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, and 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.
"This loan Fund ## was already disbursed for $."
Indicates that this fund has loan disbursement records in the Business Office for the same student, fund, and POE combination and the award record has not yet been disbursed from the packaging screen in PowerFAIDS. Therefore, no preliminary transaction will be generated.
No corrective action is needed.
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 to Biograph Master."
Indicates no Alternate ID data set in PowerFAIDS.
Confirm SSN match is valid.
· If it is, update Alternate ID in PowerFAIDS.
· If it is not, correct SSN in PowerFAIDS or J1.
o Run Anticipated Aid to clear original transactions and generate new preliminary transactions.
"WARNING: Different Alternate ID data exists in PowerFAIDS. ID Number ## used based on SSN match to 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.
· If it is not, correct SSN in PowerFAIDS or J1.
o Update Alternate ID if this is also not correct.
o Run Anticipated Aid to clear original transactions and generate new preliminary transactions.
Check the following students with
Invalid SSN or ID
All messages reported under this heading indicate error conditions.
"No Biograph Master record was found."
Indicates that the student's PowerFAIDS SSN does not match an SSN in J1.
Confirm PowerFAIDS SSN is valid.
· If it is, check Alternate ID.
o If Alternate ID is present and valid, check Biograph Master SSN for this ID Number. If SSN is different or missing, update to correct SSN. Run Anticipated Aid to generate new preliminary transactions.
· 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 Anticipated Aid to generate new preliminary transactions.
o If student is not found, research to determine why student is awarded. May need to remove award.
· If it is not, correct SSN in PowerFAIDS.
o Run Anticipated Aid to generate new preliminary transactions.
"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 Anticipated Aid to generate new preliminary transactions.
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. When this student advances sufficiently through the Admissions process and is transferred to Registration, Anticipated Aid can be run to generate new preliminary transactions.
· If it is valid but does not link to the correct student, work with Admissions and Registration to correct the SSN record. Run Anticipated Aid to generate new preliminary transactions.
· If it is not valid, correct the SSN in PowerFAIDS and run Anticipated Aid to generate new preliminary transactions.
Check the following Invalid POEs
All messages reported under this heading indicate error conditions.
"POE ID ## is not found in POE Definition."
1. Add POE ID to POE Definition table. [See Defining the Periods of Enrollment (POE).]
2. Run Anticipated Aid to generate new preliminary transactions.
"AR/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 Anticipated Aid to generate new preliminary transactions.
"More than one row found in the PF_POE_XREF table for the MODULE_CDE: AR and POE_ID: ##"
Only one row for Module AR and each unique POE ID should be maintained.
1. Review each row and determine which should be removed.
2. Delete row in POE Cross Reference table.
3. Run Anticipated Aid to generate new preliminary transactions.
"Financial Aid Period code not found in POE Definition."
1. Add Financial Aid Period Code to POE Definition table.
2. Run Anticipated Aid to generate new preliminary transactions.
Check the following
Funds missing Charge Fee Code Priority Lists
All messages reported under this heading indicate error conditions.
"No associated Charge/Fee Code Priority list found in Priority Fee Definition for fund associated with a 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. |
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 Anticipated Aid to generate new preliminary transactions.
"No associated 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 Anticipated Aid to generate new preliminary transactions.
Check the following Invalid or
Incomplete Funds
All messages reported under this heading indicate error conditions.
"PowerFAIDS fund ledger number ## not found in Fund Master."
1. Confirm that PowerFAIDS Fund has a fund ledger number assigned.
· If it does, then add row to Fund Master table.
· If it does not, then assign fund ledger number to Fund in PowerFAIDS.
2. Run Anticipated Aid to generate new preliminary transactions.
"Cannot convert Fund Ledger ## with the Fund Short Name, Name to numeric value."
Indicates value in Fund Ledger # contains non-numeric values.
Confirm that the J1 Fund Master table contains a row for this fund.
· If it does not, then add row to Fund Master table.
· If it does or after you add one, then update the fund ledger number of the Fund in PowerFAIDS to the J1 Fund Code for future transactions. Run Anticipated Aid again to generate new preliminary transactions.
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 award 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 awarded
this student to be credited to the same subsidiary code.
2. Run Anticipated Aid to generate new preliminary transactions.
"No associated Payment Plan Code is found on Subsidiary Master for this student or fund."
Indicates that no payment plan code is assigned to the subsidiary code for the student or fund.
1. Check the POE ID record for the student in the Financial Aid Master table to see if an AR Subsidiary Code is assigned.
· If not and there should be one, assign it. Work with Business Office to verify that a payment plan code is assigned the subsidiary code. If not, assign one. Run Anticipated Aid to generate new preliminary transactions.
· If not and that is correct, proceed to the next check.
2. Check the fund record in Fund Master to see if a Subsidiary Code is assigned.
· If not, assign one. Work with Business Office to verify that a payment plan code is assigned the subsidiary code. If not, assign one.
· If one is assigned, work with Business Office to verify that a payment plan code is assigned the subsidiary code.
3. Run Anticipated Aid to generate new preliminary transactions.
There
are no new awards to be processed.
This message is returned when no new or adjusted preliminary transactions are generated. Awards that were fully disbursed, cancelled, declined, or deleted may have been processed.
These
No Transfer fund Transactions were sent only to Student Awards.
All records detailed under this heading report did not have @F transactions generated in Business Office. These records were inserted or updated in Student Awards. Typically, No Transfer funds represent work-study funds that are sent to Student Awards to be processed by the Student Employment tasks in the Financial Aid Manager module.
