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Check Processing [5030] |
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Module Description |
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This module shall enable you to Process Aid Checks for Payment once the Financial Aid Awarding and Packaging is complete. This includes verifying Payable Checks, Sending Payable Checks to ED for Approval, Handling Problem Checks, and Printing Checks Approved by your Campus and ED. It is suggested that once in this module, you first click “Run Check Processing” prior to viewing the Payable and/or Problem Check Log. This ensures the latest updates made to student records are applied. |
VIEWING CHECK LOGS
To Run Check Processing:
1.[5030] Check Processing Log.
2.If you had a student selected in a previous module, click All Students to remove the selection.
3.Click Run Check Processing (The number of Payable Checks and Problem Checks will be listed.)
[5030] To View Payable Checks:
1.Follow the steps listed above.
2.Click View Payable Checks.
3.In the With Status Box, select Approved by FAO.
TIP: Prior to proceeding to the next step (Sending Payable Checks to Accounting) it is recommended that you approve the payable checks listed here by verifying each student is eligible for the listed disbursement(s) and the amounts are correct.
4.Select the check and click on Forward to Accounting.
TIP: Approved checks are Printed from TRX 6006 Print Payable Checks module
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[5030] To View Problem Checks:
1.Click Financial Aid
2.Click Process Payable Checks
3.Click Check Processing Log
4.Click Run Check Processing
5.Click View Problem Checks
6.Address the problems listed for each student. Note that you can view the student’s Mastersheet by clicking on the student’s name.
TIP: “Print Problem Checks” will provide additional details explaining the problems.
TIP: Approved checks are Printed from TRX 6006 Print Payable Checks module
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HOW TO CLEAR PROBLEM CHECKS
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Problem |
Trx # |
Solution |
Notes |
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After AY Cutoff |
6006 |
Print checks |
All Pell Checks MUST be disbursed before 9/29/AY or the school loses the money. |
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C Code Hold |
5033 |
Do the required data checking and then Post the following form: |
Form Date should be greater than the Posted Error on first column under (Trx 5007), also Form Status Should be Received And Correct |
This PROBLEM is automatically generated based on the Students ISIR received |
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Cannot Disburse Loan before the Date of School's Eligibility |
1006 |
Check the Title IV Aid Programs and check the Kind of Aid corresponding to the Check's Kind of Aid. The Date Scheduled should be within the Approval Date of the Campus to disburse Direct Loan Fund |
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Credit Denied |
5015 |
DL PLUS Application was Denied. Schools keep a copy of the denied letter in student file and create Unsub Loan |
Check MasterSheet & 5015 |
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Credit Pending |
5015 |
DL PLUS Application was Still Pending. |
Check MasterSheet & 5015 |
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Date in Future |
N/A |
Wait for date |
Schedule Check is greater than the Current Date. |
No future checks can be released. |
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Disbursement Cancelled |
5015 |
Data Exchange Process. Contact RGM for when and why the disbursement was cancelled. |
Check MasterSheet & 5015 |
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Drug Conviction Hold |
5033 |
Do the required data checking and then Post the following form: Department of Justice Match Flag – Cleared (#70029) |
Form Date should be greater than the Posted Error on first column under (Trx 5007), also Form Status Should be Received And Correct |
This PROBLEM is automatically generated based on the Students ISIR received |
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INS Verification Hold |
5033 |
Post the following form: |
Form Date should be greater than the Posted Error on first column under (Trx 5007), also Form Status Should be Received And Correct |
This PROBLEM is automatically generated based on the Students ISIR received |
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ISIR Fed School Code does not match |
FASFA |
Update the FASFA with correct FPELL ID of the campus if needed |
Check the latest ISIR of the student, it should have the FPELL ID of the Campus |
Check Campus Profile: at least one on the Fed School Code 1 to 6 of the ISIR must be for your campus |
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Loan Application Not Originated |
5015 |
Direct Loan Application should have Origination Status of "A" for accepted by servicer (Data Exchange Process) Check with RGM on how and where to view the reason why the loan was not originated |
Check MasterSheet and Direct Loan under 5015 |
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Loan Origination Error |
N/A |
Indicates that the Loan Application has an Error. (Data Exchange Process) Check with RGM on how and where to view the error for this DL Application |
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Need to pay overpayment |
6018 |
Post Payment if necessary |
Go to 6016 to verify the Student’s Refunds Due |
If there's any pending Refunds Due not yet paid, the check will be put on hold until that due was paid |
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No Acknowledgement of Promissory Note |
5015 |
Prom Note Status should have a status of "A" for accepted by servicer (Data Exchange Process) Check with RGM on how and where to view the reason why the Prom Note Status was not yet Accepted |
Check MasterSheet & 5015 |
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No ISIR |
FASFA |
Submit a FAFSA, FAFSA Correction, or enter DRN |
Check ISIR Printing, FA Report 39, or Master sheet |
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NSDLS Match Flag – Student has Refund Due |
5033 |
Do the required data checking and then Post the following form: |
Form Date should be greater than the Posted Error on first column under (Trx 5007), also Form Status Should be Received And Correct |
This PROBLEM is automatically generated based on the Students ISIR received |
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NSDLS Match Flag – Student is in Default |
5033 |
Do the required data checking and then Post the following form: Student Default has been Cleared Up (#70025) |
Form Date should be greater than the Posted Error on first column under (Trx 5007), also Form Status Should be Received And Correct |
This PROBLEM is automatically generated based on the Students ISIR received |
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Promissory Note Not Signed |
5015 |
Select APP Updates and modify the Date Signed by Student |
All Prom Note for DL Loan should be Signed By Student. |
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Required Hours/Units Not Completed |
4035 or 4038 |
Post Attendance / Subject Completions as needed |
Hours/Units Completed must total hours/units scheduled. Ensure that grades have been posted for all subjects that were scheduled prior to DISB |
Attendance and Subject Completions are typically the Registrar’s responsibility |
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Sat. Acad. Prog. Hold |
N/A |
Post the required hours/units for the SAP period, and the SAP will update. |
First- Check the number of hours, units, or subjects, to see if student has met Satisfactory Academic Progress. Once all are posted and meeting SAP requirement, SAP status will update |
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Scheduled Check has Negative Amount |
5012 |
Re-compute budget |
then go to 6015 and re-check the Student Aid Checks to see if the amount is less than zero |
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Selective Service Hold |
5033 |
Do the required data checking and then Post the following forms: Selective Service Registration Hold Cleared Up (#70022) |
First- Documentation clearing the Selective Service should be in the student file. Clear the problem on the web. Form Date should be greater than the Posted Error of the "Selective Service Hold" and Form Status should be "Received And Correct |
This PROBLEM is automatically generated based on the Students ISIR received |
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SSA Hold |
5033 |
Post the following form: SSA Hold Cleared Up (#70010) |
Form Date should be greater than the Posted Error on first column under (Trx 5007), also Form Status Should be Received And Correct |
This PROBLEM is automatically generated based on the Students ISIR received |
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Student has no SAR |
5008 |
Check Student SARS; if there was an ISIR for this Student, contact RGM to see why the SAR was not Posted |
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Student is On Leave of Absence |
5029 |
Verify the controls for the Check Validation |
If Process Checks for Students that are On Leave = checked or yes then the Check will still be processed, otherwise it will not release the check. |
Check Validation will also be based on the award year coverage |
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Student Leave of Absence Expired |
5029 |
Verify the controls for the Check Validation |
If Process Checks for Students even if LOA Return Date Expired = checked or yes then the Check will still be processed, otherwise it will not release the check. |
Check Validation will also be based on the award year coverage |
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Student Needs ATB Or H.S. Diploma |
3008 |
Update Student Profile with Highest Degree Earned or update FASFA |
Check ISIR or Student Profile Highest Degree Achieve |
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Student's Direct Loan Application Not Found |
5012 |
Try to re-compute package |
No Direct Loan Application was Found, try to re-compute package |
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Verification Required |
5033 and/or 5026 |
Do the required data checking and then Post Form: Verification Form/Documentation Done (#80033) in 5033 or post verification tracking under 5026 |
Check the latest SAR for the AY if the Verification not EQ "No" or Verified or Blank |
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