[ctcLinkfinaidsupport] FA Weeklyish Bulletin 7/14/2023
Kelly Forsberg
kforsberg at sbctc.edu
Fri Jul 14 13:17:48 PDT 2023
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Knowing is Half the Battle
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HELPFUL REMINDERS AND TIPS:
COD REJECT MESSAGES: Are you getting COD Reject Messages in your Pell Status Transaction Reject and Loan Validation Error Reports with the COD Edit Message 058 - Duplicate Disbursement Information on File, and you can't do anything to get that record to fall off the report?
If yes, read on!
>From the COD Technical Reference Guide<https://fsapartners.ed.gov/sites/default/files/2021-12/2223CODTechRefVol2Sec4Edits.pdf>:
COD Edit Reject # 058:
[cid:image001.jpg at 01D9B654.9B51FCD0]
This means that you have already sent a file to COD that contained student data that COD has already received. This reject may happen when you rename an outbound file that has a unique document ID tag in the file that you have already sent.
Scenario: You have new staff processing your loans, and you aren't clear on what file name and extension you last processed or even if you sent a file sitting in your IAM folder, so you rename the file using the next extension that you think it should be. Then, you send it to COD, they send you a response, and now you have all these record rejects with a COD Edit Message of 058, Duplicate Disbursement on File. This means, you have already sent the information to COD, and they don't need it again, so now that record of the loan or Pell will always be stuck on your reports because now COD and ctcLink are out of sync.
COD DOCUMENT ID NUMBER. Do not rename Outbound files because when you do, you risk creating more work for yourself down the line. If you are ever unsure on whether you sent a file to COD or loaded it to ctcLink, check the Document ID. The Document ID is generated when you download a file to be outbounded to COD. A Document ID also exists in the COD response file.
The below screen shot is what the Document ID tag looks like in a COD file:
[A screenshot of a computer program Description automatically generated]
HOW YOU CAN TRACK THE DOCUMENT ID: There are two places where you can track the Document ID. When you are not sure where you or someone else left off on loading files to COD, you can check COD. When you are not sure where you or someone else left off on loading files to ctcLink, you can check View COD Data.
Outbounding. Open the file you aren't sure whether you sent it to COD, go to COD and select the Batch Document ID tab. Enter in the COD Document ID number in the tab Batch > Batch Search. If a batch ID already exists, that means you do not need to send another file that contains that batch ID. If you do, you'll get reject messages with that 058 COD Edit Message.
[A screenshot of a search box Description automatically generated]
Inbounding. Not sure whether you already loaded a response file from COD? Open the file and check the Document ID Number. Then, cross check that number in ctcLink at Financial Aid > File Management > COD Full Participant > View COD Data. Enter the Document ID from the file. Does one exist? Check the file name attached to it. If yes, that file has already been loaded into ctcLink and does not need to be loaded again.
[A screenshot of a computer Description automatically generated]
Start this AY off to a good start, and look for Document IDs (not solely relying on file names) when you're troubleshooting files.
Tip! Also, if you must resort to renaming files when doing your inbound/outbound steps, be aware that the same Document ID tag is in the file, so just changing the file name/extension isn't going to solve your issue. COD doesn't care about file names, it only cares about Document IDs If in doubt, file a ticket with ctcLink FA Support and we can help you right your ship before you are burdened with dozens of 058 COD Reject Edit codes.
[A car driving on a highway Description automatically generated]
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Query Corner
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CENSUS FOR LATE START AND DYNAMIC-DATED CLASSES: This query was shared with at the Census Refresher Training Session. Thank you to Joshua Temple of Spokane Community College who created it! It is being featured again here in Query Corner because it should be QCS_FA_ENRL_NONTYPCL_DT_CLSS .... not _CLASS. There was a typo in the Tuesday 7/11 email.
So, if you were unable to run it, run it again, using: QCS_FA_ENRL_NONTYPCL_DT_CLSS
If you still can't find it, try %FA_ENRL
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Workshops, Trainings, Q & As, and Work Sessions
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FA TRAININGS
Session: Disbursement Refresher
When: Tuesday, 07/18/2023, 9AM - 10:00AM
Audience: Staff responsible for running Authorization and Disbursement
Presenter: Kelly Forsberg, FA Functional Trainer
Objectives:
* Understand how to run batch disbursement and manual disbursement
* Understand the steps involved to block refunds due to withdrawn students
* Understand the available queries to help track disbursement
* Understand how to review the Customer Account
Session: User Edit Message Fundamentals
When: Tuesday, 07/25/2023, 9AM - 10:30AM
Audience: Staff responsible for running Authorization and Disbursement
Presenter: Kelly Forsberg, FA Functional Trainer
Objectives:
* Understand how and why you would use UEMs versus or in addition to Service Indicators
* Understand Assigning a UEM in batch and manually
* Track Financial Aid eligibility changes using UEMS:
* UEM for Remedial Units Exceeding 45 Units
* UEM for Students with Academic Plan Changes within a Term
* UEM for Ineligible Coursework
* Understand to how run and read the Track Student Eligibility Report
* Understand what Queries/Reports are available
* Understand how to resolve UEMs
Session: Cross-Pillar FA/SF - Alternative Loan Processing
When: Monday, 07/31/2023, 9AM - 11:00AM
Audience: Staff responsible processing Alternative loans and Student Financials Cashiers
Presenters: Alec Risk, SF Functional Trainer & Kelly Forsberg, FA Functional Trainer
Objectives:
After completing this training, you should be able to understand the steps involved with:
* FA Alternative Loans Processing (Awarding)
* SF Alternative Loans Processing (Collect Department Receipt)
* FA Alternative Loans Processing (Disbursing)
* SF Alternative Loans Processing (Refunds)
UPCOMING FA WORK SESSIONS
Session: Loan Fees for the Bs (Budgets)
When: Thursday, 07/27/23, 1PM - 3PM
Audience: Staff responsible for managing budget and loan fee items
Presenter(s): Debbie Englehardt, FA Support Senior Functional Analyst
Topics: Join us in a Fin Aid Work Session that will cover how to set up the security and Run Control IDs to create the Loan Fee Job.
Session: *CANCELLED* Expiring FY 2023 Unused Aid in Batch
When: Thursday, 07/27/23, 1PM - 3PM
Audience: Staff responsible for awarding and cancelling financial aid
Presenter(s): Alan-Michael, FA Support Functional Analyst
Topics: Join us in a Fin Aid Work Session on how to cancel unused aid in batch. This work session will review this process at an advanced level.
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Training Team Updates
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The QRGs and BPGs are currently undergoing a continual overhaul to accommodate the upcoming PeopleTools 8.59 system upgrade. Keep your eyes peeled for a new look and feel of the QRGs in the coming months as we work through 4,000 QRGs and guides in the ctcLink Reference Center!
MOST RECENTLY UPDATED 8.59 QRGs/BPGs:
* Loan Business Processing Guide<https://ctclinkreferencecenter.ctclink.us/m/92436/l/798572-loan-processing-business-process-guide> - make sure you bookmark the most recent version of this Business Processing Guide, as of 06/16/2023
* Pell Process Business Processing Guide - make sure you bookmark the most recent version of this Business Processing Guide, as of 07/12, 2023
* FA Flow Business Processing Guide - IN PROGRESS
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Just for Fun!
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This day in history! Today is France's Bastille Day! Bonne Fête Nationale! La Quatorze Juillet (the 14th of July) is the day in 1789 where French Revolutionaries stormed a French prison called the Bastille. The Bastille is where French citizens who opposed the King and Queen were sent. Essentially, Bastille Day, is France's Independence Day! So, bust out a champagne flute tonight and put on your favorite felt beret, and à Votre Santé to France's freedom.
Source: How to say 'Happy Bastille Day' in French and the history of the holiday | World News | Metro News<https://metro.co.uk/2022/07/14/how-to-say-happy-bastille-day-in-french-and-the-history-of-the-holiday-16994290/>
TGIF,
[Compass]Kelly Forsberg
ctcLink Functional Trainer | Financial Aid
Washington State Board for Community and Technical Colleges
o: 360-704-1066
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