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.

All messages reported under this heading indicate error conditions.

"The original disbursement is not present for this student/POE/fund."

Indicates this is a negative adjustment transaction and no corresponding credit transaction in Business Office can be found for this student/POE/fund combination.

1.    Review the student's receivable account for an existing FA transaction for the fund.

·       If found, check to see if TRANS_HIST_EXT_PF.POE_ID is populated. If not and the transaction date indicates this is the original disbursement, update the POE ID by executing Missing POE in Student Accounts Update for the POE ID of the negative adjustment transaction. Run Disbursements and Adjustments.

·       If not found, continue to perform the following checks.

o     Review Disbursements Not Processed for the student to see if the original disbursement transaction exists there but has issues needing resolution.

§      Resolve those issues. Run Disbursements & Adjustments to generate original disbursement transaction. A second execution of Disbursements & Adjustments may then be needed to process the negative adjustment.

o     If original disbursement transaction does not exist in Disbursements Not Processed, review disbursement rosters processed to verify the roster containing the original transaction was processed.

§      If the roster was not processed, run Disbursements & Adjustments for a single file and select that missed roster. A second execution of Disbursements & Adjustments may then be needed to process the negative adjustment.

§      If the roster was processed, then do one of the following:

???     Delete this negative adjustment record from Disbursements Not Processed if the original + negative adjustment amounts net to $0.00.

???     Adjust the disbursement amount of this negative adjustment transaction in Disbursements Not Processed to reflect the net amount of the original + the adjustment (when not equal to $0.00) and Run Disbursements & Adjustments to generate an actual disbursement transaction.

???     Work with Business Office to manually create the missing original disbursement transaction. Then, run Disbursements & Adjustments to generate an actual disbursement transaction.

All messages reported under this heading are simple warnings.

"Warning: {Last Name, First Name} with SSN ## has no alternate ID in PowerFAIDS.  Using {ID Number} based on SSN match in Biograph Master."

Indicates no Alternate ID data is 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, in J1, or in both. 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: {Last Name, First Name} with SSN ## has different alternate ID in PowerFAIDS. Using {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, in J1, or in both. Update Alternate ID in PowerFAIDS. This will ensure future transactions are applied successfully. Work with Business Office to clear transactions and generate correct transactions.

All messages reported under this heading indicate error conditions.

"Invalid SSN."

Indicates the student's SSN does not match an SSN in J1.

Confirm the 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 Disbursements & Adjustments 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 Disbursements & Adjustments 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 for future transactions.

o     Work with IT to set SSN in pf_disb correctly.

o     Run Disbursements & Adjustments to generate transaction.

"SSN matches more than one individual in Biograph Master."

Indicates the student's 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 SSN, run Disbursements & Adjustments to generate transaction.

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 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 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 Disbursements & Adjustments can be run to generate transactions. Otherwise, use the Delete Record button on the 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 Disbursements & Adjustments to generate transaction.

·       If it is not valid, correct the SSN for future transactions to be applied successfully.

o     Work with IT to correct the SSN in pf_disb and run Disbursements & Adjustments to generate transaction.

All messages reported under this heading indicate simple warnings.

"Warning: Financial Aid Master row did not exist, row created."

Indicates 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 error conditions.

"Invalid POE ID."

Indicates 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 Disbursements & Adjustments 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 Disbursements & Adjustments to generate transaction.

"Financial Aid Period code not found in POE Definition."

1.    Add Financial Aid Period Code to POE Definition table.

2.    Run Disbursements & Adjustments to generate transaction.

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 Disbursements & Adjustments to generate transaction.

All messages reported under this heading indicate error conditions.

"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 J1 Fund Code for future transactions. Open the Disbursements Not Processed window and update the Fund Code on the transaction. Run Disbursements & Adjustments to generate transaction.

"Fund is defined as a Direct Loan in PowerFAIDS and as a Loan in J1."

1.    Confirm that the fund is a Direct Loan.

2.    Update the Payment Type in Fund Master for the fund to be Direct.

3.    Run Disbursements & Adjustments to generate transaction.

"Fund is defined as a Direct Loan in J1 and as a Loan in PowerFAIDS."

1.    Confirm that the fund is not a Direct Loan.

2.    Update the Payment Type in Fund Master for the fund to be Loan.

3.    Run Disbursements & Adjustments to generate transaction.

All messages reported under this heading indicate error conditions.

"No associated subsidiary account code found for this student or fund."

Indicates 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 Disbursements & Adjustments to generate transaction.

"No associated Payment Plan Code is found on Subsidiary Master for this student or fund."

Indicates 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 if 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 Disbursements & Adjustments to generate transaction.

·       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 Disbursements & Adjustments to generate transaction.

All of the records listed under this heading are those where actual disbursement transactions were generated in Business Office and in the Student Awards and Disbursement Transaction History tables.

No separate audit report is generated.