Anticipated Aid Process Overview

The Anticipated Aid process calculates financial aid due a student and generates preliminary transactions in both Financial Aid Manager and Business Office (applies non-disbursed financial aid award information to the Financial Aid Student Awards table and to the student accounts in the Business Office as preliminary transactions and also clears these preliminary transactions when warranted by aid changes.). The Anticipated Aid window allows you to select the award year and the specific POE's for the selected year. Accepted awards only or accepted and pending awards may be processed. Awards for students with either Incomplete for Packaging or Ready to Package tracking statuses in PowerFAIDS may be optionally included. All awards except Pell Grants are included for students at these pre-packaged tracking statuses. Anticipated Aid processes only those award records that successfully pass all validation checks. It will report these in an audit report and report those that fail validation in an error report. Errant records will re-process each time Anticipate Aid is run.

It is important to understand that Anticipated Aid captures information about a student's award package at the time it is run. As adjustments to the award package or disbursements are made in PowerFAIDS, it is required to execute Anticipated Aid again in order for these changes to be reflected in J1 Desktop.

Table	Key	Description
student	student_token, alternate_id	Contains biographical information on the student, including student_ssn, alternate_id (which equates to J1 ID_NUM), and last_name, first_name, middle_init
student_award_year	stu_award_year_token, student_token	Contains award year specific information on the student, including award_year, tracking_status, date_status_changed
stu_ay_sum_data	stu_award_year_token	Contains award year summary data, including modified_dt (latest date any fund was modified)
stu_award	stu_award_token, stu_award_year_token, fund_ay_token	Contains information about the annual award packaged for a student, including fund_ay_token (equates to FUNDS.FUND_TOKEN), actual_amt (full annual award value), disbursed_amt (full amount disbursed to date), status (A=Accepted, P=Pending, C=Canceled, D=Declined)
stu_award_transactions	award_trans_token, stu_award_token, stu_award_year_token	Contains information about the award's scheduled disbursement for each POE, including poe_token, scheduled_amount
funds	fund_token, award_year_token	Contains information about the fund, including fund_ledger_number, anticipated (indicated fund may be calculated for anticipated aid)
poe	poe_token	Contains information about the poe, including attend_desc, which describes this attendance pattern
disbursements transactions	stu_award_token	Contains information about the disbursement by POE

Process

The Anticipated Aid process begins by pulling all awarded student records from PowerFAIDS for the selected POEs to Process and the selected Awards to Include statuses. It then loads key data concerning their awards into the PF_AWARD_TEMP table. These data rows are compared to data rows stored in the PF_AWARD table to determine what records may be new, deleted, fully disbursed, or modified. These are the records eligible to be processed.

In the initial run, only new awards are validated to determine if preliminary transactions can be created. Those that pass validation and are not flagged "No Transfer" in the By Account column in Fund Master and will have @F transactions generated. All records passing validation will also have rows inserted into the Student Award table for the POE with a status of Awarded, including those flagged "No Transfer." "No Transfer" funds are usually those considered to be Work Study. These transactions need to be present in the Student Awards table but should not have @F transactions generated in the Student Receivable Account.

In subsequent runs, there may also be fully disbursed, deleted, cancelled, declined, or modified funds to process in addition to new awards.

· Any eligible transactions that did not pass validation previously will now be considered "new" if they pass validation in this run.

· Awards processed previously that have since been Fully Disbursed will have @F transactions removed. Student Award rows will be updated by Disbursements and Adjustments.

· Awards processed previously that have since been Cancelled or Declined will have @F transactions removed and Student Award rows set to $0 amounts.

· Funds deleted in PowerFAIDS since an award was originally processed will have @F transactions removed and Student Award rows set to $0 amounts.

· Awards where the scheduled award amount is now different will have existing @F transactions removed and Student Award rows set to $0 amounts and will generate new @F transactions and update the amount in the Student Award row.

There is also a group of funds that may need to be removed in subsequent runs based on parameter changes. Parameter changes occur when the user makes different option choices from the previous run. When the opposite of the following 4 conditions occur, these student award records will be processed as new.

· If the Fall and Spring POE were selected in the previous run and only the Spring POE is selected in the current run, then all Fall POE related @F transactions will be removed and Student Award rows set to $0 amounts.

· If Accepted and Pending Awards were selected in the previous run and Accepted Only is selected in the current run, then all Pending status related @F transactions will be removed and Student Award rows set to $0 amounts.

· If IP and RP Tracking Status students were included in the previous run and RP Tracking Status or neither tracking status is selected in the current run, then all tracking status related @F transactions will be removed and Student Award rows set to $0 amounts.

· If funds were marked in PowerFAIDS to be "Included in Anticipated" in the previous run and are cleared in the current run, then all "Included in Anticipated" related @F transactions will be removed and Student Award rows set to $0 amounts.

Error Report

An Error Report details records that fail any of the following validation checks. You should not expect all PowerFAIDS students with awards to successfully generate preliminary transactions. Entering students not yet registered will not and should not generate preliminary transactions.

· ID_Num of matching Biograph Master record must exist in Student Master table.

· If allocating aid to charges from a fund associated with a subsidiary that is flagged to Allocate Financial Aid to Eligible Charges, Charge/Fee Code Priority list must be assigned to J1 Fund Code in Fund Master Table.

· If loan (LO) transaction exists in Business Office for Fund Code, then do not generate preliminary transaction. (Informational message)

· Subsidiary Code must exist in either the students POE record in the Financial Aid Master table or the J1 Fund Code record in the Fund Master table.

· If the Fund Payment Type is In-House Loan, then a Payment Plan Code must exist for the Subsidiary Code assigned the J1 Fund Code record in the Fund Master table.

Audit Report

An Audit Report details records successfully processed for new preliminary transactions. Cleared preliminary transactions are not reported. To review the total amount of anticipated aid, a report of all @F transactions in the Transaction History table can be produced.

How Do I...

1. Set up permissions to limit Anticipated Aid access to a specific user group in the Financial Aid Office, if desired.

2. Set PowerFAIDS Database Connection. Anticipated Aid requires a direct connection to the PowerFAIDS database in order to determine what records in PowerFAIDS to select for processing based on the selected POE. This requires that an ODBC database connection be referenced in the Financial Aid Configuration table.

3. Set Include in Anticipated column in eligible PowerFAIDS funds.

a. Launch PowerFAIDS for the award year for which your institution plans to run Anticipated Aid.

b. Open the Administration module. Select View -> Awarding -> Funds.

c. For all funds to be processed by the Anticipated Aid task, select the Include in Anticipated checkbox at the bottom of the Packaging Attributes panel on the Fund Details tab.

4. Set Fund Code as Ledger Number in PowerFAIDS Funds.

a. Launch PowerFAIDS for the award year for which your institution plans to run Anticipated Aid.

b. Open the Administration module. Select View -> Awarding -> Funds.

c. For all funds to be processed by the Anticipated Aid task, set the Ledger Number to the appropriate J1 Fund Code in the Data Integration Mapping panel on the More Fund Details tab.

5. Create Fund Code in Fund Master. In the Fund Master window, add any Fund Codes that do not already exist for the award year to be processed.

6. If needed, set the Percent Deducted in Fund Master for any alternative or private loan funds for which you want J1 to calculate a net loan amount prior to posting to student accounts. Jenzabar requires schools to net disburse their Direct Loan funds from PowerFAIDS.

7. Schools also need to set the Fund Payment Type in Fund Master for their private or alternative loan funds to Loan (L) to properly round the calculated net amount. Direct Loan funds require a Fund Payment Type of Direct Loan (D).

8. On the Financial Aid Configuration window, set the Maximum Loan Fee Percentage for Private to the highest fee percentage that any private loan requires. Anticipated Aid uses the maximum fee percentage to calculate the maximum fee of the award loan amount. Since CommonLine Disbursements does not update the PowerFAIDS packaging screen to indicate a loan has been disbursed, Anticipated Aid calculates the net amount using the Percent Deducted in Fund Master, and if any actual loan disbursements (LO transactions) exist these are subtracted. If the difference exceeds the maximum loan fee amount, it will be reported as loan funds still anticipated. If the difference falls within the maximum loan fee amount, it is considered a minor difference in the actual fee for the loan and nothing is reported as anticipated.