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Overview

Here's a detailed step-by-step guide how to simulate a COD response for paying a student.  It includes using Regent's in-house COD Mockup tool.

COD File Processor - Regent's COD Response Mockup Tool

Latest version: CODFileProcessor4.0e.7z 

Installation Instructions:

  1. Download CODFileProcessor.zip
  2. Select Extract All and create own directory to save to computer
  3. Select CODFileProcessor Application
  4. Select Run
  5. Select box next to import file path and choose COD text file from UI
  6. Select validate against schema box
  7. Select Run process
  8. Import response file generated into UI

Step-by-step guide to Paying a Loan in Regent Award

  1. Resolve all packaging blockers - satisfy/waive all Documents and Tasks, valid ISIR, etc.
  2. Make sure loans are in Accepted status and Linked
    1. Mock or link an MPN if needed (and MAP again)
    2. When loans are Accepted and Linked status,
  3. Export to COD for Origination (DRI=false)
  4. Get file from Export COD Process in process log
  5. Use export file to mock origination response using CODFileProcessor
  6. Import the mocked COD response file
  7. MAP student
  8. Export to COD for Disbursements (DRI=true)
  9. Get file from Export COD Process in process log
  10. Use export file to mock origination response using CODFileProcessor
  11. Import the mocked COD response file
  12. Normal process:
    1. Export EST, EST for DRI - COD funds set to DRI=true
    2. Export EST, EST for AR - funds are disbursed
  13. Alternative using Disbursement Overrides
    1. Click amount to view Disbursement Details
    2. Run EST for DRI
    3. Bypass COD and Run EST for AR
  14. Disbursements are now Paid

Detailed Steps for Paying a Direct Loan

If no MPN is linked, a loan can be originated (COD Export DRI=false). However, we cannot pay an unlinked loan (cannot EST DRI=true).

  1. Loans tab, select the Loan
  2. Copy the full Financial Award ID (FAID) to the clipboard
  3. MPN Information sub-tab
  4. Click button, Select MPN
  5. If the student has an existing MPN, select it (unless expired)
  6. If the student does not have any current MPNs, Mock an MPN:
    1. Click "Add MPN" button
    2. In the MPN ID field, paste the full FAID from the loan
    3. Change the letter to "M" (for Sub/Unsub) or "N" (for PLUS)
      1. For example, if an Unsub FAID is 999964346U18G09621001, the MPN would be 999964346M18G09621001
    4. Enter an Expiration Date far in the future
    5. Set MPN Link Indicator to True
    6. Set eMPN Indicator to True
    7. Status Accepted
    8. Save
  7. Select the MPN you just added
  8. If paying two loans (Sub and Unsub), link the other loan to the same MPN:
    1. Student's Loans tab, select the unlinked Loan 
    2. MPN Information sub-tab
    3. Select MPN
    4. Select the existing MPN
  9. MAP the student

Active Acceptance or Passive Acceptance

Accepting a loan is only needed for Active Acceptance schools.

  • Active Acceptance: Fund Setup, Initial Status = Offered
  • Passive Acceptance: Fund Setup, Initial Status = Accepted

Loan Status to Send to COD

A loan must be in Accepted or Cancelled status to send to COD. Regent Award does not export to COD if the loan is Offered.

Changing a Loan from Offered to Accepted status (Active Acceptance schools only)

  1. Waive and re-MAP any new Documents and Tasks

  2. Awards tab, select Loan Period that includes the current term

  3. Edit the Offered Sub loan in MAW, change to Accepted status and enter same amount, continue through MAW with no other changes

    1. If a student has a Sub loan, always accept the full Sub loan amount first before accepting any Unsub.

  4. Edit the Offered Unsub Sub loan in MAW, change to Accepted status and enter same amount, continue through MAW with no other changes

Originating a new loan (DRI=false) never sent to COD

  1. Export Process, process type Export COD, Originations (DRI=False)
  2. Process Log, Download File from the "Export COD" process
    1. Name will be similar to COMRECIN_20171201T......xml
  3. Mock a COD response file using CODFileProcessor
  4. Process, Import COD, select the mocked "_response" file, import
  5. MAP the student
  6. Look at COD tab - loans should show COD Status of Imported

Paying Disbursements (DRI=True)

  1. Loan must have a current COD status of "Imported" and be linked to an MPN
  2. Export Process, Export COD, Disbursement Records (DRI=True)
  3. Process Log, Export COD, download COMRECIN file
  4. Mock a COD response using CODFileProcessor
  5. Import Process, Import COD Response file
  6. MAP student

  7. "Normal" process

    1. Process, Export EST, EST for DRI - COD funds set to DRI=true

      1. Select the current Term (meets disbursement rules - has attendance etc.)

    2. Process, Export EST, EST for AR - funds are disbursed
  8. Disbursement Overrides
    1. On Academic Plan or Awards tab, click amount to view Disbursement Details pop-up window
    2. Select disbursement amount
    3. Click "Run EST for DRI" button, see success message
    4. Click "Bypass COD & Run EST for AR" button, see success message
    5. Refresh
    6. Close Disbursement Details pop-up
  9. Academic Plan screen, Refresh
  10. Disbursements are now Paid

Steps for Paying a Non-COD Award

No mocking needed! Applies to non-COD and Campus Based awards such as SEOG or Institutional scholarships. They only need to be marked Paid (DRI=true) and then EST for AR.

Can use Disbursement Overrides or the following process.

  1. Process, Export EST, EST for DRI - COD funds set to DRI=true

    1. Despite the fact that it's not a COD award, Regent Award still has to mark it as "DRI=true"

    2. Select the current Term (meets disbursement schedule rules - has attendance etc.)

  2. Process, Export EST, EST for AR - funds are disbursed
  3. Academic Plan screen, Refresh
  4. Disbursements are now Paid

Changing Disbursement Dates

If a disbursement is scheduled for a future date, then Regent Award cannot pay the disbursement today (cannot DRI=True).

Solution: Change the disbursement's date.

  1. Edit the loan using Modify Award Wizard.

  2. On the Disbursements screen, change the Adjusted Release Date to today's date or earlier. Finish. 

    • Tip: If you only edit the Adjusted Release Date, Regent Award will not change the award to Manual.

  3. Look at the loan's Disbursement Details pop-up.

  • Regent Award should show the "Adjusted Release Date".

Posting Attendance

Many schools need attendance before they can pay a student.

Solution: Edit the Courses tab. MAP.




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