The Anticipated Aid window allows you to apply non-disbursed financial aid award information to student accounts in the Business Office as preliminary financial aid transactions. Anticipated aid transactions are preliminary, information-only transactions that are never posted to student accounts. The process also clears these anticipated aid transactions when warranted by aid changes and disbursement.
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Settings in this window will vary depending on which financial aid systems you’ve made active in J1. Both systems focus primarily on including non-disbursed awards for a given POE (period of enrollment) and then provide distinct settings for eligible awards and students. |
If you are using more than one financial aid system, select the system you want to use when transmitting awards. You can set up financial aid systems using the Financial Aid Configuration window.
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If you are only using one active financial aid system, it appears by default and you won’t need to select from the drop-down. |
The POEs to Process pane displays all POEs (Period of Education) from the three most recent award years, beginning with the most recent award year. Each award year is separated by a horizontal line, and the associated POEs are listed by start date.
You are not required to generate anticipated aid for POEs from different award years. However, you may want to generate anticipated aid for POEs from different award years if you have billing periods that may require reporting anticipated aid from multiple award years, such as when trailing and leading summer sessions need to be included, or if your school uses a borrower-based academic year (BBAY).
The Pending Only radio button is always selected, to include awards whose non-disbursed funds have been accepted by the student.
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For institutional, private, and state funds, the Pending status means an award that has been accepted by the student. It may also include federal awards at a variety of specific award statuses, specific to the COD exchange. § EXC - Exception § RTO - Ready to Originate § ORG - Originated § OGI - Origination Issue § RTD - Ready to Disburse § DSI - Disbursement Issue |
You can include a date to filter specific transactions in the As of Disbursement Date: section. Disbursements are monies awarded to the student that may be applied to the student's receivable account as actual disbursement transactions from a real disbursement roster.
To process students based on a selection query, select the query from the drop-down. You can also click Customize to edit the query.
Click the checkbox to Include Only Registered students when running the process.
The POEs to Process pane displays all POEs from the three most recent award years, beginning with the most recent award year. Each award year is separated by a horizontal line, and the associated POEs are listed by start date.
You are not required to generate anticipated aid for POEs from different award years. However, you may want to generate anticipated aid for POEs from different award years if you have billing periods that may require reporting anticipated aid from multiple award years, such as when trailing and leading summer sessions need to be included, or if your school uses a borrower-based academic year (BBAY).
Select at least one tracking statuses at which students are to be processed for awards:
§ AW - Awarded
§ AR - Awaiting Reply
§ ID - Incomplete for Disbursement
§ RD - Ready for Disbursement
§ DM - Disbursements Made
§ PD - Partially Disbursed
§ *DS - Disbursements Suspended
§ *RR - Requires Review
§ *DR - In Disbursement, Requires Review
§ *HL - Hold
*Students are in these statuses generally due to new documentation requirements, new POE assignments, or some other data change that may alter the student's need eligibility. Generating Anticipated Aid for these students is acceptable to some schools because it reflects the student's most current award package. Other schools prefer to not include these students in Anticipated Aid until that student's award package has been properly reviewed and adjusted.
Tracking Status to also include
Select one of these options if appropriate (not required).
§ To process student records that have a Tracking Status equal to RP and have awards that are not Pell Grants, check the Ready to Package (RP) checkbox.
§ To process student records that have a Tracking Status equal to either IP or RP and have awards that are not Pell Grants, check the Incomplete for Packaging (IP) and Ready to Package (RP) checkbox.
Select one of these radio buttons:
§ To include awards whose non-disbursed funds have an award status of either Accepted or Pending, select the Accepted and Pending radio button.
§ To include awards whose non-disbursed funds have an award status of Accepted, select the Accepted Only radio button.
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Funds with a status of either Cancelled or Declined will not be processed. If you process funds that are at a Pending status and in the next run those funds are at a Cancelled status, the existing preliminary transactions will be cleared. |
If you do not want to include awards that are missing required documentation, check the Exclude Awards missing fund required documents? checkbox.
Click the Process button to launch an interactive run.
If you have appropriate permissions and if you have the J1 Client Application Services installed on your machine, the Schedule button is available for you to use to schedule this process to run automatically.
Run the Anticipated Aid Process Using JFA
1. Open the Anticipated Aid window.
2. Select at least one POE in the POEs to Process pane.
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Only the POEs from the three most recent Award Years are displayed. You may want to generate anticipated aid for POEs from different award years if you have billing periods that may require reporting anticipated aid from multiple award years. This might be the case if trailing and leading summer sessions need to be included, or if your school uses a borrower-based academic year (BBAY). |
3. Select one of these options from the Awards to Include group box.
· To include awards whose non-disbursed funds have an award status of either Accepted or Pending, select the Estimated and Pending radio button.
· To include awards whose non-disbursed funds have an award status of Pending, select the Pending Only radio button.
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For institutional, private, and state funds, the Pending status means an award that has been accepted by the student. It may also include federal awards at a variety of specific award statuses, specific to the COD exchange. § EXC - Exception § RTO - Ready to Originate § ORG - Originated § OGI - Origination Issue § RTD - Ready to Disburse § DSI - Disbursement Issue |
§ To include awards whose non-disbursed funds have an award status of either Pending or Estimated, select the Estimated and Pending radio button.
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Certain statuses are ignored. For example, funds with a status of either Cancelled or Declined will not be processed. If you process funds that are at a Pending status and in the next run, those same funds are at a Cancelled status, the existing preliminary transactions will be cleared. |
You can include a date to filter specific transactions by in the As of Disbursement Date: section. Disbursements are monies awarded to the student that may be applied to the student's receivable account as actual disbursement transactions from a real disbursement roster.
4. Select an option in Students to Process to designate which students should be included in the process:
To process students based on a selection query, select the query from the drop-down. You can also click Customize to edit the query.
Run the Anticipated Aid Process using PowerFAIDS
1. Open the Anticipated Aid window.
2. Select at least one POE in the POEs to Process pane.
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Only the POEs from the three (3) most recent Award Years are displayed. You may want to generate anticipated aid for POEs from different award years if you have billing periods that may require reporting anticipated aid from multiple award years, such as when trailing and leading summer sessions need to be included, or if your school uses a borrower-based academic year (BBAY). |
3. Select at least one tracking status at which students are to be processed for awards from the Tracking Status to include group box.
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§ AW - Awarded § AR - Awaiting Reply § ID - Incomplete for Disbursement § RD - Ready for Disbursement § DM - Disbursements Made § PD - Partially Disbursed § *DS - Disbursements Suspended § *RR - Requires Review § *DR - In Disbursement, Requires Review § *HL - Hold *Students are in these statuses generally due to new documentation requirements, new POE assignments, or some other data change that may alter the student's need eligibility. Generating Anticipated Aid for these students is acceptable to some schools because it reflects the student's most current award package. Other schools prefer to not include these students in Anticipated Aid until that student's award package has been properly reviewed and adjusted. Generating Anticipated Aid for these students is acceptable to some schools because it reflects the student's most current award package. Other schools prefer to not include these students in Anticipated Aid until that student's award package has been properly reviewed and adjusted. |
4. Select one of these options if appropriate (not required) from the Tracking Status to also include group box.
o To process student records that have a Tracking Status equal to RP and have awards that are not Pell Grants, check the Ready to Package (RP) checkbox.
o To process student records that have a Tracking Status equal to either IP or RP and have awards that are not Pell Grants, check the Incomplete for Packaging (IP) and Ready to Package (RP) checkbox.
5. Select one of these options from the Awards to Include group box.
o To include awards whose non-disbursed funds have an award status of either Accepted or Pending, select the Accepted and Pending radio button.
o To include awards whose non-disbursed funds have an award status of Accepted, select the Accepted Only radio button.
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Funds at either a Cancelled or Declined status will not be processed. If you process funds that are at a Pending status and in the next run those funds are at a Cancelled status, the existing preliminary transactions will be cleared. |
6. If you do not want to include awards that are missing required documentation, check the Exclude Awards missing fund required documents? checkbox.
7. Click the Process button to launch an interactive run OR click the Schedule button to schedule the process for a later and/or recurring time.
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The Schedule button is only available if J1 Client Application Services is installed on your machine and you have been assigned the proper permissions. |
Configure Anticipated Aid Using PowerFAIDS
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The Anticipated Aid functionality requires a valid connection to the PowerFAIDS database using the PF Database Profile set in the PowerFAIDS Database Connection window. |
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.
