Regent Award offers two types of Export Student Transaction (EST) Processes, both of which are required for successful disbursement of funds to a student. The EST for DRI process sets the DRI flag for export to COD. Once COD accepts the disbursement, the EST for A/R process is used to create an XML file which is then imported into the school's A/R system to update student accounts with the related disbursement information.
The process flow for paying disbursements out of Regent Award is as follows:
- EST for DRI is run
- This process sets the "intialDRIReleaseDate" on the Regent Award disbursement to the current date of the EST process
- COD Export is run
- Newly released disbursements are sent to COD.
- COD sends an RS file back to the school
- RS file is imported. This updates the released flag on the Regent Award disbursement record if COD has accepted the disbursement.
- EST for A/R (Actual) is run
- If the released disbursement was accepted by COD, the "driReleaseDate" on the Regent Award disbursement is set from the "intialDRIReleaseDate" value set during the prior EST for DRI run (Step 1 above).
It's important that disbursement information, including the actual disbursement date, is accurate at COD, and in Regent Award. However, there are times when the school cannot import the EST for AR file into their AR system until a different date. This could be caused by a delay in receiving a response from COD, restrict processes on an individual student record, or by a systemic issue. Therefore, schools need the ability to update the driReleaseDate on impacted disbursements. To assist with this, Regent offers the ability to update the A/R release date for a disbursement. This feature is permission-based and accessible via the “Update A/R Release Date” button on the Process Log Details section for the EST for AR process where the student was actually paid.
UltimatelySince ultimately, the disbursement release date gets set based on the EST for DRI process. When this date needs to be updated with the date the student was actually disbursed, the and, depending on the time it takes to process, the date could be different from the date when EST for AR is run. The user can choose to update the Disbursement Release date for specific files vs. all the files generated by an EST process. After selecting files to update, the Release Date will be updated on disbursements contained in those files, where applicable.
Access to this feature is permission-based.
COD Code export , if a delay occurs between the day that the EST for DRI process is run, and the day that the EST for A/R process is run, the A/R Release Date (disbursement date) must be updated. To do so, select the "Update AR Release Date" button from the EST for A/R process you wish to update.
If the EST for AR process has produced multiple files, you may select one, many or all of those files to update the disbursement release date. Enter the correct AR release date in the date picker field provided. Then select the "Update AR Release Date" button to finalize the change.
All first disbursements included in the chose EST file will have the Disbursement Release date updated in R8. Note, the file content itself will not be updated.
In order to then update the disbursement dates on COD, the COD export process will need to be executed and the resulting file transmitted to COD. Regent award updates the disbursement date by sending a new sequence number for the disbursement. For example:
COD Export prior to the EST update:
<DisbursementNumber>1</DisbursementNumber>
<DisbursementAmount>2000</DisbursementAmount>
<DisbursementDate>2017-01-18</DisbursementDate>
<SequenceNumber>1</SequenceNumber>
COD Export after the EST update – note (this is the same R8 Disbursement Regent Award disbursement record):
<DisbursementNumber>1</DisbursementNumber>
<DisbursementAmount>2000</DisbursementAmount>
<DisbursementDate>2017-01-19</DisbursementDate>
<SequenceNumber>2</SequenceNumber>
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