North Dakota University System Contents

North Dakota University System Contents
North Dakota University System
Campus Solutions – Financial Aid
Direct Lending Procedures
Contents
Procedure ................................................................................................................................................................................ 3
Details: .................................................................................................................................................................................... 4
Awarding ............................................................................................................................................................................. 4
Entrance Loan Counseling ................................................................................................................................................... 5
Originating........................................................................................................................................................................... 7
Validate and Outbound ..................................................................................................................................................... 11
Adjust/Correct Loans ........................................................................................................................................................ 13
Authorize and Disburse Aid............................................................................................................................................... 16
Report Disbursement to COD ........................................................................................................................................... 18
View COD Data .................................................................................................................................................................. 19
Cash Management ............................................................................................................................................................ 20
Reconciliation.................................................................................................................................................................... 21
Other Reports.................................................................................................................................................................... 22
Questions .............................................................................................................................................................................. 23
Can changes to sub and unsub be made the same day? .............................................................................................. 23
Can I change a direct loan to one term? ....................................................................................................................... 23
Can I adjust a Direct Loan to one term after disbursement?........................................................................................ 23
Can I reduce the fall award after disbursement if we receive outside aid that over awards the student? ................. 24
I'm having a problem with the direct lending Loan fee and rebate, they are rounding to the nearest dollar............. 24
If you are unable to send refund to student or funds are returned to University and then have to reduce Direct Loan
funds to return to DOE; since Direct Loans does not allow cents, how are you handling the amount to return. “ .... 24
What will cause a Direct Loan to fail validation? .......................................................................................................... 24
I can’t figure out how to fix these two validation errors: Borrowers Middle Initial Not Blank or
Alphanumeric/Student’s Middle Initial Not Blank or Alphanumeric. ........................................................................... 25
I need help figuring out a DL error message. The error messages are: 147 - Identifier inconsty for GPLUS ; 120 Incomplete Address for PLUS........................................................................................................................................ 25
How do you override the validation error of “Invalid Student Default/Overpay Code”? ............................................ 25
How do I override a C code for defaulted loans? ......................................................................................................... 26
The PNote Status on the Manage Direct Loan Application is still showing as “Print”, but there is a DL PNote Unique
ID and a DL PNote Expire Date. COD shows MPN as complete. ................................................................................. 26
How do I resend a loan that is “stuck” in transmitted status? ..................................................................................... 26
What might cause the authorization error “Funds for this disbursement have not been recorded in the system? ... 27
What do these two rejects from COD mean? (Sum of Awd Amts > Loan Limit,Disb Dt in window, Ind=False) .......... 27
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North Dakota University System
Campus Solutions – Financial Aid
Direct Lending Procedures
What will “flip” the disbursement release indicator to “True”? .................................................................................. 27
How do I resend a DL disbursement that has come back rejected and is currently reflecting an “error” status on the
“Loan Disb Trans Stat” field?......................................................................................................................................... 28
Do we have to disburse DL loans before sending the disbursement request to COD? ................................................ 28
How do we handle summer loans that haven’t disbursed yet by Jul 1st? .................................................................... 28
Will sending a disbursement request change the loan to “booked” status at COD? ................................................... 28
When will funds be available for draw-down? ............................................................................................................. 28
How do I handle PLUS credit checks? ........................................................................................................................... 28
How do I process a Direct Loan Unsubsidized Loan for a Dependent Student without a FAFSA? ............................... 29
How do I used the canned reports under Financial Aid > Loans > Direct Lending Reconciliation? .............................. 29
Which SAS file is your school currently using with the delivered PS DL reconciliation process? Are you using the
DSLF (loan level) or DSDF (disbursement detail) file .................................................................................................... 30
What federal reports do I use for Reconciliation? ........................................................................................................ 31
What are the rules for Creating Master Promissory Note Paper Manifests? ................................................................... 32
Sample Subsidized/Unsubsidized MPN Paper Manifest ............................................................................................... 33
Sample PLUS MPN Paper Manifest ............................................................................................................................... 34
(Control+Click to go to page)
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North Dakota University System
Campus Solutions – Financial Aid
Direct Lending Procedures
Procedure
The process in a nutshell:
1. Award using DL item types.
a. The student will accept award on self-service or return award letter.
b. Refer the student to www.studentloans.gov to sign an MPN and to complete counseling.
2. COD will send files indicating completion of entrance loan counseling; enter these on the loan counseling
page.
3. Originate and Validate loans. Work validation errors, then transmit loans to COD.
4. COD will send acknowledgement files indicating borrower has signed MPN/passed PLUS credit check.
5. Work any errors reflected on acknowledgement files.
6. Disburse to student account. Work authorization error report.
7. Send Disbursement file to COD.
8. COD will respond with an acknowledgement file; work any errors.
9. School draws down funds from G5.
10. Reconcile monthly.
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Campus Solutions – Financial Aid
Direct Lending Procedures
Details:
Awarding
Financial Aid > Awards > Award Procssing > Assign Awards to a Student
Award Direct Loans the
same way as you would
award FFEL loans. There
are provisions in CS9.0 for
doing adjustments using
up to 20 disbursement IDs
(normally called
“buckets”), but for
simplicity sake, we are not
implementing that
capability this year.
Beginning in 2013-2014, for an award to be reported to COD (and subsequently to NSLDS) as Additional Unsub:
 The student must be Dependent;
 The Database Matches page on Packaging Status Summary must be marked “PLUS Override”;
 The award must be a loan type marked as Additional Unsub DL.
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North Dakota University System
Campus Solutions – Financial Aid
Direct Lending Procedures
Entrance Loan Counseling
NDU Applications > NDU Financial Aid > Process >NDU Loan Counseling Update
Run this process once a day
after COD files have been
processed. For each new
Stafford, Perkins, Nursing or
Grad Plus loan that requires
loan counseling, review
counseling status at Financial
Aid > View Packaging Status
Summary, Loan Counseling
Link (or available directly at
Financial Aid > Loans > View
Loan Counseling Data).
There are four options on the run control:
The first, Imitate Entrance Counseling Checklist will create a checklist item to
appear on the student’s To Do List, informing them they need to complete counseling.
Completing the loan counseling on the View Loan Counseling Data page completes the
checklist. Be sure to enter a date when you mark counseling as complete; note that
there is an option to enter comments on the second tab of the View Loan Counseling
Data page.
The second option, Initiate Entrance Counseling Letters, creates a _LQ
communication (Entrance Loan Counseling Letter).
The third option, Complete Entrance on NSLDS History, completes entrance
counseling if there is an NSLDS history for this lender for this loan from another school.
Note that it will not pick up NSLDS history for the school running the process.
The fourth option processes DL MPNs. It will place a checklist on newly
originated loans where the response file does not record an MPN. When the MPN
notification is received, the checklist is marked as completed by this process.
See who needs to complete entrance counseling along with their e-mail address by
running query NDU_FA_0001_1, Loan Entrance Counseling. Use “e-mail” as the
address usage type. As students complete their counseling, manually mark counseling
as complete on the View Loan Counseling Data page. The conversion process will place
a comment on the second tab to indicate whether the student has loans reflected on
NSLDS. The comment will have a format like LNEX: Letter Initiated - Auto Complete
/LNEX. If you enter comments, you should enter them outside of the LINEX tags
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North Dakota University System
Campus Solutions – Financial Aid
Direct Lending Procedures
Financial Aid > Loans > View Loan Counseling Data
Entrance Loan Counseling
differs little from FFEL, except
the data may or may not
come from Mapping Your
Future. Wel receive and
process entrance counseling
done at
www.studentloans.gov.
You will need to manually
enter any counseling done at
Mapping Your Future.
There is a “Counseling Search
page on COD that you may
also use to download reports
for specific SSNs or by date
range.
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North Dakota University System
Campus Solutions – Financial Aid
Direct Lending Procedures
Originating
Financial Aid > Loans > Process Loans
Originate the loan the same
as with FFEL loans. Review
the Log to find loans that are
failing to originate.
Financial Aid > Loans > Direct Lending Management > Manage Direct Loan Application
The Manage Direct Loan
Application page serves the
same function as the
Maintain Loan Origination
Page in FFELP.
PLUS Loan borrower is
added here before
transmission.
Note the Default Refund
indicator can be adjusted on
this page. This indicates if a
borrower is in default on a
student loan or owes a
refund to the federal
government. The possible
values are: No, Overridden,
or Yes.
If an MPN as been accepted
by COD, the Loan Orig Ack
Pnote Status would be
Accepted (other valid values
are Acknowledgement
Pending and Rejected).
There would also be entries
in the DL Pnote Unique ID
and Pnote Expire Date fields.
You will have separate pages for Subsidized and Unsubsidized loans!
You will have separate
pages for subsidized and
unsubsidized loans.
In order to prevent the federal processor from printing and mailing an MPN, we have to
indicate to them on the origination that we’ll print the MPN, so that is how we are set
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North Dakota University System
Campus Solutions – Financial Aid
Direct Lending Procedures
Assuming you are using
eMPN, if a student requires
a paper MPN, effective 10
November 2012, you can no
longer request one be sent
to the student by COD by
changing the Print Option to
Dest Prints (send to Borr).
You should:
 Direct borrowers to
print a pre-populated
MPN from the
StudentLoans.gov Web
site.
 Order blank MPNs (with
or without data labels)
via the FSAPubs Web
site.

up. However, direct your students to www.Studentloans.gov to sign their MPNs.
Download a blank MPN
from the Direct Loans
Web site.
The third tab is where you
can override the Loan Date,
Loan Period, Loan
Certification Date or
Anticipated Disbursement
Date. Check-mark the
Override Loan Dates box to
make the others available.
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Campus Solutions – Financial Aid
Direct Lending Procedures
The last tab lets you make
basic adjustments to the
loan. See descriptions at
right.
See information below in
the Adjusting/Correcting
Loans section for
information on making other
changes to the loan
application.
Remove Hold: Allows a loan to transmit that has previously been put in a hold status.
Hold Loan: Stops a loan from transmitting.
Update Origination Button: Causes the above action to take effect.
Activate Change: Click this to pull in changes, particularly those made in Campus
Community. Changes made on the Direct Loan Application or Award Entry pages do not
require pulling in.
Financial Aid > Loans > Direct Lending Management > View Loan Processing Actions
For an individual student,
you may also click on the
Msg link on this page to see
why the loan didn’t validate
for transmission.
Clicking on the Document ID
link takes you to a page at
Financial Aid > File
Management > Full COD
Participant > View COD
Data. See page 19.
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Campus Solutions – Financial Aid
Direct Lending Procedures
Clicking on the Comments
link on the last tab allows
you to add comments to
certain activities so you can
recall later what you’ve
done to the loan and why.
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North Dakota University System
Campus Solutions – Financial Aid
Direct Lending Procedures
Validate and Outbound
NDU Applications > NDU Financial Aid > Process > NDU Direct Loan AY Override
Before sending files to
COD, the Med School
needs to run this process
to adjust the academic
year dates so the loan will
pass validation.
The date fields are
originally blank; they will
populate when you save
the run control.
NDU Applications > NDU Financial Aid > Process > Loan Citizenship Update
If any school is finding that
a large number of loans
are failing validation
because of invalid
citizenship status, run this
process to bring the
citizenship status from the
ISIR into the loan.
Citizenship data can be
updated for individual
students at Financial Aid >
Loans > Direct Lending
Management > Override
Loan Application Data.
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Running this process does not correct the data source in Campus Community; it only
updates individual loans that are not yet validated.
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Direct Lending Procedures
Financial Aid > File Management > COD Full Participant > Generate Direct Loan Data
The Outbound step also
does validation; you can
check mark Validate Only
to “dry run” your loan file.
Add rows for additional
careers. If you add a row
for different careers, give
the file name for each
career a different
extension (e.g., ..xmd for
undergrad; .xmdg for
For term 1040, use path C:\PSoft\FinAid\Federal\Export\SCHOOL\craa10in.xmd, for
Grad, .xmdm for Meds,
undergrads where SCHOOL is your folder (BSC01, LRSC1, NDSCS, etc). For 2011, use
.xmdp for Professional).
craa11in.xmd as the file name for undergrads.
For the 2010-2011 aid year, use” craa11in” as the part of file name to the left of the dot.
**DO NOT run this process with Origination Changes and Validate Only both checked, as
it will create a file for the changes, which will be overwritten if you run the process again
the same day without the Validate Only box checked.
DO NOT run this process multiple times during the day (except in Validate Only mode) as
it will create files that overwrite the files created earlier in the day.
Financial Aid > Loans > Direct Lending Reconciliation > Validation Errors Report
Run this process to see if
you have students who
have failed validation.
This can also be run as
query FA860.
NDU_FA_0165 is being
developed to replace this.
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North Dakota University System
Campus Solutions – Financial Aid
Direct Lending Procedures
Adjust/Correct Loans
Financial Aid > Loans > Direct Lending Management > Override Loan Application Data
To use this page, you will
need to have “Override”
security authorization.
Whenever possible,
information should be
changed in Campus
Community, NOT in the
override screen!
The first tab just identifies
the borrower and the
loan.
The second tab allows you
to change the phone
number being sent to
COD.
Warning! If you override this phone number, future adjustments to Campus Community
information will not update this field. If you clear this check box, the system reinserts
the telephone number originating from Campus Community.
The third tab indicates the
address types that are
being sent to COD. Note
there are multiple rows.
Addresses MUST BE
changed in Campus
Community (Campus
Community > Personal
Information >
Biographical >
Addresses/Phones >
Addresses)
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Campus Solutions – Financial Aid
Direct Lending Procedures
The fourth tab allows you
to modify the e-mail
address being sent to
COD.
Warning! If you override this e-mail address, future adjustments to Campus Community
information will not update this field. If you clear this check box, the system reinserts
the e-mail address originating from Campus Community
The last tab allows
override of SSN, Academic
Year Start and End dates,
Dependency Status,
Borrower Birth Date,
Citizenship Status and
Alien Registration number.
Valid values for
Dependency Status are I –
Independent and D –
Dependent.
Valid values for Citizenship
status are: 1 – Native, 2 –
Naturalized, 3 – Alien
Permanent.
It is always advisable to correct information in the originating table instead of overriding
it here. Citizenship Status can be corrected at Campus Community > Personal
Information > Identification > Citizenship > Citizenship and Passport. To update the
Citizenship/Passport screen you will need security Role NDUS CC BIO DEMO (AU)
A Citizenship Status of “N” or “U” is recorded for most students in Campus Community; validation will not accept
these values. NDU Applications > NDU Financial Aid > Process > Loan Citizenship Update can be run before you
outbound the file to do a batch correction on the Citizenship Status. It will update the status from the ISIR
information that has already been matched with Home Land Security.
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North Dakota University System
Campus Solutions – Financial Aid
Direct Lending Procedures
Financial Aid > Loans > Direct Lending Management > Override Processing Status
Warning! Use extreme
caution when updating
loan records with this
page. Future processing
and dollar amounts are
based on these loan
amounts and loan
statuses. Some actions
you may take with this
page are listed below at
right.
If the student has both
Sub and Unsub loans, be
sure to update both when
updates are needed.
Accept Orig (Accept Origination): Perform this action only if you will not receive an
acknowledgtement file from COD. Selecting this option accepts the current originated
loan amounts. This is the same as receiving a Loan Origination Acknowledgement file.
Selecting this option also manually releases a loan from Error status.
Update DL Disb Status (Update DL Disbursement Status). Perform this action when you
manually override the credit status for a PLUS loan.
Accept Promissory Note: This allows you to override a promissory note
acknowledgement by manually accepting a promissory note. Use this option if you did
not or will not receive a promissory note acknowledgement from COD or if the
promissory note was rejected and you want ot authorize a disbursement and report and
transmit the disbursed award to COD. USE with Caution! If COD rejects a promissory
note after you have overridden the promissory note acknowledgment, the loan’s status
will be unbooked. To get the loan to a booked status and properly disburse the funds,
you will have to work with COD.
Error Loan: Use this option only if you will not receive an acknowledgement file from
COD. This changes the Orig Trans Stat to Error and is the same as receivig a COD
Acknowledgement that rejects your transmission.
Remove Hold: Allows a loan to transmit that has previously been put in a hold status.
Hold Loan: Stops a loan from transmitting.
Update Origination Button: Causes the above actions to take effect.
Activate Change: Click this to pull in changes, particularly those made in Campus
Community. Changes made on the Direct Loan Application or Award Entry pages do not
require pulling in.
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North Dakota University System
Campus Solutions – Financial Aid
Direct Lending Procedures
Financial Aid > Loans > Direct Lending Management > Review Promissory Note Actions
If you know that COD has
a valid MPN on file but it is
not recorded in your
system, you can record it
here by checking the
Borrower/Student
Signature box as
appropriate. You make
these boxes available by
marking Accept
Promissory Note at
Financial Aid > Loans >
Direct Lending
Management > Override
Processing Status (above).
See warnings!
Authorize and Disburse Aid
Financial Aid >Disbursement > Process Award Authorization
Authorize disbursement
of the loans. To run in
“dry run” mode, uncheck
the Update Switch. You
can authorize aid for
specific terms and/or for
specific item.
If you have multiple
rows, you can use the
Active switch to toggle on
or off a particular row.
Aid for a particular
student may be
authorized at Financial
Aid > Disbursement >
Disburse Aid or Financial
Aid > disbursement >
disburse Aid with
Override. Never disburse
aid at these navigations.
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North Dakota University System
Campus Solutions – Financial Aid
Direct Lending Procedures
Reporting Tools > Query > Query Manager: NDU_FA_0033
This query will help
determine why aid did
not authorize for
particular students.
Correct the errors and
attempt to authorize the
aid.
Financial Aid >Disbursement > Process Disbursements
When this process is run,
it creates a Group Post
that is then available for
Student Financials to
disburse to the student
account. Pell,
ACG/SMART, and
presumable Direct
Lending disbursements
are not reported to COD
until the funds are on the
student account.
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North Dakota University System
Campus Solutions – Financial Aid
Direct Lending Procedures
Report Disbursement to COD
Financial Aid > File Management > COD Full Participant > Generate Direct Loan Data
Direct Lending shares the
problem that prevents
grants from being properly
processed at COD if the
origination and
disbursement are in the
same file. You may want
to outbound
disbursements separately
from originations so you
can run the DL Outbound
process before the
For term 1040, use path C:\PSoft\FinAid\Federal\Export\SCHOOL\craa10in.xmd, for
Disbursement process is
undergrads where SCHOOL is your folder (BSC01, LRSC1, NDSCS, etc). For 2011, use
run on any given day. If
craa11in.xmd as the file name for undergrads.
you do this, create a
different run control row
For the 2010-2011 aid year, use” craa11in” as the part of file name to the left of the dot.
and name the DL
outbound files differently
DO NOT run this process with Origination Changes and Validate Only both checked, as it
from the origination files:
will create a file for the changes, which will be overwritten if you run the process again the
(e.g., extension .xdd for
same day without the Validate Only box checked.
undergrad; . xddg for
Grad, .xddm for Meds;
DO NOT run this process multiple times during the day (except in Validate Only mode) as
.xddp for Professional)..
it will create files that overwrite the files created earlier in the day.
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North Dakota University System
Campus Solutions – Financial Aid
Direct Lending Procedures
View COD Data
Financial Aid > File Management > COD Full Participant > View COD Data
If you enter a date in
YYYY-MM-DD format,
you will get a list of
students that were
included in a COD batch
created on that date.
You can click on a
particular student‘s
row to see information
about that student.
Alternatively, to look at
information about a
particular student, you
can enter that
student’s ID, then
select from the list the
Document ID you are
interested in, as
determined by the date
embedded in the
Document ID.
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North Dakota University System
Campus Solutions – Financial Aid
Direct Lending Procedures
On the COD Award tab,
look for a row with an
Award name indicating
it is a Direct Loan. Look
for information about
the award in the Loan
Information area at the
bottom of the page.
You may have multiple
rows if the student has
both Sub and Unsub
loans, or even a PLUS
loan.
Valid MPN Status values are:
A
Accepted
N
Not Ready to Print
R
Rejected or not on file
X
Pending MPN at COD
Cash Management
Financial Aid > Loans > DL School Account Summary > Manage DL Cash Transactions
Whoever is doing G5
transactions should
enter those
transactions here. Be
sure to create it with
you DL School code
(which starts with a
“G”).
This screen is also in
the SF Superuser Role.
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The information entered here is used by the DL Reconciliation Report (Financial Aid > Loans
> DL School Account Summary > Generate Reconciliation Report).
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North Dakota University System
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Direct Lending Procedures
Reconciliation
Financial Aid > Loans > DL School Account Summary > DLSAS Import nnnn - nnnn
The EC Transaction ID will
be DSLFnnOP, where nn
is the aid year. This
navigation creates a page
where you can view the
DLSAS report prepared by
the federal processor.
Financial Aid > Loans > DL School Account Summary > Generate DLSAS Report
The monthly School Account Statement report prints the data in the DLSAS flat file from COD, which is created the
first Saturday of each month for the preceding month. The original data that COD provides does not identify students
by name, only by Loan ID number. When you run this report, the system matches the Loan IDs in the Loan Detail
Records section of the report with the student ID to identify each student by name and produces a csv file that lists
Direct Loan information for students for the selected DL Batch ID. The csv file lists:
BORR name
EMPLID
SSN
DL loan ID
COMPL Loan ID
DISB #
DISB TYPE
SEQ #
DISB DATE
GROSS FEE
REBATE NET
NET ADJUST
TOT GROSS
TOT FEE
TOT REBATE
TOT NET
Disb book date
Financial Aid > Loans > DL School Account Summary > Generate Reconciliation Report
Generate the DL Reconciliation Report, which compares cash detail, loan detail, and disbursement activity with
information in the database.
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Campus Solutions – Financial Aid
Direct Lending Procedures
Other Reports
Financial Aid > Loans > Direct Lending Reconciliation >___________
There are sixteen reports available in this menu area. Although the title uses the word Reconciliation, the reports you
want for your monthly reconciliation are at Financial Aid > Loans > DL School Account Summary. The reports in
Financial Aid > Loans > Direct Lending Reconciliation help you find validation errors, accepted originations, rejected
originations, PLUS Credit Decisions, Disbursement Information, and Booking Status. (Booking Status lets you know
whether the loan disbursement has been received and accepted by COD.)
Financial Aid > File Management > Create Federal Data Files
You can request
origination and
disbursement reports
here. Use an Outbound
File Path like
C:\PSoft\FinAid\Federal
\Export\(school code)\
where (school code) is
your Institution (BSC01,
NDSCS, LRSC1, etc.)
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Direct Lending Procedures
Questions
Below are questions asked on the HEUG web site about Direct Loans and answers provided by the user community.
Can changes to sub and unsub be made the same day?
Answer: (smartino@indiana.edu): You can send Sub and Unsub changes in the same day, but there is a good chance
that depending on what change you are making one of those changes will get rejected.
For example, if you are reducing an Unsub, and giving the student an additional Sub loan to replace what was
reduced. The reduction on the Unsub will be accepted, but the increase in the SUB may get rejected because at the time
it is being originated, the Unsub change has yet to take place in COD. This is definitely a limitation in COD.
What we do is we allow the staff to make the changes in the system to both loans, we outbound the changes for both
loans, and if one comes back rejected we can see it was due to a “timing” issue and we just remove the hold and send
the change back to COD. Not necessarily the most efficient, but it keeps the impact to the student to a minimum and
nobody has to keep track of additional updates that have to be made on another date. Now we transmit nightly to COD
which helps immensely in these situations.
Can I change a direct loan to one term?
Answer (from HELP): The packaging engine does not allow you to change the disbursement plan for direct lending
loans, even if the loan has not been originated. You would need to change disbursement plans if you awarded a direct
lending loan for two terms, then found out the student should only be awarded for one term. There are two ways to
accomplish this change. The steps are shown below.
Option 1 – Changing disbursement plans for non-originated direct lending loans.
1. Cancel the original loan (with the original disbursement plan and split code) on the Student Aid Package page.
2. Insert a row on the Student Aid Package page below the row for the canceled loan in step 1.
3. Using the same financial aid item type as the original loan, award the loan with the new disbursement plan and
split code.
Note. If you are using professional judgment to override an award amount, you must make sure that your loan
disbursements (amounts, fees, and rebates) are split correctly between your item types. Refer to the common origination
and disbursement technical data for details.
Option 2 – Changing disbursement plans for non-originated direct lending loans.
1. Using the original loan you awarded (with the original disbursement plan), create a custom split so the money is
allocated only to the new terms you want to use.
2. Originate the loan.
3. Go to the Application Financial page (Financial Aid, Loans, Direct Lending Management, Manage Direct Loan
Application) and select the Override Loan Dates check box. Change the Loan Period Start, Loan Period End, and
Antc Date (anticipated disbursement date) to match the new period for which the loan is awarded.
Can I adjust a Direct Loan to one term after disbursement?
Answer: (smartino@indiana.edu) In a case where a student wants the fall or spring portion of the loan cancelled
AFTER disbursement, the way to handle those is to truly do a custom split. Go to the disbursement link, click on Custom
Split and split the loan as needed (made sure the Custom Loan Fee box is NOT checked). This will then update the
origination record correctly and the disbursements will go in the correct order.
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Answer (smartino@indiana.edu) In order to do this you have to do a custom split, but when you do the custom split
DO NOT check the Custom Loan Fee box. If you check that box then the fees are not calculated. If this has been done,
you can go into the Disbursement link, uncheck the Custom Loan Fee box and then validate the post and the fees will be
re-calculated correctly. Once this is done you then remove the HOLD on the loan and when you re-originate the fees will
be corrected on the loan, and the loan will show a disbursement only for the fall.
A loan with a disbursement for fall and nothing for spring will only be accepted by COD if the loan was already originated
and accepted. I the initial loan origination has not been accepted you then have to cancel that loan and re-award with a
new item type with a Disbursement Plan and Split Code that is only for fall term.
Can I reduce the fall award after disbursement if we receive outside aid that over awards the student?
Answer: (Betsy.Hobson@Williams.edu) Yes. After you reduce the disbursement, disburse it and send the new
disbursement record.
I'm having a problem with the direct lending Loan fee and rebate, they are rounding to the nearest dollar.
Answer: (smartino@indiana.edu): Direct Loan fee and rebates are always truncated, there are never any cents. The
origination fee is rounded down to the nearest dollar, and the rebate is rounded up to the nearest dollar. The COD
technical manual describes these calculations if you are interested.
If you are unable to send refund to student or funds are returned to University and then have to reduce
Direct Loan funds to return to DOE; since Direct Loans does not allow cents, how are you handling the
amount to return. “
Answer: (jshisler@depaul.edu:) We round the cents, 50 - .99 round up and .49 - .01 round down. If there is an
account balance student accounts will handle the situation.
If there is a credit balance (regardless of the amount) the student has two options:
1. Release the credit balance as a refund.
2. Return the credit balance to direct lending.
What will cause a Direct Loan to fail validation?
Answer: The DL validation edits are hard coded into the program FAPDLOVL. Here is a list of the edits:
Invalid or missing Student SSN
Invalid Student Birth date
Invalid Student Name
Invalid Student Middle Initial
Student Address is Incomplete
Invalid Student Phone Number
Invalid Email Address
Student is not eligible (Citizenship Status)
Invalid Origination Fee Percentage
Invalid Interest Rebate Percentage
Invalid Promissory Note Print Code
Invalid disclosure Statement Print Code
Loan Period greater than 12 months
Loan Period End Date before Start Date
Disb Date < Loan Period Start Date (-10 Days)
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Disb Date > Loan Period End Date (+120 Days)
Sum of Disbursements > Loan Approved Amount
Award Amount exceeds limits
Invalid Dependency Status
Invalid Student Default/Overpay Code
Incorrect Disbursement Net Amount
Incorrect Disbursement Rebate Amount
Invalid or missing Borrower SSN
Borrower and Student SSN are the same
Invalid Borrower Birthdate
Invalid Borrower Name
Invalid Borrower Middle Initial
Borrower Address is Incomplete
Invalid Borrower Default/Overpay code
Borrower is not eligible (Citizenship Status)
Preprof cannot be selected when grade level not = 5
Preprof and Health cannot be selected on same loan
Dependency Status set to D and Grade Level > = 6
I can’t figure out how to fix these two validation errors: Borrowers Middle Initial Not Blank or
Alphanumeric/Student’s Middle Initial Not Blank or Alphanumeric.
Answer: (jhisler@depaul.edu) Take a look at this student’s bio/demo data. If the middle initial is, for example, “M.”
that period will cause this error. If you remove the “.”, remove the loan from hold, and click the Update Origination
button, the new middle initial will be pulled into the loan record and things should get straightened out when the loan is
transmitted. Or, if there has been a space entered (VERY fun, because you can’t see it…) you can delete the space,
remove the loan from hold, click the Update Origination button, etc.
I need help figuring out a DL error message. The error messages are: 147 - Identifier inconsty for GPLUS ;
120 - Incomplete Address for PLUS
Answer: (pwoolley@bf.umich.edu) When we see this error it is usually that one (or more) bio demo fields (name, date
of birth, etc) is being reported differently in the borrower data section vs. the student data section in the COD file.
How do you override the validation error of “Invalid Student Default/Overpay Code”?
Answer: (jhisler@depaul.edu) There are two places to do this.
1.
On the packaging status summary page, behind the Database Matches link, click the override next to NSLDS
Match and set that field to Eligible. If this is done before the loan origination record has been created in
PeopleSoft, then the Default flag should be set properly from the getgo.
2. If the loan origination records has already been created in PeopleSoft, you’ll also want to set the NSLDS
Match field (for any subsequent loans), but you can update that field on the loan records. It’s on the
Application Bio/Demo page of the Manage Direct Loan application component.
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How do I override a C code for defaulted loans?
Answer: (lschiavone@vccs.edu) To rectify the default/overpay code problem, you would navigate to Financial Aid >
Loans > Direct Lending Management > Manage Direct Lending Application and change the Borr Default/Owes Refund
value from ‘Yes’ to ‘No.’ From the Application Acknowledgement tab, you would then click the Activate Change
pushbutton. This is assuming you have already verified that any existing default or overpayment has been satisfied by
the involved student prior to awarding his or her loan eligibility.
You then need to repeat the Validation process which will re-validate the problem students so that you can ensure that
they no longer appear on this Validation Error report.
The PNote Status on the Manage Direct Loan Application is still showing as “Print”, but there is a DL PNote
Unique ID and a DL PNote Expire Date. COD shows MPN as complete.
Answer (smartino@indiana.edu). Here are my responses:
1. The PNOTE status WAS updated, but the PNOTE status was updated BEFORE the loan origination response
was loaded, so when the loan origination acknowledgement came in the PNOTE status was overlaid. This
happens when COD takes a little longer to return the loan origination response than normally. When the
loan was originated there was not an MPN, but in the meantime the student does sign an MPN and COD
sends that update to you, which set the status to “accept” Then when the loan origination record comes in,
that changes the “accept” back to “print”.
2. Most likely if the loan has NOT already disbursed, this will prevent disbursement, and prevent the
disbursement from being sent to COD. It all depends on what you have set on the Direct Loan Options of
the Loan Type.
3. We wrote a little report to find these. When we find these we confirm in COD that the MPN is actually
linked to the loan, if so (and they all have been) we go the Override Processing Status page, click on the
“Accept PNOTE” and click on the Update Origination button. This will then change the status from “print” to
“accept” and everything will be good to go. (Query NDU_FA_0164 is under development).
How do I resend a loan that is “stuck” in transmitted status?
Answer: (pwoolle@b.umich.edu) Error the loan at Financial Aid > Loans > Direct Lending Management > Override
Processing Status by clicking on the button next to “Error Loan” and then clicking on the “Update Origination” button.
That will set the status of the origination back to error and the loan will get picked up the next time origination is run.
There is no online update for the disbursement status.
Answer (Eunice.oshiro@io-consulting.com) If your loan is still in transmitted status, you are missing an
acknowledgement/response file. You should check with your team to make sure the corresponding acknowledgement
file was not skipped or “not loaded” by accident. If indeed the file was received and not loaded, just have them load the
file and that should unlock your record. If you are unsure, check on the COD website to ensure that the original batch
file was received and a response file was not created.
I want to caution you about trying to force transactions without investigating why your record is still in transmit status.
And understand that it should not take that long to ensure that the record is “unlocked”.
If you would navigate to View Loan Processing Actions for that student, you should be able to determine which process
(origination, origination-change or disbursement) is missing the response. If the loan is still in transmitted status and
you don’t have a REJECT status on that loan type, click on the Document ID link. This link will navigate you to the View
COD Data components. Click on search as the fields are auto populated at this point; just click on search and review the
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first tab (the Document ID Tab). If the second field after the Document ID field, labeled Document Response is BLNAD
(not = to RS), and the outbound process date is not current (i.e., you sent it over 24 hours ago), you have the ability to
regenerate and resend this file. You should also check the COD website that the DOCUMENT ID does not have a
corresponding RS file before regenerating/resending the file to COD.
It is more than likely that if you don’t have a response for this student’s record, that you really don’t have a response
loaded for everyone included in this same batch, so don’t be surprised to see your student as well as other records in
the newly regenerated batch. Usually, the COD processes files quite quickly (if the batch does not contain PLUS loans –
credit checks take a bit longer for the COD to process) and responds within 24 hours.
NOTE: if your record is in rejected status, you should fix the rejects, take the loan off of hold and let the subsequent
processes resend the loan record.
What might cause the authorization error “Funds for this disbursement have not been recorded in the
system?
Answer: (smartino@indiana.edu) Since your Grad PLUS has (1) An In Service, Accepted Origination record
(2) An acknowledged Prom Note, and (3) You have manually updated the Credit Decision to Approved, go to the
Override Processing Status page and click on the Update Disb Status radio button, and then the Update origination
button. This will get everything in sync and then you can disburse.
Answer: (acipolla@umuc.edu) If the student has completed MPN and Entrance Interview and the origination has been
accept by COD, check to see if the origination and pnote statuses have been updated manually on the Override
Processing Status page. If you update both these statuses manually, then it’s best to also click on the Update DL Disb
Status on the same page and click the Update Origination button. Also, if you are updating the statuses manually, make
sure to update the origination status and then the pnote status second.
What do these two rejects from COD mean? (Sum of Awd Amts > Loan Limit,Disb Dt in window, Ind=False)
Answer: (pwooley@bf.umich.edu) We normally see the error message “Sum of Awd Amts > Loan Limit” when a loan
has been cancelled and a new item type awarded. Until the first loan comes back accepted at the zero amount, usually
the new loan is rejected because it exceeds the amount allowed. If that’s the case, and the first loan has come back
accepted at the zero amount, then you can just remove the hold from the new loan(s) and let it go through again.
If that’s not the case, is the student near max is not eligible for the full loan amount?
Just a note on the second message, “Disb Dt in window, Ind-False” – this is just an indicator of whether it’s an origination
or disbursement file. You really don’t’ need to worry about this message. The disbursement indicator should always be
False on an origination file and always True on a disbursement file, and we’ve never seen where the system didn’t send
the correct status for the file.
What will “flip” the disbursement release indicator to “True”?
Answer: (jshisler@depaul.edu) To be honest, I don’t know. I’ve never paid any attention to the disbursement release
indicator for Direct Loans. My understanding is that this is used primarily for CommonLine Loans as a way to manage
when funds are released from the lender (and when they can start charging interest) and arrive in an EFT Disbursement
Roster record to be loaded to PeopleSoft. With Direct Lending, there is no external EFT Disbursement Roster file to load,
if all of the “loan record requirements” are met for the loan (orig acknowledged, PNote ack received) then the loan
disbursement is “recognized” by the mass authorization process and will then be drawn through your item type
disbursement rules to check for Entrance Interview, enrollment, etc. Until those loan record requirements are met,
you’ll see the “funds for this disbursement have not been recorded in the system” authorization failure message.
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How do I resend a DL disbursement that has come back rejected and is currently reflecting an “error”
status on the “Loan Disb Trans Stat” field?
Answer: (smarino@indiana.edu) Correcting the error and removing the hold is all you need to do.
Do we have to disburse DL loans before sending the disbursement request to COD?
Answer: (jshisler@depaul.edu) Yes, and when PeopleSoft will generate these files is dependent upon how you have
your DL Loan Types set up. On the Direct Loan Options page there are two drop down boxes on the right side of the
page. The lower of those two buttons, the DL Disb Transmit Option field, is what governs when your disbursement
requests will be generated. Here at DePaul, we have that field set to Orig+PNote. This means that when the Loan’s
Origination record has been accepted at COD and when the PNote acknowledgement has been received, that PeopleSoft
will create disbursement requests for use when we have the Disbursements box checked on the Generate Direct Loan
Data page.
How do we handle summer loans that haven’t disbursed yet by Jul 1st?
Answer: (Pat Marts, University of Michigan) So here's what we do: for our loan periods that start before July 1, we use
specific item types with the prior to July 1 fee/rebate attached. For loan periods that begin after July 1, we use different
item types with the after July 1 fee/rebate attached and the loan request date on the disbursement id in the
disbursement plan cannot be before July 1.If a loan that was awarded (and or originated) for a term beginning before
July 1 does not disburse for any reason by June 30, we cancel it and tell the student to contact us if they want it
reinstated. If the student does want the loan, we then put on one of the after July 1 item types which has the correct
fee/rebate attached and we use a different disbursement plan because the loan request date needs to be after July1.
Will sending a disbursement request change the loan to “booked” status at COD?
Answer: (jshisler@depaul.edu) Yes, and in addition to the disbursement acknowledgement that comes back, you’ll also
receive a booking notification file (message class CRBN##OP). This will come separately and probably the day after the
disbursement acknowledgement file.
When will funds be available for draw-down?
Answer: (jshisler@depaul.edu) That may have to do with whether you are an “advanced funding” school or a “just in
time” school. As we’re the latter, I’ll tell you what we do….We run authorization/disbursement twice a week on
Mondays and Wednesdays. On Wednesdays right after Mass Disbursement has completed, a member of our
controller’s Office runs a query to see how much we have disbursed in “new” direct loan funds. She then enters the
request to draw down those funds. Keep in mind that this will be BEFORE we have transmitted our disbursement
requests. We then have 30 days to “substantiate” that draw down with the disbursement requests we transmit.
We are under the impression that within 7 calendar days of our disbursement date that we could send the disbursement
records to COD before actually disbursing the loan funds to the student. However, we are unable to make this happen.
We’ve never tried to do this, we only attempt to send disbursement requests after we’ve disbursed funds to our
students. However! We do disburse our funds shortly before the start of the term.
How do I handle PLUS credit checks?
Answer (adkuzmack@notes.cc.sunysb.edu) When we receive back the acknowledgement that a PLUS credit check is
denied, we cancel the award on award entry, run loan origination to create the change transaction, but then place the
loan record in a 'hold' status so that it does NOT outbound. In so doing, we do not receive back a rejected record from
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COD. If we subsequently receive a credit decision override record, we then remove the hold from the loan record and
put back the loan amount on award entry using the original item type. The next time loan origination runs, it then
creates the appropriate change transaction and successfully gets acknowledged
Answer (cmongell@boisestate.edu) We were running into the a problem with our PLUS loans so we had to change our
processing rules:
What we have done at Boise State is to perform a credit check online at COD before we try to originate the loan. If the
credit check comes back "denied', we don't even offer the PLUS loan. We contact the parent/student to see if they are
going to seek a co-signer or if the student will be getting the UNSUB replacement. Only if the credit check is accepted
will we even try to originate the PLUS loan
Answer : (nystrom@uthscsa.edu) Just to weigh in on this situation – the way I found that works best for us is to simply
cancel the award when the denial comes in and place a hold on the loan over-ride screen (“DL Management – Override
Processing”) BEFORE origination is run. We then notify the borrower that the loan is presently in denied status (even
though I believe COD/DL does this as well) and let them know they can try and obtain a cosigner.
If they should obtain a cosigner we will receive a CRCO file at some point. Every time I receive one I simply view the file
and see who it is for, go to that students award screen and re-award the loan, go to the over-ride screen and remove the
hold, and then run the CRCO file in through normal processing. The loan will then disburse assuming other conditions
(e.g. entrance, enrollment, etc) are still being met.
If they do not obtain a cosigner, at the end of the award year (after ALL processing is done) I run the loans on hold
report, remove the holds, process the loans, and manually accept the cancellations (in lieu of transmitting a “known
rejecting” file) on the override screen.
This has been the easiest for us since trying to get the unique ID’s to match up was difficult and reinstating a loan was
impossible! We are a 9.0 school but this worked with 8.9 too.
How do I process a Direct Loan Unsubsidized Loan for a Dependent Student without a FAFSA?
Answer: (Updated Oct 2012): Check the “special circumstances “ box at Financial Aid > View Packaging Status
Summary, Database Matches, and make the award on Financial Aid > Awards > Award Processing > Invoke
Professional Judgement.
How do I used the canned reports under Financial Aid > Loans > Direct Lending Reconciliation?
Answer (jhisler@depaul.edu). We run the following reports weekly on Mondays:
Validation Errors Report
Origination Export Report
Rejected Originations Report
Disbursement Errors Report
The first two reports help us make certain we’re transmitting everything possible and that we’re receiving timely
responses from COD (infrequently, a batch gets “stuck”).
The other two reports help us make certain anything that causes a loan to be placed on Hold gets resolved, the new
information gets drawn in the loan record and the updated data is transmitted.
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We run the following report weekly on Tuesdays:
Loans on Hold Report
This report is a “catch all” for us. Nearly everything that places a loan record on Hold gets resolved when you work the
Rejected Originations and Disbursement Error Reports; the few that remain appear on the Loans on Hold Report.
Answer (Julie.ibanez@sonoma.edu). Daily we run the Validation Errors report and the Loan on Hold Report. The
Validation Errors identifies student that failed to be validated (weren’t picked up to go out to COD at all). The Loans on
Hold provides rejected originations and disbursements on one report rather than running two separate reports. I find
that one easier.
Which SAS file is your school currently using with the delivered PS DL reconciliation process? Are you
using the DSLF (loan level) or DSDF (disbursement detail) file
Answer: (jshisler@depaul.edu) We get both, I have found that at times an issue will show up on the delivered report
from one file that didn’t show up on the report when it was run with the other file.
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What federal reports do I use for Reconciliation?
Answer: (petemal@udel.edu) We actually use the DSLF report (loan level detail) (go to your report selection and select
Modify SAS Options) see attached. I load that file through FA Inbound and then run the reconciliation report under DL
School Account Summary.
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What are the rules for Creating Master Promissory Note Paper Manifests?
The following is from the Department of Education Technical Manual:
All promissory notes must be mailed and accepted by COD before the loans are booked. The hard copy
promissory notes must be accompanied by a paper manifest that lists the borrower’s name and MPN ID for each
promissory note in the shipment. Also, the paper manifest provides a certification to be signed by an official at
the school. A sample Direct Subsidized/Unsubsidized Loan MPN Paper Manifest and a sample Direct PLUS
Loan MPN Paper Manifest are provided below.
Business Rules:
1)
2)
3)
4)
5)
6)
7)
8)
9)
Subsidized/Unsubsidized MPNs and PLUS MPNs must be batched separately and a separate paper
manifest created for each batch.
Additionally, separate batches and manifests must be created for each DL school code.
Each batch may contain up to 100 notes.
After processing, the manifest is returned to the school address on the promissory note unless the school
indicates another address on the manifest.
The Report Date (in MM/DD/YYYY format) and the Report Time (in HH:MM:SS format) indicate
when the manifest was produced.
A page number starting with 1, incremented by 1 for each subsequent page printed, is included on each
page of the manifest.
Records are printed in the last name alphabetical order, or numerical borrower ID order. The borrower’s
name is printed in last name, first name, and middle initial order. The Loan ID associated with
borrower’s name is printed.
The number of notes for shipping indicates the number of promissory notes covered by the paper
manifest. It is only printed on the final page of the paper manifest.
The certification statement, DL school code, school name, signature block, and Financial Aid
Administrator (FAA) name are only printed on the last page.
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Sample Subsidized/Unsubsidized MPN Paper Manifest
Report Date: MM/DD/YYYY
Report Time:
HH:MM:SS
U.S. DEPARTMENT OF EDUCATION
PAGE: 1
Federal Direct Loan Program
Sub/Unsub Manifest
(ALL RECORDS)
Sort: SSN
THIS DOCUMENT CONTAINS SENSITIVE INFORMATION PROTECTED BY THE PRIVACY ACT
******************************************************************************************
PROMISSORY NOTE SHIPPING DOCUMENT ID:
YYYY-MM-DDTHH:MM:SS.FF00100200
BORROWER'S NAME
STUDENT'S CURRENT SSN
------------------------------
MPN ID
X’XXXXX, XXXXX X.
999-99-9999
999999999M99G99999999
XXXXXXXXXXXX, XXXXX
111-11-1111
999999999M99G99999999
---------------------
NUMBER OF NOTES FOR SHIPPING: _____
I hereby certify that each borrower named on the enclosed notes/disclosures is accepted
for enrollment on at least a half-time basis and is making satisfactory progress in a
program that is eligible for the loan type(s) awarded. I certify that each student is an
eligible borrower in accordance with the Act. I further certify that each borrower's
eligibility for a Pell Grant has been determined, that each borrower is not incarcerated,
and that each borrower has been determined eligible for loan(s) in the amount(s)
certified. I further certify that the disbursement schedules comply with the requirements
of the Act and hereby authorize the Department of Education to adjust disbursement dates
if necessary to ensure compliance with the Act. I further certify that, based on records
available and due inquiry, each borrower has met the requirements of the Selective Service
Act, that each borrower is not liable for an overpayment of any Federal grant made under
the Act, and that the information provided in the Borrower and the School sections of the
promissory notes/disclosures (including information supplied in electronic format) is
true, complete and accurate to the best of my knowledge and belief.
SCHOOL CODE:
G99999
NAME:
XXXXXXXXXXXXXXXXXXXXXXXXX
SIGNATURE: _____________________________________
FAA NAME:
XXXXXXXXXXXXXXXXXXXXXX
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Sample PLUS MPN Paper Manifest
Report Date: MM/DD/YYYY
1
Report Time:
HH:MM:SS
U.S. DEPARTMENT OF EDUCATION
PAGE:
Federal Direct Loan Program
PLUS Manifest
(ALL RECORDS)
Sort:
SSN
THIS DOCUMENT CONTAINS SENSITIVE INFORMATION PROTECTED BY THE PRIVACY ACT
***************************************************************************************
**
PROMISSORY NOTE SHIPPING DOCUMENT ID:
YYYY-MM-DDTHH:MM:SS.FF99999999
BORROWER'S NAME
STUDENT'S NAME
STUDENT'S CURRENT SSN
------------------------------
MPN ID
XXXXXXXXXXX, XXXX
XXXXXXXX, XXXXX X.
999-99-9999
999999999N99G99999999
XXXXXXXX, XXXXXX
XXXXXXXX, XXXXXXXX
999-99-9998
999999999N99G99999999
---------------------
NUMBER OF NOTES FOR SHIPPING: _____
I hereby certify that each student named on the enclosed applications/promissory notes
is accepted for enrollment on at least a half-time basis and is making satisfactory
progress in a program that is eligible for the loan type certified. I certify that each
borrower is an eligible borrower in accordance with the Act and has been determined
eligible for a loan in the amount certified. I further certify that the disbursement
schedules comply with the requirements of the Act and hereby authorize the Department
of Education to adjust disbursement dates if necessary to ensure compliance with the
Act. I further certify that, based on records available and due inquiry, each student
has met the requirements of the Selective Service Act, that each student is not liable
for an overpayment of any Federal grant made under the Act, and that the information
provided in the Borrower, Student and School sections of the applications/promissory
notes (including information supplied in electronic format) is true, complete and
accurate to the best of my knowledge and belief.
SCHOOL CODE:
G99999
NAME:
XXXXXXXXXXXXXXXXXX
SIGNATURE: _____________________________________
FAA NAME:
XXXXXXXXXXXXXXXXXXXXXXXXX
34
6 November 2009
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