Banner Financial Aid - University System of Georgia Financial Aid Training 4 Overview • To outline the set-up process and detail the procedures to set-up your Banner system • To

Banner Financial Aid Training

1

Banner Financial Aid

Direct Loans

Introductions

• Linda Neel

• S. Functional Consultant

• Financial Aid SME

• 16 Yrs in Higher Education/14 as Director of FA

• 6 years at SunGard Higher Education

• Direct Loan processing – 1st Year Direct Loan School as client

• [email protected]

Agenda

• Overview

• Banner Set up

• Banner Day-to-Day Operations

• Originations

• PLUS Loans

• Promissory Notes

• Disbursements

• Change Processing

• Entrance/Exit Counseling

• Reconciliation

• Question and Answer


2

Decisions to be made

• Will the school use the electronic MPN?

• Will acknowledgement of MPN be required for disbursement?

• Will acknowledgement of origination record be required for disbursement?

• When to begin creating loan applications

• When to begin sending origination records to COD

• How to communicate with students on changes –Remember! All new DL borrowers must complete a new MPN.

• Some schools also require a new Entrance Counseling from each student, although this is optional

Resources for schools

• https://www.fsawebenroll.ed.gov/PMEnroll/index.jsp

• To update SAIG mailbox enrollment

• https://www.g5.gov

• To set up school to receive funds via GAPS

• http://www.ed.gov/offices/OSFAP/DirectLoan/participating.

html

• For full directions on becoming a DL participant

• http://www.ifap.ed.gov/eannouncements/1007CODUpdated

CBTDoc.html

• For COD Computer Based Training

SunGard Higher Education References to review

• SGHE Publication “2010-2011 COD Handbook”

• Loan Processing chapter, in the Banner Financial Aid User Guide

• Annual Spring Banner Financial Aid Release contains updates for federal loan processing


3

Department of Education References to review

• Direct Loan School Guide

• COD Technical Reference

• Student Financial Aid Handbook

Other Helpful Resources

• Direct Loan listserv

• National Direct Student Loan Coalition

www.DirectStudentLoanCoalition.org

• Direct Loan Reference Material available at www.fsadownload.ed.gov

• Direct Loan Simulations and CBT’s

http://www.nasfaa.org/publications/2008/eacodcbt102308.h

tml

Direct Loans Overview


4

Overview

• To outline the set-up process and detail the procedures to set-up your Banner system

• To explain the day-to-day or operational procedures for direct loans

Day-to-Day Processes

1. Create and Originate in Banner

2. Extract and send Origination and Disbursement Edits to COD

3. Import Response from COD

4. Disburse in Banner and submit to COD

5. Extract and send Disbursement record to COD

6. Import Response from COD

7. Repeat 4, 5 and 6 for all Disbursements

Other Day-to-Day Processes

• Importing Master Promissory Note Files

• Importing Entrance/Exit Counseling Files

• Direct Loan Change Processing

• Monthly and Year End Reconciliation


5

Booking a Loan

• A booked loan is the point at which an obligation has

been established between the borrower and the ED to

repay a Direct Loan

• There are 3 basic components that must be established

before a loan is declared as booked by the ED:

• Loan Origination Record in ‘A’ Status

• MPN in ‘A’ Status

• First Actual Disbursement Record in ‘A’ Status

• Once COD has received and accepted a loan origination

record, a completed and signed promissory note, and a

disbursement record, it books the loan. COD will send

you a Booking Notification at that time. CRBNxxOP

Loan Origination Process Flow

RPRLORC

Create loan origination

Create origination recordscrdlxxin_yyyy.xml

REREXxxRPALORG

REICODD

Updated withbatch information

RPALORG

REASTID

REICODD

RERIMxx

Imports OriginationAcknowledgement

File into Banner

REASTID

Create student Identifier record

RPALORG

Update origination record

RPRLORC process updates

(Enters parent info on RPALORG for

PLUS loans as needed)

FTP CRDLxxINfile to local PC.

Send file to COD.

Receive acknowledgement file crdlxxop.

FTP to DATAHOME directory.RPAAWRD

Award loans to eligible students

Start

Direct Loan Day-to-Day

Operations


6

Day-to-Day Objectives

At the end of this section you will be able to

• state the data elements and data definitions within Direct

Loan

• discuss the data processing steps for the Direct Loan processing flow

• process applications and monitor disbursement of funds

• generate reports and run processes

Day-to-Day Process

Booking a Loan

• A booked loan is the point at which an obligation has

been established between the borrower and the ED to

repay a Direct Loan

• There are 3 basic components that must be established

before a loan is declared as booked by the ED:

• Loan Origination Record in ‘A’ Status

• MPN in ‘A’ Status

• First Actual Disbursement Record in ‘A’ Status

• Once COD has received and accepted a loan origination

record, a completed and signed promissory note, and a

disbursement record, it books the loan. COD will send

you a Booking Notification at that time. CRBNxxOP


7


Operations

Loan Origination Process

Loan Origination Process Flow

RPRLORC

Create loan origination

Create origination recordscrdlxxin_yyyy.xml

REREXxxRPALORG

REICODD


RPALORG

REASTID

REICODD

RERIMxx

Imports OriginationAcknowledgement

File into Banner

REASTID

Create student Identifier record

RPALORG

Update origination record

RPRLORC process updates

(Enters parent info on RPALORG for

PLUS loans as needed)

FTP CRDLxxINfile to local PC.

Send file to COD.

Receive acknowledgement file crdlxxop.

FTP to DATAHOME directory.RPAAWRD

Award loans to eligible students

Start

Origination Activity

• RPAAWRD, RPAAPMT

• Loan funds are first awarded on one of the award forms

• Students may accept loans on Web or you may enter acceptances manually or in batch


8

Origination ActivityBatch Posting (Optional)

• Banner uses the RNANAxx record for Year In College

when determining loan amount when awarding the loan

and creating the loan origination.

• Population selections may be used to batch post a value

to the Year in College field on the Need Analysis form

(RNANAxx) before creating loan records to ensure

correct academic level for origination.

Origination Activity - RPRLORC Process

• Loan records are created either on-line or in batch

process

• May create for Accepted or Offered Loans

• Schools that choose to send paper Direct Loan

Promissory Notes with the student’s award letter can

create Origination records while the fund is still in an Offered status and PN’s can be printed out of Banner after

RPRLORC has been run

• Batch process can be run for specific funds, globally or

with a population selection

• MPN requirement is created in Banner for originations that are created by RPRLORC

• MPN requirement is viewable on the Additional

Requirements Tab of RRAAREQ

RPRLORC parameters

01 Aid Year Enter a valid and active aid year

02 Create if Awrd

in Offer Status Y/N

03 Application ID if using pop sel

04 Selection ID if using pop sel

05 Creator ID if using pop sel

06 Fund Code enter DL fund code(s)

07 Deflt Orig Stat R or N

08 Proc Ind B

09 Student ID leave blank

10 Perm Addr Type if blank, pulls from FAFSA; if address

type entered, pulls from SPAIDEN

Can use hierarchy: 1MA, 2PR, etc.


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RPRLORC Parameters

11 Local Addr Type if blank, no local address pulled; if type entered, pulls from SPAIDEN

12 Dflt AY Start Used for BBAY; only used in batch

13 Dflt AY End same as above

14 Dflt Disc Print Y = COD prints; S = School prints

15 User ID if using pop sel

16 School PN status R = Paper; Q = Electronic

17 DL School Code If blank, creates loan orig for all campuses; if school code entered, creates only for that campus

18 Dflt Ln Period If blank, creates loan orig with loan period associated with student’s aid period

19 Dflt Loan Status If blank, pulls loan status from RPRLOPT

20 Dflt Lock Ind Y or N

Origination Activities

• RPALORG - Federal Direct Loan Origination Form

• Major Pages (Tabs) of RPALORG

• Loan Information Summary

• Promissory Note Summary

• Loan Disbursements

• Student Data

• PLUS Loan Data

• PLUS Parent Data

• Loan Schedule

• Additional Information

RPALORG (Loan Origination Form)


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RPALORG – Promissory Note Window

RPALORG – Disbursement Window

RPALORG – Student Data Window


11

RPALORG – PLUS Loan Data Window

RPALORG – PLUS Parent Data Window

RPALORG – Loan Schedule Window


12

RPALORG – Additional Information Window

Origination Activity - REREXxx Process

• This process extracts loan originations to be sent to COD for all records in a ‘R’eady or ‘N’ot Ready status on the RPALORG form

• *Beginning 1011, this process has been updated to allow you to choose to extract Ready, Not Ready, or both

• Can be run by fund code, globally or with population selection to include only selected students

• Can be run to extract all Direct Loan activity, changes only, or loans without changes

• Output

• crdlxxin

• Transfer File to PC to send to COD via EdConnect

• REREXxx Process updates the REICODD form

Note: Although you can extract grants and loans together and get a craaxxin output file, SunGard highly recommends that grants and loans be extracted separately

REREXxx Output

• REREXxx.log file should be

reviewed for any records with errors

• REREXxx.lis file will provide

summary of records

extracted

• RERIMEX.lis will provide a list of origination and

disbursement records

extracted

• RERIMEX.log will provide error messages for the

report


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REREXxx.log

• The log file will provide a list of records that were not

extracted by the process because of missing or

erroneous information

• Review errors after each run of the extract process and

correct, as needed

Origination Activities (cont.)REICODD - COD Document Control Form

• Document Control Form Information

• COD Document ID

• Extract Date

• Receipt Date

• Receipt Status

• Response Date

• Response Status

Origination Activities (cont.)REICODD – COD Document Control Form


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Origination Activity - RERIMxx Process

• COD returns file as crdlxxop

• RERIMxx loads incoming file into Banner

• Forms updated with this process

• RPALORG

• REICODD

• REASTID (if necessary)


Operations

PLUS Loan Processing


• Parent and Graduate PLUS Loans require a credit check

• School can do the credit check online with COD if received

written statement authorizing the school to do this credit check. This credit check is valid for 90 days.

• School can send in origination without a prior credit check

and COD will do the credit check. Parent/Student signing

the MPN authorizes the credit check.

• PLUS Borrower can initiate this process directly with COD online and school will receive this information

electronically and upload this into Banner.

o Information will be received in a CRSPxxOP message

class and will load into Banner.


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• RERIMxx - Upload Process for PLUS Loan Applications

When these records are imported, they are matched to RERSTID or RCRAPP1 to find the matching student PIDM.

• If a matching student is not found, the application data is imported to the new RPAUCOD Form (RPTUAPP table) with a NULL PIDM

• If a matching student is found, the application data is then matched to existing Direct Loan origination records for the student

o If a match is found, the application data is updated directly to

the origination record form RPALORG

o If no matching origination is found, the application data is

imported to RPAUCOD form (RPTUAPP table) with the PIDM populated for the matching student

Data imported to RPAUCOD can be manually matched or can be

matched by RPRLORC when a matching Direct Loan origination record is created. When the record is matched, the data is

updated to the matched RPRLAPP record and deleted from the

RPTUAPP table.


16


Operations

Promissory Notes

Promissory Note Activities

RPRLORC - Parameter 16 (Required)

Two choices:

Q – E-MPN

R – Paper MPN, Ready to Print

• If school is going to use the Electronic Prom Note –

choose Q

• If COD is going to print a Prom Note – choose R

• If school is going to print the Prom Note – Choose R and follow the Promissory Note Printing procedures

*If general practice is to use E-MPN always use Q and student can contact COD to have them print a paper MPN if desired.


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Q – E-MPN

Student executes MPN online at DL website

• Students can go to https://studentloans.gov at any point and complete an MPN

School receives notification of valid MPN in two ways

• crpnxxop – MPN Information is automatically sent to the school in the crpnxxop file

• crdlxxop – COD response file – MPN information is sent

with the response file


Q – E-MPN

Scenarios

If Origination is created first, then student completes MPN

online, the crpnxxop upload will satisfy the MPN in Banner.

If student completes the MPN online first, the crpnxxop upload will not find a match and print this student out on

the report as not matched but when the Origination is sent

then crdlxxop upload will satisfy the MPN in Banner.

If RNASLxx shows an Active MPN on file, the MPN requirement will display as ‘Banner Generated’ on

RPALORG and will be satisfied at the time of loan

origination.

Promissory Note Activity - RERIMxx process

• MPN/PLUS Prom Note Acknowledgement (CRPNxxOP)

file will be received, transferred and imported to Banner

through the new RERIMxx process

• Parameter 08 of RERIMxx – Unsatisfied Prom Note

Status

• When loading discharged or expired MPN files, what MPN

status do you want to have on RPALORG

• The following forms are updated:

• RPALORG

• RRAAREQ (Additional Requirements Tab)

• RPAPROM

• REICODD


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Prom Note Activity

• Promissory Notes can also be viewed on the following forms (but cannot be updated):

• RPAPROM

• RRAAREQ

• ROASMRY

• Information housed on RPAPROM and the Promissory Note block of RRAAREQ

• Fund Code and Description

• Term Code

• Direct Loan Sequence Number

• Direct Loan Status Indicator

• Satisfied Indicator and Date

• Effective Date

Promissory Note Summary Window of RPALORG

Promissory Note Activities – Paper MPN

R – Paper MPN

REREXxx – Parameter 5: Promissory Note Print

O = Schools prints from Banner

R = COD prints, sends to school

S = COD prints, sends to borrower

• Paper promissory notes will print for all students whose prom note status on RPALORG is “R”eady to Print

• Loans with a prom note status of “Q” EMPN Ready will

be excluded from printing

• If student opts to sign paper MPN, prom note status is

manually changed to “R” if school will print


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DL Paper Promissory Note Flow

Print promissory notes and address labels

RPRPNPT RPALORG

RPAPROM

Update prom note record

Mail prom notes to student.

Student returns prom note.

RPALORG

Log receipt of prom note

RPRDLPM

Create prom note manifest

Mail manifest to COD.

COD will send back anacknowledgement file

RPAPROM

RPALORG


Receive prom noteacknowledgement

CRPNxxOP on local PC with EDConnect software

Start

RERIMxx

Load prom note acknowledgement

RPALORG

RPAPROM


RPRPNPT Output:

• rprpnpt.lis

Alpha listing of printed

notes

• rprpnpt.li3

Used to print mailing labels

• rprpnpt.li4

Contains Sub and Unsub

MPNs

• rprpnpt.li5

Contains PLUS notes

• rprpnpt.li6

Contains Grad PLUS notes

Disclosure Statement Printing - RPRDSPT Process

• Schools usually request COD print the Disclosure

Statements but if necessary a school can print them

using the RPRDSPT process

MPNs – Discharged, Expired and About to Expire

• Sent by COD to all schools with loans linked

• Not aid year specific

• MPNDISOP

• Have become inactive within last 30 days due to

discharges for death and unauthorized signature

• MPNINAOP

• Have become inactive within last 30 days due to normal

disbursement inactivity

• MPNEXPOP

• Are about to be expire or become inactive within a specific

number of days


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Loading Files

• Receive file(s) in SAIG mailbox

• Transfer to dataload directory for Banner

• Upload using RPRDUxx process

• Report is produced for all three file types

• Indicates whether or not a match exists

• If matched, updates RPALORG prom note window

• NOTE: MPNEXPOP does not update any forms in

Banner but will produce a report when loaded


Operations

Direct Loan Disbursements

DL Disbursement Flow

Create Disbursement recordscrdlxxin_yyyy.xml

REREXxx

REICODD


RPALORGREICODD

RERIMxx

Import Disbursementacknowledgement

file into Banner

RPALORG

Update Record

FTP CRDLxxINfile to local PC

Send file to COD

Receive acknowledgement FTP CRDLxxOP file to DATAHOME directory

RERIMxx process updates

RPEDISB

Run disbursement process

Update Disbursementrecord

Start

RPALORGROIDISB

Review Disbursementresults (Optional)


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Disbursement Activity

• RPEDISB process is run to disburse loan funds, as with

any other disbursement task


• RPALORG

• RPAAWRD

• ROARMAN

• RPAAPMT

Disbursement Activity - REREXxx Process

• This process is run to extract disbursement information for transmission to the COD

• Output:

• CRDLxxIN


• Can be run to extract all Direct Loan activity, changes only, or loans without changes

• Edit (Anticipated) Disbursements – automatically extracted (Regulatory requirement) if no actual disbursement

• Actual Disbursements – extracted once the scheduled disbursement date is reached and amount is in Paid status

Disbursement Activity - RERIMxx process

• Output is transmitted to COD via EDConnect

• Files are returned from COD via EDConnect and

imported into Banner:

• CRDLxxOP


• RPALORG

• REICODD


22

Disbursement Information Window of RPALORG

REREXxx - RERIMEX

COD Extract Process automatically pulls disbursement

information, both anticipated and actual

RPALORG – Additional Information Tab

Loan Booking Information


23


Operations

Direct Loan Changes

DL Change Activity

RPEDISB

If making a change toDisbursement, you must

also run the disbursementprocess

Create change information

RPALORG

Updated by changes made onRPRLORG

RPADLCR

REREXxx

Create change extractfile CRDLxxIN

RERIMxx

Import originationacknowledgement

file into Banner

FTP CRDLxxINfile to local PC

Send file to COD

Receive acknowledgement FTP CRDLxxOP file to DATAHOME directory

Records that were extractedare now removed from form

RPADLCR

REICODD


RPALORGREICODD

Updated with data from acknowledgement file

Start

Change Activity

• Changes are initiated on the RPALORG form

• Changes may be reviewed/deleted on the RPADLCR form

before extracting

• Direct Loan changes are logged and acknowledged on ROAALOG

• Can see status updates on ROAALOG

• Can use the Resend feature to send individual changes back for processing

• Changes are specifically geared to origination activity

• Disbursement adjustments go out as either positive or negative disbursement records, not as DL Changes


24

Direct Loan Change Process

• Update award on RPAAWRD

• Update RPALORG

• Run RPEDISB

• Extract change records with REREXxx

• Transmit file to COD

• Receive receipt/response files

• Transfer to datahome directory

• Import receipt/response files with RERIMxx

Logging Direct Loan Changes

• RPALORG – changes update ROBALOG directly, no

logging switch needed on ROAINST

• RORDATA – fields that will be automatically logged are

listed on this form (SGHE delivered)

• ROIILOG, ROIALOG, ROAALOG – logged changes are

visible on these forms as an audit trail

Review Direct Loan Changes

• RPADLCR – view changes pending extract

• Check the delete box to remove pending change before

extracting

• All pending changes are deleted once extract is run

• NOTE: changes for loan period start AND end dates log regardless of which one was changed

• Change to a Loan Amount will log the amount and a

disclosure statement print flag for COD

• ROAALOG – check resend field to resubmit a change

• Change status of ‘S’ after extract

• Change status of ‘A’ or ‘R’ after acknowledgment loaded


25

RPADLCR (Corrections Form)

Extract/Import Changes

• REREXxx Extract Process

• DL Records to Extract parameter options

• B Extract all records

• C Extract only records with changes

• O Extract only records without changes

• Updates RPADLCR, REICODD, ROAALOG

• Output:

• CRDLxxIN


Extract/Import Changes

• ROIALOG/ROAALOG Review changes

• Change files are received through EdConnect and upload into Banner

• Message Class:

• CRDLxxOP

RERIMxx Import Process

• Updates RPALORG, REICODD, ROAALOG

• Always review records returned with reject messages


26

What constitutes a Change?

• If an Origination was NEVER accepted, updates to

RPALORG are not changes, they are updates to

Originate. COD does not have any record on their system if an Origination was not accepted. Therefore

you will want to make any necessary changes on

RPALORG and put the loan in ‘Ready to Send’ status

and REREXxx will extract the Origination again to see if

it can be accepted.

• Once an Origination has been accepted by COD it will be

visible on COD and everything from this point forward

becomes a CHANGE. It is recommended to wait to make

changes in Banner until the Origination is Accepted

(some will not even be allowed until that point on

RPALORG).

Sample Changes

• Change to Loan Amount before Origination is Sent

• Changes after when Loan in Sent Status

• Loan Decrease after Disbursement

• Loan Increase after Disbursement

• Note: You can increase a current origination or create a new origination for the difference

Refer to the SunGard 1011 COD Handbook for more

information on Direct Loan Changes

Change Loan Amt before Origination is Sent

• Make change to award on RPAAWRD

• Run RPRLORC either on-line or in batch

• RPRLORC will delete and replace the existing origination

record if:

• The promissory note has not been manually updated

• The record is not locked

• If the promissory note status has been manually updated, then the change must also be made manually on RPALORG by

changing the gross disbursement amount(s) on page 3

• If record is locked, the record must be manually unlocked on

RPALORG and then the gross disbursement amount(s) manually changed on page 3


27

Changes once Loan in Sent Status

• When record is in ‘Sent’ status changes can be made to:

• grade level on page 1

• Promissory note status on page 2

• student demographic data on page 4

These changes will be logged on RPADLCR but will not be

extracted until the record is no longer in Sent status

Loan Decrease after Disbursement

• Once funds have paid on a specific loan Origination, DO

NOT ADJUST this loan until you have reported that disbursement to COD and COD has sent you back a

Booking Notification. Once a loan is booked (as shown on

lower right side of RPALORG) you can then make changes to the loan amount.

• To DECREASE a loan:

1. Decrease the award amount on RPAAWRD

2. Decrease the disbursement amounts on page 3 of RPALORG by inserting a record and entering a negative gross amount

3. Reduce the approved amount on page one of RPALORG

Loan Decrease after Disbursement, (continued)

• Run RPEDISB to adjust disbursements to student accounts

• Run REREXxx to extract the changes

• If downward adjustments result in excess cash, the funds

must be returned to COD unless the school can disburse the funds to another borrower during the required timeframe

• NOTE: if decrease is due to R2T4 calculation, follow above

steps but then make sure that the GROSS loan amount of

RPALORG equals the GROSS loan amount on RPAAWRD; otherwise the next time you run RPRLORC, it could create a

new loan record for the difference.


28

Loan Increase after Disbursement – Option 1

• Once funds have paid on a specific loan Origination, DO

NOT ADJUST this loan until you have reported that disbursement to COD and COD has sent you back a

Booking Notification. Once a loan is booked (as shown on

the lower right side of RPALORG) you can then make changes to the loan amount.

• To INCREASE a loan

1. Increase the award on RPAAWRD

2. Increase the approved amount on page one of RPALORG

3. Increase the disbursement amounts on page 3 of RPALORG

by inserting a record and enter a positive gross amount

• Run RPEDISB to adjust disbursements to student acct

• Run REREXxx to extract the changes

Loan Increase after Disbursement – Option 2

• Increase award on RPAAWRD

• Can be added to existing fund code

• Can be added as a new fund code

• Run RPRLORC to create new origination record for

increase

• Run RPEDISB to memo/authorize loan

• Run REREXxx to extract new origination record


Operations

Direct Loan Entrance/Exit Counseling


29

DL Entrance/Exit Activity

Entrance/Exit Activity

• Entrance/Exit requirements are posted on RRAAREQ form• Entrance and Exit codes as assigned to students on RRAAREQ

• Entrance can be posted via RFRMGMT or Batch Posting• Exit records can be posted to a student’s file via RRREXIT or

batch posting

• Students complete Entrance/Exit interviews on ED website• Entrance counseling data is sent as CRECMYOP file • Exit counseling data is sent as DLFFEXOP file (if student

completes Exit counseling on DL website)o Be sure to request this Exit Message Class (plain text) as this

is the message class that can be loaded into Banner• Exit counseling data is sent as AHSLDEOP or EXITFFOP file (if

student completes Exit counseling on NSLDS website)

o Be sure to request these Exit Message Class (fixed-length format) as this is the message class that can be loaded into Banner

Entrance Activity – XML File Format

COD will send the Entrance Counseling Information in XML file format (CRECMYOP)

• RERIMxx - Upload Process for Entrance Counseling

When these records are imported, they are matched to RERSTID or

RCRAPP1 to find the matching student PIDM.

• If a matching student is not found, the application data is imported to the new RPAUCOD form (RPTUECS table) with a

NULL PIDM

• If a matching student is found, the application data is

imported into the RPRLECS table and tracking requirement is satisfied (if it exists)

Data imported to RPAUCOD form (RPTUECS table) can be

manually matched on the RPAUCOD form and data is then updated to the RPRLECS table and deleted from RPAUCOD

form. (Tracking requirements will not be updated when

match manually.)


30


31

Exit Activity – Flat File Format

• COD sends Exit Counseling files on a regular basis

• Receive files on local PC using EDConnect

• Transfer files from PC to Banner dataload directory

• Files are uploaded into Banner via the RPRDUxx process

• Incoming data populates the RPILECS form

• Scroll bar allows user to access multiple records

• Files are not aid year specific so you may run the files

through the RPRDUxx process for more than one aid year (will need to FTP the original files again to run a second time)

• RPILECS can be accessed from RPALORG form

Exit Counseling via NSLDS

• Starting in March 2010, exit counseling is available to

students on the NSLDS website

• Reporting functionality

• Ad hoc report

• Scheduled report

• Preferences are set on NSLDS Professional Access site

• Two formats delivered to SAIG Mailbox

• Comma delimited

• Message Class = AHSLDEOP

• Preformatted report

• Message Class = AHSLDSOP

• NOTE: Exit counseling files only in the Preformatted

format is supported by Banner

RPILECS (Entrance Counseling Form)


32


Operations

Direct Loan Reconciliation

DIRECT LOAN RECONCILIATION

• What constitutes Reconciliation?

• Ending Cash Balance of -0-

• School’s cash drawdowns should equal booked disbursements,

less cash returned

• If not equal, school should be able to identify and justify any

differences

• Monthly reconciliation is required as part of the Direct Loan Program

• Keeping on top of all and resolving all rejected

originations/disbursements/student identifiers as you process

Direct Loans Daily will help considerably in the monthly and year end reconciliation process

DL Reconciliation Process

RPRDUxx

Upload files to Banner

COD sends SAS for prior month’s transactions

Receive fixed length SAS files on local PC via

EDConnect

Start

DSDFxxOP.DATDSLFxxOP.DAT

Transfer files from local PC to Banner server

RPIDLAS

RPALORG

RPACASHUpdates

Use Institutional procedures to reconcile SAS data with Business

Office records on a monthly basis


33

School Account Statement Activity

• SAS files are received via EDConnect and uploaded into

Banner

• DSDFxxOP.DAT

• DSLFxxOP.DAT

• Banner supports only these message classes for SAS

RPACASH (Cash Drawdown Form)

• Enables you to record the drawdown of cash from the Department (ED) and record the return of excess cash to the Department

• This must be manually entered after each drawdown so the SAS will load in accordingly

RPACASH (Cash Drawdown Form)

Many schools choose to allow the staff member in charge of drawing down funds via G5 to update this form accordingly

Manually Enter:

Date

Amount

Aid Year

Action

R – Receipt of Funds

X – Return of Funds

GAPS Control Number

Check Number – if Return of Funds by check

Remaining fields populated by upload of dsasxxop.dat file (School Statement of Account)


34

RPIDLAS (Account Summary Form)

Displays account

summary detail

directly from the

SAS


DL Reconciliation Process in Banner

• Compare FA totals in Banner to COD Totals – identify

differences

• RERCDxx

• Report of detailed data for originations and/or disbursements by Document ID

• Report of unsent origination records


DL Reconciliation Process in Banner

Compare FA totals to Finance Totals – Identify differences

• Forms

• ROAMGMT – Funds Management

• RFIBUDG – Fund Budget Inquiry

• RPACASH – Direct Loan Cash Drawdown

• FGITBAL – General Ledger Trial Balance

• FGIBDST – Organization Budget Status

• Reports

• RFRABAL – Account Balance

• RFRBUDG – Fund Budget

• FGRTBAL – Trial Balance

• FGRGLTA – General Ledger Detail Transaction


35

Direct Loan Compare Reconciliation Process (RPRCPxx)

• The Direct Loan Compare for the Reconciliation process can be used to extract required data used with the ‘Compare reports for the SAS

files’ using the Direct Loan Tools for Windows software

• Files that are exported include:

• DLEXCASH — Provides data about the cash summary

• DLEXLOAN — Provides a summary of loan disbursements

• DLEXDISB — Provides data related to individual

disbursement transactions

• Note: The Direct Loan Tools for Windows software is available via

the FSA download Web Site. Instructions for installing, using, and support of the software are available there. This software is

not supported by SunGard Higher Education.

• https://www.fsadownload.ed.gov

Direct Loan Tools can be used for monthly reconciliation as well as

year end reconciliation.

Direct Loan Compare Reconciliation Process (RPRCPxx)

• Run Banner Direct Loan Compare Extract (RPRCPxx) using the end date of the 732 LOS reports (SAS) as the Matching End Date

parameter

• This produces the Cash Summary shown below, and the DLEXLOAN.DAT, DLEXCASH.DAT and DLEXDISB.DAT files to be

used per the instructions on using the LOC Compare Application

• Refer to the Banner FA User Guide and COD Handbook for more

information on this process


A common approach to the reconciliation of Direct Loans for Banner clients is to use both the Banner system along with the Department of Education’s DL Tools software.

DL Tools will take the information from Banner which is extracted in the Direct Loan Compare process (RPRCPxx) and match the information against the COD statement of account summary information which has been loaded into DL Tools.


36


• Sample Procedures are as follows:

1. Monthly, COD will send SAS (Statement of Account

Summary) files with message class dsdfxxop.dat and dslfxxop.dat. Download these files via EDCONNECT.

2. FTP these files from the IAM data folder and move them to

Banner data load directory. Make sure they have the above

file names. (transfer in binary mode)

3. Run RPRDUxx: If you have more than one file of the same type, load the first one, then rename the second one to

have the .dat extension and load that file next.

4. Go to RPIDLAS and find the Statement End Date. This date

will be used in the next process in the parameters and will be used in DL Tools reporting.


5. Go to RPIDLAS and find the Statement End Date. This date will be used in the next process in the parameters and will be used in DL Tools reporting.

6. Run RPRCPxx to create the following extract files:

• DLEXCASH

• DLEXLOAN

• DLEXDISB

7. FTP these files from the Banner Server to your IAM Data folder


8. Open DL Tools: SYSADMIN/password

9. Delete external loan detail from previous month

• Select File, Delete, External Loan Detail, then OK.

• Press Select button. All the records from the previous month will be displayed.

• Press Select All button, then OK. A warning “You are about to delete xxxx record(s). Continue with process?” Press YES.


37


10. Choose File/Import and import the following files (choose the appropriate file type for each one in the dropdown menu): Click on “File” and look in “data”. Select the file and then click on “ok” then “print”.

• dsdfxxop.dat (under SAS)

• dslfxxop.dat (under SAS)

• DLEXCASH

• DLEXLOAN

• DLEXDISB


11. Once all files are loaded into DL Tools, run the comparison reports by choosing File/Print

• Cash Detail Comparison Report

• Disbursement Detail Comparison Report

• Loan Detail Comparison Report

Review output and determine if the unmatched are due to a timing issue (date similar to statement end date) or if it is something that needs to be resolved.

12. Go to the RFIBUDG in Banner and enter the DL fund codes (for the appropriate award year) and screen print the summary. Perform this action for all of the DL funds. Add up the total loans paid as of that date.


13. Log in to the COD website. Click on the School tab and type in the school name. Choose Direct Loans for the program and the appropriate award year. On the left side, click on “Summary Financial Info” and print the summary.

14. Compare the total from #11 with the amount in “total net booked disbursements” found in the printout from #12. At the end of the school year these two amounts should be the same.

Note: Keep all documentation and justification for the discrepancies as this is a federal requirement.


38


DL Reconciliation Tips

• Timing Issues – possible to not be in balance at any

given time due to the timing of drawdowns, submission

of disbursement records and adjustments

• Key is to identify reconciling records

• Closeout letter

• Compares G5 Cash Balance to COD Booked

Disbursements

• Received from the Department of Ed once year is complete

• Successful Closeout declared if equal

Message Classes Not Supported by Banner

• CODRBFOP

• COD Rebuild File

• DARC11OP & DIAO11

• Funded Disbursements

• DALC11OP & DIAA11OP

• Pending Disbursements

• DIWC11OP & DIWR11OP

• 30 Day Warning

• DUPLCDOP & DUPLPFOP

• Duplicate Borrower Report

• AHSLDSOP

• Exit Counseling from NSLDS

• INACCDOP

• Inactive Loans

• SNDCPFOP & SNDCCDOP

• SSN/Name/DOB Changes

• CRDLMYOP

• Multi-year DL originations

• CRWB11OP

• Response for activity on COD

• COMRECOP

• Multi-year, multi-fund response file

Course Summary/Review

As a result of this course we have

• discussed the commonly used forms and processes in

the Financial Aid Direct Loan module

• managed the loan origination and disbursement processes

• worked with promissory notes and initiated

disbursement and reconciliation activities

• reviewed change activity

• discussed reconciliation


39

Questions and Answers

Thank you for your

participation

SunGard, the SunGard logo, , the logo, and Banner, Campus Pipeline, Luminis, PowerCAMPUS, Matrix, Plus, and

PocketRecruiter are trademarks or registered trademarks of SunGard Data Systems Inc. or its subsidiaries in the U.S. and

other countries. All other trade names are trademarks or registered trademarks of their respective holders.

© 2003-2010 SunGard


40

Direct Loan Set Up

Direct Loan Setup

• AR Creates Detail Codes

• TSADETC – Detail Code Control Form

• FA Creates Fund Codes & Characteristics

• RFRBASE – Fund Base Data Form

• RFRMGMT – Fund Management Form

• Enter/View DL School Code

• RORCODI – COD Entity ID Rules

• ROAUSIO – US Specific Institutional Financial Aid Options

This form is owned by AR

and is used to create the

detail codes that are

associated with FA funds on

RFRBASE.

Ask Student

Accounts personnel to

establish loan fund detail

codes for Direct Loans.

Names as shown above will appear on billing statement.

TSADETC – Detail Code Control Form


41

RFRBASE (Fund Base Data Form)

Create Fund Codes & Characteristics.

Must create separate fund codes for each Direct Loan fund: -Direct Subsidized-Direct Unsubsidized

-Direct Parent PLUS-Direct Grad PLUS

Can have multiple Direct Loan fund codes for each loan type if desired.

RFRMGMT (Funds Management Form)

RFRMGMT for Direct Loan Funds – Loan Options Tab- Select Direct Loan Indicator

- Enter Rebate Fee Percentage- Enter Loan Fee Percentage

RFRMGMT (Funds Management Form)

RFRMGMT for Direct Loan Funds – Loan Options for Self Service Tab

- Check Display PN Requirement on Web

- Enter Promissory Note Description- Enter URL- Enter Instructions


42

RORCODI (COD Entity ID Rules)

Enter School’s Reporting ID, Source ID, Federal ID and DL School Code- Indicate which record is your Institutional Default

The DL School Code will then display on ROAUSIO (Banner 8) or ROAINST

(Banner 7).

ROAUSIO (US Specific Institutional Options Form)

Loan Options Tab

•Select Loan Process

Type of Both (or Direct) –this tells Banner what processes to run for

online loan creation from the award forms. Does not affect batch

processing

•Indicate Multi-Year Note

Eligibility

•Enter Stafford Entrance

and Exit Requirement Codes and Status

ROAUSIO (US Specific Institutional Options Form)

View School’s unique Routing Numbers (Common School ID)These are set up on RORCODI


43

Direct Loan Setup (cont.)

• Setting the Initial Loan Status

• RTVLNST – Loan Status Validation Form

• RPRLOPT – Loan Options Form

• Set up Aid Periods and Award/Disbursement Data

• RORPRDS – Period Base Data Form

• RTVAPRD – Aid Period Validation Form

• RORTPRD – Aid Period / Term Rules Form

• RFRDEFA – Default Award & Disbursement Schedule Rules

• Loan Disbursement dates

• RPRLPRD – Loan Period Base Data Form

RTVLNST (Loan Status Validation)

Inactive status prevents disbursement memos.

If Info Access is unchecked, MPN doesn’t display on SSB and loan doesn’t appear in Loan App History in SSB

Create Loan Statuses

Note: Initial Loan Status should be Active.

Status is only updated manually. No DL process automatically updates the Loan Status field on RPALORG.

RPRLOPT (Loan Options Form)

School determines if PN and/or

Disbursement is required before

extracting origination School determines if Acknowledgement of

Origination and/or Prom Note is required

before disbursement


44

RPRLOPT - continued

• Leave Blank

• Create application

• when loan accepted

• when req satisfied

• Default Return ID

• Default Lender ID

• Default Guarantor ID

• Process Elec Change Trans

• Satisfy Loan App Req

• Loan App Req Code

• Loan App Req Status

• Request Amt Req for Cert

• Disb Amt > Loan Amt

RPRLOPT - continued

• Do not need to create

Returned Check Detail Codes

• Do not use Manual Loan

Packaging Options for

Direct Loans

RTVAPRD – Aid Period Validation Form

Access this

form to review the

single and

multiple term aid

periods for

which loans

are usually

certified


45

RORPRDS – Period Base Data Form

Define

Periods and associated

terms

RORTPRD – Aid Period/Term Rules Form

Specify the Periods that you

want to associate with an Aid Period

RFRDEFA – Default Award & Disbursement Schedule Rules Form

Award Schedule Block is used to establish Direct Loan

distributions for each aid period and to establish memo expiration dates. Dates must be established here for loans to memo.

Disbursement schedule will be pulled from RPRLPRD.


46

RPRLPRD (Loan Period Base Data)

Create Loan

Periods

Create a disbursement

schedule for each loan period on the 2nd

page of this form

Disbursement Promissory Note Date

does not need to be completed

Memo expiration days

needed only if BBAY


• Setting the Class Codes

• RPRCLSS – Class Code Translation

• Review Delivered Federal Rules

• RPIFEDR – Federal Rules Inquiry Form

RPRCLSS (Class Code Translation)

Associate Class Code

from RNANAxx

to Class Code and

Level in the Student

System


47

RPIFEDR (Federal Rules Inquiry Form)

Delivered

each year with default

values for

federal funds


• The COD records must contain the state and nation

codes from these validation tables

• RTVCDST – COD State Codes

• RTVCDNT – COD Nation Codes

• If the institution uses other codes for states/nations, the

crosswalk field can be updated to translate for COD

• REREXxx process will translate the school’s codes to

the correct values needed for COD

RTVCDST – COD State Codes


48

RTVCDNT – COD Nation Codes

GJAPDFT for Loan Application Creation

• Define parameters for RPRLORC process

• Default parameters must exist for each user who has

authority to create loan applications on-line

• Can be copied from one user to another who does not already have parameters

• If school participates in both DL and Alternative Loans,

defaults for both RPRLORC and RPRELAP must exist

• Use the GJAPDFT form to create the parameters for the

RPRLORC Loan Origination Process for each user

• This enables the user to create the origination record by

clicking on ‘Create Loan Applications’ in the options

menu on the award form (RPAAWRD)

GJAPDFT – Default Parameter Value Validation


49

Set up Review

1. Which form includes a DL School Code field to collect the

Department of Education assigned Direct Loan School code?

2. Which form enables you to indicate that the fund is a loan, and specifically a Direct Loan?

3. Which form do you use to set up loan periods and

disbursement schedules for each loan?

Documents

Banner Financial Aid - University System of Georgia Financial Aid Training 4 Overview • To outline the set-up process and detail the procedures to set-up your Banner system • To