Pell Reconciliation Process

Owned by Courtney Brown (Deactivated)
Last updated: Jan 24, 2022 by Dena Hewitt-Cameron (Unlicensed)
4 min read

Overview

Schools reconcile FAM, A/R, G5, and COD data on an ongoing basis to ensure all records are in alignment at the end of the FAY. Exceptions between FAM and COD YTD disbursement amount data are brought to the client’s attention through the Pell Reconciliation process so they can resolve each conflict as it is identified. An automated process presents the client with those exceptions as data from specific COD reports is imported into Regent Award. For Pell purposes, the report used is the Pell Grant Reconciliation Report.

SAIG Message Class

The message class for the Pell Reconciliation fixed-length flat file is PGRC##OP (where ## is the second year of the FAY). 


Filewatcher Folder

The Pell Reconciliation report may be dropped in an sFTP folder for automatic processing.  The Filewatcher (sFTP) Folders are:

  • Import: PellReconciliationLoad

  • Export: PellReconciliationLoad_FW

Import Pell Reconciliation Process

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

Regent Award will match based on attendingPellID in Regent (Reported Campus Pell-ID in the Pell Recon file), FAY (using the Pell Recon file name to match on FAY) and SSN.

 

The Import Pell Reconciliation Process Log > Details Tab displays:

  • Total Records = total number of students in the import file
  • Processed Records = total number of successful student records imported
  • Unprocessed Records = total number of unsuccessful student records not imported

Pell Reconciliation Process Report Output

After the file has been imported, the output report can be found on the Process Log > Export Pell Reconciliation as a separate entry.

The Export Pell Reconciliation Process Log > Details tab displays:

  • Total Records = total number of students
  • Processed Records = total number of successful student records imported
  • Unprocessed Records = total number of unsuccessful student records not imported

The download file links to a report that includes the following Summary Section:

  • The Sum of student Pell records by student (total student count)
    • This means the sum of student Pell records in the COD Reconciliation File
    • This means the sum of student records in Regent with Pell Awards for given FAY
    • This means the difference of Pell student records in the COD file and the Pell student records in Regent
  • The number of student records in the COD file that are exceptions
    • This means the sum of records where the "Exception Reason" column is not blank
  • The number of students with paid award > $0 that are not on the COD report
    • The means the sum of records with a negative "Difference/Exception" amount 

      • Note there is a possibility the same “student” could be counted 2x in this file - once from the COD data where they did not match to Regent and once for the student in Regent (that didn’t match on SSN).

  • The number of students in the COD file that are not matched with students in Regent
    • This means the sum of records where "Exception Reason" = Student Not in Regent
  • The Total YTD Disbursement Amount in COD file
    • This means the sum of "COD YTD Disbursement Amount"
  • The Total Paid Disbursements in Regent Award
    • This means the sum of "Regent Disbursement Award Amount"
  • The Amount of the difference between total paid disbursements in COD vs Regent Award
    • This means the sum of "COD YTD Disbursement Amount" minus the Sum of "Regent Disbursement Award Amount"

Exception Reasons are identified as follows:

  • The student for whom the YTD Disbursement Amount from the COD file does not equal the Regent Disbursement Award Amount for the FAY in Regent Award (not equal to zero)
    • Reason is 'Awards Not Equal' 
  • The student has a paid award > $0 in Regent Award and is not on the COD report (COD YTD Disbursement Amount equal to blank)
    • Reason is 'Paid Award in Regent but not COD'
  • The student is on the COD report and is not matched in Regent Award
    • Reason is 'Student not in Regent' 
  • The Award is not matched (student doesn't have a Pell award for the specified FAY)
    • Reason is "Student doesn't have a Pell Award for Specified FAY" 
  • The student is not a distinct match across campus(es) with same Pell ID 
    • Reason is "Student not a distinct match"

Task for 'Review Pell Reconciliation Exception'

A new task is created for any student with an exception/difference value not equal to blank in the output file above.  The name of the task is 'Review Pell Reconciliation Exception' and is found under 'Review Reconciliation Tasks' in the Task menu.

Activity Log Entries for Pell Reconciliation

An Activity Log Entry (ALE) will trigger upon task assignment, upon task closure and if a student is included in the imported file and is NOT an exception ("Exception Reason" is blank).  An example ALE for a student without an exception is below:

Permissions for Pell Reconciliation Process

You can enable the permission for the new Import Pell Reconciliation process under Global Permissions > Process Permissions > Import Processes