aid" immediately posts to the customer account, bypassing SF's Group Post step. You must notify SF staff you are cleaning up disbursements, and that all Refund Processing on the SF side should stop when FA staff are working to clean up disbursements.

  1. Find the term and the aid in which the aid needs to be re-disbursed with the random amount.
  2. Select the Authorization button.
  3. Then, select the Disbursement button -- Pay attention to any potential messages (see arrow in image below) that may have appeared at the time you have completed this manual Authorized, and Disbursed process.  If a Message link exists, select the link to review.
  4. You will now return to the Assign Awards to a Student page to cancel the award.
Disburse Aid page with adjusted amount disbursed
Return to Assign Awards to a Student - Cancel Award

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

  1. Return to the Assign Awards to a Student page.
  2. Use the “CAction to Cancel the award and it will zero out.  Set the Split code to the affected term ( for example, U1 for Summer).
  3. Select Validate button - remember to check your Disbursement link before posting!
  4. Select the Post button.
  5. Return to “Disburse Aid” for all the term(s) and item type(s) that needs to be “undisbursed" to zero.
Assign Awards to a Student page with C in Action field and Accepted/Offered amounts reflecting $0 cancelled award
Return to Disburse Aid Page to Manually Un-disburse Award

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:  Nav Bar > Navigator > Financial Aid > Disbursement > Disburse Aid

  1. Select the Authorization button.
  2. Then, select the Disbursement button -- Pay attention to any potential messages (see arrow in image below) that may have appeared at the time you have completed this manual Authorized, and Disbursed process.  If a Message link exists, select the link to review.
  3. The Disbursement total should now reflect a zero dollar amount - as indicated next to the arrow in the screen shot below.
  4. Next, you will return to the Assign Awards to a Student to re-award the Item Type for the original amount awarded.
Disburse Aid page with Disbursed amount of $0 and Authorize and Disburse buttons annotated
Return to Assign Awards to a Student to Re-award

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

  1. Use the “BAction to Offer/Accept the award back to its original award.
  2. Select Validate button - remember to check your Disbursement link before posting!
  3. Select the Post button.

Tip!  For accuracy, if you want to double-check the exact original award amount, you can go to the Award Activity page to view the award activity.  Financial Aid > Awards > View Award Activity

Assign Awards to a Student page with original award amount displayed
  1. Review your Disbursement link - select the OK button.  Note the 2211 term in the example below has a $0 amount disbursed.  You will now return to the Disburse Aid page to Authorize and Disburse the aid for the original amount intended.
Disbursement link with original amounts
Return to Disburse Aid Page to Manually Re-disburse Award

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:  Nav Bar > Navigator > Financial Aid > Disbursement > Disburse Aid

  1. Select the Authorization button.
  2. Then, select the Disbursement button -- Pay attention to any potential messages that may have appeared at the time you have completed this manual Authorized, and Disbursed process.  If a Message link exists, select the link to review.
  3. The Disbursement total should now reflect the original award amount - as indicated next to the arrow in the screen shot below.
  4. Next, you will navigate out to View Customer Accounts to view to confirm the payment is successfully applied to charges.
Disbursement page with original amount redisbursed
Confirm Totals in View Customer Account Item Summary

You must have at least one of these local college managed security roles:

  • ZC SF Running Start
  • ZD SF Customer Accounts
  • ZD SF Running Start
  • ZZ SF Customer Accounts
  • ZZ SF Running Start

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Navigation:  Nav Bar > Navigator > Student Financials > View Customer Accounts > Additional Information > Item Summary 

  1. When viewing by account type, you will see the payment was split across TUT and FEE accounts - the total equals the original term-adjusted amount of $1,625.05, confirming the amount was successfully applied.
Item Summary page with line item for Opportunity Grant Tuition amount
Payment Line Details page with FEE001 and TUT001 Account numbers paid off with original item amounts
  1. End of procedure.

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