Factors Determining Whether a Disbursement is Paid/Authorized

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1 Factors Determining Whether a Disbursement is Paid/Authorized The disbursement validation process checks user-defined rules, hardcoded rules, and federal rules before Banner actually processes a payment or authorization. The following list outlines the items that the disbursement validation process checks before processing a payment or an authorization. The RPEDISB report lists the reject messages associated with each factor if the disbursement is not paid or authorized. Reject Message Applicant Has Holds Outstanding Non-Fund Req Outstanding Fund Req Applicant is Not Enrolled Determines whether there are active holds that prevent disbursements on the ROAHOLD form. Checks for non-fund specific tracking requirements that prevent disbursements on the RRAAREQ form. (Also checks to see if the fund is supposed to override non-fund specific tracking requirements.) Checks fund-specific tracking requirements that prevent disbursements for that fund on the RRAAREQ Form. If the institutional option is set to disburse using actual enrollment (Code A or B), Banner checks for the actual enrollment of the student. If there is no actual enrollment, the Disbursement Load is set to 5. If the institutional option is set to use expected enrollment, then it uses the expected enrollment from the RCRAPP1 table. If there is no expected enrollment in RCRAPP1 then it uses the default enrollment from the RPBOPTS table (Packaging Options Form- RPROPTS). L/V Term Not in ROAINST L/V Term is not in ROAINST Disbursement Amount The disbursement amount is greater than the loan amount. Greater than Loan Amount Charges Have Not Charges have not been accepted. Been Accepted COD Rejected The disbursement record was rejected by COD. Disbursement Record Disbursement Requires Disbursement requires approval from COD. Approval From COD Disbursement Reference No. Disbursement reference number or MRR block Or MRR Block A Previous DL A previous Direct Loan disbursement number is undisbursed. Disbursement Number is Undisbursed Disbursement Validation Process Reject Messages page 1 October 2008

2 A Disbursement With Earlier Date is Undisbursed Prom Req Not Satisfied Award Not Accepted Violates Fund Disb Rules Verification Incomplete Not Making Sat Acad Prog (All Aid) Orig Rec Not Acknowledged Prom Note Not Acknowledged Loan Cancelled -No Disb Disb Cancelled- No Disb No Authorization for EFT disbursement Loan Status is Held/Inactive - No Disb Award Status for Loan is Cancel/Decline - No Disb (Institutional) (State Aid) A disbursement with an earlier date is undisbursed. Checks for the receipt of a promissory note for the term being disbursed if the fund requires a promissory note. on page 2 of the RRAAREQ Form. Ensures that the award is in an accepted status. Use the RPAAWRD, RPAAPMT, ROARMAN, or RPAMACC Form to update the award status. Violates user-defined fund disbursement rules (Fund Disbursement Rule Type) on the Financial Aid Selection Rules Form (RORRULE). Determines if verification is required/completed. If the fund disbursement rule on the Fund Management Form (RFRMGMT) is set to not disburse with an incomplete verification and verification is incomplete, then a disbursement will not take place. Otherwise, the verification of the required/completed information is ignored and the disbursement takes place. Checks the satisfactory academic progress of the student. This is determined with the satisfactory academic progress code for the highest term code that is less than or equal to the term code for which the disbursements are performed. Use the ROASTAT Form to view or update SAP codes. Origination record not acknowledged. Promissory Note not acknowledged. Loan has been cancelled without disbursements. Disbursement cancelled without disbursements. No authorization for EFT disbursement. The loan status is on hold or inactive, no disbursements. Award status for loan has been canceled or declined without disbursements. n institutional program. Review the student s status in the Satisfactory Academic Progress window of the Applicant Status Form (ROASTAT). state program. Review the student s status in the Satisfactory Disbursement Validation Process Reject Messages page 2 October 2008

3 No General Student Record for Aid Period Term(s) Academic Progress window of the Applicant Status Form (ROASTAT). A student record does not exist for the aid period/term. If the institutional option is set to not disburse unless charges have been accepted, Banner checks to see if the student's charges have been accepted. Checks that the fund being disbursed is not locked for the term. You can verify locked funds on the Disbursement Locks window of the Fund Management Form (RFRMGMT). The disbursement validation process checks that sufficient funds are available to process the disbursement. If these funds are not available, Banner places a lock on the fund for the term. You must add more money to the fund and manually remove the lock on the Disbursement Locks window of the Fund Management Form (RFRMGMT). If the fund is associated with detail codes on the Detail Code Rules window of the Fund Management Form (RFRMGMT), Banner determines whether or not the student has those detail codes on his accounts receivable record for the term. The process may reduce the amount of the authorization/disbursement so that it does not exceed the sum of the detail codes on the student's account that are associated with the fund. Note: The rules that follow are only checked if the fund is associated with a federal Fund ID. Reject Message Not in Eligible Program Not Citz Applicant in Default Applicant Owes Refund Enroll Inval/Fed Fund ID Cannot Get Class Code Cannot Get Federal Rules Checks that the student is enrolled in an eligible program. The Major, Minor, Concentration Code Validation Form (STVMAJR) defines the eligible programs for financial aid. Validates citizenship from the RCRAPP1 table for the current record. Use the RNANAxx Form to view and update citizen information. Ensures that the student is not in default on a Federal title IV loan or owes a refund on a Federal title IV grant. Banner uses the RCRAPP1 table and the Financial Aid Transcripts for this determination. Use the RNANAxx, RNARSxx, RNASLxx Form to view and update this information. Verifies that the minimum required enrollment for the fund has been reached (as defined on the Federal Rules Table (Federal Rules Inquiry Form - RPIFEDR)). Disbursement Validation Process Reject Messages page 3 October 2008

4 Violates Pell Req SAR Recvd Date Not Present SAR EFC Not = System EFC Pell Elig Not Determined Student/Par CTRB Is Est Disb Load > Pckg Load Error Basic Student Data Unofficial for Title IV Error Selecting Load Rules Plus Cred Check Not Appr Award Not Disbursed - SAR C-Flags Exist If the fund is Pell, the disbursement validation process verifies the non-receipt of a degree by 7/1/xx in the RCRAPP1 table. Use the RNANAxx Form to view this information. If the fund is Pell, Banner searches for the receipt of a SAR (SAR certified date on the Applicant Pell Grant Form - ROAPELL). If the fund is Pell, Banner checks that the Primary SAR-EFC matches the Primary Sys-EFC OR (the Primary SAR-EFC matches the Secondary Sys-EFC AND the Secondary SAR-EFC matches the Primary Sys-EFC). Use the ROAPELL Form to view this information. If the fund is SEOG, Perkins, Stafford, the validation process checks whether or not Pell Grant eligibility has been determined (Sys-EFC is not null). Review Pell Grant eligibility information on the RNARSxx Form. If the fund is a Title IV Federal fund, Banner ensures that the student and parent contributions are official. Review student and parent contribution information on the RNARSxx Form. The disbursement process compares a student's enrollment load at the time of disbursement to the enrollment load assumed at the time of packaging if the institutional option is set to disburse using actual enrollment. If the code for the student's load at the time of disbursement is greater than the code for the expected load at packaging time, the disbursement process does not disburse the fund if the If Disbursement Load Code greater than Package Load Code field is set to N (No Disbursement) on the RFRMGMT Form. During the validation of Title IV Federal funds, Banner requires data from the General Student Table (SBGSTDN) such as the Level Code, Major Code and Student Type Code. Banner displays the ERROR - BASIC STUDENT DATA message when a general student record does not exist for the student in the Student System. If the fund is a Title IV Federal fund, Banner ensures that the Official Source Indicator on the RNARSxx Form is set to 1 for Official. Check the value of this field on the RNARSxx Form. This error occurs when rules have not been established in the Credit Hours Block on the ROAINST Form for a particular Term/Aid Year/Level Code combination. You can view the student's current level code on the Student Form (SGASTDN). PLUS credit check was not approved. Award was not disbursed; SAR C flags exist. Disbursement Validation Process Reject Messages page 4 October 2008

5 (Title IV) NOT Making Sat Acad Prog (Federal) No Affirmation Received for Direct Loan Title IV funded program. Review the student s status in the Satisfactory Academic Progress window of the Applicant Status Form (ROASTAT). Federal program. Review the student s status in the Satisfactory Academic Progress window of the Applicant Status Form (ROASTAT). The DL Affirmation Pilot field on the Institution Options Form (ROAINST) indicates whether your school participates in the Direct Loan Affirmation Pilot Program and chooses to prevent disbursements of Direct Loans to borrowers who do not authorize the disbursement of funds under the Master Promissory Note process. The Affirm Flag for the student should be checked in the Disbursement Detail window of the Direct Loan Origination Form (RPALORG) if the student has authorized the disbursement. Disbursement Validation Process Reject Messages page 5 October 2008