1 Purpose

These procedures will guide {INSERT TEAM NAME} through list process(es)

2 Scope

The {INSERT CLIENT TEAM NAME} will be impacted by this procedure.

3 Roles and Responsibility

{INSERT ROLE or DEPT NAME} with a {define role} will be responsible for list action

{INSERT ROLE or DEPT NAME} will be responsible for list action share.

4 Definitions

5 Procedure

5.1 Originating and Disbursing (Export Student Transactions (EST)) Funds

Actors

• Student

• User with appropriate permissions

• Regent Award

• COD

• SIS

Pre-conditions

• Student is awarded and ready for origination and disbursement.

• Student does not have any disbursement blockers.

Basic Flow

1. The User runs the Export COD process for originations and disbursements

   1. Navigates to the Processes menu

      1. Clicks Exports

      2. Clicks Export Process

      3. Chooses ‘Process Type' Export COD

      4. Choose a Federal Award Year to export (e.g. 2024-2025)
         The process will need to run separately for each Federal Award Year

      5. Checks checkboxes

         1. ‘Originations (DRI=False)’

         2. ‘Disbursement Records (DRI=True)’

         3. ‘Negative Transactions Only’

      6. Selects Enterprise

      7. Selects Institution

      8. Selects Campus

      9. Selects all students or filters and adds individual students

      10. Select available funds that apply (e.g. the User can optionally select only Pell Grant records)

      11. Select Export

2. TD Client picks up the export file and sends to COD for processing. After processing, the software returns the file after processing for import into Regent.

   1. For clients using the integrated SAIG Mailbox, see SAIG Mailbox Integration

   2. An alternative approach is using TD Client software, for clients not using SAIG in Regent Award. See details at the end of these instructions.

3. The next step depends on the COD Acceptance status.

   1. If the origination or disbursement was accepted at COD, Regent Award will allow the award to be disbursed once the disbursement eligibility has been met. The disbursement will be picked up on the next Export COD process where the disbursement record is set to DRI=True.

   2. If the origination or disbursement was rejected, and the ‘Review COD Reject’ Task is configured, Regent Award will trigger that Task for the User to work.

      1. Once the reject has been resolved and the task closed, the award will be resubmitted to COD the next time the Export COD process is run.

4. To Import COD response files through the Import COD function in REGENT AWARD.

   1. Open

      

5. The User runs EST for DRI process and reviews process log for any failures to resolve issues for any student that failed to have the internal DRI release date set.

   1. EST Validation Error messages and definitions can be found on the Customer Zone Knowledge base at EST Validation Error Codes Guide.

   2. NOTE: Before running the EST process, Batch Packaging should be ran.

6. Navigates to the Process menu>Export Process tab

   1. Selects Process Type of ‘Export EST’

      1. Selects

         1. ‘Export Student Transaction Type’ of ‘EST for DRI - COD funds set to DRI=True’

         2. ‘Transaction type’ of ‘All’

            1. Partition records into separate files (Optional)

            2. Selects PP Start Date From (Non-term only)

            3. Selects PP Start Date To (Non-term only)

         3. FAYs

         4. Enterprise

         5. Institutions

         6. Campuses

         7. Sites

         8. Students

         9. Term(s)/ payment periods

         10. Program Types

         11. Programs

         12. Funds

      2. Clicks Export

7. Regent Award sets the disbursement record DRI for the award to true and allows it to be picked up for export to COD.

8. TD Client picks up the export file and sends to COD for processing, then returns the file after processing for import into Regent.

   1. For clients not using TD Client in Regent Award, refer to item 1, 2.a, 2.b, and 3 above.

9. The User runs the EST for AR process and Regent Award sets the disbursement status to ‘Paid’ and updates the DRI release date for the disbursement.

   Navigates to the Process menu>Export Process tab

10. Selects Process Type of ‘Export EST’

    1. Selects

       1. ‘Export Student Transaction Type’ of ‘EST for AR - funds are disbursed’

       2. ‘Transaction type’ of ‘All’

          1. Partition records into separate files (Optional)

          2. Selects PP Start Date From (Non-term only)

          3. Selects PP Start Date To (Non-term only)

       3. FAYs

       4. Enterprise

       5. Institutions

       6. Campuses

       7. Sites

       8. Students

       9. Term(s)/ payment periods

       10. Program Types

       11. Programs

       12. Funds

    2. Clicks Export

11. The User or System sends the EST for AR file for processing outside of Regent

    1. Picks up the EST for AR file from the sFTP ExportStudentTransaction directory and imports it into its SIS for posting to AR.

    2. Student ledger cards are updated with the paid disbursements and/or refunds.

Details for Using TD Client

Post-conditions

• Student ledger cards updated with the paid disbursements and/or refunds, matching Regent Award.

Alternative Flow

• The User completes all steps listed above, however, when exporting transactions, only choose Transaction Type = Negative Transactions Only. The User confirms that negative transactions are correctly reflected on the student ledger card.

5.2 Expected EST

Actors

• Student

• User with appropriate permissions

• Regent Award

• SIS

Pre-conditions

• Student has awards that are eligible for disbursement but not actually disbursed

Basic Flow

1. The User navigates to the Processes tab

   1. Processes → Exports → Export Process

   2. Selects Export EST

   3. Selects Export Transaction Type = Expected- funds are not actually disbursed/ released

   4. Select ‘Transaction type’ such as ‘All’

   5. Select options

      1. Partition records into separate files (Optional)

      2. Selects PP Start Date From (Non-term only)

      3. Selects PP Start Date To (Non-term only)

   6. Select additional options:

      1. FAYs

      2. Enterprise

      3. Institutions

      4. Campuses

      5. Sites

      6. Students (or Select All Students)

      7. Term(s)/ payment periods

      8. Program Types

      9. Programs

      10. Funds

   7. Note: All fields below are optional

      1. Offset Days

         1. This field provides schools the flexibility to determine how far in advance they would like to review awards and disbursements.

      2. Turn Off Eligibility Checks

         1. When this option is checked, Regent Award will ignore all of the following eligibility rulesets for all respective awards in the EST batch:

            1. Required release units (if applicable)

            2. Required attended units (if applicable)

            3. Any tasks setup to block disbursements

            4. Required enrollment level (if applicable)

            5. Release weeks required (if applicable)

            6. Payment period % complete (if applicable)

            7. NSLDS Alert Check

               1. After a school places a student on TSM, it must wait 7 days before it can make a disbursement of Title IV aid to an otherwise eligible student

            8. Student is queued for repackage

               1. This means that you must re-package the student before attempting to EST them

            9. If the student is on an institutional or student-level break and fund setup is configured to NOT disburse funds during the break period

            10. Pending ISIR correction

            11. When this option is unchecked, EST checks if the student is normally eligible for an award (unless the "Override Eligibility" box was checked on that award). If the student is not eligible in the first place, expected EST will not work for that award. Some disbursements are exempt for this check - for example, any disbursement set by R2T4 will always EST for Expected.

      3. Turn Off Document Requirement Checks

         1. If this option is checked the Expected EST process will ignore all documents in a status other than ‘Satisfied’ or ‘Waived’ with a restrict type of 'Restrict Positive/Negative Disbursements' or 'Restrict Positive Disbursements'.

      4. Turn Off SAP Checks

      5. Turn Off COD Checks.

         1. If this flag is checked, Regent Award will run Expected EST without checking the award status at COD and the partial payment flag. The Expected EST process will pull student disbursements regardless of whether or not a COD origination/response has been received.

      6. Include $0 Disbursements

         1. $0 disbursement is defined as any award in an "Accepted" or "Cancelled" status that has a net disbursement amount of $0. This will work for both "Positive" and "Negative" EST types.

      7. Include Non-Disbursable Funds

      8. Include $0 Disbursements without validation checks

         1. Same as above for Include $0 Disbursements, but this option will ensure that NO validation checks are performed so the $0 disbursement will always be included on the file. When this option is selected the validation checks for: Award Eligibility, SAP, Document/Tasks and COD validation will be bypassed. All other EST parameters will not be affected.

      9. Include Awards in Unfunded Stats

      10. Include Awards in Offered Status

   8. Clicks Export

   9. Navigates to process log

   10. Downloads file

       1. Can open EST Expected results to manipulate as needed

Post Condition

• Process Log entry for Export Student Transactions is Complete

  • The XML file contains all intended awards according to the options chosen above that were successfully exported.

  • Process log entry, Students sub-tab, has a list of affected students and error messages, if any.

Alternative Flow

• The User completes all steps listed above however when exporting only choose Transaction Type = Negative Transactions Only.

5.3 Disbursement Failures

Actors

• Student

• User with appropriate permissions

• Regent Award

Pre-conditions

• Student is awarded and ready for origination and disbursement.

• The User completed the EST for DRI True export, export COD disbursements, and export the EST for AR processes.

Basic Flow

1. The User downloads the EST Process Report from the process log to review issues for any student that failed to disburse during the EST process. EST Validation Error messages and definitions can be found at EST Validation Error Codes Guide

   1. The User:

      1. Reviews the report and error message.

      2. Researches the error message

      3. If the error message can be resolved, navigates to the student

      4. Makes appropriate corrections or adjustments.

   2. Re-exports resolved students and awards

Post-conditions

• The error has been resolved and the student is exported to AR

5.4 Review COD Rejects

Actors

• Student

• User with appropriate permissions

• Regent Award

• COD

Pre-conditions

• Student is awarded and ready for origination and disbursement.

• Award or disbursements have one or more problems that would cause rejection at COD.

Basic Flow

1. The User completes the EST for DRI True, Export COD Originations and Disbursements processes.

2. A COD file is imported (via TD Client etc.) and COD has provided rejects on students Origination or disbursement record.

3. Regent Award will trigger the ‘Review COD Rejects’ task in the ‘Review Disbursement/COD’ task queue.

   1. The User:

      1. Navigates to the ‘Review COD Data’ task queue and locates the ‘Review COD Rejects’ task.

      2. Views the student and navigates to the COD tab

      3. Resolves award or disbursement edit accordingly.

         1. According to the edit this could be resolved via different methods in Regent Award (e.g. MAW, MAP or PMW)

   2. The COD record will send during the run of the Export COD process.

Alternative Flow

• The User utilizes the COD override on the Disbursement Details screen.

Post-conditions

• The award and disbursements have been accepted by COD and successfully imported into Regent Award.

5.5 EST Overrides for Scheduled Disbursements

Actors

• Student

• User with appropriate permissions

• Regent Award

Pre-conditions

• Student has an EST Validation Error

• User will override the EST Validation Error

Basic Flow

Note: A complete list of EST Validation Errors can be found at EST Validation Error Codes Guide

1. The User navigates to the student’s Academic Plan and clicks on the

   1. The fund amount

   2. Disbursement Detail

   3. Disbursement Details link

   4. Clicks on the Scheduled disbursement

   5. Clicks on Run EST for DRI

   6. Clicks on Active EST Overrides

   7. Clicks Edit and chooses the EST Overrides

   8. Chooses Save

   9. Clicks on Run EST for DRI again

   10. Clicks Export to COD

       1. This will queue up the award for COD export or,

   11. Clicks Bypass COD & Run EST for AR

   12. For non-COD funds, clicks Run EST for AR

Post-conditions

·        The disbursement has been successfully paid

5.6 Review Uncleared PELL Overpayment (POP)

Actors

• Student

• User with appropriate permissions

• Regent Award

Pre-conditions

• Student is awarded Pell funds and exported to COD.

• A COD edit code of 068 has been imported.

Basic Flow

1. The User completes the EST/COD process and exports the EST for AR.

2. The User imports a COD file where COD has indicated an error code 068, POP.

3. Regent Award will trigger the ‘Review Uncleared Pell Over Payment’ task in the ‘Review COD Data’ task queue.

   1. The User:

      1. Navigates to the ‘Review COD Data’ task queue and locates the ‘Review Uncleared Pell Over Payment’ task.

      2. Views the student and navigate to the COD tab

      3. Determines if the POP is applicable.

         1. Regent Award will not automatically reduce the disbursement. It is up to the User to determine what changes need to be made, if any.

         2. If the school disbursed first (POP is result of another school) contact the applicable school and inform them of POP and request resolution

      4. If applicable, navigates to MAW and reduce the award appropriately.

Post-conditions

• The award has been adjusted with the negative amount or remains intact.

• The award and disbursements have been accepted by COD and successfully imported into Regent Award.

5.7 Review Pell Negative Pending Amount

Actors

• Student

• User with appropriate permissions

• Regent Award

• COD

Pre-conditions

• Student is awarded and disbursed Pell funds

• A COD edit code of 065 has been imported.

Basic Flow

1. The User completes the EST/COD process and export the EST for AR.

2. The User imports a COD file where COD has indicated an error code 065.

3. Regent Award will trigger the ‘Review Pell Negative Pending Amount’ task in the ‘Review COD Data’ task queue.

   1. The User:

      1. Navigates to the ‘Review Disbursement/ COD’ task queue and locate the ‘Review Pell Negative Pending Amount’ task.

      2. Views the student and navigate to the COD tab

      3. Determines if the POP is applicable and if the correct adjustment for the POP disbursement is sufficient.

         1. Regent Award will not automatically reduce the disbursement. It is up to the User to determine what changes need to be made, if any.

      4. If applicable, navigates to MAW and reduce the award appropriately.

Post-conditions

• Student has been paid and funds posted to AR

5.8 Review Negative Disbursement

Actors

• Student

• User with appropriate permissions

• Regent Award

• COD

Pre-conditions

• Student is awarded and disbursed Pell funds.

• A COD Negative Disbursement response file has been imported with negative or $0 disbursements.

Basic Flow

1. The User completes the EST/COD process and export the EST for AR. Pell disbursements have been paid at COD, Regent Award and on the student’s ledger card.

2. The User imports an ND response file from COD where COD has reduced the Pell disbursement.

3. Regent Award will trigger the ‘Review Negative Disbursements’ task in the ‘Review COD Data’ task queue.

   1. The User:

      1. Navigates to the ‘Review COD Data’ task queue and locate the ‘Review Negative Disbursements’ task.

      2. Views the student and navigate to the COD tab

      3. Determines if the COD purposed adjustments to the disbursements are applicable.

         1. Regent Award will not automatically reduce the disbursement. It is up to the user to determine what changes need to be made, if any.

      4. If applicable, navigate to MAW and reduce the disbursement appropriately.

Post-conditions

• Student has been paid and negative funds posted to AR

5.9 COD Web Response Review Queue

Actors

• Student

• User with appropriate permissions

• Regent Award

• COD

Pre-conditions

• Student has a COD WB Response file that requires action

Basic Flow

1. The user navigates to Processes and the COD Web Response Review Queue. Note: the queue will default to students who require action equal to “Yes”

   1. Reviews the message detailed in the Message column and takes appropriate action to resolve the error.

   2. Navigates to the student to resolve the error using MAW or PMW

   3. Navigates back the COD Web Response Review Queue

   4. Clicks Reprocess

Post-conditions

• Student’s COD WB file is successfully processed

Alternative Flow

• User clicks on the Action column to filter to “No” to view students who have been successfully processed.

6 Workflow

Change Log