Disbursement Processing
Troubleshooting
Disbursement Processing
Troubleshooting
Disbursement Processing issues fall into two basic categories:
· Functional issues are those due to some problem launching or completing the process. Examples include a database connection problem or a corrupt disbursement roster.
· Validation issues result when specific data validation checks are not passed based on the disbursement data.
Disbursement Processing produces both warnings and errors, which are grouped by type. Many error types are shared by each disbursement process task, while some are unique.
· Warnings are provided to users as an alert, which may prompt users to take specific actions. A warning does not prohibit a transaction from being successfully processed.
· Errors inform users of functional or validation problems that need to be corrected in order for a transaction to be successfully processed.
Under each error type, detailed transaction information is provided in addition to a specific error message. The detailed transaction information may vary based on disbursement process task and type, but generally includes at least one of the following:
o Alternate ID from PowerFAIDS or assigned based on SSN match
o PowerFAIDS Last Name, First Name, and Middle Initial
o Social Security Number
o Fund Ledger Number and Fund Short Name
o Disbursement Amount (Award Amount for Anticipated Aid)
o POE ID and POE Description
o Award Year (included for Loan Disbursement only)
Specific warning, error, or informational messages for each message type follow as well as instructions to help you understand and resolve each message.
Check the following
General Errors
Messages reported under this heading are primarily functional issues.
"Error: DB error occurred updating row of pf_disb table"
"Error: DB error occurred while attempting to read row of pf_disb table"
"Error: DB error occurred updating rows to pf_disb"
"Error: Could not update pf_disb table record errors for this row:"
The four error messages above require contacting Help Desk for technical support.
"Error: Records from file merged to pf_disb table successfully. Could not rename PF file to mark it as completed. Please rename the file manually to .EX_PF and re-process the Disbursement process using the Unprocessed Disbursements Only option checked, if no other file was processed after this error."
"Error: Row processed successfully, but could not be deleted from pf_disb table. Please delete this row manually else it will be re-processed with the next run."
The two error messages above detail the required solution.
Check
the following Ineligible Loan Transactions
Messages reported under this heading are primarily informational messages.
"This student's loan record is not found in PowerFAIDS."
Indicates that the record received from the loan service agency does not match any loan records originated in PowerFAIDS. This is determined because no data exists in the PowerFAIDS Section of the CommonLine Loan Disbursement Authorization roster.
Resolve this issue in PowerFAIDS, if appropriate, for processing in a future loan disbursement roster.
"This student's loan disbursement was previously processed."
Indicates that a valid loan disbursement transaction was generated from a previous CommonLine Loan Disbursement Authorization. This is determined because the Current and Prior Disbursement Statuses are both N (Negotiate).
Confirm that an LO transaction for this loan transaction exists in Accounts Receivable for this student.
· If it does, no action is required.
· If it does not, a previous loan disbursement roster was not processed by the CommonLine Loan Disbursements task in J1. Contact the Help Desk for assistance.
"This student's loan disbursement is to be returned. Please follow your institutional procedures for loan returns."
Indicates that the student is no longer eligible for this loan disbursement and that the funds must be returned or have already been returned to the lender. This is determined because the Current Status is set to R (Return).
1. Inform the Business Office that this student's transaction is no longer valid.
2. Follow your institutional procedures for removing credit for the loan from the student's account and for returning loan funds received via EFT.
"This student's loan has been received but is not ready to be disbursed in PowerFAIDS."
Indicates that the student's loan disbursement has been received from the lender but PowerFAIDS has not analyzed the loan to determine if the student is eligible. This is indicated because the Current Status of the loan is set to C (Received).
Resolve this issue in PowerFAIDS for processing in a future loan disbursement roster.
"This student's loan has been received, and the student was ineligible for disbursement in PowerFAIDS."
Indicates that the student's loan disbursement has been received from the lender and PowerFAIDS has determined the student is not eligible. This is indicated because the Current Status of the loan is set to X (Exception).
Resolve this issue in PowerFAIDS for processing in a future loan disbursement roster.
Check
the following SSN matches
All messages reported under this heading are simple warnings.
"Warning: No alternate ID data exists in PowerFAIDS. ID Number ### used based on SSN match in Biograph Master."
Indicates no Alternate ID data set in PowerFAIDS.
Confirm SSN match is valid.
· If it is, update Alternate ID in PowerFAIDS. This will eliminate this message in future transactions.
· If it is not, correct SSN in PowerFAIDS or J1 or both and update Alternate ID in PowerFAIDS. This will ensure future transactions are applied successfully. Work with Business Office to clear transactions and generate correct transactions.
"Warning: Alternate ID data in PowerFAIDS does not match. ID Number ### based on SSN match in Biograph Master."
Indicates Alternate ID data is set in PowerFAIDS but is not the same ID Number of the SSN match.
Confirm SSN match is valid.
· If it is, update Alternate ID in PowerFAIDS. This will eliminate this message in future transactions.
· If it is not, correct SSN in PowerFAIDS or J1 or both and update Alternate ID in PowerFAIDS. This will ensure future transactions are applied successfully. Work with Business Office to clear transactions and generate correct transactions.
Check
the following students with Invalid SSN or ID
All messages reported under this heading indicate error conditions.
"SSN not found in Biograph Master."
Indicates that the students PowerFAIDS SSN does not match an SSN in J1.
Confirm PowerFAIDS SSN is valid.
· If it is, check Alternate ID.
o If present and valid, check Biograph Master SSN for this ID Number.
o If SSN is different or missing, update to correct SSN.
o Run Loan Disbursements to generate transaction.
· If null, run Match Records to determine if student can be found in J1 based on non-SSN match points.
o If student is found, update SSN and complete match. Run Loan Disbursements to generate transaction.
o If student is not found, research to determine why student is awarded and disbursed. May need to work with Business Office to remove transaction.
· If it is not, correct SSN in PowerFAIDS for future transactions.
o Work with IT to set SSN in pf_disb correctly.
o Run CommonLine Loan Disbursements to generate transaction.
"SSN matches more than one individual in Biograph Master."
Indicates that the student's PowerFAIDS SSN matches multiple Biograph Master records.
1. Open Financial Aid Inquiry.
2. Right-click on ID# and select Advanced Search.
3. Enter SSN and click on Show Detail. All records matching SSN will be displayed.
4. Review each record to determine which record is valid.
5. Work with Admissions and Registration offices to clear SSN from invalid records.
6. When single record contains the valid PowerFAIDS SSN, run CommonLine Loan Disbursements to generate transaction.
The
following individuals are missing Student Master record
All messages reported under this heading indicate error conditions.
"Student records not found in Student Master. Check if student is registered for any courses."
Indicates that the student exists in the Biograph Master table via SSN match but not in the Student Master via ID Number link to the Biograph Master table. Records that do not exist in Student Master cannot be registered and should not be processed for financial aid.
Confirm the PowerFAIDS SSN is valid and links to the correct J1 record.
· If it is valid and does link correctly, review this student using Financial Aid Inquiry.
o Check to see if this student is an entering student who has not yet been transferred to Registration.
o If possible, work with Admissions and Registration to transfer the student to Registration, then CommonLine Loan Disbursements can be run to generate transaction. Otherwise, use the Delete Record button on the CommonLine Loan Disbursements Not Processed window to remove disbursement records for the student and manually un-disburse the student in PowerFAIDS.
· If it is valid but does not link to the correct student, work with Admissions and Registration to correct the SSN record.
o Run CommonLine Loan Disbursements to generate transaction.
· If it is not valid, correct the SSN in PowerFAIDS for future transactions to be applied successfully.
o Work with IT to correct the SSN in pf_disb and run CommonLine Loan Disbursements to generate transaction.
The
following students had missing Financial Aid Master rows
All messages reported under this heading indicate simple warnings.
"Warning: Financial Aid Master row did not exist, row created."
Indicates that the student had no row for the POE of the disbursement transaction in the Financial Aid Master table. A row was automatically inserted for the student and POE combination.
No corrective action is needed.
All messages reported under this heading indicate errors.
"Unable to assign billing term due to mismatch in total number of scheduled disbursements. Billing year assigned based on award year."
Indicates that the total number of scheduled disbursements in the loan disbursement authorization roster does not match the number of disbursement periods set for the loan in PowerFAIDS in the packaging view.
1. Open CommonLine Loan Disbursements Not Processed and update POE ID to appropriate value.
2. Run CommonLine Loan Disbursements to generate transaction.
Check
the following Invalid POEs
All messages reported under this heading indicate error conditions.
Invalid POE ID.
Indicates that POE ID does not exist in POE Definition table.
1. Add POE ID to POE Definition table [see Defining the Periods of Enrollment (POE)].
2. Run CommonLine Loan Disbursements to generate transaction.
"A/R POE Cross Reference row missing, which is required for 1098T processing."
1. Add row to POE Cross Reference table for AR module and POE ID.
2. Run CommonLine Loan Disbursements to generate transaction.
"Financial Aid Period code not found in POE Definition."
1. Add Financial Aid Period Code to POE Definition table.
2. Run CommonLine Loan Disbursements to generate transaction.
Check
the following Funds missing Charge Fee Code Priority Lists
All messages reported under this heading indicate error conditions.
"No Charge/Fee Code priority list found in Priority Fee Definition for fund associated with Subsidiary {subsid_cde and subsid_desc}."
|
Applies only to sites allocating aid to charges from a fund associated with a subsidiary that is flagged to have aid allocated. |
OR
"No Charge/Fee Code priority list found in Priority Fee Definition for fund associated with Open Items Subsidiary {subsid_cde and subsid_desc}."
|
Applies only to sites allocating aid to charges from a fund associated with an Open Items subsidiary that is flagged to have aid allocated. |
1. Add Charge/Fee Code Priority assignment on Fund Master window via right-click option or by clicking warning icon to open Charge/Fee Code Priority window.
2. Run CommonLine Loan Disbursements to generate transaction.
Check the following
Invalid or Incomplete Funds
All messages reported under this heading indicate error conditions.
"Invalid PowerFAIDS fund ledger number not found in Fund Master."
Confirm that PowerFAIDS Fund has a valid fund ledger number assigned. A valid fund ledger number contains only numeric values up to 5 digits.
· If it does, then add row to Fund Master table.
· If it does not, then update the fund ledger number of the Fund in PowerFAIDS to J1 Fund Code for future transactions.
o Open CommonLine Loan Disbursements Not Processed and update the Fund Code for the transaction.
o Run CommonLine Loan Disbursements to generate transaction.
"Student is associated with a 'No Transfer' Fund Code."
All funds processed from a loan disbursement authorization roster are expected to be transferable to Business Office.
1. Modify the Acct/Check column in Fund Master from No Transfer to To Account.
2. Run CommonLine Loan Disbursements to generate transaction.
Check the following
Missing or Incomplete Subsidiary Codes
All messages reported under this heading indicate error conditions.
"No associated subsidiary account code found for this student or fund."
Indicates that no AR subsidiary code is assigned to the student in the Financial Aid Master table for the POE ID of the disbursement and that no subsidiary code is assigned to the fund in the Fund Master table.
1. Assign
a valid subsidiary code to either the student's record in the Financial
Aid Master table or the fund record in the Fund Master table.
It is expected that all funds be assigned a subsidiary code. Assign
a subsidiary code to a student only when you wish ALL funds disbursed
for this student to be credited to the same subsidiary code.
2. Run CommonLine Loan Disbursements to generate transaction.
