[ctcLinkfinaidsupport] FA Weeklyish Bulletin 10/27/2023

Kelly Forsberg kforsberg at sbctc.edu
Fri Oct 27 09:40:20 PDT 2023 

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Knowing is Half the Battle
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With awarding and disbursing in full swing for the 2024 Aid Year, we wanted to give a reminder not to update Disbursement Dates on your Disbursement Plans.
Making an update to the disbursement date once a disbursement plan has been used to disburse can cause double disbursement that should not be there as well as prevent you from undisbursing aid for R2T4. It is a headache to clean up.

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Examples of incorrect Customer Accounts when a Disbursement Date was changed:

R2T4:
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Double Disbursements:
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You can see in the above examples that the Customer Accounts can quickly get messy if Disbursement Dates are updated after awarding and disbursing has begun.

If you are having issues originating loans because of disbursement dates, or drawing down Pell funds due to disbursement dates, please submit a ticket to SBCTC FA Support for assistance. Please do not make changes on your own once you've begun disbursing aid.



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Query Corner
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QUERY FOR TRACKING THIRD PARTY PAYMENT:  The query CTC_FA_THIRD_PARTY_PYMNTS identifies students who have a third-party payment paying their term-based charges in Student Accounts.  The SF office and FA office should have a seamless process whereupon FA is being notified that students are having tuition being paid from outside sources.  This third-party payment query is a way to track third party payments added before and after awards and after disbursements.  FA offices should be running this query often to track in the award page whether a student received a third-party payment.

Consider the scenario below.  You run the query, and you get many results.  You see that many of your 'Packaging Completed' students may be impacted.  Review their awards and find out the source of the third-party payment.  In the below example, you find out the student's funding is Labor & Industries-the student's tuition was paid by L&I.  This needs to be tracked in the award page to ensure financial need is not negatively impacted.

When you see results in this query, you want to confirm whether these students are still eligible for these awards and track the receipt of the outside agency funding against need.

This query is yet another check and balance tool in the system to prevent incorrect award amounts from being disbursed.

This query should be run often, as third-party payments can be added long after the start of the quarter.

In the below example, you've identified that $2611.90 has been paid toward the student's tuition, and you find out the source of funding is L&I, which needs to be recorded in the award page.  It is at the college's discretion to use a non-disbursable item type to track funds already received in the Customer Account.

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In the Assign Awards to a Student page, enter the award item type and sequence appropriately. You can use a generic Agency Funding Item Type, or you can get more specific if you know what the source of the funding is.  Be mindful of how your third party payment Item Types are set up before adding the award.

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Workshops, Trainings, Q & As, and Work Sessions
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UPCOMING TRAININGS
Session:  Direct Loan Reconciliation
When:  Tuesday, 11/07/2023, 9:00AM - 11:00AM
Audience:  Staff responsible for reconciliation of Direct loans
Presenters:  Kelly Forsberg, FA Functional Trainer
Objectives:

  *   Understand the steps to produce the Direct Loan Reconciliation report in ctcLink
     *   Upload/Download File Process
     *   Import Federal Data Files
     *   Running SBCTC DL Recon Report
  *   Understand how to view and work the DL Recon report


Session:  Pell Reconciliation Refresher
When:  Tuesday, 11/14/2023, 9:00AM - 11:00AM
Audience:  Staff responsible for reconciliation of Pell/SEOG
Presenters:  Kelly Forsberg, FA Functional Trainer
Objectives:

  *   Understand the steps to run the Pell Reconciliation report:
     *   Import Pell Recon Report
     *   Review Discrepancy Report A
     *   Review Discrepancy Report B
  *   Understand the steps to process the Pell Statement of Accounts File (PGAS)
     *   Upload/Download File Process
     *   Import PGAS File
     *   Review Pell Statement of Account
     *   Print Pell Statement of Account

  *   Understand the steps to process the Pell School Account Statement (SAS) Files (PGSM)
     *   Upload/Download Files Process
     *   Import SAS Files
     *   Review Pell SAS Summary
     *   Generate Pell SAS Report


UPCOMING WORK SESSIONS
Session:  Cross-Pillar FA/SF CPLs Part II
When:  Thursday, 11/09/2023, 1:00PM - 3:00PM
Audience:  FA staff & SF staff
Presenters:  SBCTC FA & SF Support & Training
Objectives:

  *   Understand the reconciliation queries used in FA to track what is 'unapplied' to Customer Accounts
  *   Understand CPLs and Tree Nodes in more depth
  *   Understand how to review available queries which shows Item Type priority conflicts
  *   Understand the need to refurbish your institution's FA Item Type CPLs based on the review resources shared at the session



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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.  We expect these updates to continue until the end of the year.  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:

  *   QRGs:
     *   Building an FA Term - Completed
     *   Import and Process a Single ISIR File - Completed
     *   Loading Multiple ISIRs into ctcLink Using the Combined Process - Completed
     *   NEW! Manually Updating Ability to Benefit Fields - Completed
     *   NEW! Update Ability to Benefit Fields (Batch) - Completed
     *   Upload/Download Process for ISIR Corrections - Completed
     *   Create ISIR Corrections Files - In Progress
     *   Processing Dependency Override/Homeless Youth Determination ISIRs in ctcLink - In Progress
     *   Deleting ISIR Information - In Progress
     *   INAS Simulation - In Progress


  *   BPGs:
     *   Authorization Failure Report Troubleshooting - Completed
     *   Blocking FA Refunds Due to Withdrawals - Completed
     *   V4V5 Verification Report Processing Business Process Guide - Completed
     *   External Award Processing Business Process Guide - In Progress
     *   FA Flow Business Processing Guide - Updated  (Set Ready to Package section)


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Just for Fun!
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What's your Halloween candy personality type?

The 16 Personality Types As Classic Halloween Candies (hercampus.com)<https://www.hercampus.com/life/16-personality-types-classic-halloween-candies/>

[A person in a hat and hat looking at candy  Description automatically generated]
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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