9.2 Creating a New FA Item Type

Purpose:  Use this document as a reference for creating a new FA item type in ctcLink.

Audience:  FA Director.

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

  • ZC FA Local Configuration
  • ZD FA Local Configuration
  • ZD SACR Financial Aid Config

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

Creating a New FA Item Type

Financial Aid Item Types

Navigation:  NavBar > Navigator > Set Up SACR > Product Related > Financial Aid > Awards > Financial Aid Item Types

  1. The Financial Aid Item Types search page displays.
  2. Select the Add a New Value tab.

Note: The FA office determines the FA Item Type code and name to submit to Student Financials. (See the Item Type QRG for correct numbering of item types.) Student Financials completes the setup prior to use by FA.

  1. Enter the appropriate institution code in the SetID field.
  2. Enter the year in the Aid Year field.
  3. Select the Item Type look-up icon and select the appropriate item type.
  4. Select the Add button.  
Financial Aid Item Types Add New Item
  1. The FA Item Type page displays.
  2. Populate the following fields in the FA Item Type 1 tab:
    1. Effective Date –  enter date of Item Type creation (if a new Item Type, the recommended date to use is 01/01/1901)
    2. Status –  Active
    3. Description – enter a description of the Item Type
    4. Short Description – enter a short description of the Item Type
    5. Financial Aid Type – select the appropriate type of aid
    6. Source – select the appropriate source
    7. Federal ID – select the appropriate option (federal item types only)
    8. Aggregate Area – select the appropriate option (federal item types only
    9. Institution Reporting Cd - enter SAPC if you are using this Item Type for SAP Communications
FA Item Type 1 tab
  1. Select the FA Item Type 2 tab.
  2. Populate the following fields in the Awarding Rules section:
    1. Fed/Inst Affected –  select Federal Only
    2. Meet Need/Cost –  select appropriate Need/Cost
    3. Packaging Methodology – select Federal Methodology
    4. Selection Criteria – leave this field blank
  3. In the Rounding Rules section populate the following fields:
    1. Rounding Option – select Round Even Dollar
    2. Round Direction – select Round Nearest
    3. Award Remainder Rule – select Last Disbursement - Dollars
    4. Fee Remainder Rule – leave this field blank
  4. The check boxes will be checked according to the type of award being created.
FA Item Type 2 tab
  1. Select the FA Item Type 3 tab.
  2. Populate the following fields:
    1. Pass Anticipated Aid – select the appropriate status
    2. Anticip Aid Expiration Days – enter 365
    3. Disbursement Method – select the appropriate method
    4. Auto Cancel Item type – leave this field blank
  3. Check the boxes as desired for the Item Type being created.
    1. Print Letter Option – select Print from the drop-down menu
    2. Select the Print as Award Item radio button
    3. Leave Print as Other Resource unchecked
    4. Award Message - select desired code or leave the field blank
  4. Self Service Actions – check the appropriate check boxes required for the Item Type.
FA Item Type 3 tab
  1. Select the FA Item Type 4 tab.
  2. Populate the following fields:
    1. Term Category – select the desired term (for more than one Term Category, insert a new row)
    2. Minimum – enter the minimum dollar amount for the Item Type
    3. Maximum – enter the maximum dollar amount for the Item Type
    4. Add a new row (+) for additional Term Categories if needed
FA Item Type 4 tab
  1. Select the FA Item Type 5 tab. 
  2. Populate the following fields:
    1. Academic Institution –select the institution
    2. Academic Career –select UGRD
    3. Disbursement Plan – select a disbursement plan
    4. Split Code – select the appropriate split code
FA Item Type 5 tab
  1. Select the FA Item Type 6 tab.
  2. Populate the following fields:
    1. Loan Fee – select the appropriate loan fee codes
  3. Select the Save button.

Please Note – Rebate value MUST be included, even if it's zero when, setting up the Loan Fees.

FA Item Type 6 tab

Please Note – Remember to make sure you update the College Financing Plan for the item type if applicable.  Nav to College Financing Plan:  Nav Bar > Navigator > Set Up SACR > Product Related > Financial Aid > College Financing Plan  

  1. Section complete.

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

  • ZC FA Local Configuration
  • ZD FA Local Configuration
  • ZD SACR Financial Aid Config

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

Define Item Type Rules

Navigation:  NavBar > Navigator > Set Up SACR > Product Related > Financial Aid > Disbursement > Define Item Type Rules

  1. The Disbursement Rules: Item Type search page displays.
  2. Select the Add a New Value tab.
  3. Select the Academic Institution.
  4. Select the Aid Year.
  5. Academic Career:  
  6. Select UGRD.
  7. Select the appropriate Item Type.
  8. Select the Add button.  
Disbursement Rules Item Type add new item
  1. The Disbursement Rules: Item Type page displays.
  2. Populate the following fields in the Indicators tab:
    1. Eff Date – enter date of Item Type creation (if a new Item Type, the recommended date to use is 01/01/1901.  If making an adjustment to an existing Item Type Disbursement Rule, use the suggested Eff Date of 01/01/20xx, xx = the AY year in which you are making the change)
    2. Status – select Active
    3. Descr – populated with description for the Item Type selected
    4. Short Desc – populated with Short Description for the Item Type selected
    5. Check the appropriate check boxes for the Item Type rules.
Indicators tab
  1.  Select the Groups/Thresholds tab.
  2. Populate the following fields:
    1. Enter the Minimum Units required for the Item Type, if applicable.
    2. Populate Other fields as needed for the Item Type rules.
Group Threshholds tab
  1. Select the Checklists/Tracking tab.
  2. Populate the following fields:
    1. Checklists – select the desired checklist (Select the Add a New Row (+) button for multiple checklists)
    2. Tracking – leave blank
    3. Service Impact – select the Service Indicator codes
    4. User Edit Messages – select the appropriate Message Code
  3. Select the Save button.
checklists tracking tab
  1. Section complete.
Fiscal Item Types

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

  • ZC FA Local Configuration
  • ZD FA Local Configuration
  • ZD SACR Financial Aid Config

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 > Set Up SACR > Product Related > Financial Aid > Awards > Fiscal Item Types

  1. The Fiscal Item Types search page displays.
  2. Select the SetID lookup icon and select the appropriate code.
  3. Select the Aid Year lookup icon and select the year.
  4. Select the Item Type lookup icon and select the appropriate item type.
  5. Select the Search button.  
  6. The Assign Fiscal Limits tab displays.
  7. Enter the Budgeted amounts into the Offer, Accept and Disbursement fields.
  8. Select the Save button.
Assign Fiscal Limits tab
  1. Section complete.
Define Rules for Return

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

  • ZC FA Local Configuration
  • ZD FA Local Configuration
  • ZD SACR Financial Aid Config

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 > Set Up SACR > Product Related > Financial Aid > Application Processing > Define Rules for Return

  1. The Define Rules for Return search page displays.
  2. Enter the Institution.
  3. Enter the Aid Year.
  4. Select Search.  
  5. The Title IV Funds tab displays.
  6. Insert a new row by selecting (+) button to add the newly created Federal item type.
  7. Select the Item Type look-up icon and select the appropriate item type.
  8. A user can also select the Auto Populate button to add the Federal item type.
Title IV Funds tab
  1. Select the Save button.
Title IV Funds tab
  1. Section complete.
Create Loan Types

This section is for New Loan Item Types only.

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

  • ZC FA Local Configuration
  • ZD FA Local Configuration
  • ZD SACR Financial Aid Config

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 > Set Up SACR > Product Related > Financial Aid > Loans > Create Loan Types

  1. Select the Add a New Value tab.
  2. Select the Academic Institution.
  3. Select the Aid Year.
  4. Enter the appropriate Loan Type Cd.  
  5. Select Search.  
  6. The Loan Type Table tab displays.
  7. Populate the following fields in the Loan Type Table tab:
    1. Select the Loan Category
    2. Select the Loan Program
    3. Select the Loan Refund Indicator
    4. Enter the Loan Fee Rate
    5. Enter the Max Nbr Disbs (disbursements)
    6. Enter the Min Loan Amt
    7. SetID – enter the institution code
    8. Item Type – enter the Item Type associated with the Loan Type being created
Loan Type Table tab
  1. Select the CommonLine/NSLDS Xref tab. 
  2. Populate the following fields:
    1. NSLDS Loan Type – Select the lookup icon and select the appropriate code
Commonline NSLDS Xref tab
  1. Select the Direct Loan Options tab.
  2. Populate the following fields:
    1. DL Disbursement Option – Select Disburse on Orig & PNote Ack from the drop-down menu
    2. DL Transmit Disb Option – Select Transmit Disb on Orig Ack from the drop-down menu
Direct Loan Options tab
  1. Select the Checklist Setup tab.
  2. Populate the following fields:
    1. Checklist – SBCTC has not configured the checklist field at this time
checklist set up
  1. Process complete.