Pennsylvania BANNER Users Group
2007
John Ginty
Drexel University ASP
Financial System Administrator
Reconciling Loans:Financial Aid through Finance
John Ginty
Drexel University ASP
Financial System Administrator
General Announcements:
Please turn off all cell phones/pagers If you must leave the session early, please
do so as discreetly as possible Please avoid side conversations during the
session Questions will be answered at the end of
the session
Thank you for your cooperation
Drexel University
Drexel has over 22,000 students Drexel is looking to expand to California Drexel provides Banner and other support
for a number of small schools through their ASP program
Why are you here?
• Feeling out of control? New and intermediate users will benefit from tracing loan funds disbursed through Financial Aid to Student Accounts Receivable and the feed to Finance.
Agenda
Tracking a loan disbursement’s journey through the various Banner forms and tables
Topics:- Financial Aid: Loading, posting, disbursing loan funds- Accounts Receivable: Disbursing and then feeding to
Finance- Finance: Where does the loan end up?- Tips: Provided along the way
Introduction
The purpose is to follow the trail of loan funds from entry into Financial Aid to accounting in Finance and the General Ledger
Benefits:– Gain a cross-functional understanding of interfaces
between Financial Aid, Accounts Receivable and Finance
– Increase in understanding reconciliation procedures for the various departments.
Start with the End in Mind
At the end, we want these numbers to reconcile:– EFT Bank Account– Cash Account– AR balances should have a decrease in the same
amount
Rule forms Critical to the Interfaces
RFRBASE – Fund Base Data TSADETC - Detail Code Control Form - Student
Financial Aid Phase
Disbursements Loaded (RPREFTL) Disbursements Posted (RPAEPMT,RPREFTP) Disbursements Fed (RPEDISB) Monitor Aging (RPRLNAG) Monitor Disbursement Results (Reporting)
Loading Disbursements
Access job RPREFTL File name must be eft001.dat and be located in
the data load/finaid directory This job will load the roster to form RPAEPMT in
anticipation of Receiving the funds. Only check off to receive the funds. Once it is
verified that amount has been wired into your EFT bank account.
RPREFTL
RPAEPMT
Posting Disbursements
Access job RPREFTP Parameter of Reference ID: enter today’s roster
ID for just listing of those; leave blank to view listing of all outstanding non-posted disbursements
Can view outstanding non-posted disbursements via RPAELDB (Electronic Loan Disbursement)
This job will only post those rosters that you have checked off on RPAEPMT to receive (that have NOT already been received)
RPREFTP
TIPS on Posting
Take care not to load a roster more than once! (the file name is always the same!)
If you load but don’t post a duplicate roster, just remove the extra record on RPAEPMT
If you load AND post a duplicate roster, review flat file student by student and record/remove the extra disbursement on RPALDSB
DO NOT run Disbursements (RPEDISB), until these superfluous disbursements are removed—they WILL feed to the Student Account.
RPALDSB
RPALDSB pg 2
RPALDSB pg 2
More TIPS on Posting
Review the listing from RPREFTP job to resolve errors.
Common errors include:• Incorrect loan type disbursement—sub vs. unsub• No RPRLAPP record exists for unique loan ID (ULID):
Either loan was processed outside of banner or the servicer did not use the banner ULID
• Loan Disbursement Number error/Sequence:
Usually spring disbursement moved up to fall.
Feeding Loans through to Students Accounts Receivable
Access and run job RPEDISB Can see the initial results of disbursement on
Feed Indicator on RPALDSB:• F = Fed to Student AR• Y = Not fed, but the disbursement is here and held up
for some reason• N = Not fed, the disbursement has not been posted
TIPS on Feeding Disbursements
If funds are posted, but not fed, check ROIDISB (table is RPRRSLT) for exact results.
If funds have been posted, but not fed AND ROIDISB reads: “No records found.” This situation usually means there is a disbursement date error. Check the date and term in RPALDSB.
In A/R, a “Fed” loan will appear with a source code of “F” indicating it was fed from Financial Aid module. Beware of disbursements manually posted to TSAAREV (source code = T) if the money comes in through FinAid, then it could disburse again.
ROIDISB
More TIPS-Fed
Never manually post electronic funds to TSAAREV!!!!
If you are getting a 2nd disbursement in a term, it SHOULD come in 1st disbursement, 2nd sequence. BEWARE of loans changes which result in spring disbursement being moved to Fall term—the servicer may send it as originally set up—2nd disbursement, 1st sequence—this will put the loan into spring term—if you are not looking there, you may not find the disbursement.
Running the RPRLNAG report for loan aging for ALL terms in the current aid year will help catch these errors.
TSAAREV
RPRLNAG
Student Accounts Receivable Phase
TGRCLOS- all open cashiering sessions
-“A”udit to verify information; “U”pdate to finalize Application of Payments (TGRAPPL)
– Resolve this listing each time.
TGRFEED – set up the feed to Finance– Assigns F-doc number to be pulled off TSAAREV
(table is TBRACCD)
Tips for Reconciling Accounts Receivable Outages
• Most problems with Reconciling are covered by the following:• Incorrect Detail Code set up• Changes to Detail Codes• Suspended Documents – resolve then post via
FGAJVCD• Timing issues with closing cashiering sessions and
feeding before opening new sessions
Finance G/L Phase
FURFEED – Finance Feed Sweep Process FGRTRNI - Interface Process FGRTRNR - Transaction Error Report
– May have issue trying to post to a closed or not yet opened period
FGRACTG - Posting Process– Once posting is run, you can now view in…
FGIDOCR – (Document Retrieval Inquiry) FGITBAL – (General Ledger Trial Balance) FGIGLAC – (General Ledger Activity)
The Real PABUG
The Firefly is the state insect, as enacted by the General Assembly on April 10, 1974. Act 130 of December 5, 1988, designated the particular species of firefly, "Poturis Pensylvanica De Geer" as the official state insect. – The Pennsylvania Manual.