SAIG Message Class

The message class for the Direct Loan Reconciliation fixed-length flat file is DSDF##OP (where ## is the second year of the FAY).  It is dynamically set as Active if the related class for the prior FAY is set as Active.

Filewatch Folder

The Direct Loan Reconciliation report may be dropped in the following sFTP folders for automatic processing.  The Filewatch (sFTP) Folders are:

• {repo}\ExportDLReconciliation\

• {repo}\DLReconciliation\

• {repo}\DLReconciliation_FW\

Import Process

To manually initiate the process, navigate to Processes > Import Process in Regent Award and select 'Import Direct Loan Reconciliation.'  Select your file and click 'Import.'

Regent Award will match the records to the students at the time of import by SSN, FAY, Loan ID (Loan Identifier in DL YTD file) and Disbursement Number. Add New Import Process

Direct Loan Reconciliation Process Report Output

The output report can be found on the Process Log > Export Direct Loan Reconciliation as a separate entry.

The report includes the following Summary Section:

• The number of unique disbursements in the COD file (note, one disbursement may be reported multiple times if the paid amount has been adjusted over time)

  • This means the sum of records with unique Loan Identifier and disbursement number.

• The number of unique disbursements in the COD file that are exceptions

  • This means the sum of records in the "Exception Reason" column that are not blank (Sum of all combined records with exceptions (COD + Regent))

• The number of paid disbursements >$0 that are not in the COD data 

  • This means the sum of records where 'Most recent COD Actual Gross Disbursement amount' is blank and there is a value in 'Most recent Regent Gross Paid Disbursement amount' field

• The number of disbursements in the COD file that were not matched with students in Regent

  • This means the sum of records where "Exception Reason" = Disbursement Not in Regent

• The total gross YTD dollar amount of disbursements in COD (most recent transaction for each disbursement)

  • This means the sum of 'Most recent COD Actual Gross Disbursement amount' per unique Loan Identifier

• The total gross YTD dollar amount of Paid disbursements in Regent Award

  • This means the sum of 'Most recent Regent Gross Paid Disbursement amount' per unique Loan Identifier

• The dollar amount of the difference between the total paid disbursements in COD vs. Regent Award

  • This means the sum of 'Most recent COD Actual Gross Disbursement amount' - Sum of 'Most Recent Regent Gross Paid Disbursement Amount'

Exception Reasons are identified as follows:

• The dollar amounts for disbursements are not the same.

  • Reason is displayed as "Disbursement Amounts Not Equal"

• The disbursement is in the COD file and is not present in Regent Award.

  • Reason is displayed as "Disbursement not in Regent"

• The student is on the COD report and is not matched in Regent Award

  • Reason is displayed as "Student not in Regent"

• The paid disbursement is in Regent Award, the transaction date is before the Batch Date (date COD created the file), and the disbursement is not in the COD file.

  • Reason is displayed as "Disbursement not at COD - processed before COD file date"
• The Student doesn't have a Direct Loan for the specified FAY
  • Reason is displayed as "Award is not matched"

• The Disbursement is not at COD

  • Reason is displayed as "Disbursement not at COD"

• The Student is not a distinct match

  • Reason is displayed as "Student not a distinct match"

• The FAY is a mismatch - the award matches (on FAID) but the FAY in the Loan Identifier is different from what Regent has for the award

  • Reason is displayed as "FAY Mismatch"

• The Student has an SSN Mismatch - the award matches (on FAID) but the SSN form the Loan Identifier is different from the current SSN at Regent

  • Reason is displayed as "Student SSN Mismatch"

• The School Code is a Mismatch - the award matches (on FAID) but the School Code is different from the FDSLPID in Regent

  •  Reason is displayed as "School Code Mismatch"

• The Fund is a Mismatch - the award matches (on FAID) but the COD Fund in the Loan Identifier is different than what Regent has for the award

  • Reason is displayed as "Fund Mismatch"

Task for "Review Direct Loan Reconciliation Exception"

A new task is created for any student with an exception IF the Regent transaction date is not more recent than the COD file date (export creates the task as needed).  The name of the task is 'Review Direct Loan Reconciliation Exception' and is found under 'Review Reconciliation Tasks' in the Task menu.

Activity Log Entries for Direct Loan Reconciliation

1. An Activity Log Entry (ALE) will trigger upon task assignment:

   1. Trigger: Upon task assignment a 'New Task Assignment' Activity Log Entry will be created and will include the following:

      1. Date/time: Current date/timestamp on the server

         1. Activity Source: System Action

         2. User ID: [studentid] from the related IOProcess 

         3. Activity Type: COD Related

      2. Activity/Description:  (Separated by carriage return)
         1. Header
            1. FAY <FAY> + Direct Loan Reconciliation
         2. Loan Type <Loan Type>+ Loan Sequence Number <Loan Sequence Number>
         3. Disbursement Number <Disbursement Number>
            1. Exception Reason <Exception Reason>

            2. COD most recent Actual Gross Disbursement Amount <COD most recent Actual Gross Disbursement Amount>

            3. COD most recent Transaction Date <COD most recent Transaction Date>

            4. Regent most recent Paid Gross Disbursement Amount <Regent most recent Paid Gross Disbursement Amount>

            5. Regent most recent Transaction Date <Regent most recent Transaction Date>

            6. Most recent Transaction Amount for the Disbursement <Most recent Transaction Amount for the Disbursement>

            7. Dollar amount of variance between the two <Dollar amount of variance between the two> 

2. An ALE will trigger upon task closure:

   1. Trigger: Upon task closure a new Activity Log Entry will be created and will include the following:

      1. Date/time: Current date/timestamp on the server

         1. Activity Source: Staff

         2. User ID: [userid]

         3. Activity Type: COD Related

      2. Activity/Description:
         1. Review Direct Loan Reconciliation Exception task was closed 
            
            1. Include any user comments
            2. FAY
            3. Fund Name

3. An ALE will trigger if a student is included in imported file and is NOT an exception ("Exception Reason" is blank)

   1. Trigger: Exception Reason is blank in Direct Loan Reconciliation Output file

      1. Date/time: Current date/timestamp on the server

         1. Activity Source: System Action

         2. User ID: [studentid] from the related IOProcess 

         3. Activity Type:  COD Related

      2. Activity/Description:  Student's data from COD file was reconciled with Regent Award data.  No exceptions found.
         1. FAY
         2. Fund Name
         3. Exception Reason 
            1.  <No exception>

Process Log Entries for Import and Export Direct Loan Reconciliation

Details Tab

1.  Create Process Log Entry for Import Direct Loan Reconciliation
   1. Process Type = Direct Loan Reconciliation Load
   2. Process ID = use current functionality
   3. Started On = use current functionality
   4. Finished On = use current functionality
   5. Total Records = total number of students
   6. Processed Records = total number of successful student records imported
   7. Unprocessed Records = total number of unsuccessful student records not imported
   8. Process Status = use current functionality
   9. User = use current functionality
   10. Download File(s) = use current functionality

2. Students Tab

   1.  Display the following columns on the Students Tab for Import Direct Loan Reconciliation
      1. ExternalID1
      2. First Name
      3. Last Name 
      4. Site
      5. Fund
      6. FAY
      7. Disbursement #
      8. View Student

3. Details Tab

   1. Create Process Log Entry for Export Direct Loan Reconciliation
      1. Process Type = Export Direct Loan Reconciliation
      2. Process ID = use current functionality
      3. Started On = use current functionality
      4. Finished On = use current functionality
      5. Total Records = total number of students
      6. Processed Records = total number of successful student records imported
      7. Unprocessed Records = total number of unsuccessful student records not imported
      8. Process Status = use current functionality
      9. User = use current functionality
      10. Download File(s) = use current functionality

4. Students Tab

   1. Display the following columns on the Students Tab for Export Direct Loan Reconciliation
      1. ExternalID1
      2. First Name
      3. Last Name 
      4. Site
      5. Fund
      6. FAY
      7. Disbursement #
      8. View Student

Permissions for new Import Process Type

You will find the permissions for the new Import DL Reconciliation process under Global Permissions > Process Permissions > Import Processes