Banner Financial Aid User Guide 8.25

Banner Financial Aid User Guide 8.25
Banner Financial Aid
User Guide
Release 8.25
January 2016
Without limitation: Ellucian®, Banner®, Colleague®, and Luminis® are trademarks of the Ellucian group of companies that are registered in the
U.S. and certain other countries; and Ellucian Advance™, Ellucian Course Signals™, Ellucian Degree Works™, Ellucian PowerCampus™,
Ellucian Recruiter™, Ellucian SmartCall™, are also trademarks of the Ellucian group of companies. Other names may be trademarks of their
respective owners.
© 1991-2016 Ellucian
Contains confidential and proprietary information of Ellucian and its subsidiaries. Use of these materials is limited to Ellucian licensees, and is
subject to the terms and conditions of one or more written license agreements between Ellucian and the licensee in question.
In preparing and providing this publication, Ellucian is not rendering legal, accounting, or other similar professional services. Ellucian makes no
claims that an institution's use of this publication or the software for which it is provided will guarantee compliance with applicable federal or state
laws, rules, or regulations. Each organization should seek legal, accounting, and other similar professional services from competent providers of
the organization's own choosing.
Ellucian
4375 Fair Lakes Court
Fairfax, VA 22033
United States of America
Contents
System Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
Documentation corrections/clarifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
Banner Financial Aid Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
Chapter layout . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
Application summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
Functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
Module integration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39
Financial Aid system process flow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
Naming conventions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42
Applicant processing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
Applicant processing flow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45
Need Analysis . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47
Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47
Need Analysis online recalculation process flow narrative . . . . . . . . . . . . . . . . . . . . . . 48
Requirements Tracking . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
Requirements Tracking process flow narrative. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50
Budgeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51
Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
Aid Year budgeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Aid Year budgeting control . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Period budgeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Period budgeting control . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
52
53
53
53
Budgeting process flow narrative . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
Banner Financial Aid User Guide
| Contents
3
Packaging and Disbursement . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55
Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56
Packaging and Disbursement . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56
Packaging and Disbursement control . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57
Packaging process flow narrative . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57
Athletics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59
Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59
Athletics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59
Athletics control . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60
Funds Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60
Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61
Funds Management process flow narrative . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62
Electronic Data Exchange . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62
Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63
Electronic Data Exchange process flow narrative . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64
History and Transcripts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65
Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65
History process flow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66
Financial Aid Common Functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66
Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66
Common Functions process flow narrative . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69
Student System Shared Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69
Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70
Student System Shared Data process flow narrative . . . . . . . . . . . . . . . . . . . . . . . . . . 70
Short-Term Credit . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70
Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71
Short-Term Credit process flow narrative . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71
Student Employment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71
Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72
Student Employment process flow narrative . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72
Banner Financial Aid User Guide
| Contents
4
Loan Processing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74
Manual Loan process . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75
Return of Title IV Funds . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76
Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77
Return of Title IV Funds process flow. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77
Financial Aid Self-Service . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77
Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78
Processing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80
Data Load procedures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80
Understanding Data Load. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80
EDE ISIR Data Load process flow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80
CSS PROFILE Data Load process flow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82
Setting up rule and validation forms for Data Load. . . . . . . . . . . . . . . . . . . . . . . . . . . . 84
Build the Interface Data Code Validation (RTVINFC) form.. . . . . . . . . . . . . . . . . . .
Build the Interface Data Translation Rules (RCRTPTR) form. . . . . . . . . . . . . . . . .
Build the Global Institution Financial Aid Options (ROAINST) form. . . . . . . . . . . . .
Build the User-Defined Variables Description (RORUSER) form. . . . . . . . . . . . . . .
Define the Common Matching Source Code Validation (GTVCMSC) form. . . . . . .
Build the Common Matching Source Rules (GORCMSC) form. . . . . . . . . . . . . . . .
Build the Common Matching Rules (GORCMRL) form. . . . . . . . . . . . . . . . . . . . . .
Build the Name Translation Rules (GORNAME) form — Optional.. . . . . . . . . . . . .
Create a Parameter Set for Online FA Dataload Part 3 (RCRTPxx). . . . . . . . . . . .
Build the Data Source Rules (RCRDTSR) form. . . . . . . . . . . . . . . . . . . . . . . . . . . .
84
84
85
85
86
86
86
87
88
88
Preparing the data to load into Banner . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88
Default file names. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89
File Concatenation Process (FILECAT). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89
Running the Data Load process . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91
Run the FA EDE Dataload Pt 1 (RCBTPxx or RCPTPxx) process.. . . . . . . . . . . . .
Run FA CSS Data Load Part 1 (RCPCTxx). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Run the Financial Aid Dataload Part 2 (RCPMTCH) process. . . . . . . . . . . . . . . . .
Run FA Dataload Part 3 (RCRTPxx) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Review the records on the Financial Aid Suspended Records
Maintenance (RCRSUSP) form. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Run the RCRTPxx process . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Run the FA Data Load Table Deletes (RCPDTMP) process . . . . . . . . . . . . . . . . . .
91
94
95
99
106
108
108
Additional Data Load topics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110
Loading and storing of ISIR records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110
New Person versus Existing Person . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112
Banner Financial Aid User Guide
| Contents
5
Dataload Pt 1 (RCBTPxx, RCPTPxx, or RCPCTxx) temporary tables . . . . . . . . . . . . . 113
Common Matching algorithm . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 115
Field Length values . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Primary Match logic . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Secondary match logic . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Examples of matching algorithm and results. . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
115
116
117
118
Audit logging . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 120
Viewing logging records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 121
Logging archive and purge . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 121
EDE correction logging . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 121
Processing EDE corrections . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 122
Methodology specific changes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 123
Setting a student’s dependency codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 123
Overriding the student's dependency . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124
EFC proration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 125
Estimated vs official contributions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 126
Recalculate Need Analysis Indicator functionality updates. . . . . . . . . . . . . . . . . . 126
FM Need Analysis solution . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 127
Benefits. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128
Architecture . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128
Security. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129
Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129
Global Institution Financial Aid Options (ROAINST) . . . . . . . . . . . . . . . . . . . . . . . . 129
Project Based Parameter Setup (RORPARM) . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129
Parameter configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 130
Job submission vs. servlet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 132
Calculation flow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 132
Processing flow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133
Online processing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
FM Need Analysis solution. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Batch processing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
FM Need Analysis solution. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Banner Financial Aid User Guide
| Contents
133
133
134
134
6
Processing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 135
FM Need Analysis (RNPFMxx) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
FM Need Analysis reporting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Need Analysis Report (RNRNAxx) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Output Format and Printing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
135
135
136
136
Period based processing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 136
Introduction. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 136
Period creation and setup. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 137
Period Base Data (RORPRDS) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Period creation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Crossover periods . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Using periods for different cohorts of students . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Fund Management (RFRMGMT) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Disbursement tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Disbursement Locks Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Funds Management (ROAMGMT) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Tracking Requirements Button . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Disbursement Lock Button . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Additional Disbursement Options window . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Applicant Immediate Process (ROAIMMP) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
138
138
140
141
143
143
144
144
144
144
144
145
Period processing vs. term based processing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 145
Period Based Awarding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 146
Award status . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 147
Mixed award status . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 150
Setting up funds for Period Based Processing . . . . . . . . . . . . . . . . . . . . . . . . . . . . 150
Processing Awards by Period. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 152
Creating and maintaining the awards . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Fund tracking requirements - period eligible . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Offer Expiration Date . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Updating award status when fund is locked . . . . . . . . . . . . . . . . . . . . . . . . . . . .
TEACH Grant . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Award batch posting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
All awards - calculating declined and cancelled amounts . . . . . . . . . . . . . . . . .
152
152
153
153
153
153
153
Frequently Asked Questions (FAQ’s) - period processing . . . . . . . . . . . . . . . . . . . . . . 154
Requirements tracking procedures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 155
Requirements tracking implementation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 155
Budgeting procedures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 157
Budget implementation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 157
Aid year budgeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 159
Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 159
Banner Financial Aid User Guide
| Contents
7
Period based and algorithmic budgeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 160
Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Set-up and configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Period Budgeting Setup Diagram. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Applicant Period Budgeting Diagram . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Validation forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Period Budget Type Validation (RTVPBTP) . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Period Budget Group Validation (RTVPBGP) . . . . . . . . . . . . . . . . . . . . . . . . . .
Period Budget Component Validation (RTVPBCP) . . . . . . . . . . . . . . . . . . . . . .
Budget Component Category Validation (RTVBCAT) . . . . . . . . . . . . . . . . . . . .
Algorithmic Budgeting Rule Validation (RTVABRC) . . . . . . . . . . . . . . . . . . . . . .
Rules forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Period Budgeting Aid Year Rules (RBRPBYR) . . . . . . . . . . . . . . . . . . . . . . . . .
Period Budget Group Aid Year Rules (RBRPBGR) . . . . . . . . . . . . . . . . . . . . . .
Period Budget Detail Rules (RBRPBDR) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Algorithmic Support (RORALGS) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Algorithmic Budgeting Rules (RBRABRC) . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Financial Aid Selection Rules (RORRULE) . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Message Code Validation (RTVMESG) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Fund Management (RFRMGMT) and Funds Management (ROAMGMT) . . . . .
Global Institution Financial Aid Options (ROAINST) . . . . . . . . . . . . . . . . . . . . .
Assigning period budget groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Period Budget Grouping Process (RBRPBGP) . . . . . . . . . . . . . . . . . . . . . . . . .
Applicant processing using period based/algorithmic budgeting. . . . . . . . . . . . . . .
Applicant Period Budget (RBAPBUD) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Applicant Budget by Period (RBIABPR). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Period Budget Category Inquiry (RBIPBCT) . . . . . . . . . . . . . . . . . . . . . . . . . . .
Period Budget Group Detail (RBAPBGD) . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Applicant Status (ROASTAT) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Award Maintenance Forms (RPAAWRD, RPAAPMT, and ROARMAN). . . . . . .
Group Inquiry (ROIGRPI) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Period Budget Simulation Inquiry (RBISIMI) . . . . . . . . . . . . . . . . . . . . . . . . . . .
Period Budget Simulation (RBRSIMR). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Period Budget Recalc Process (RBRPBRC) . . . . . . . . . . . . . . . . . . . . . . . . . . .
Self-Service . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Global Institution Financial Aid Options (ROAINST) . . . . . . . . . . . . . . . . . . . . .
Financial Aid Status page. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Cost of Attendance page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Award Overview page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Banner Financial Aid User Guide
| Contents
160
161
161
162
162
162
162
162
163
163
163
163
165
166
167
168
169
169
169
169
170
170
171
171
174
174
174
174
175
175
176
176
176
177
177
177
177
177
8
Satisfactory Academic Progress (SAP) processing . . . . . . . . . . . . . . . . . . . . . . . . 178
SAP forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 178
Satisfactory Academic Progress Validation (RTVSAPR). . . . . . . . . . . . . . . . . . . . .
Financial Aid Selection Rules (RORRULE) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Applicant Immediate Process (ROAIMMP) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Applicant Status (ROASTAT). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
SAP Translation Rules (RORSTRF) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Group Inquiry (ROIGRPI) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Global Institution Financial Aid Options (ROAINST) . . . . . . . . . . . . . . . . . . . . . . . .
Determining satisfactory academic progress using periods . . . . . . . . . . . . . . . . . .
178
180
180
181
182
183
183
183
SAP processes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 184
SAP Assignment Process (ROPSAPR) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 184
Process flow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 187
Sample rules. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 188
Funds Management procedures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 190
Funds Management implementation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 190
Fund balance reconciliation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 191
Calculating fund balances and the remaining Available to Offer Amount. . . . . . . . . . . 192
Option 1: Use only offered aid to calculate the amount available to offer . . . . . . . . 192
Option 2: Use aid which is Offered, Cancelled, and Declined with an
Over Commitment Percent greater than 100% to calculate the amount
available to offer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 193
Reviewing Fund Balances . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 195
Banner Financial Aid Fund Specific Packaging options . . . . . . . . . . . . . . . . . . . . 196
Banner Financial Aid Global Packaging options. . . . . . . . . . . . . . . . . . . . . . . . . . . 203
Repeat coursework processing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 205
Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 206
Financial Aid Repeat Course Exclusion (RORRPCX) . . . . . . . . . . . . . . . . . . . . . . .
Enrollment Rule Validation (RTVENRR) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Enrollment Rules (RORENRR) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Repeat/Multiple Course Rules (SHARPTR) . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Course Detail Information (SCADETL). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Grade Code Maintenance (SHAGRDE) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Course Registration Status Code Validation (STVRSTS) . . . . . . . . . . . . . . . . .
Transfer Course (SHATRNS) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Additional institutional setup considerations . . . . . . . . . . . . . . . . . . . . . . . . . . .
Repeat course checking functionality . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Multiple enrollment calculations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Non U.S. institutions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Calculation of repeated coursework for SAP & transfer credits applied towards
the student’s academic program . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Banner Financial Aid User Guide
| Contents
206
206
207
207
208
208
208
209
209
209
210
210
210
9
Student enrollment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 211
Course in program of study . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 211
Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Enrollment Rules (RORENRR) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Financial Aid Enrollment (ROAENRL) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Enrollment calculation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Sample course in program of study calculations . . . . . . . . . . . . . . . . . . . . . . . .
211
211
212
213
214
215
Display and maintenance of student enrollment. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 222
Financial Aid Enrollment (ROAENRL) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Financial aid hours . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Current hours . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Financial aid hours by period . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Financial aid attending by period . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Current hours by period . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Current attending by period . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Calculating enrollment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
223
224
224
224
224
225
225
225
Financial Aid Selection Rules (RORRULE) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 234
Hints for RORRULE form use. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 236
Algorithmic packaging . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 237
Overview. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 237
Algorithmic packaging features. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 237
Algorithms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Algorithmic packaging . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Algorithmic packaging definition. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Algorithmic Packaging Rules (RPRALGR). . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Algorithmic Packaging Rule Code Validation (RTVALGR) . . . . . . . . . . . . . . . . .
Algorithmic Support (RORALGS) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Packaging functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Awarding based on other funds. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Award a fund based on a percentage of another fund . . . . . . . . . . . . . . . . . . . . . .
Simplification of rules creation and maintenance . . . . . . . . . . . . . . . . . . . . . . . . . .
Ability to store and reference internal interim values in packaging rules. . . . . . . . .
Packaging simulation options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Banner Financial Aid User Guide
| Contents
237
237
238
238
238
238
238
239
239
239
239
240
240
10
Related fund features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 240
Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Packaging Group Fund Category Maximums Rules (RPRFCAT) . . . . . . . . . . .
Fund Category Validation (RTVFCAT) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Fund Award Inquiry (RPIFAWD) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Fund Award Period Inquiry (RPIFTRM) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Group fund limits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Ability to apply a percentage to all the funds in the package as a group. . . . . . . . .
Rounding options for awards. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Ability to inactivate fund codes, groups, and rules . . . . . . . . . . . . . . . . . . . . . . . . .
Ability to override a fund rule for a specific student . . . . . . . . . . . . . . . . . . . . . . . . .
Fund category and fund cross-reference fields for packaging and reporting . . . . .
Fund Balance Roll Process (RFPFBRL) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Ability to display all recipients of a particular fund code by aid year or period . . . .
240
240
240
240
240
241
241
241
241
241
242
242
242
Sample algorithmic packaging rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 242
Columns defined on the Temporary Packaging Need Table (RPTNEED) . . . . . . . . . . 265
RPTNEED_SIMULATE_SW Column . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 266
Functions defined in the rpkalgr package . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 267
F_GET_FUND_OFFER. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
F_GET_FFID_OFFER. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
F_GET_PRIOR_YEAR_FUND_OFFER . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
F_GET_PRIOR_YEAR_FFID_OFFER . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
267
268
268
268
Packaging process definitions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 269
Initialization process (run as part of RPEPCKG) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 269
Simulated packaging . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 269
Actual packaging . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 269
Awarding dependent student without parental support. . . . . . . . . . . . . . . . . . . . . . . . . 269
Using NSLDS data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 270
Award validation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 270
Award validation prior to receipt of NSLDS data . . . . . . . . . . . . . . . . . . . . . . . . . . . 271
Award validation after receipt of NSLDS data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 271
Original awards . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 271
Modifying existing Stafford, Direct or Perkins awards. . . . . . . . . . . . . . . . . . . . . . . . . . 271
Stafford/Direct loans . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 271
Perkins loans . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 272
Default/refund information and financial aid eligibility. . . . . . . . . . . . . . . . . . . . . . . . . . 272
Validating awards against defaults/refunds . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 272
Validating disbursements against defaults/refunds. . . . . . . . . . . . . . . . . . . . . . . . . . . . 273
Packaging and disbursement procedures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 273
Packaging implementation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 273
Packaging/simulation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 275
Banner Financial Aid User Guide
| Contents
11
Federal Shopping Sheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 276
Shopping Sheet Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 276
Generated Federal Shopping Sheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 281
FAQs. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 281
Federal Shopping Sheet Processing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 281
Advance Queuing (AQ) Setup for the Shopping Sheet . . . . . . . . . . . . . . . . . . . . . . . . 282
Pell processing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 282
Introduction. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 282
Year Round Pell Discontinued - 2011 - 2012 aid year . . . . . . . . . . . . . . . . . . . . . . .
Pell setup. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Pell procedures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Pell process . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
283
283
283
283
Pell setup. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 284
Fund Base Data (RFRBASE) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 284
Detail Code Control Form - Student (TSADETC) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 284
Fund Management (RFRMGMT) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 284
Aid year specific data - Packaging Options window . . . . . . . . . . . . . . . . . . . . . . . . 284
Aid year specific data - Disbursement Options window. . . . . . . . . . . . . . . . . . . . . . 285
Disbursement Locks window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 286
Aid period Base Rules (ROBAPRD) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 286
Examples: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 286
Semester based . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 286
Quarter based . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 286
Period Base Data (RORPRDS) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 287
COD Entity ID Rules (RORCODI) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 288
Global Institution Financial Aid Options (ROAINST) . . . . . . . . . . . . . . . . . . . . . . . . . . 288
Cross-Over Pell enhancement . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 288
Options tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 288
Credit Hours tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 289
U.S. Specific Institution Financial Aid Options (ROAUSIO) . . . . . . . . . . . . . . . . . . . . . 289
Institutional Defaults tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 289
Grant and EDE Options tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 289
Campus Defaults tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 290
Packaging Options (RPROPTS). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 291
Main window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Enrollment Cutoff Date Rules window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Grant Options window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Grant Options window - Enrollment Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Banner Financial Aid User Guide
| Contents
291
291
291
292
12
Aid Period Rules (RORTPRD) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 294
Examples: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 295
Trailer School . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 295
Header School . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 295
Default Award and Disbursement Schedule Rules (RFRDEFA). . . . . . . . . . . . . . . . . . 295
Fund Award and Disbursement Schedule Rules (RFRASCH) . . . . . . . . . . . . . . . . . . . 295
Academic Year Rules (RORACYR) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 296
Key block. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 296
Rules block . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 296
Applicant Pell Grant (ROAPELL) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 296
Budget Component Validation (RTVCOMP). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 297
Period Budgeting Aid Year Rules (RBRPBYR). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 297
Period Budget Group Aid Year Rules (RBRPBGR) . . . . . . . . . . . . . . . . . . . . . . . . . . . 297
Applicant Immediate Process (ROAIMMP) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 298
Federal Rules Inquiry (RPIFEDR) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 298
Pell procedures. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 298
Batch Pell Awards. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 298
Override a Bachelors Degree . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 298
Manual adjustments to Pell grants . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 298
Why and how to lock Pell grants. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 299
Lock types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Fund locks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Period locks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Lock functionality . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
299
299
300
300
Package Maintenance (RPAAPMT) and Award Maintenance (RPAAWRD) . . . . . . . . 300
Award Maintenance tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Summary tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Pell and Loan tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Additional Eligibility Indicator (RORSTAT_ADDL_PELL_ELIG_IND) . . . . . . . . .
Post 9/11 Pell Eligibility indicator (RORSTAT_POST_911_PELL_ELIG) . . . . . .
Processing Post 9/11 Students who do not have a Pell eligible EFC (IASG): . .
Post 9/11 eligibility processing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Department of Education Eligibility Processing for 2010-2011 and beyond . . . . . .
300
301
302
302
302
303
303
304
Financial Aid Record Maintenance (ROARMAN) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 305
Batch Posting Rules (RORPOST) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 305
Updating award amounts to agree with actual disbursement amounts . . . . . . . . . . . . 308
Reducing an award for Pell paid at another school in the same aid year. . . . . . . . . . . 310
Handling less-than-half time for Pell more efficiently . . . . . . . . . . . . . . . . . . . . . . . . . . 310
Banner Financial Aid User Guide
| Contents
13
Controlling when the Pell calculation process is run . . . . . . . . . . . . . . . . . . . . . . . . . . 311
ROASTAT student level prevent automatic Pell calculation is checked: . . . . . . . . . 312
ROAINST campus level prevent automatic Pell calculation is checked: . . . . . . . . . 313
ROAINST institutional level prevent automatic Pell calculation is checked: . . . . . . 313
Setup procedure for multiple Pell fund codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 313
Pell Calculation Process (RPEPELL) for Pell processing. . . . . . . . . . . . . . . . . . . . . . . 314
Option to delete zero Pell awards. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Recognizing co-existence of multiple Pells for same student simultaneously. . . . .
Locked records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Rounding 0ption . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Offered or auto accepted. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Award schedules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Award change letter indicator . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
314
315
315
316
316
316
316
Disbursement Process (RPEDISB) for Pell processing . . . . . . . . . . . . . . . . . . . . . . . . 316
Recognizing multiple Pell funds . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Back out of memo, authorizations, and disbursements. . . . . . . . . . . . . . . . . . . . . .
Use disbursement enrollment edits for memo option . . . . . . . . . . . . . . . . . . . . . . .
RPEDISB process reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Disbursement Results (ROIDISB) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
317
317
317
318
318
Pell Edit/Error messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 318
Pell processes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 321
Pell Calculation Process (RPEPELL) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 321
Processing Modifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Examples . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Crossover period logic and calculation to determine most beneficial aid year . . . .
Pell Lifetime Eligibility Used (LEU) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Current Year Pell Already Used . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Beginning LEU . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Beginning Remaining Eligibility . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Current Year Eligibility . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
323
323
324
325
326
326
326
326
Pell grant award calculation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 333
100% Pell grant award calculation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 333
100% Pell percentage awarding example . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 334
Pell grant disbursement calculation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 336
100% Pell percentage disbursement example . . . . . . . . . . . . . . . . . . . . . . . . . . . . 336
Pell grant award and disbursement processing . . . . . . . . . . . . . . . . . . . . . . . . . . . 337
TEACH grant processing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 339
Introduction. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 339
TEACH awarding and disbursing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 340
Criteria for awarding and disbursing a TEACH grant . . . . . . . . . . . . . . . . . . . . . . . 340
The following will be checked to determine if the student is eligible. . . . . . . . . . . . 341
The following is NOT required for TEACH. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 341
Banner Financial Aid User Guide
| Contents
14
TEACH grant setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 342
COD TEACH Calculation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 342
Calculations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Student packaged full-time, enrolled ¾ time . . . . . . . . . . . . . . . . . . . . . . . . . . .
Student packaged full-time, enrolled < ½ time . . . . . . . . . . . . . . . . . . . . . . . . . .
Student packaged ¾ time, enrolled full-time . . . . . . . . . . . . . . . . . . . . . . . . . . .
Student receiving more than one TEACH grant scheduled award within
the aid year . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Student with prior enrollment and payments . . . . . . . . . . . . . . . . . . . . . . . . . . .
TCHU1 is batch posted to a student using the F batch posting type . . . . . . . . .
TCHU1 is batch posted to a student using FN batch posting type. . . . . . . . . . .
Student in a 150% aid period . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Student in a 50% aid period . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Awards are locked on the period window. . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Additional examples . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
RPROPTS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
RFRDEFA/RFRASCH . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
RNANAxx . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
ROAENRL . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Manually enter a $4000 TEACH award on RPAAWRD (not recommended) . . .
Batch post a $4000 TEACH award using RORBPST (not recommended) . . . .
Use the RPEPCKG or RPRGRNT process to calculate the TEACH award
(recommended) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Use the RPAAWRD Reschedule Indicator to reschedule the periods when
aid period did not change (not recommended) . . . . . . . . . . . . . . . . . . . . . . . . .
Use the RPAAWRD Reschedule Indicator to reschedule the periods when
aid period changed (not recommended). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Use the RPRGRNT process to recalculate the award when aid period
changed (recommended). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Use the RPRGRNT process to recalculate the award when aid period
changed (recommended). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Use the RPRGRNT process to recalculate the award when the aid
period changed (recommended). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
343
344
344
344
345
345
345
345
346
346
346
346
347
347
347
347
347
348
348
348
349
349
350
350
State grant award processing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 351
Resources, contracts, and exemptions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 352
Contracts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 352
Exemptions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 353
Excluding contracts and exemptions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 354
Maintaining resources and calculation in unmet need . . . . . . . . . . . . . . . . . . . . . . . . . 355
Resource Maintenance (RPAARSC) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Other Resources block. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Summary block . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Resource calculation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Exemptions and contracts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Banner Financial Aid User Guide
| Contents
355
355
356
357
358
15
Adding periods to an award schedule . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 358
Rescheduling disbursement date using periods . . . . . . . . . . . . . . . . . . . . . . . . . . 359
Period Based Awarding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 359
Overview. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 359
Setting up funds for Period Based Processing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 361
Updating awards for enrollment changes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 363
Manually scheduling awards. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 364
Updating awards when locked . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 365
Global Institution Financial Aid Options (ROAINST) . . . . . . . . . . . . . . . . . . . . . . . . . . 365
Award lock . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 365
Identifying students needing new or revised award letters . . . . . . . . . . . . . . . . . . 365
Banner Financial Aid Global Disbursement options. . . . . . . . . . . . . . . . . . . . . . . . 367
Banner Financial Aid Fund Specific Disbursement options . . . . . . . . . . . . . . . . . 370
Disbursement validation edits. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 379
Other disbursement considerations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 385
Regulatory compliance for Stafford disbursements . . . . . . . . . . . . . . . . . . . . . . . . . . . 385
Disbursement edits for loans to match edits for other funds. . . . . . . . . . . . . . . . . . . . . 386
Memo . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 386
Loan authorization to net returned amounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 386
Using enrollment disbursement edits for funds in memo status . . . . . . . . . . . . . . . . . . 387
Recognition of Pell payment cell to disbursement process . . . . . . . . . . . . . . . . . . . . . 387
Part-Time proration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 387
Memos processed after scheduled disbursement date . . . . . . . . . . . . . . . . . . . . . . . . 389
VA Chapter 30 - prior to the 2010-2011 aid year . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 389
Voiding excess payments for students no longer eligible . . . . . . . . . . . . . . . . . . . . . . . 389
Disbursement validation reject messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 390
Disbursement reports generated by disbursement process . . . . . . . . . . . . . . . . . . . . . 390
Final Disbursement - optional processing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 391
Rescheduling disbursement date using periods . . . . . . . . . . . . . . . . . . . . . . . . . . 391
Banner Financial Aid User Guide
| Contents
16
Student employment procedures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 391
Student employment implementation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 391
Scholarship and athletics processing by period. . . . . . . . . . . . . . . . . . . . . . . . . . . 393
Potential Athletic Grant Defaults (RAAPAGD) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 394
Sport Aid by Period (RAASPTM) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 394
Team Sport Period Aid (RAITMTM) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 394
Donor and Scholarship Demographics (RFADSCD) . . . . . . . . . . . . . . . . . . . . . . . . . . 394
Scholarship Period Information (RPASTRM) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 394
Athletic Aid Type Validation (RTVAATP) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 394
Financial Aid Sport Validation (RTVFASP) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 395
Grades to Donor Validation (RTVGRDD) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 395
Scholarship Source Validation (RTVSSRC) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 395
Reviewed Validation (RTVREVW) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 395
Thank You Letter Validation (RTVTYLT). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 395
Third Party Contract Rules (RPRCONT) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 395
Exemption Rules (RPREXPT) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 395
Resource Code Validation (RTVARSC) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 396
Athletic Grant Period Roll (RAPAGRL) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 396
Athletic Aid Discrepancy Rpt (RARATAD) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 396
Loan processing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 396
Manual loans . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 396
Disbursing manual loan checks through Banner . . . . . . . . . . . . . . . . . . . . . . . . . . . 396
U.S. Specific Institution Financial Aid Options (ROAUSIO) . . . . . . . . . . . . . . . . . . . . . 397
Aid Period Rules (RORTPRD) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 397
Default Award and Disbursement Schedule Rules (RFRDEFA). . . . . . . . . . . . . . . . . . 398
Detail Code Control Form - Student (TSADETC) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 398
Fund Base Data (RFRBASE) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 398
Funds Management (RFRMGMT) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 398
Packaging Options (RPROPTS). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 399
Class Code Translation (RPRCLSS) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 400
Certification Initials Validation (RTVCINT) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 400
Loan Status Validation (RTVLNST) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 400
Lender Base Data (RPRLNDR) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 400
Loan Period Base Data (RPRLPRD) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 400
Loan Options (RPRLOPT) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 401
Lender/Disbursing Agents Rules (RPRLNDA) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 402
Banner Financial Aid User Guide
| Contents
17
First-year, first-time borrower loan rule . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 402
Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 402
Crosswalk Validation (GTVSDAX) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 403
Applicant Requirements (RRAAREQ) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 404
Award/Package Maintenance (RPAAWRD)/(RPAAPMT) . . . . . . . . . . . . . . . . . . . . . . . 404
Electronic Loan Application (RPRELAP) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 404
RPAELAP fields updated by RPRELAP process . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 406
Loan Parent Inquiry (RPILPAR) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 408
Unmatched COD Records (REAUCOD) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 409
Options menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 409
Unmatched COD Records (RPAUCOD). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 410
Options menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 410
Electronic Loan Appl Extract (RPRELAX) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 411
Batch Control (RPIBATC) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 412
RPAELAP fields updated by the RPRELAX process . . . . . . . . . . . . . . . . . . . . . . . . . . 412
Electronic Loan Response Upload (RPRELRU). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 412
RPAELAP fields updated by the RPRELRU process . . . . . . . . . . . . . . . . . . . . . . . . . . 413
Disbursement/Adjustment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 414
Hold/Release Process (RPRHDRL) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 415
Electronic transfer. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 415
EFT Posting Process (RPREFTP) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 416
Disbursement form field population . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 417
Disburse to student account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 419
Loan adjustments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 419
Loan reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 420
CommonLine loan adjustment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 421
Electronic loans as certification requests in common response file . . . . . . . . . . . . . . . 422
Alternative loans. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 423
Alternative loan processing flow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 423
Global Institutional Financial Aid Options (ROAINST) . . . . . . . . . . . . . . . . . . . . . . . . . 424
Fund Base Data (RFRBASE) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 424
Fund Management (RFRMGMT) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 424
Loan Options (RPRLOPT) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 424
Loan Period Base Data Rules (RPRLPRD) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 424
Electronic Loan Application (RPRELAP) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 424
Electronic Loan Application (RPAELAP). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 425
Electronic Loan Appl Extract (RPRELAX) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 425
Electronic Loan Response Upload (RPRELRU). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 425
Banner Financial Aid User Guide
| Contents
18
Electronic Loan Load/EFT Posting Processes (RPEFTL/RPREFTP) . . . . . . . . . . . . . 426
Disbursement Process (RPEDISB) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 426
Disbursement/adjustment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 426
Disbursement Process (RPEDISB) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 426
Hold/Release Process (RPRHDRL) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 426
Electronic transfer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 427
EFT/Disbursement Roster Upload (RPREFTL) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 427
Electronic Payment Receipt (RPAEPMT) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 427
EFT Posting Process (RPREFTP) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 428
RPAELAP fields populated by RPREFTP process . . . . . . . . . . . . . . . . . . . . . . . . . . . . 428
Electronic Loan Disbursement (RPAELDB) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 429
Disbursement form field population . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 429
Electronic Loan Disbursements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 431
Disbursement Process (RPEDISB) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 431
Loan adjustments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 432
Loan reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 433
Loan Proceeds Aging Report (RPRLNAG). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 433
Loan Funding Exception Report (RPRLNEX). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 433
Loan Summary Report (RPRLSUM) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 433
CommonLine loan adjustment. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 433
Electronic loans received as certification requests in common response file . . . . . 435
Direct lending . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 436
Financial Aid common functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 436
Aid year default. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 436
User-defined data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 436
General Algorithmic Rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 437
Batch Posting Process . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Implementing General Algorithmic Rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
General Algorithmic Rule Validation - RTVALGO . . . . . . . . . . . . . . . . . . . . . . .
General Algorithmic Rules - RORALGO . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Assign the General Algorithmic Rule as appropriate for the process that
will use the rule. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
437
438
438
438
439
Batch posting process . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 440
Updating the Use Indicator in batch . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 451
Processing examples . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 453
Banner Financial Aid User Guide
| Contents
19
Processing holds . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 455
Hold Type Validation (RTVHOLD) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Packaging process when holds exist . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Disbursement process when holds exist . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Applicant Holds (ROAHOLD) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
455
455
455
455
Using NSLDS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 456
Student Loan Data (RNASLxx) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 456
Applicant Student Loan Data Inquiry (RNINSLD) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 456
Need Analysis Result (RNARSxx) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 458
Award forms (RPAAWRD)/(RPAAPMT)/(ROARMAN) . . . . . . . . . . . . . . . . . . . . . . . . . 458
Output population selection with financial aid Dataload Part 3. . . . . . . . . . . . . . . . . . . 459
Default/refund processing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 459
Levels of default/refund administration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 459
Sources of default/refund information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 460
Title IV refund/repayment process . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 460
Financial Aid Self-Service . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 461
Unsecured access . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 461
Secured access . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 461
Set up Financial Aid on the Web . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 463
Financial Aid Self-Service Period Based Awarding . . . . . . . . . . . . . . . . . . . . . . . . . . . 464
Financial Aid Self-Service web pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 464
Financial Aid Links (bmenu.P_FAAUnsecMnu and bmenu.P_FAASecMnu) . . . . .
Financial Aid Forms (bmenu.P_FAFormsMnu) . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Web page fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Setup requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Updates to Banner . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Links to other web pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Buttons/Icons on this page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Web menus with links to this page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Other web pages with links to this page. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Aid Year (bwrkolib.P_SelDefAidy) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Web page fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Setup requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Updates to Banner . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Links to other web pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Buttons/Icons on this page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Web menus with links to this page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Other web pages with links to this page. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Banner Financial Aid User Guide
| Contents
465
465
465
465
465
466
466
466
466
466
466
467
467
467
467
467
467
20
Financial Aid Status for Aid Year (bwrksumm.P_DispSumm) . . . . . . . . . . . . . . . . .
Web page fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Setup requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Updates to Banner . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Links to other web pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Buttons/Icons on this page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Web menus with links to this page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Other web pages with links to this page. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Cost of Attendance (bwrkbudg.P_DispBudg) . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Aid Year Budgeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Period Budgeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Award Package for Aid Year (bwrkrhst.P_DispAwdAidYear). . . . . . . . . . . . . . . . . .
General Information tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Award Overview tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Setup requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Links to other web pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Resources/Additional Information tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Terms and Conditions tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Accept Award Offer tab (bwrkrhst.P_DisplayTabs) . . . . . . . . . . . . . . . . . . . . . .
Special Messages tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Award Messages (bwrkrhst.P_DispAwdMsg) . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Web page fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Setup requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Updates to Banner . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Links to other web pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Buttons/Icons on this page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Web menus with links to this page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Other web pages with links to this page. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Account Summary By Term (bwskoacc.P_ViewAcct) . . . . . . . . . . . . . . . . . . . . . . .
Web page fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Setup requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Updates to Banner . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Links to other web pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Buttons/Icons on this page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Web menus with links to this page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Other web pages with links to this page. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Eligibility requirements for Aid Year page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Student Requirements tab (bwrktrkr.P_DispTrkReq) . . . . . . . . . . . . . . . . . . . . .
Automatic satisfaction of Award Letter Tracking Requirement. . . . . . . . . . . . . .
Holds tab (bwrkhold.P_DispHold) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Academic Progress tab (bwrksaph.P_DispSAP) . . . . . . . . . . . . . . . . . . . . . . . .
Messages (bwrkamsg.P_FAAppMsg) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Web page fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Setup requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Updates to Banner . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Links to other web pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Buttons/Icons on this page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Web menus with links to this page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Other web pages with links to this page. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Banner Financial Aid User Guide
| Contents
468
469
470
470
471
471
471
472
472
473
474
475
475
477
481
482
482
486
488
496
497
497
498
498
498
498
498
499
499
500
501
501
501
501
501
502
502
503
504
509
510
511
511
512
512
512
512
512
512
21
Award Payment Schedule for Aid Year (bwrkpays.P_DispPaySched) . . . . . . . . . .
Web page fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Setup requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Updates to Banner . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Links to other web pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Buttons/Icons on this page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Web menus with links to this page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Other web pages with links to this page. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Award History (bwrkrhst.P_DispAwdHst) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Web page fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Setup requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Updates to Banner . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Links to other web pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Buttons/Icons on this page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Web menus with links to this page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Other web pages with links to this page. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Loan Application History (bwrklhst.P_DispLoanHst) . . . . . . . . . . . . . . . . . . . . . . . .
Web page fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Setup requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Updates to Banner . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Links to other web pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Web menus with links to this page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Other web pages with links to this page. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Withdrawal Information (bwrktivw.P_TitleIVWithdraw) . . . . . . . . . . . . . . . . . . . . . .
Web page fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Setup requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Updates to Banner . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Links to other web pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Buttons/Icons on this page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Web menus with links to this page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Other web pages with links to this page. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Title IV Fund Detail (bwrktivw.P_TitleIVDetail) . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Web page fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Setup requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Updates to Banner . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Links to other web pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Buttons/Icons on this page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Web menus with links to this page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Other web pages with links to this page. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
512
514
514
514
515
515
515
515
515
517
517
518
518
518
519
519
519
520
521
522
522
522
522
522
523
525
525
525
525
526
526
526
526
527
527
527
527
527
527
Web Snapshot system . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 528
Overview. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 528
Web Snapshot system configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 528
Adding the Web Snapshot system to a menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Managing access to the Web Snapshot system . . . . . . . . . . . . . . . . . . . . . . . . . . .
WebTailor administration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Adding a new item to an existing menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Assigning WebTailor user roles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Banner Financial Aid User Guide
| Contents
528
528
529
529
530
22
Using the Web Snapshot system . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 530
Layout maintenance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Modifying a Snapshot Layout . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Creating a New Layout. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Save a Layout . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Single student snapshot . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Using a population selection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
530
531
532
532
532
532
Creating and updating Web Snapshot Panes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 533
To create a new Snapshot Pane: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 533
Oracle Pipes/Advanced Queuing for COBOL . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 535
“Listener” mode online processing performance enhancement using
Oracle Pipes/Advanced Queuing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 535
What is the difference between Oracle Pipes and Oracle Advanced Queuing?. . . . . . 536
Configuring supported processes to use Oracle Pipes/Advanced Queuing . . . . . . . . . 537
Starting and stopping “listener” mode Processes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 540
Starting “listeners” . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 540
Stop “listeners” . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 540
Configuring time-out for “listener” mode processes . . . . . . . . . . . . . . . . . . . . . . . . . . . 541
Oracle Advanced Queuing for Java . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 541
Advanced Queuing for FM Need Analysis Calculations . . . . . . . . . . . . . . . . . . . . . . . . 542
Advanced Queuing for Shopping Sheet batch processing . . . . . . . . . . . . . . . . . . . . . . 543
Interfaces. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 545
Student Employment module . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 545
Banner Human Resources requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 547
Banner Financial Aid requirements. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 548
Setting up student employment forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 549
Setting up applicant forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 550
Awarding work study funds. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 550
Tracking non-work study awards . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 551
Referring students to positions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 551
Authorizing students to work . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 551
Using payroll feed . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 553
Entering earnings without payroll feed . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 553
Making payroll corrections . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 554
Terminating a Student From a Position. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 554
Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 555
Banner Financial Aid User Guide
| Contents
23
Banner Human Resources requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 555
Testing of student employment payroll feed . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 556
Accounts Receivable module . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 557
Setting up detail codes for financial aid disbursement . . . . . . . . . . . . . . . . . . . . . . . . . 557
Setting Up Aid Year, Term, Period for Financial Aid . . . . . . . . . . . . . . . . . . . . . . . . . . . 557
Disbursing financial aid funds. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 558
Running financial aid disbursement process (online and batch) . . . . . . . . . . . . . . . . . 561
Billing and payments for financial aid . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 561
Processing disbursements, authorizations, and memos . . . . . . . . . . . . . . . . . . . . . . . 562
Billing parameters and financial aid . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 564
Financial aid disbursement process and A/R . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 565
Campus Receivables Collector (CRC) module . . . . . . . . . . . . . . . . . . . . . . . . . . . . 567
Section overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 567
Organization of material . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 568
Release requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 568
Necessary releases . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 568
Release components. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 568
CRC components . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 569
Banner components . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 569
Functional overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 569
Banner to CRC disbursement feed . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Background . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Approach . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Banner to CRC enrollment interface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Background . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Approach . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
569
569
569
570
570
570
CRC to Banner accounting feed . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 570
Background . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 570
Approach . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 571
Installation and setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 571
Installation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 571
Non-OpenVMS Banner . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 572
Procedural customization . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 572
Banner System -- Assign CRC loan fund numbers . . . . . . . . . . . . . . . . . . . . . . . . . . . 573
Background . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 573
Setup requirement . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 573
Banner System -- Assign coding scheme translations . . . . . . . . . . . . . . . . . . . . . . . . . 574
Background . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 574
Setup requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 574
Banner Financial Aid User Guide
| Contents
24
Banner -- Setup general ledger . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 575
Background . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 575
Setup requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 575
CRC System -- Assign accounting distribution rules . . . . . . . . . . . . . . . . . . . . . . . . . . 575
Background . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 575
Setup requirement . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 575
General procedure for the Banner to CRC disbursement feed . . . . . . . . . . . . . . . . . . 576
Frequency . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Involvement . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Prerequisites . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Banner . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
CRC. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
576
576
576
576
577
Banner to CRC enrollment interface. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 577
Frequency . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Involvement . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Prerequisites . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Process . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
577
577
577
578
CRC to Banner accounting feed . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 578
Frequency . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 578
Involvement . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 579
Prerequisites . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 579
CRC (Plus system) operations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 580
Online operations and screen formats. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 580
Banner operations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 581
Online operations and screen formats . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 581
Fund Management (RFRMGMT) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Class Code Validation (STVCLAS) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Ethnic Code Validation (STVETHN) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Nation Code Validation (STVNATN) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
581
582
582
582
Banner batch operations and reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 583
Banner Enrolled Borrower Verification (NBA809) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 583
Banner Finance Accrual Accounting Feed (NBB229) . . . . . . . . . . . . . . . . . . . . . . . . . 584
Banner Finance Cash Accounting Feed (NBD029) . . . . . . . . . . . . . . . . . . . . . . . . . . . 585
CRC Interface Accounting Feed (RPBLMIA) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 586
Accounting Feed report sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 588
CRC Interface Disbursement Feed (RPBLMID) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 589
RPBLMID comment messages: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 591
Disbursement Feed report sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 592
CRC Interface Enrollment Extract (RPBLMIE) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 594
Enrollment Extract report sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 595
Banner Financial Aid User Guide
| Contents
25
Ellucian Recruiter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 596
General Module enhancements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 596
PIN maintenance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 596
Partial data masking . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 597
Reports and Processes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 598
Introduction. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 598
Naming conventions (reports and processes) . . . . . . . . . . . . . . . . . . . . . . . . . . . . 599
Report and process descriptions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 601
Athletic Grant Term Roll Process (RAPAGRL) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 602
Athletic Grant Term Roll Process report sample . . . . . . . . . . . . . . . . . . . . . . . . . . . 603
Athletic Aid Discrepancy Report (RARATAD) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 604
Athletic Aid Discrepancy Report sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 605
Applicant Budget Report (RBRABUD) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 606
Applicant Budget Report sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 609
Budget Component Report (RBRBCMP) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 611
Budget Component Report sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 612
Period Budget Grouping Process (RBRPBGP) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 613
Simulation processing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 613
Period Budgeting Group Assignment sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 615
Period Budgeting Detail Report sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 616
Period Budget Recalc Process (RBRPBRC) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 617
Period Budgeting Recalculation Report sample . . . . . . . . . . . . . . . . . . . . . . . . . . . 619
Period Budgeting Recalculation Detail Report sample . . . . . . . . . . . . . . . . . . . . . . 619
Financial Aid EDE Data Load Part 1 Process (RCBTPxx) . . . . . . . . . . . . . . . . . . . . . . 620
Financial Aid EDE Data Load Part 1 Report sample . . . . . . . . . . . . . . . . . . . . . . . . 622
California Application Dataload Part 1 (RCPCAxx) . . . . . . . . . . . . . . . . . . . . . . . . . . . 624
California Application Dataload Part 1 Report sample . . . . . . . . . . . . . . . . . . . . . . 626
FA CSS Dataload Pt 1 (RCPCTxx). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 627
Permanent or mailing address processing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 628
FA CSS Data Load Part 1 report sample. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 630
Financial Aid Data Load Table Deletes Process (RCPDTMP) . . . . . . . . . . . . . . . . . . . 631
Financial Aid Data Load Table Deletes Process report sample. . . . . . . . . . . . . . . . 632
Copy IM Data to FM Process (RCPIMFM) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 634
Copy IM Data to FM Process report sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 635
Financial Aid Data Load Part 2 Process (RCPMTCH) . . . . . . . . . . . . . . . . . . . . . . . . . 636
Financial Aid Data Load Part 2 Process report sample. . . . . . . . . . . . . . . . . . . . . . 637
Banner Financial Aid User Guide
| Contents
26
Financial Aid EDE Dataload Part 1 (RCPTPxx) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 639
Financial Aid EDE Data Load Part 1 Report sample . . . . . . . . . . . . . . . . . . . . . . . . 641
Financial Aid Data Load Part 3 Process (RCRTPxx) . . . . . . . . . . . . . . . . . . . . . . . . . . 643
Financial Aid Data Load, Part 3 report sample (student listing) . . . . . . . . . . . . . . .
Financial Aid Data Load, Part 3 report sample (discrepancy report). . . . . . . . . . . .
Financial Aid Data Load, Part 3 report sample (NSLDS discrepancy report) . . . . .
Financial Aid Data Load, Part 3 report sample (errors listing). . . . . . . . . . . . . . . . .
Financial Aid Data Load, Part 3 report sample (report control listing) . . . . . . . . . . .
647
648
649
650
651
ISIR Correction/Request Process (REBCDxx) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 652
ISIR Correction/Request Process report sample . . . . . . . . . . . . . . . . . . . . . . . . . . 656
COD Print Process (RERCDxx) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 657
Pell Origination Report - sent origination records . . . . . . . . . . . . . . . . . . . . . . . . . .
ACG Origination Report - sent origination records . . . . . . . . . . . . . . . . . . . . . . . . .
SMART Origination Report - sent origination records . . . . . . . . . . . . . . . . . . . . . . .
Direct Loan Origination Report - sent origination records . . . . . . . . . . . . . . . . . . .
Pell Origination Report - unsent origination records . . . . . . . . . . . . . . . . . . . . . . . .
ACG Origination Report - unsent origination records . . . . . . . . . . . . . . . . . . . . . . .
SMART Origination Report - unsent origination records . . . . . . . . . . . . . . . . . . . .
Direct Loan Origination Report - unsent origination records . . . . . . . . . . . . . . . . . .
Pell Disbursement Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
ACG Disbursement Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
SMART Disbursement Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Direct Loan Disbursement Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
659
659
660
660
661
661
662
662
663
663
664
664
Correction Error Report (RERCExx). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 665
Importing EDE correction/rejection records (CORExxOP message file) . . . . . . . . . 665
Correction Error Report sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 666
ISIR Corr/Request Control Report (RERCRCR) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 669
ISIR Corr/Request Control Report sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 670
COD Extract Process (REREXxx) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 685
COD address requirements and the REREXxx process . . . . . . . . . . . . . . . . . . . . . 685
Output files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 685
COD Extract Process sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 691
COD Extract/Import Report (REREXIM). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 692
AC report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
EC report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
SP report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Financial Aid COD Extract/Import report sample - (DL Origination Records Extract Report/Records in Sent Status) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Financial Aid COD Extract/Import report sample - (DL Disbursement
Records - Extract Report/Records in Sent Status) . . . . . . . . . . . . . . . . . . . . . . . . .
Financial Aid COD Extract/Import report sample - (DL Origination Change
Records - Extract Report/Records in Sent Status) . . . . . . . . . . . . . . . . . . . . . . . . .
Financial Aid COD Extract/Import report sample - (Pell Origination
Import records) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Financial Aid COD Extract/Import report sample - TEACH Origination
Import records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Banner Financial Aid User Guide
| Contents
694
694
694
697
697
698
698
699
27
Financial Aid COD Extract/Import report sample - TEACH Disbursement
records Import report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Financial Aid COD Extract/Import report sample - Control Summary . . . . . . . . . . .
Financial Aid COD Extract/Import report sample - (Pell Disbursement Records Extract Report/Records in Sent Status). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Financial Aid COD Extract/Import report sample - (Pell Origination Records Import Report) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Financial Aid COD Extract/Import report sample - (Pell Disbursement
Records - Import Report). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Financial Aid COD Extract/Import report sample - (Direct Loan Origination
Records - Import Report). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Financial Aid COD Extract/Import report sample - (Direct Loan Change
Records - Import Report) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Financial Aid COD Import/Export Report — (Student Identifier Compare Report) .
Financial Aid COD Import/Export Report — (Identifier Change Records
and Identifier Records with Edits/Rejects). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
699
700
700
701
701
702
702
703
703
Grant File Import Process (RERFIxx) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 704
Pell Grant Message Classes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
TEACH Grant Message Classes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Pell File Import sample (RERFIxx.lis) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Pell File Import sample (RERFIxx.log) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Pell File Import sample (RERFIxx.ls1) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Pell File Import sample (RERFIxx.ls2) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
704
704
706
706
707
707
Grant COD Miscellaneous Report (RERGRNT) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 708
Pell Disbursement Locked for COD sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
ACG Disbursement Locked for COD sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
SMART Disbursement Locked for COD sample . . . . . . . . . . . . . . . . . . . . . . . . . . .
Multiple Reporting Records sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Rejected Origination Records sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Rejected Disbursement Records sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Year To Date Records: Reconciliation Records without a Matching Banner
Origination Record sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Year To Date Records: Banner Originations without a Matching
Reconciliation Record sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Year To Date Records: All Grant Recipients sample . . . . . . . . . . . . . . . . . . . . . . . .
Year To Date Records: All Grant Recipients sample . . . . . . . . . . . . . . . . . . . . . . . .
Year To Date Records: COD Accept Amount <> Banner Award Amount sample . .
713
714
714
715
715
715
716
717
718
719
720
COD Import Process (RERIMxx) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 721
Pell imports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
TEACH imports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Direct Loan imports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Combined Pell, TEACH, and Direct Loan imports. . . . . . . . . . . . . . . . . . . . . . . . . .
COD Import Process sample. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
721
721
721
722
724
2013-2014 COD 4.0a File Import (RERIM4A) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 725
Banner Financial Aid User Guide
| Contents
28
COD Import/Export Report (RERIMEX) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 726
AC report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
EC report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
SP report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Financial Aid COD Extract/Import report sample - (DL Origination Records Extract Report/Records in Sent Status) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Financial Aid COD Extract/Import report sample - (DL Disbursement
Records - Extract Report/Records in Sent Status) . . . . . . . . . . . . . . . . . . . . . . . . .
Financial Aid COD Extract/Import report sample - (DL Origination Change
Records - Extract Report/Records in Sent Status) . . . . . . . . . . . . . . . . . . . . . . . . .
Financial Aid COD Extract/Import report sample - (Pell Origination
Import records) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Financial Aid COD Extract/Import report sample - TEACH Origination
Import records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Financial Aid COD Extract/Import report sample - TEACH Disbursement
records Import report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Financial Aid COD Extract/Import report sample - Control Summary . . . . . . . . . . .
Financial Aid COD Extract/Import report sample - (Pell Disbursement
Records - Extract Report/Records in Sent Status) . . . . . . . . . . . . . . . . . . . . . . . . .
Financial Aid COD Extract/Import report sample - (Pell Origination Records Import Report) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Financial Aid COD Extract/Import report sample - (Pell Disbursement
Records - Import Report). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Financial Aid COD Extract/Import report sample - (Direct Loan Origination
Records - Import Report). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Financial Aid COD Extract/Import report sample - (Direct Loan Change
Records - Import Report) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Financial Aid COD Import/Export Report — (Student Identifier Compare Report) .
Financial Aid COD Import/Export Report — (Identifier Change Records
and Identifier Records with Edits/Rejects). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
728
728
728
731
731
732
732
733
733
734
734
735
735
736
736
737
737
ISIR Print Process (RERISxx) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 738
ISIR Print Process sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 740
Grant Origination Creation Process (RERORxx) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 750
Conditions for the creation of Pell originations . . . . . . . . . . . . . . . . . . . . . . . . . . . . 750
Grant Origination Creation Process report sample . . . . . . . . . . . . . . . . . . . . . . . . . 752
Grant Origination Creation Process report sample . . . . . . . . . . . . . . . . . . . . . . . . . 753
Fund Balance Roll Process (RFPFBRL) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 754
Fund balance roll option . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 754
Adjusting the prior year allocation amount . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 755
Fund Balance Roll Process report sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 756
Account Balance Report (RFRABAL) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 758
Account Balance Report sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 760
Fund Budget Report (RFRBUDG) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 762
Fund Budget Report sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 763
Fund Description Report (RFRFUND) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 765
Fund Description Report sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 766
Banner Financial Aid User Guide
| Contents
29
Simulation Fund Balance Report (RFRSBAL) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 772
Simulation Fund Balance Report sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 773
Applicant Comments Report (RHRCOMM) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 774
Applicant Comments Report sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 775
Applicant Comments Purge Process (RHRPCOM) . . . . . . . . . . . . . . . . . . . . . . . . . . . 777
Applicant Comments Purge Report sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 779
Authorization Report (RJRAUTH). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 780
Authorization Report sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 781
Pay Period Report (RJRDPPR) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 783
Pay Period Report sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 784
Payroll Load Process (RJRLOAD) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 786
Example . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 787
Payroll Load Process sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 790
Payroll Exception Report (RJRPAYE). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 791
Payroll Exception Report sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 793
Earnings Control Report (RJRSEEC) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 794
Earnings Control Report sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 796
Direct Loan Origination Creation Process (RLPDLOC) . . . . . . . . . . . . . . . . . . . . . . . . 799
Loan Period dates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
BBAY . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Academic Year dates. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Year in College . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Origination Period amounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Scheduled Disbursement dates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Fee and Rebate percent from RLRDFEE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Payment Period start date . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Single Origination option . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Student Demographic, Address and Identifier record creation . . . . . . . . . . . . . . . .
MPN matching . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Direct Loan School Code . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
799
799
800
800
800
801
801
801
802
802
802
802
Direct Loan Batch Update Process (RLPDLUP) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 808
Direct Loan Batch Update Report sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 811
Direct Loan Reconciliation Reports (RLRDLRC) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 812
Direct Loan Reconciliation Reports sample. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 815
Banner Financial Aid User Guide
| Contents
30
Direct Loan Flat-File Import (RLRDUxx). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 818
School code matching . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Uploading of entrance and exit counseling results files. . . . . . . . . . . . . . . . . . . . . .
Uploading of school account statement (SAS) files. . . . . . . . . . . . . . . . . . . . . . . . .
Uploading of MPN files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Direct Loan Flat-File Upload - DLSAS sample . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Direct Loan Flat-File Import - MPNDISOP sample . . . . . . . . . . . . . . . . . . . . . . . . .
Direct Loan Flat-File Import - MPNINAOP sample . . . . . . . . . . . . . . . . . . . . . . . . .
Direct Loan Flat-File Import - MPNEXPOP sample. . . . . . . . . . . . . . . . . . . . . . . . .
Direct Loan Flat-File Import (RLRDUxx.lis) sample. . . . . . . . . . . . . . . . . . . . . . . . .
Direct Loan Flat-File Import (RLRDUxx.lis) sample. . . . . . . . . . . . . . . . . . . . . . . . .
819
820
820
820
822
829
830
830
831
831
Award/Tracking Letter Indicator Reset Process (RLRLETR) . . . . . . . . . . . . . . . . . . . . 832
Award/Tracking Letter Indicator Reset Process sample . . . . . . . . . . . . . . . . . . . . . 833
Need Analysis Logging Report (RLRLOGG) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 834
Need Analysis Logging Report sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 835
Need Analysis Calculation Process (RNEINxx) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 836
Results of the INAS Comparison Process (RNECPxx) . . . . . . . . . . . . . . . . . . . . . . 836
Results of the INAS Comparison Process (RNECPxx) sample . . . . . . . . . . . . . 838
FM Need Analysis (RNPFMxx). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 839
Need Analysis Report (RNRNAxx) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 840
Output format and printing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 840
Transfer Monitoring Application Creation Process (RNRTMAC) . . . . . . . . . . . . . . . . . 842
Process notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 842
Transfer Monitoring Application Creation Process sample . . . . . . . . . . . . . . . . . . . 845
Transfer Monitoring Extract Process (RNRTMNE) . . . . . . . . . . . . . . . . . . . . . . . . . . . . 846
Transfer Monitoring Inform/FAH Extract Report sample . . . . . . . . . . . . . . . . . . . . . 848
Transfer Monitoring Import Process (RNRTMNI) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 849
Transfer Monitoring Import Process sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 851
Verification Discrepancy Report (RNRVRFY). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 852
Verification Discrepancy Report sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 855
Update Batch Post Categories (ROPPCAT). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 857
Update Batch Post Categories sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 858
Financial Aid New Year Roll Process (ROPROLL). . . . . . . . . . . . . . . . . . . . . . . . . . . . 859
Financial Aid New Year Roll Process sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 861
SAP Assignment Process (ROPSAPR) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 864
SAP Assignment Process sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 865
Financial Aid Term Roll Process (ROPTERM) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 866
User-Defined Data Process (ROPUSER). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 867
Audit Log Report (RORALOG) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 868
Audit Log Report sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 870
Basic Applicant Report (RORAPLT) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 873
Basic Applicant Report sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 874
Banner Financial Aid User Guide
| Contents
31
Applicant Purge Process (RORAPRG). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 875
Audit Mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 875
Archive/Purge Logging Records Parameter Settings . . . . . . . . . . . . . . . . . . . . . . . 876
Archive/Purge Applicant Process (RORARCH) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 878
Archive Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 878
Batch Posting Process (RORBPST). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 880
Batch Posting Process sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 882
Calculated Values Process (RORCALC) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 883
Calculated Values Process sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 885
Financial Aid E-mail (ROREMAL). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 887
FISAP Report (RORFSxx) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 889
FISAP reporting within Banner is separated into two steps. . . . . . . . . . . . . . . . . . .
FISAP definitions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Calculation of automatic zero EFC. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Dependent students . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Independent students. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Full-Time . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Calculation of FISAP total income . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Dependency . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Level. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
With or without bachelor’s or first prof. degree. . . . . . . . . . . . . . . . . . . . . . . . . .
RORFSxx_yyyyy.lis file . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
RORFSxx Discrepancy Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
889
890
890
891
891
892
893
897
897
897
901
908
Grade Exception Report (RORGRDE) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 910
Grade Exception Report sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 911
Automatic Group Assignment (RORGRPS) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 912
Financial Aid HS/Admission Data Posting (RORHSDP). . . . . . . . . . . . . . . . . . . . . . . . 915
Financial Aid HS/Admission Data Posting sample . . . . . . . . . . . . . . . . . . . . . . . . . 917
Logging Archive/Purge Process (RORLOGA) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 919
Purging RORLOGM and RORLOGD data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 919
Archiving RORLOGM and RORLOGD data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 920
RORLOGA_xxxxx.lis file . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 922
Financial Aid Registration Report (RORREGS) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 924
Financial Aid Registration Report sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 926
Rules Purge Process (RORRPRG) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 927
Disbursement Print Process (RPBDDRV) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 928
Disbursement Print Process sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 928
CRC Interface Accounting Feed (RPBLMIA) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 929
CRC Interface Accounting Feed sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 930
CRC Disbursement Feed (RPBLMID) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 931
CRC Disbursement Feed sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 933
CRC Interface Enrollment Extract (RPBLMIE) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 935
CRC Interface Enrollment Extract sample. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 936
Banner Financial Aid User Guide
| Contents
32
Packaging Print Process (RPBPDRV) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 937
Packaging Print Process sample. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 938
Disbursement Process (RPEDISB) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 939
DL Advance Pay . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Direct Loans and TEACH . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
TEACH . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Pell Grant and Post 9/11 IASG processing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Student Aid Disbursement Report - sorted by reject/warning message . . . . . . . . .
Student Aid Disbursement Report - sorted by fund . . . . . . . . . . . . . . . . . . . . . . . . .
Student Aid Disbursement Report - sorted by fund type . . . . . . . . . . . . . . . . . . . . .
939
939
940
940
943
944
945
Packaging Process (RPEPCKG) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 946
Simulated packaging . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Actual packaging . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Simulation packaging for applicants already packaged
(for repackaging purposes) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Running the RPEPCKG process . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Scheduled Academic Year (SAY) and Borrower-Based Academic Year
(BBAY) Direct Loan processing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
946
946
947
947
947
Pell Calculation Process (RPEPELL) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 952
Processing modifications. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 953
Pell Calculation Process sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 954
Web Applicant Info Process (RPPINFO) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 955
Web Applicant Info Purge Process (RPPPINF) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 957
Student Program Information Process (RPPSPGM) . . . . . . . . . . . . . . . . . . . . . . . . . . 959
Processing logic . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Record creation and reporting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Create/Audit Option (Parameter 02) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Fund Code (Parameter 03) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Student Program Records Report sample. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
959
960
961
961
962
Award Roll Process (RPRAROL) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 965
Changing the rolled award amount . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 965
Award Roll Process sample. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 967
Applicant Disbursement Report (RPRADSB) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 968
Applicant Disbursement Report sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 969
Award and Disbursement Report (RPRAWDB) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 971
Award and Disbursement Report sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 972
Applicant Award Report (RPRAWRD) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 975
Applicant Award Report sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 977
Award Cancellation Process Report (RPRCNCL) . . . . . . . . . . . . . . . . . . . . . . . . . . . . 980
Award Cancellation Process Report sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 981
Direct Loan Compare Extract Process (RPRCPxx) . . . . . . . . . . . . . . . . . . . . . . . . . . . 983
Direct Loan Compare Extract Process sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . 984
Disbursement Schedule Date Update (RPRDDUP) . . . . . . . . . . . . . . . . . . . . . . . . . . . 986
Disbursement Schedule Date Update Process sample . . . . . . . . . . . . . . . . . . . . . 987
Banner Financial Aid User Guide
| Contents
33
Promissory Note Manifest (RPRDLPM) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 988
Batch Promissory Note Manifest sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 991
Disclosure Statement Printing (RPRDSPT) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 995
Disclosure Statement Printing sample. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 998
Disclosure Statement Printing sample (continued) . . . . . . . . . . . . . . . . . . . . . . . . . 999
Direct Loan Flat-File Upload (RPRDUxx) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1000
School code matching . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Uploading of entrance and exit counseling results files. . . . . . . . . . . . . . . . . . . . . .
Uploading of school account statement (SAS) files. . . . . . . . . . . . . . . . . . . . . . . . .
Uploading of MPN files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Direct Loan Flat-File Upload - DLSAS sample . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Direct Loan Flat-File Upload - MPNDISOP sample. . . . . . . . . . . . . . . . . . . . . . . . .
Direct Loan Flat-File Upload - MPNINAOP sample. . . . . . . . . . . . . . . . . . . . . . . . .
Direct Loan Flat-File Upload - MPNEXPOP sample . . . . . . . . . . . . . . . . . . . . . . . .
Direct Loan Flat-File Upload (RPRDUxx.lis) sample . . . . . . . . . . . . . . . . . . . . . . . .
Direct Loan Flat-File Upload (RPRDUxx.lis) sample . . . . . . . . . . . . . . . . . . . . . . . .
1002
1002
1002
1003
1004
1011
1012
1012
1013
1013
EFT/Disbursement Roster Upload (RPREFTL) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1014
EFT Posting Process (RPREFTP) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1017
Electronic Loan Application Process (RPRELAP) . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1019
Electronic Loan Application Extract (RPRELAX) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1031
Electronic Loan Application Extract sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1034
Electronic Loan Change Transaction Extract (RPRELCT) . . . . . . . . . . . . . . . . . . . . . . 1036
Electronic Loan Change Transaction Report sample . . . . . . . . . . . . . . . . . . . . . . . 1038
Electronic Loan Response Upload (RPRELRU). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1039
Electronic Loan Response Report sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1040
Grant Calculation Process (RPRGRNT). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1042
Hold/Release Process (RPRHDRL) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1044
Electronic Loan Hold/Release Extract sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1046
Loan Proceeds Aging Report (RPRLNAG). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1047
Loan Process Aging Report sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1048
Loan Funding Exception Report (RPRLNEX). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1049
Loan Funding Exception Report sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1052
Direct Loan Record Creation (RPRLORC) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1054
Direct Loan Record Creation (RPRLORC.lis) sample . . . . . . . . . . . . . . . . . . . . . . . 1061
Loan Summary Report (RPRLSUM) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1062
Loan Summary Report sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1064
Banner Financial Aid User Guide
| Contents
34
Promissory Note Printing Program (RPRPNPT) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1068
rprpnpt.li4 (subsidized/unsubsidized direct loan MPN), rprpnpt.li6
(grad PLUS loan MPN), and rprpnpt.li5 (parent PLUS loan MPN)
printing instructions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
RPRPNPT.lis sample. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
RPRPNPT.li4 sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
RPRPNPT.li5 sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
RPRPNPT.li6 sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
1069
1074
1078
1079
1080
Simulation Award Report (RPRSAWD) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1081
Simulation Award Report sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1082
Financial Aid Student Billing Payment (RPRSBPR) . . . . . . . . . . . . . . . . . . . . . . . . . . . 1083
Financial Aid Student Billing Payment sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1085
Shopping Sheet Batch Process (RPRSSBP) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1087
Processing logic . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1089
Report layout . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1089
Shopping Sheet Batch Process sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1090
Short-Term Credits Report (RPRSTCR) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1091
Short-Term Credits Report sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1092
Title IV Funds Return Calculation (RPRTIVC) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1093
Return of Title IV Funds Calculation sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1096
Return of Title IV Funds Withdrawal Calculation (RPRTIVI). . . . . . . . . . . . . . . . . . . . . 1100
Return of Title IV Funds Withdrawal Calculation sample . . . . . . . . . . . . . . . . . . . . 1103
Title IV Recipient Withdrawn (RPRTIVR) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1106
Return of Title IV Funds Recipient Withdrawn Status Report sample . . . . . . . . . . . 1109
VA Benefits on FAFSA Report (RPRVABN) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1112
VA Benefits on FAFSA Report sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1113
Validate Award Process (RPRVAWD) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1114
Direct Loan awards . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1114
Parameters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1115
Validate Award Process Report sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1116
Disbursement Validation Report (RPRVDIS) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1119
Parameters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1119
Disbursement Validation Report sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1120
Applicant Requirements Report (RRRAREQ) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1123
Applicant Requirements Report sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1126
Banner Financial Aid User Guide
| Contents
35
Exit Interview Requirements (RRREXIT) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1127
Selecting the population . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Graduating Students - both loan and TEACH exit counseling . . . . . . . . . . . . . .
Withdrawals - both loan and TEACH exit counseling. . . . . . . . . . . . . . . . . . . . .
Low Enrollment - loan exit counseling only . . . . . . . . . . . . . . . . . . . . . . . . . . . .
No Enrollment - TEACH exit counseling only . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Invalid Major - TEACH exit counseling only . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Selecting the award . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Posting the requirement . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
When the tracking requirement code is added: . . . . . . . . . . . . . . . . . . . . . . . . .
When a tracking requirement code is updated: . . . . . . . . . . . . . . . . . . . . . . . . .
Exit Interview Requirements Report sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
1127
1127
1127
1128
1128
1128
1129
1129
1129
1129
1134
Data Discrepancies Report (RSRDSCP) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1136
Data Discrepancies Report sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1139
Financial Aid Enrollment Hours (RSRENRL) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1141
Financial Aid Enrollment Hours sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1145
Appendix - 2016 - 2017 New Aid Year Checklist . . . . . . . . . . . . . . . . . . . 1146
Introduction. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1146
New Year Start-Up Checklist . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1147
Financial Aid New Year Roll Process (ROPROLL). . . . . . . . . . . . . . . . . . . . . . . . . . . . 1147
Common Functions Module (*RESCOMN) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1152
Data Management Module (*RESDATA) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1156
Need Analysis Module (*RESNEED) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1157
Requirements Tracking Module (*RESTRACK) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1158
Aid Year Budgeting Module (*RESAIDYBUDG) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1160
Period Budgeting Module (*RESPRDSBUDG). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1163
Funds Management Module (*RESFUND). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1165
Packaging And Disbursement Module (*RESPACK) . . . . . . . . . . . . . . . . . . . . . . . . . . 1168
Loan Processing Module (*RESLOAN) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1173
Electronic Data Exchange (EDE) Module (*RESEDE) . . . . . . . . . . . . . . . . . . . . . . . . . 1175
Student Employment Module (*RESEMPL) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1176
Athletic Module (*RESATHL) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1177
Schedule A — System validation and rules form reference . . . . . . . . . . . . . . . . . . . . . 1178
Schedule B — Delivered system required data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1181
Tables Reference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1181
Banner Financial Aid User Guide
| Contents
36
System Overview
Documentation corrections/clarifications
Any corrections/clarifications to this documentation that arise, subsequent to its posting,
will be documented in the, Are there any corrections or clarifications to documentation for
the Banner Financial Aid User Guide Release 8.25, November 2015?,
Article # 000034839, and made available through the Ellucian Support Center
(http://www.ellucian.com/Solutions/Ellucian-Client-Support/). Please refer to the Article
periodically as you use to this document.
Banner Financial Aid Tables
An article has been prepared and is also available through the Ellucian Support Center
(http://www.ellucian.com/Solutions/Ellucian-Client-Support/) that describes a process
used to generate a listing of Banner Financial Aid tables.
• Article Number 000031555
• Summary
Where can I find a list of Banner Financial Aid Tables?
• Solution
A list of tables can be generated out of your database using the attached script
tables.sql. The script will spool to finaid_tables.txt and provide table name and
table comments.
Chapter layout
This chapter introduces you to Banner Financial Aid. The following is a list of the sections
in this chapter and a brief description of their contents.
• The Application Summary section provides a description of the application and the
problems it resolves. It also describes the application’s place in Banner as well as
identifying database and hardware environments.
• The Functions section describes the key functions of Banner Financial Aid.
Banner Financial Aid User Guide
| System Overview
37
• The Module Integration section explains the interaction of Banner Financial Aid
functions.
• The Financial Aid System Process Flow section diagrams the Banner Financial Aid
process.
Application summary
The Banner series of software products assist with the task of resource management by
supporting the integrated flow of information throughout your institution. This tradition
continues with the Banner Financial Aid product.
Handling the daily activities of the financial aid office, Banner performs tracking,
budgeting, need analysis and packaging. Meeting the demands for information, Banner
Financial Aid contains the following integrated components: applicant record creation,
requirements tracking, student budget assignment, need analysis, and packaging. Also
included are funds management, disbursement, award history, direct lending, electronic
data exchange (EDE), reporting, loan processing, Transfer Monitoring, Financial Aid
Self-Service, return of Title IV fund information, and Athletics.
Banner Financial Aid places your financial aid office at the forefront of technology through
its use of Oracle®—the advanced relational database management system from Oracle
Corporation and SQL—the standard for database access. By combining this technology
with rule-based architecture and the capability for distributed processing, Banner creates
an information environment that you can tailor to meet your unique requirements without
extensive technical support.
This combination gives you the advantages of an easy-to-use query language and report
writer, and direct access to strategic decision support information.
Functions
Banner Financial Aid performs the following functions via its integrated modules:
• Applicant Processing
• Need Analysis/Verification
• Requirements Tracking
• Budgeting
• Packaging and Disbursement
• Athletics
• Funds Management
• Electronic Data Exchange
Banner Financial Aid User Guide
| System Overview
38
• History and Transcripts
• Financial Aid Common Functions
• Student System Shared Data
• Short-Term Credit
• Student Employment
• Loan Processing
• Return of Title IV Funds
• Financial Aid Self-Service
All modules can be tailored to your institution by using Banner’s rule-based architecture to
define validation codes and processing rules.
Module integration
1. Applicant Processing accepts records created through several processes including
ISIR data loads, CSS Profile Loads, Pell Electronic Data Exchange, and manual
creation through the Record Creation/Need Analysis forms.
2. Need Analysis/Verification performs calculations that determine the contribution
applicants are expected to make towards their expenses. The verification process
validates certain information provided on an aid application against the same data
from other documents.
3. Requirements Tracking monitors the request for and receipt of certain documents
which are often required so that applications can be fully processed.
4. Budgeting maintains data on the applicant’s cost to attend the institution.
5. Packaging and Disbursements matches an applicant’s need with available funds to
determine an appropriate package for the applicant and records disbursement of the
funds.
6. Athletics monitors Athletic Award levels by sport and student and maintains
scholarship and donor information.
7. Funds Management maintains data related to financial aid funding sources.
8. Electronic Data Exchange allows institutions to share information electronically with
the central processor and COD.
9. History and Transcripts maintains historical data on the applicant through the Transfer
Monitoring Process.
10. Financial Aid Common Functions are general functions that support all of the other
financial aid processes such as; Financial Aid Holds, Standards of Academic
Progress, Student Messages, Audit Logging, and User Defined Data.
11. Student System Shared Data shares information with the institution’s Student
Information System (that being the Banner Student or another student system).
Banner Financial Aid User Guide
| System Overview
39
12. Short-Term Credit creates and maintains short-term loans.
13. Student Employment establishes job referrals, authorizations, placements, and tracks
compensation limits for students employed by the institution.
14. Loan Processing allows for the creation and processing of loan applications for
Electronic Loans, Direct Loans, or Manual Loans.
15. Return of Title IV Funds assists you in complying with the Title IV regulations for
federal financial aid. Title IV features involve the Accounts Receivable, Student, and
Financial Aid products.
Banner Financial Aid User Guide
| System Overview
40
Financial Aid system process flow
Banner Financial Aid User Guide
| System Overview
41
Naming conventions
The names of all Banner forms are seven characters in length and use the following
convention.
Position Locations:
R
O
A
I
N
S
T
1
2
3
4
5
6
7
Note: The letters W, Y, and Z have been reserved for the first two
characters of all client-developed forms and reports.
For client-developed new applications built to co-exist with Banner
applications, W, Y, and Z is used as the first character.
For client-developed forms, reports, tables, or modules used within an
Banner application, the system identifier is used as the first character
(i.e., R = Financial Aid, etc.), and W, Y, and Z is used as the second
character.
Position 1: Identifies the primary system owning the report as:
A
=
Advancement
F
=
Finance
G
=
General
N
=
Position Control
P
=
Human Resources
R
=
Financial Aid
S
=
Student
T
=
Accounts Receivable
If W, Y, or Z appears as the first character of the form name, refer to Note (above).
Position 2: Identifies the primary module owning the form as:
A
=
Athletics
B
=
Budgeting
C
=
Record Creation
E
=
Electronic Data Exchange (EDE)
Banner Financial Aid User Guide
| System Overview
42
F
=
Funds Management
H
=
History and Transcripts
J
=
Student Employment
L
=
Logging
N
=
Need Analysis
O
=
Common Functions
P
=
Packaging and Disbursements
R
=
Requirements Tracking
S
=
Student System Shared Data
T
=
Validation Form/Table
If W, Y, or Z appears as the second character of the form name, refer to Note (above).
Position 3: Identifies the type of form as:
A
=
Application Form
B
=
Base Table
I
=
Inquiry Form
R
=
Rule Table
T
=
Temporary Table
V
=
Validation Table
Positions 4 - 7: Identifies the unique four-character abbreviation of the form name.
For example, the derivation of ROAINST (Institutional Options Form) is:
R
=
Financial Aid
O
=
Common Functions
A
=
Application Form
INST
=
Institutional Options
Banner Financial Aid User Guide
| System Overview
43
Applicant processing
The Applicant Processing module contains the forms that you use on a regular basis for
the day-to-day processing of student financial aid information. All of the forms in this
module also exist in other modules in Banner Financial Aid.
Forms
The following forms can be found within the Applicant Processing module:
Applicant Status
ROASTAT
Financial Aid Record Maintenance
ROARMAN
Need Analysis
RNANAxx
Need Analysis Processing
RNAPRxx
Need Analysis Document Verification
RNAVRxx
Student Loan Data System
RNASLxx
NSLDS Transfer Monitoring Application
RNATMNT
Need Analysis Result
RNARSxx
Applicant Requirements
RRAAREQ
Applicant Budget
RBAABUD
Applicant Period Budget
RBAPBUD
Award Maintenance
RPAAWRD
Applicant User Defined Data
ROAUSDF
Applicant Non-Year User Defined
ROANYUD
Financial Aid Enrollment
ROAENRL
Applicant High School and Admission Data
ROAHSDT
Summary Academic History Inquiry
RSIHIST
Basic Student Information Inquiry
RSISTDN
Admissions Application Inquiry
RSIAPPL
Account Detail Review Inquiry
RSIAREV
Degrees and Other Formal Awards Inquiry
RSIDEGR
Housing Information Inquiry
RSIHOUS
Prior College Inquiry
RSIPCOL
High School Inquiry
RSIHSCH
Banner Financial Aid User Guide
| System Overview
44
Test Score Inquiry
RSITEST
Veteran Certification Inquiry
RSIVETN
Third Party Contract Inquiry
RSICONT
Billing Exemption Inquiry
RSIEXPT
Applicant processing flow
• Applicant Status (ROASTAT)
The Applicant Status form displays applicant information such as general financial aid
status information, satisfactory academic progress data, admissions status
information, financial need data, and award data.
• Financial Aid Record Maintenance (ROARMAN)
The Financial Aid Record Maintenance form enables you to review and change most
of the important aspects of a student’s financial aid record from one central form.
Specifically, it displays and updates the following parts of a student’s record:
• award detail
• applicant processing status
• enrollment
status
• satisfactory academic progress
• admissions
status detail
• budget components
• other resources
• coded and non-coded tracking requirements
• Pell Grant status
• need analysis information.
• Need Analysis (RNANAxx)
You can view, enter, and maintain all core financial aid application information on the
Need Analysis form. The information on this form is specific to the aid year and
applicant. It is presented and stored in MDE independent format.
• Need Analysis Processing (RNAPRxx)
Use the Need Analysis Processing form to view and process both (Federal
Methodology) FM and (Institutional Methodology) IM calculations for a specified aid
year. The form allows you to view the data and process data changes for both
calculations, side-by-side. Once data is loaded and modified (if required), this form
can be used to perform need analysis (either FM using the Banner FM Need Analysis
product, IM using INAS, or both) and receive new need analysis results. This form
also allows you to perform need analysis calculations after making simulated data
changes and to save both the data changes and the need analysis results, if desired.
RNAPRxx maintains many of the characteristics of the Need Analysis form
(RNANAxx), including the ability to perform need analysis, to add a need analysis
record manually, and to utilize Pell Corrections functionality.
Banner Financial Aid User Guide
| System Overview
45
• Need Analysis Document Verification (RNAVRxx)
Use the Need Analysis Document Verification form to verify the data that exists in the
student's application record with physical tax forms and other documents submitted by
the student. This form includes student application and verification records, as well as
parent application and verification data.
• Student Loan Data (RNASLxx)
You can view and maintain National Student Loan Data System (NSLDS) information
on the Student Loan Data System form. Load the NSLDS data from files received
through the Electronic Data Exchange (EDE) process or from the Applicant Data
Reporting Service from the Department of Education.
• NSLDS Transfer Monitoring Application (RNATMNT)
Use RNATMNT to enter the names of students who need to be added to or removed
from the NSLDS Monitoring List or request Financial Aid History records (NSLDS).
Data entered on this form is used by the Transfer Monitoring Extract Process
(RNRTMNE) to create the Transfer Monitoring School Inform File and Financial Aid
History request file, which are sent to NSLDS.
• Need Analysis Result (RNARSxx)
Use the Need Analysis Result form to view, enter, and edit the results of the
calculations of a student’s Federal Methodology (FM), Pell EFC, and Institutional
Methodology (IM) contributions. You can load the results from electronic applications
or you can manually enter the results or you can manually enter the results from a
hard copy ISIR. You can also change the results to reflect professional judgment
where permitted and protect those changes from system updates by setting the
corresponding Lock field to Y.
• Applicant Requirements (RRAAREQ)
Use the Applicant Requirements form to assign tracking requirements to a financial
aid applicant for a specified aid year. A tracking group can be used to assign the
applicant to a general group of tracking requirements. You can also assign a set of
non-standard requirements to the applicant. The Promissory Notes section enables
you to prevent the disbursement of student loan funds to students who have not yet
signed their promissory note for the period.
• Applicant Budget (RBAABUD)
Use the Applicant Budget form to assign a set of budget components to a financial aid
applicant for a specified aid year. You can also use RBAABUD to assign an aid year
budget group to a student and an aid period. The aid period defines the portion of the
aid year that the student will be in attendance.
• Applicant Period Budget (RBAPBUD)
Use the Applicant Period Budget form to assign a set of budget components based on
the budget group for each period in the applicant’s aid period. The component
amounts may be pre-defined or calculated using algorithmic rules to customize the
amount assigned based on user defined criteria.
You can also use RBAPBUD to assign an aid period, period based budget group(s),
and a Pell Budget to a student.
Banner Financial Aid User Guide
| System Overview
46
• Award Maintenance (RPAAWRD)
Refer to the Award Maintenance form to maintain packaging information for an
applicant.
• Applicant User-Defined Data (ROAUSDF)
Refer to the Applicant User-Defined Data form to view the user-defined fields for an
applicant.
• Applicant Non-Year User Defined Data (ROANYUD)
Refer to the Applicant Non-Year User Defined Data form to view the non-year user
defined fields for an applicant.
• Financial Aid Enrollment (ROAENRL)
Use ROAENRL to maintain Banner Financial Aid hours and display Banner Student
hours.
• Applicant High School and Admission Data (ROAHSDT)
Use ROAHSDT to enter the information necessary to record whether the student
meets TEACH Grant eligibility requirements, as well as specific Ability-to-Benefit
eligibility information for the student.
• Student System Shared Data menu
The Student System Shared Data module allows you to integrate Banner Student with
Financial Aid. This option permits you to view forms that contain information
concerning recruiting, admissions, registration, general student information, housing,
accounts receivable, and academic history.
Need Analysis
In the Need Analysis module, the student’s financial need is determined by subtracting the
student’s Federal Methodology (FM) or Institutional Methodology (IM) Estimated Family
Contribution (EFC) from the student’s packaging budget. You have the ability to define
which methodology is used in the calculation of the student’s need, and a transaction log
maintains a record of all changes.
Forms
The following forms are included within the Need Analysis module. For more information
about a specific form, select Help > Online Help from that form in Banner.
Need Analysis
RNANAxx
Need Analysis Processing
RNAPRxx
Supplemental Need Analysis
RNASUxx
Banner Financial Aid User Guide
| System Overview
47
Country Coefficient Validation
RTVCCOE
Need Analysis Result
RNARSxx
Applicant Override
RNAOVxx
Applicant Need Analysis Application Inquiry
RNIAPPL
Applicant Student Loan Data Inquiry
RNINSLD
Calculated Need Analysis Detail Inquiry
RNINAIQ
Assumption Rules Inquiry
RCIASMP
Miscellaneous Results Inquiry
RNIMSxx
Need Analysis Global Policy Options Rules
RNRGLxx
Applicant Status
ROASTAT
Applicant Pell Grant
ROAPELL
Need Analysis Document Verification
RNAVRxx
Application Purge
RNAPURG
Student Loan Data System
RNASLxx
NSLDS Transfer Monitoring Application
RNATMNT
Need Analysis online recalculation process flow
narrative
• Financial Aid Application Current Record
Each financial aid applicant may have multiple application records from different
sources, one of which will always be marked current. The current record is always
used for need analysis calculations. If a Federal Methodology (FM) record exists
(which will be marked as the current record) and an Institutional Methodology (IM)
record exists, then need analysis will be run for both, assuming the proper options are
chosen on ROAINST. The FM calculation is performed using the Banner FM Need
Analysis product while the IM is performed by the College Scholarship Service (CSS)
Institutional Need Analysis System (INAS).
• Need Analysis Policy Options
Both FM and IM need analysis policy options are delivered with default values within
the system. If you would like to change the default values, you may do so for all
students on the Need Analysis Global Policy Option Rules form (RNRGLxx). In
addition, individual student overrides for both methodologies can be made on the
Applicant Override (RNAOVxx) form.
• Pell Calculation
A Pell Award calculation can be run after the need analysis calculation is completed.
The Pell calculation determines the amount of the student’s Pell award, checks the
validity of the award, and packages the award in the student’s award package.
Banner Financial Aid User Guide
| System Overview
48
When running the Need Analysis Calculation online from a form, the Pell calculation
will be called automatically under certain conditions. When running need analysis
(RNPFMxx for FM or RNEINxx for IM) from Job Submission, the Pell calculation is not
automatically run. Pell batch calculations can be done by running the Pell Calculation
Process (RPEPELL).
• Need Analysis Results
Need Analysis Results can be seen online on both the Need Analysis Result form
(RNARSxx) and the Calculated Need Analysis Detail Inquiry form (RNINAIQ). In
addition, both types of need analysis calculations produce a printed report.
Requirements Tracking
The Requirements Tracking module permits you to define an unlimited number of
documents or statuses that students need to submit or complete. These requirements
control whether a student is eligible to be packaged or receive a payment of aid. This
module provides you with the following features:
• Requirement Definition – defines an unlimited number of application requirements
• Grouping of Students – places students with similar characteristics into groups and
assigns the same requirements to all students in the same group
• Mass Entry – allows entry of information about multiple documents/requirements for
multiple students on one screen
• Letter Generation – provides the ability to print letters to students informing them of the
documents/requirements they need to submit or satisfy
The use of period based tracking is available. Please refer to the Period Based
Processing chapter in this User Guide for further detail.
Forms
The following forms are included within the Requirements Tracking module. For more information
about a specific form, select Help > Online Help from that form in Banner.
Applicant Requirements
RRAAREQ
Applicant Requirements Inquiry
RRIAREQ
Financial Aid Record Maintenance
ROARMAN
Applicant Requirements Mass Entry
RRAMASS
Applicant Comments
RHACOMM
Applicant Immediate Process
ROAIMMP
Financial Aid Selection Rules
RORRULE
Banner Financial Aid User Guide
| System Overview
49
Requirements Tracking Group/Requirements Rules
RRRGREQ
Message Rules
RORMESG
Group Inquiry
ROIGRPI
Requirements Tracking Validation
RTVTREQ
Requirements Tracking Group Validation
RTVTGRP
Requirements Tracking Status Validation
RTVTRST
Requirements Tracking process flow narrative
• Financial Aid Application Current Record
Each financial aid applicant may have multiple application records from different
sources, one of which will always be marked current. If a Federal Methodology
(FM) record exists (which will be marked as the current record) and an Institutional
Methodology (IM) record exists, then both records, along with other information from
other Banner systems, may be used to determine whether additional documents need
to be supplied by the applicant. If only an FM record exists with multiple sequences,
only the current record, along with other information from other Banner systems, will
be used to determine whether additional documents need to be supplied.
• Create Applicant Requirement Records
Applicant requirement records can be established in several ways. When applicants
are loaded into Banner Financial Aid through data load, they are usually also run
through the Requirements Tracking Batch Group Assignment Process.
This process places the applicants into Requirements Tracking groups according to
user-defined criteria. Each group has a set of requirements associated with it, which
are then assigned to each applicant that falls into the group. Applicants can also be
individually assigned to Requirements Tracking groups online, either manually or
automatically. Individual requirements can be manually assigned to applicants online
as well. Systematically, requirements can also be assigned through batch or online
grouping, batch posting, awarding of a fund, mass entry or individually, and through
entrance and exit interview processing.
• Requirement Tracking Group Codes and Rules
The Financial Aid Office establishes the Requirement Tracking Group codes and rules
that associate specific groups with specific sets of tracking components.
• Applicant Requirement Records
Applicant Requirement Records contain information about outstanding and satisfied
requirements, including the date the requirement was established, the last date and
action taken against the requirement, whether the requirement is required by the
Packaging, Disbursement and/or Memo processes, and the fund code of a specific
fund or period to which the requirement is linked.
Banner Financial Aid User Guide
| System Overview
50
• Additional Documents Required
The Financial Aid office establishes policies regarding which additional documents are
required from certain applicants. The rules governing which applicants are assigned
requirements are set up online, and users can monitor an applicant’s progress toward
fulfilling these requirements at any time.
• Other Processes Can Proceed
Requirements are categorized as necessary for certain processing in three specific
functional areas: Packaging, Memoing, and Disbursement. When all requirements
that are mandatory in one of the functional areas have been met, processing in that
area can proceed.
• Send Requirements Tracking Notifications to Applicants
After applicants have been assigned requirements, the Financial Aid office sends
letters to each applicant with unsatisfied requirements, advising them that certain
documents need to be supplied. These letters can be created through the Letter
Generation portion of Banner. In addition, an e-mail message can also be sent,
notifying the student to access Banner Self-Service and view any outstanding
requirements that may be needed.
• Applicant Documents
After being notified of the request for documents, applicants send those documents to
the Financial Aid office.
• Post Satisfied Requirements
Receipt of the documents from applicants is entered online. The status of the
requirement is changed to satisfied, if the requirement has been properly met.
Budgeting
The Budgeting module calculates and assigns cost of attendance values to each applicant
based on budget types established by the institution (for example; tuition, fees, room and
board, etc.). This module provides you with the following features:
• Aid Year Budgeting
• Budget component assignment – assigns a pre-defined set of budget components
and values to applicants according to their budget group for the aid year.
• Budget averaging – creates a budget which is a weighted average of two or more
budgets using the mixed budgeting feature.
• Multiple budgets – assigns a Pell Budget plus one additional budget.
• Transaction Log – maintains an online log of all budget changes when the
appropriate tables and columns have been activated for logging.
Banner Financial Aid User Guide
| System Overview
51
• Period Based Budgeting
• Budget component assignment – assigns a pre-defined set of budget components
based on the budget group for each period in the applicant’s aid period. The
component amounts may be pre-defined or calculated using algorithmic rules to
customize the amount assigned based on user defined criteria.
• Budget categories – multiple budget components may be defined or calculated
separately and combined into a category for presenting to the applicant. For
example, separate components may be used for Housing and Meals and combined
into a single category of Room and Board to display in Self-Service.
• Multiple budgets – an applicant may have a Pell budget, a budget based on FM
EFC methodology, and a budget based on IM EFC methodology. The Packaging
Process will select the appropriate budget based on the EFC methodology for the
fund on Packaging Group Fund Rules (RPRGFND).
• Simulated Budgeting – permits you to design and run what-if budgeting analysis.
• Budget Recalculation Process - provides the ability to recalculate the budget
components for an applicant without re-assigning a student to a new budget group.
• Transaction Log – maintains an online log of all budget changes when the
appropriate tables and columns have been activated for logging.
Forms
The following forms can be found within the Budgeting module. For more information
about a specific form, select Help > Online Help from that form in Banner.
Aid Year budgeting
Applicant Budget
RBAABUD
Financial Aid Record Maintenance
ROARMAN
Applicant Comments
RHACOMM
Applicant Immediate Process
ROAIMMP
Banner Financial Aid User Guide
| System Overview
52
Aid Year budgeting control
Budget Component Rules
RBRCOMP
Financial Aid Selection Rules
RORRULE
Budget Group/Type Rules
RBRGTYP
Message Rules
RORMESG
Budget Inquiry
RBIBUDG
Group Inquiry
ROIGRPI
Budget Group Validation
RTVBGRP
Budget Type Validation
RTVBTYP
Budget Component Validation
RTVCOMP
Aid Period Rules
RORTPRD
Scheduled Academic Year Rules
RORSAYR
Aid Period Base Rules
ROBAPRD
Scheduled Academic Year Validation
RTVSAYR
Aid Period Validation
RTVAPRD
Period Base Data
RORPRDS
Period budgeting
Applicant Period Budget
RBAPBUD
Financial Aid Record Maintenance
ROARMAN
Applicant Comments
RHACOMM
Applicant Immediate Process
ROAIMMP
Applicant Budget by Period
RBIABPR
Period Budget Category Inquiry
RBIPBCT
Period Budget Simulation
RBRSIMR
Period budgeting control
Period Budget Detail Rules
RBRPBDR
Period Budgeting Aid Year Rules
RBRPBYR
Period Budget Group Aid Year Rules
RBRPBGR
Banner Financial Aid User Guide
| System Overview
53
Algorithmic Budgeting Rules
RBRABRC
Algorithmic Support
RORALGS
Financial Aid Selection Rules
RORRULE
Period Budget Group Validation
RTVPBGP
Period Budget Type Validation
RTVPBTP
Period Budget Component Validation
RTVPBCP
Budget Component Category Validation
RTVBCAT
Algorithmic Budgeting Rule Validation
RTVABRC
Message Rules
RORMESG
Aid Period Rules
RORTPRD
Scheduled Academic Year Rules
RORSAYR
Aid Period Base Rules
ROBAPRD
Scheduled Academic Year Validation
RTVSAYR
Aid Period Validation
RTVAPRD
Period Base Data
RORPRDS
Budgeting process flow narrative
• Financial Aid Application Current Record
Each financial aid applicant may have multiple application records from different
sources, one of which will always be marked current. If a Federal Methodology
(FM) record exists (which will be marked as the current record) and an Institutional
Methodology (IM) record exists then both records, along with other information from
other Banner systems, may be used to determine budget information. If only a FM
record exists with multiple sequences, only the current record, along with other
information from other Banner systems, will be used to determine budget information.
• Create Applicant Budget Records
Applicant Budget records can be established in several ways. When applicants are
loaded into Banner Financial Aid through data load, they are usually also run through
the Budgeting Batch Group Assignment Process (RORGRPS) for Aid Year budgeting
or the Period Budget Grouping Process (RBRPBGP) for Period Based budgeting.
These processes place the applicants into Budgeting groups according to userdefined criteria. Each group has a set of budget components associated with it, which
are then assigned to each applicant that falls into the group. Applicants can also be
individually assigned to Budgeting groups online, either manually or automatically.
Individual budget components can be manually assigned to applicants online as well.
Banner Financial Aid User Guide
| System Overview
54
• Budget Components
Budget Components are the individual line items for which the Financial Aid office
establishes costs. Examples of budget components are; tuition, books and supplies,
and commuting costs. Period Based Budgeting allows you to use Algorithmic rules to
gather specific budget component amounts on an individual student basis.
• Budgeting Group Codes and Rules
The Financial Aid Office establishes the Budgeting Group codes and rules that
associate specific groups with specific sets of budget components.
• Applicant Budgets
Applicant Budgets reflect the approximate costs that an applicant will incur by
attending the institution. These costs are different for different categories of students on-campus vs. off-campus, graduate vs. undergraduate, and so on. If you are
processing using Aid Year budgeting, an individual applicant can have at most two
different budgets – one for Pell Grants and a second for non-Pell programs. If you are
processing using Period Based Budgeting, an individual applicant can have a budget
used for Pell grant processing, a budget for using Federal (FM) EFC processing, and
a budget for using Institutional (IM) methodology processing.
• Other Financial Aid Processes
Other functional areas within Banner use the applicant budgets developed within the
Budgeting module to determine the financial need that an applicant has, and the
appropriate aid that will meet that need.
• Budget Information Can be Included in Award Notifications to Applicants
Letters that are sent to applicants detailing their financial aid awards can optionally
include a section dealing with the applicants’ budgets, which are drawn from this
module. These letters can be created through the Letter Generation portion of Banner.
In addition, an e-mail message can be sent to a student, informing them to view their
student cost of attendance on Banner Self-Service.
Packaging and Disbursement
The Packaging and Disbursement module provides a flexible automatic packaging
function that allows an unlimited number of ways individual or groups of applicants may be
packaged. The following processes are included in the Packaging and Disbursement
module:
• User-Defined Packaging – permits applicants to be assigned into an unlimited number
of packaging groups, which have a unique set of user-defined packaging formulas
• Algorithmic Packaging - permits you to use Algorithmic rules to automatically package
students in accordance with your institution’s awarding philosophy. The rules allow the
use of mathematical expressions as part of the awarding rules and logic for a particular
fund within a packaging group based upon data elements in the Banner system.
• Simulated Packaging – permits you to design and run what-if packaging analysis
Banner Financial Aid User Guide
| System Overview
55
• Letter Generation – allows you to produce an unlimited number of different types of
award letters
• Transaction Log – maintains an online log of all packaging changes
Forms
The following forms are included within the Packaging and Disbursement module. For
more information about a specific form, select Help > Online Help from that form in
Banner.
Packaging and Disbursement
Packaging Maintenance
RPAAPMT
Award Maintenance
RPAAWRD
Applicant Borrower-Based Academic Years
RPABBAY
Applicant Borrower-Based Academic Year Detail
RPABDTL
Scholarship Period Information
RPASTRM
Financial Aid Record Maintenance
ROARMAN
Fund Award Inquiry
RPIFAWD
Fund Award Period Inquiry
RPIFTRM
Award Acceptance Mass Entry
RPAMACC
Award Offer Mass Entry
RPAMOFF
Resource Maintenance
RPAARSC
Applicant High School and Admission Data
ROAHSDT
Applicant Comments
RHACOMM
Applicant Immediate Process
ROAIMMP
Applicant Award by Period
RPIATRM
Banner Financial Aid User Guide
| System Overview
56
Packaging and Disbursement control
Financial Aid Selection Rules
RORRULE
Algorithmic Packaging Rules
RPRALGR
Borrower-Based Academic Year Data
RORBBAY
Financial Aid CIP Code Rules
RPICIPC
State Advanced/Honors Program Codes
RPISAHP
Packaging Group Fund Rules
RPRGFND
Default Packaging Rules
RPRDEFR
Packaging Rules
RPRPCKR
Exemption Rules
RPREXPT
Third Party Contract Rules
RPRCONT
Packaging Options
RPROPTS
Audit Grading Mode
RPRAUDT
Packaging Group Fund Category Maximums Rules
RPRFCAT
Group Inquiry
ROIGRPI
Class Code Translation
RPRCLSS
Financial Aid Major Rules
RPRMAJR
Federal Shopping Sheet Setup
RPRSHOP
Algorithmic Packaging Rule Code Validation
RTVALGR
Borrower-Based Academic Year Type Validation
RTVBBTP
Award Status Validation
RTVAWST
Fund Category Validation
RTVFCAT
Packaging Group Validation
RTVPGRP
Resource Code Validation
RTVARSC
Packaging process flow narrative
• Financial Aid Application Current Record
Each financial aid applicant may have multiple application records from different
sources, one of which will always be marked current. If a Federal Methodology
(FM) record exists (which will be marked as the current record) and an Institutional
Methodology (IM) record exists then both records, along with other information from
other Banner systems, may be used in the packaging process to determine funds
awarded to a student. If only a FM record exists with multiple sequences, only the
Banner Financial Aid User Guide
| System Overview
57
current record, along with other information from other Banner systems, will be used
to determine funds awarded to a student.
• Assign Applicants to Packaging Groups (required if using automated packaging)
Applicants can be assigned to Packaging groups in several ways. When applicants
are loaded into Banner through data load, they are usually also run through the
Packaging Batch Group Assignment Process (RORGRPS). This process places the
applicants into Packaging groups according to user-defined criteria. Applicants can
also be individually assigned to Packaging groups online, either manually or
automatically.
• Packaging Group Codes and Rules
The Financial Aid Office establishes the Packaging group codes and rules that
associate specific groups with specific sets of packaging components.
• Packaging and Fund Rules
Packaging and Fund rules define how and when awards to applicants will be made.
These rules include awarding rules, funds management rules, gap equity and selfhelp packaging rules, algorithmic rules, and exemption and third-party contract rules.
• Applicant Budgets
The Packaging process uses the applicant budgets, in conjunction with the Need
Analysis results, to determine the financial need that an applicant has and the
appropriate aid that will meet that need.
• Need Analysis Results Record
Packaging uses the Expected Family Contribution, in conjunction with the applicant’s
budget, to determine the contribution an applicant and family can make toward
meeting financial need.
• Packaging Process
The Packaging process determines an award package for each applicant based on
rules within the Packaging module, data from other modules within Financial Aid
(unsatisfied requirements, packaging holds, and so on), and federal financial aid rules.
• Applicant Award Package
The Applicant Award Package consists of award amounts from various funds and an
award schedule by period and a schedule of when the amounts will be disbursed.
• Additional Need
If, after the automatic Packaging process is performed, additional need remains for an
applicant, manual packaging can be performed to attempt to meet the need.
• Manual Packaging
Manual packaging can be performed online at any time for an applicant (that is, before
or after automatic packaging).
Banner Financial Aid User Guide
| System Overview
58
• Send Award Notifications
Send Award Letters/E-mail messages to applicants after determination of partial or
final awards. In addition to financial aid awards, Award Letters can optionally contain
other messages related to the budget or awards. An e-mail message can direct
student to Banner Self-Service for viewing awards and accepting the award package.
• Post Applicant Acceptance/Rejection
Applicant responses to award letters can be updated manually online. Students can
optionally accept awards via Banner Self-Service.
Athletics
Use the Athletics module to maintain athletic, scholarship, and donor information. Through
this module, you have the ability to:
• Set up and track scholarship information by period.
• Enter default potential values for grants by Sport Code.
• Maintain donor and scholarship demographic information.
• Select specific types of thank you notes donors will receive.
• Select specific groups whose grades will be reported to donors.
• Track specific team sport information by period.
Forms
The following forms can be found within the Athletics module. For more information about
a specific form, select Help > Online Help from that form in Banner.
Athletics
Potential Athletic Grant Defaults
RAAPAGD
Sport Aid by Period
RAASPTM
Team Sport Period Aid
RAITMTM
Banner Financial Aid User Guide
| System Overview
59
Athletics control
Athletic Aid Type Validation
RTVAATP
Financial Aid Sport Validation
RTVFASP
Athletic Grant Period Roll (RAPAGRL)
Use this process to roll athletic grant period information on RAASPTM from one period to
the next.
Athletic Aid Discrepancy Rpt (RARATAD)
Use this report to display the discrepant information between the actual fund/resource
amounts and the reported amounts on RAASPTM. This report should be used to
determine if a student’s award information has been updated since this information was
originally reported to Athletics.
Third Party Contract Rules (RPRCONT)
Use the Count for Athletics field on RPRCONT to indicate if a contract should be counted
for Athletic reporting purposes.
Exemption Rules (RPREXPT)
Use the Count for Athletics field on RPREXPT to indicate if the exemption should be
counted for Athletic reporting purposes.
Resource Code Validation (RTVARSC)
Use the Count for Athletics field on RTVARSC to indicate if the resource should be
counted for Athletic reporting purposes.
Funds Management
The Funds Management module defines and monitors an unlimited number of funds, fund
types, and fund associated eligibility rules for purposes of awarding and disbursing
financial aid. This module provides you with the following features:
• Packaging Options - provides the ability to set packaging options by aid year and fund
• Disbursement Options - offers the ability to set disbursement options by fund and aid
year
• Fund Comments, Budget Rules, Detail Code Rules - allows comments by fund, linking
awarding to students COA and linking disbursement to actual charges the student
incurs.
• Applicant Requirements – allows application requirements to be associated with
individual funds assigned to the student’s tracking record when the fund is packaged
Banner Financial Aid User Guide
| System Overview
60
• Fund Messages – permits messages that are unique to a specific fund to be printed in
the award letter
• Awarding and Disbursement Schedules - allows award schedules, by aid period or by
fund and aid period and disbursement schedules by aid period or by fund and aid period
• Fund Award and Disbursement Rules - allows for user defined awarding and
disbursement rules by fund
Forms
The following forms are included within the Funds Management module. For more
information about a specific form, select Help > Online Help from that form in Banner.
Fund Management
RFRMGMT
Funds Management
ROAMGMT
Fund Budget Inquiry
RFIBUDG
Federal Fund ID Inquiry
RFIFFID
Federal Rules Inquiry
RPIFEDR
Default Award and Disbursement Schedule Rules
RFRDEFA
Fund Award and Disbursement Schedule Rules
RFRASCH
Financial Aid Selection Rules
RORRULE
Fund Base Data
RFRBASE
Fund Enrollment Rules
RFRENRR
Fund Mass Update Rules
RFRMUPD
Donor and Scholarship Demographics
RFADSCD
Fund Source Code Validation
RTVFSRC
Financial Aid Fund Type Validation
RTVFTYP
Grades to Donor Validation
RTVGRDD
Reviewed Validation
RTVREVW
Scholarship Source Validation
RTVSSRC
Thank You Letter Validation
RTVTYLT
Banner Financial Aid User Guide
| System Overview
61
Funds Management process flow narrative
• Define Basic Fund Data
Basic fund data includes fund type, funding source, and other fund information which
is established by the Financial Aid Office on the Financial Aid Fund Type Validation
(RTVFTYP), the Fund Source Code Validation (RTVFSRC), and the Fund Base Data
(RFRBASE) forms.
• Standard Award & Disbursement Schedules
Standard awarding and disbursement schedules for each aid period are set up on the
Default Award and Disbursement Schedule Rules (RFRDEFA) form.
• Create Fund Aid Year-Specific Data
Aid Year-specific fund records contain information about monies available to be
awarded, packaging options, disbursement options, messages, and comments. This
is defined on the Fund Management (RFRMGMT) form.
• Create Fund-Specific Award and Disbursement Schedule
If the standard award and disbursement schedule is not applicable to the fund for any
specific aid period, a customized fund award and disbursement schedule is created
on the Fund Award and Disbursement Schedule Rules (RFRASCH) form.
• Create Fund Awarding Rules (optional)
Awarding rules specific to the fund are created on the Financial Aid Selection Rules
(RORRULE) form.
• Packaging Process
The rules established in the Funds Management are used extensively in the
Packaging process.
• Create Fund Disbursement Rules (optional)
Disbursement rules specific to the fund are created on the Financial Aid Selection
Rules (RORRULE) form.
Electronic Data Exchange
The Electronic Data Exchange module enables you to perform the following functions:
• Applicant Record Creation – Load ISIRs into the Banner Financial Aid System
• Online Need Analysis – Use online need analysis verification forms to log data changes
to an applicant’s record.
• ISIR Correction/Request Processing – Create data files for transfer to the Central
Processor.
Banner Financial Aid User Guide
| System Overview
62
• COD Processing – Creates data files for transfer to COD using information from the
Banner Financial Aid database.
• Data File Generation – Send data files generated by Banner Financial Aid to the EDE
Central Processor.
Forms
The following forms can be found within the Electronic Data Exchange module. For more
information about a specific form, select Help > Online Help from that form in Banner.
ISIR Correction/Request
REACORR
Batch Control
RPIBATC
COD Document Control Form
REICODD
Miscellaneous Results Inquiry
RNIMSxx
Grant Origination/Acknowledgement Form
REAORxx
Grant Disbursement/Acknowledgement Form
READIxx
Student Subsidized Usage Information From
RPASSUI
TEACH Grant Agreement to Serve
RPATATS
Rejection Code Validation
RTVRJCT
Assumption Rules Inquiry
RCIASMP
Summary Statement of Account Inquiry
REISSOA
Detail Statement of Account Inquiry
REIDSOA
Data Request Record
RERRDRQ
Multiple Reporting Record Inquiry
REIRMRR
COD Year to Date Grant Summary
REIYTDS
COD Year to Date Grant Origination
REIYTDO
COD Year to Date Grant Disbursement
REIYTDD
COD Grant Reconciliation
REIRECN
NSLDS Transfer Monitoring Application
RNATMNT
COD Identifier
REASTID
COD Student Information Form
REACODS
COD Entity ID Rules
RORCODI
Applicant High School and Admission Data
ROAHSDT
Unmatched COD Records
RPAUCOD
Banner Financial Aid User Guide
| System Overview
63
Financial Aid CIP Code Rules
RPICIPC
State Advanced/Honors Program Codes
RPISAHP
Electronic Counseling Status
RPILECS
Ability-to-Benefit Test Score Rules
RORTESC
Ability-to-Benefit Test Administrators Rules
RORTADM
Ability-to-Benefit Test COD Rules Inquiry
ROIATBT
Electronic Data Exchange process flow narrative
• Student Signs ISIR or Initiates Corrections
The student signs the electronic SAR (ISIR) and returns it to the school. Or, the
student initiates the corrections and sends the information directly to the Central
Processor.
• Process the ISIR through Banner and Create a Corrections Batch
• Ensure that rules for EDE Correction logging are established.
• Make the necessary data changes on the RNANAxx, RNAVRxx, RNAOVxx and
RNARPxx forms.
• Run the Need Analysis Logging Rpt (RLRLOGG) to move the data from the
temporary log tables to the permanent log tables.
• Review corrections on the ISIR Correction/Request (REACORR) form. Corrections
can be deleted from this form manually.
• Run the ISIR Corr/Request Process (REBCDxx) to extract the corrections and to
create the data file. The flat file consists of EDE corrections and requests for ISIRs.
• Transfer the data file from Banner to your PC. You must download the data file to a
PC in order to transmit the information electronically to the CPS through EdConnect.
• School using Federal SAIG Network
The school uses the SAIG Network to load revised ISIRs.
• Central Processor
The Central Processor responds to ISIR requests and transmits corrected ISIRs for
the students after successfully processing your corrections. If the CPS rejects an ISIR
Request, it will return the transaction to you, along with codes indicating the reason for
the rejection.
• Create EDE Files
Change the name of the ISIR file to xxxxesar.tap and load the ISIR file to the
correct Banner directory so that it can be processed by the programs that will load the
data into the Financial Aid database.
• FILECAT on PC (optional)
Banner Financial Aid User Guide
| System Overview
64
Use the File Concatenation Process (FILECAT) to combine multiple ISIR files into one
file for uploading to Banner.
• Banner Data Load Process
Run the Data Load process to load financial aid applicant records into Banner from
external sources.
• Create FAFSA/NSLDS Record
An NSLDS record is created for each student for whom an ISIR record is received. In
addition, a group of students can be selected using the NSLDS population selection
option in the dataload process.
• Create ISIR Record
In addition to the current EDE record, an ISIR record, which cannot be changed, is
created in the database. The ISIR record is the official notification, delivered by EDE,
to the school about students’ Expected Family Contribution (EFC) and eligibility for
Federal Aid.
• Print Revised ISIR (optional)
You can print valid ISIR records directly from Banner using the RERISxx process.
History and Transcripts
The History and Transcripts module maintains student financial aid records online for use
in packaging, and audit functions. This module provides you with the following features:
• NSLDS Transfer Monitoring and FAH Requests– Applicant history of funds awarded at
your institution as well as other institutions.
• Provides for the ability to enter Pre-Banner Award History.
Forms
The following forms are included within the History and Transcripts module. For more
information about a specific form, select Help > Online Help from that form in Banner.
NSLDS Transfer Monitoring Application
RNATMNT
Pre-Banner Award Summary
RHAPBAW
Fund Sequence History Inquiry
RHIAFSH
Applicant Comments
RHACOMM
Note: Student Financial Aid history may also be viewed on the Student
Loan Data (RNASLxx) form.
Banner Financial Aid User Guide
| System Overview
65
History process flow
• Enter/Convert Pre-Banner Award Summary Data
Historical data that exists in any pre-Banner Financial Aid that is needed for printing
on financial aid transcripts should either be run through a conversion process, or
entered manually online.
• Enter Applicant Comments
Free-form applicant comments are maintained in the History module.
• Create NSLDS Transfer Monitoring and FAH Requests
Financial Aid Common Functions
The Financial Aid Common Functions module maintains frequently used financial aid
functions. This module provides you with the following features:
• Data Management – allows the entry of rules to control the loading of student and
financial aid records into the database from external sources
• Common Function Controls – includes features such as: processing additional Pell
Grants, establishing and maintaining financial aid record holds, displaying student
summary information, creating and maintaining user-defined fields, FISAP annual report
processing, displaying the management audit log, maintaining standards of academic
progress, creating and maintaining general algorithmic rules, and setting institutional
options
• Form Call Sequencing (Quick Flow) – Allows the definition and execution of a series of
functions in a predefined order
Forms
The following forms are included within the Financial Aid Common Functions module. For
more information about a specific form, select Help > Online Help from that form in
Banner.
General Person Identification
SPAIDEN
Person Name/ID Search
ROAIDEN
FISAP Person Maintenance
ROAFSAP
Aid Year Inquiry
ROIAIDY
Group Inquiry
ROIGRPI
Data Log Inquiry
ROIILOG
Logging Activity Inquiry
ROILOGA
Banner Financial Aid User Guide
| System Overview
66
Message Code Inquiry
ROIMESG
SAR ID Inquiry
ROISARI
Financial Aid Term Code Inquiry
ROITERM
Periods Inquiry
ROIPRDS
Financial Aid Integration Rules
RORINTR
Saved Output Review
GJIREVO
Applicant Common Functions
*RESAPPLCT
Financial Aid Record Maintenance
ROARMAN
Applicant Status
ROASTAT
Applicant Pell Grant
ROAPELL
Applicant Non Year User-Defined Data
ROANYUD
Applicant User-Defined Data
ROAUSDF
Applicant Holds
ROAHOLD
Applicant Data Log Inquiry
ROIALOG
Applicant Data Log Application
ROAALOG
Applicant Immediate Process
ROAIMMP
Applicant Comments
RHACOMM
Applicant Summary
ROASMRY
Applicant Messages
ROAMESG
Applicant High School and Admission Data
ROAHSDT
Financial Aid Enrollment
ROAENRL
Applicant Status Inquiry
ROIASIQ
Applicant Mail
RUAMAIL
Financial Aid Common Functions Control
*RESCOMNCM
Global Institution Financial Aid Options
ROAINST
U.S. Specific Institution Financial Aid Options
ROAUSIO
Section Unavailable for Aid
ROASECT
Enrollment Rules
RORENRR
Enrollment Rule Validation
RTVENRR
Financial Aid Repeat Course Exclusion
RORRPCX
Logging Control
ROALOGC
Miscellaneous Validation Rules Inquiry
ROIMVAL
Banner Financial Aid User Guide
| System Overview
67
Academic Year Rules
RORACYR
Project Based Parameter Setup
RORPARM
Miscellaneous Parameters
RORMPRM
Data Log Rules
RORDATA
Message Rules
RORMESG
General Algorithmic Rules
RORALGO
Batch Posting Rules
RORPOST
SAP Translation Rules
RORSTRF
Aid Period/Period Rules
RORTPRD
Scheduled Academic Year Rules
RORSAYR
Aid period Base Rules
ROBAPRD
Scheduled Academic Year Validation
RTVSAYR
Period Base Data
RORPRDS
General Algorithmic Rules Validation
RTVALGO
Aid Period Validation
RTVAPRD
Comment Category Code Validation
RTVCCOM
Hold Type Validation
RTVHOLD
ISIR Comment Code Validation
RTVICMT
Message Code Validation
RTVMESG
Batch Posting Type Indicator Validation
RTVPTYP
Rejection Code Validation
RTVRJCT
Assumption Rules Inquiry
RCIASMP
Satisfactory Academic Progress Validation
RTVSAPR
Non Year User-Defined Variables Description
RORNYVD
User-Defined Variables Description
RORUSER
E-Mail Letter Rules
RORELTR
E-Mail Letter Format Rules
RORELTF
E-Mail Letter Module Validation
RTVELTM
Ability-to-Benefit Test Score Rules
RORTESC
Ability-to-Benefit Test Administrators Rules
RORTADM
Ability-to-Benefit Test COD Rules Inquiry
ROIATBT
Data Management
*RESDATA
Banner Financial Aid User Guide
| System Overview
68
Financial Aid Suspended Records Maintenance
RCRSUSP
Data Source Rules
RCRDTSR
Interface Data Translation Rules
RCRTPTR
Name Translation Rules
GORNAME
Common Matching Rules
GORCMRL
Common Matching Source Rules
GORCMSC
Data Source Code Validation
RTVINFC
Common Matching Source Code Validation
GTVCMSC
QuickFlow Sequence
*RESCOMNCA
QuickFlow
GUAQGFLW
QuickFlow Definitions
GUAQUIK
QuickFlow Code Validation
GTVQUIK
Common Functions process flow narrative
Common Functions tables, forms, reports and batch processes are utilized by all other
Financial Aid modules. Common Functions support other modules' processes, but don't
clearly fit into any one other module.
Examples of Common Functions tables are the Applicant Status Table (RORSTAT), which
is the base table in which applicant data is stored; the Regular Pell Grant Schedule Table
(RORPELL), which contains a matrix of values used in Pell Grant award and
disbursement calculations; and the Applicant Satisfactory Academic Progress Table
(RORSAPR), which details applicants' academic progress.
Student System Shared Data
The Student System Shared Data module integrates Banner Student with Financial Aid.
This option permits you to view information in the following modules:
• Recruiting
• Admissions
• Registration
• Housing
• Accounts Receivable
• Academic History
Banner Financial Aid User Guide
| System Overview
69
Forms
The following forms are included within the Student System Shared Data module. For
more information about a specific form, select Help > Online Help from that form in
Banner.
Summary Academic History Inquiry
RSIHIST
Basic Student Information Inquiry
RSISTDN
Admissions Application Inquiry
RSIAPPL
Account Detail Review Inquiry
RSIAREV
Degrees and Other Formal Awards Inquiry
RSIDEGR
Housing Information Inquiry
RSIHOUS
Prior College Inquiry
RSIPCOL
High School Inquiry
RSIHSCH
Test Score Inquiry
RSITEST
Veteran Certification Inquiry
RSIVETN
Third Party Contract Inquiry
RSICONT
Billing Exemption Inquiry
RSIEXPT
Student System Shared Data process flow narrative
Through the Student System Shared Data module, Banner Student data is shared with the
Financial Aid system. This module consists of inquiry-only forms that contain information
that the Financial Aid system requires for processing.
This data is available through these shared views, instead of through direct access in
order to enable institutions that use Banner Financial Aid as a standalone product to
access the data from their Student Systems.
Short-Term Credit
The Short-Term Credit module allows you to build history files on a student’s short period
loans.
Banner Financial Aid User Guide
| System Overview
70
Forms
The following forms are included within the Short-Term Credit module. For more
information about a specific form, select Help > Online Help from that form in Banner.
Short-Term Credit Detail
RPASTCD
Short-Term Account Maintenance
RPRSTAM
Short-Term Credit Inquiry
RPISTCI
Certification Initials Validation
RTVCINT
Repayment Source Validation
RTVRPSR
Short-Term Credit process flow narrative
• Short-Term Credit Account
Short-Term Credit Accounts are established online, and include such data as;
budgeted loan amounts, amounts requested, approved and repaid, and account
comments (RPRSTAM).
• Short-Term Credit Request
Short-Term Credit Requests are recorded by student ID, and include such data as;
amounts requested, approved and repaid, repayment source, and comments
(RPASTCD).
• Determine Loan Eligibility
After Short-Term Credit has been requested, the Financial Aid Office must determine
whether the applicant is eligible for the loan (RPASTCD).
• Student Receives Short-Term Credit
Once the Financial Aid Office has determined the eligibility of the applicant and the
loan amount, this information is recorded online (RPASTCD).
• Student Repays Short-Term Credit
Data is maintained regarding how and when the student repays the short-term loan
(RPASTCD).
Student Employment
The Student Employment module performs the referral, placement, hours submission, and
tracking functions for student employees. This module provides you with the following
features:
• Work Authorization - allows processing of the student’s work location, employment
dates, rate of pay, and authorized hours and earnings
Banner Financial Aid User Guide
| System Overview
71
• Work Referrals - allows processing of student work referrals for multiple jobs
• Mass Entry of Time - allows the mass entry of earnings for adjustments or initial entry of
earnings
• Departmental Time Reports - permits submission and monitoring of the student’s hours
worked
Forms
The following forms are included within the Student Employment module. For more
information about a specific form, select Help > Online Help from that form in Banner.
Student Employment Authorization
RJASEAR
Student Employment Referral
RJASERF
Student Employment Mass Entry
RJASEME
Student Employment Work History
RJISEWH
Student Employment Control
*RESEMPLCM
Student Employment Default Rules
RJRSEDR
Payroll Load Control
RJRPAYL
Placement Rules
RJRPLRL
Placement Base Data
RJAPLBD
Job Title Base Data
RJRJOBT
Job Title Requirements
RJRJREQ
Referral Status Validation
RTVRFST
Employment Authorization Status Validation
RTVAUST
Student Employment process flow narrative
• Placement Rules
Placement rules define the Position, Allocation, Employee Class, Chart of
Accounts code, and Organization code with which a Placement code is associated
(RJRPLRL).
• Payroll Employee Class and Payroll Position
The Employee Class code and Position code associated with a Placement code
are either obtained from Banner Human Resources, or are free-format, unvalidated
data elements (RJRPLRL).
Banner Financial Aid User Guide
| System Overview
72
• Finance Chart of Accounts
The Chart of Accounts code associated with a Placement code is either obtained
from Banner Finance, or is a non-enterable data element (RJRPLRL).
• Finance or Payroll Organization
The organization code associated with a Placement code is either obtained from
Banner Finance, Banner Human Resources, or is a free-format unvalidated data
element (RJRPLRL).
• Create Referrals
Position referrals are created for each employed student by Placement code
(RJASERF).
• Create Employment Authorizations
Student Employment Authorizations are created for each employed student by Fund
and Placement code. The authorizations obtain data from multiple tables and update
the Student Employment Work History table (RJASEAR).
• Employment Default Rules
These rules are used in the creation of position referrals and contain starting and
ending dates for Authorizations and Payments, Pay Rate, and Authorization
Status (RJRSEDR).
• Applicant Awards, Work History, and Payroll Earnings
These data elements are used in the creation of position referrals (RJASERF).
• Payroll Load Process
This process updates Financial Aid student employment data with actual payroll
earnings and produces the Payroll Load Process (RJRLOAD).
• Payroll Load Rules
These rules are used during the Payroll Load Process and identify the payroll(s) that
should be interfaced to the Financial Aid student employment module (RJRPAYL).
• Payroll Calendar Rules and Payroll Base History
These rules are used to create the Payroll Load rules. The Calendar rules define
beginning and ending Pay Dates and Check Date, and valid combinations of Payroll
Year, Payroll ID, and Payroll Number. The Base History table defines the Payroll
Disposition indicator. (RJRPAYL)
Loan Processing
This module enables you to process Direct Loans, CommonLine Loans, and Manual
Loans.
Banner Financial Aid User Guide
| System Overview
73
Banner Financial Aid clients who process Pell grants, TEACH grants, and Direct Loans
must process the files as Common Origination and Disbursement (COD). Refer to the
Banner Financial Aid COD Handbook for information on the entire COD Process.
Refer to the Banner Financial Aid Electronic Loan Handbook for complete information on
CommonLine Loan processing.
Forms
The following forms are included within the Loan Processing module. For more
information about a specific form, select Help > Online Help from that form in Banner.
Direct Loan Processing
Direct Loan Origination
RLADLOR
COD Student Information Form
REACODS
Direct Loan PLUS Borrower Form
RLADBOR
Applicant Direct Loan MPN
RLADMPN
Applicant PLUS Application Form
RLAPAPP
Unmatched COD Records
REAUCOD
Applicant Borrower-Based Academic Years
RPABBAY
Applicant Borrower-Based Academic Year Detail
RPABDTL
Direct Loan Origination Fee Rules Form
RLRDFEE
Direct Loan Origination
RPALORG
Scheduled Academic Year Rules
RORSAYR
Borrower-Based Academic Year Data
RORBBAY
Batch Control
RPIBATC
COD Document Control Form
REACODD
Direct Loan Corrections
RPADLCR
Promissory Note
RPAPROM
Loan Electronic Counseling Status
RPILECS
Direct Loan Cash Drawdown
RPACASH
Direct Loan Account Summary
RPIDLAS
COD State Codes Rules
RTVCDST
COD Nation Codes Rules
RTVCDNT
Loan Parent Inquiry
RPILPAR
Unmatched COD Records
RPAUCOD
Banner Financial Aid User Guide
| System Overview
74
Electronic Loan Processing
Electronic Loan Application
RPAELAP
Student Lender History Data
RPASLND
Loan Disbursement
RPALDSB
Change Transaction Record Request
RPACTRR
Electronic Payment Receipt
RPAEPMT
Electronic Loan Disbursement
RPAELDB
Loan Parent Inquiry
RPILPAR
Batch Control
RPIBATC
Electronic Counseling Status
RPILECS
Manual Loan Processing
Loan Application
RPALAPP
Loan Disbursement
RPALDSB
Loan Parent Inquiry
RPILPAR
Loan Control
Loan Period Base Data
RPRLPRD
Lender Base Data
RPRLNDR
Lenders/Disbursing Agents Rules
RPRLNDA
Loan Options
RPRLOPT
Class Code Translation
RPRCLSS
Federal Rules Inquiry
RPIFEDR
Loan Status Validation
RTVLNST
Certification Initials Validation
RTVCINT
COD State Code Rules
RTVCDST
COD Nation Codes Rules
RTVCDNT
COD Document Control Form
REACODD
Unmatched COD Records
REAUCOD
Direct Loan Logging Control Inquiry Form
RLIDLLC
Manual Loan process
• Student Returns Completed Application
Banner Financial Aid User Guide
| System Overview
75
• Determine Award Amount
The loan amount is determined based on need.
• Create/Update Loan Information
The loan information is created and maintained on the Loan Application (RPALAPP)
form. This form is used to create a loan application, review eligibility and admissions
data, establish references for the applicant, view the application information, modify
the loan period and disbursement schedules, and certify the loan.
• Manually Record Check
When received from the lender, the loan check is manually recorded and a summary
of all loan activity for the student is reviewed using the Loan Disbursement
(RPALDSB) form.
• Generate Memos, Authorizations, Payment Records
Run the Disbursement Process (RPEDISB) to generate memos, authorizations, and
payment records pertaining to amount of deferred financial aid available, amount of
financial aid available to be disbursed, and the schedule for disbursement.
Return of Title IV Funds
The Return of Title IV Funds module assists you in complying with the Title IV regulations
for federal financial aid. The Title IV module the Accounts Receivable, Student, and
Financial Aid products and enables you to do the following.
• Identify Title IV institutional change, such as aid year, and manual refund detail codes.
• Record authorizations from students to authorize the use of Title IV aid to pay off nonallowable charges, prior year minor institutional charges, and/or hold excess Title IV aid
for future use.
• Allow application of payments to pay off only allowable charges, or to pay off all charges
based on user authorization. You can also choose to apply payments so that they will
only pay off charges for terms within an aid year, with parameter to control future terms
within the aid year.
• Identify original charges as required for the return calculation.
• Define break periods within the period of enrollment.
• Identify Title IV recipients who have fully withdrawn, or are no longer in attendance.
• Determine the enrollment period and the point in the period that enrollment terminated.
• Determine a student’s institutional charges, Title IV aid, and percentage of enrollment
period completed in order to calculate the Title IV repayment.
• Determine the amount of Title IV aid that should be returned to the Title IV programs by
the institution and/or student, or post-withdrawal disbursed to the student.
• Refund Title IV credits.
Banner Financial Aid User Guide
| System Overview
76
Forms
The following forms are included within the Return of Title IV Funds module. For more
information about a specific form, select Help > Online Help from that form in Banner.
Return of Title IV Funds Calculation
RPATIVC
Return of Title IV Funds Calculation Inquiry
RPITIVC
Return of Title IV Funds process flow
• Run the Title IV Recipients Withdrawn Process.
Determine students who have withdrawal records by running the Title IV Recipients
Withdrawn (RPRTIVR) process.
• Calculate the Title IV fund amount to be returned to students.
• Batch Process: Calculate the Title IV fund amount to be returned to students by
running the Title IV Fund Return Calc (RPRTIVC) process.
• Online Process: Calculate the Title IV fund amount to be returned to an individual
student by using the Return of Title IV Funds Calculation (RPATIVC) form.
Both the batch and online process use a Simulation and Calculate and Save mode.
Use the Simulation mode to review the results. Use the Calculate and Save mode to
create a Return of Title IV Funds record.
• (Optional) Review calculations for all students by running Return of Title IV Funds
With (RPRTIVI) process.
• (Optional) Review individual student records using the Return of Title IV Funds
Calculation Inquiry (RPITIVC) form.
• Update the student’s award based on the results of the Return of Title IV
Calculation.
• Run the Disbursement Process to update the paid amounts for affected funds.
• The business office returns the money to the appropriate Title IV funds.
Financial Aid Self-Service
This module functions with the Financial Aid Self-Service product. The Web Processing
rules tab on the ROAINST form provides you with several options for the type of
information you can display in Self-Service. The Award for Aid Year page in Self-Service
provides several tabs with information that may be displayed; options are provided
through the Web Processing rules for displaying these tabs as well as the data that is
displayed.
Banner Financial Aid User Guide
| System Overview
77
You have the ability to display text (including variables) to pull applicant specific data
based on rules using the Web Text validation, rules, and tab forms in Banner. The text may
be defined to display on specific tabs on the Award for Aid year in Self-Service.
You also have the ability to require an applicant to complete Terms and Conditions prior to
the acceptance of awards. You establish a tracking requirement which is satisfied when
the Terms and Conditions are accepted. You may also create questions and define
answers for the applicant to complete and can also stipulate that a specific answer will
stop the applicant from moving forward with the electronic award process and accepting/
declining awards in Self-Service.
You can print an Award letter using the Award information in Self-Service. Additionally, you
may also choose the option to print the Terms and Conditions along with the award.
The ROREMAL process provides you the capability of sending an e-mail using a
population selection so you may provide a notice that awards are ready to review or
changes to awards have been made.
You can also inactivate lenders who are no longer participating in the FFEL program. You
have the ability to select a lender for display in Self-Service. You can use a form to store
the lenders for a student by program (Stafford, Parent PLUS, Graduate PLUS). You may
provide the ability for an applicant to select a lender if one does not exist for the applicant
in Self-Service; the information submitted can be used by the Electronic loan application
process (RPRELAP).
Historical retention of Award Letters: If you have licensed the Banner Document
Management System, the capability exists using the AX Report Management option to
have the Award Letters produced through Letter Generation or merged into Word, and
visible from the Financial Aid Award forms similar to viewing Requirement documents
scanned and visible on Requirements Tracking.
Forms
The following forms are included within the Financial Aid Self-Service module. For more
information about a specific form, select Help > Online Help from that form in Banner.
Web Applicant Reported Information
RPAINFO
Award Maintenance
RPAAWRD
Package Maintenance
RPAAPMT
Financial Aid Record Maintenance
ROARMAN
Applicant Requirements
RRAAREQ
Resource Maintenance
RPAARSC
Student Lender History Data
RPASLND
Financial Aid Self-Service Control
*RESWEBCM
Global Institution Financial Aid Options
ROAINST
Fund Management
RFRMGMT
Banner Financial Aid User Guide
| System Overview
78
Funds Management
ROAMGMT
Fund Base Data
RFRBASE
Third Party Contract Rules
RPRCONT
Exemption Rules
RPREXPT
Message Rules
RORMESG
Lender Base Data
RPRLNDR
Miscellaneous Parameters
RORMPRM
Web Question and Answer Rules
RORWBQA
Web Tab Rules
RORWTAB
Web Text Rules
RORWTXT
Web Variable
RORWVAR
Federal Shopping Sheet Setup
RPRSHOP
Resource Code Validation
RTVARSC
Award Status Validation
RTVAWST
E-Mail Letter Module Validation
RTVELTM
Hold Type Validation
RTVHOLD
Message Code Validation
RTVMESG
Packaging Group Validation
RTVPGRP
Requirements Tracking Validation
RTVTREQ
Web Question Validation
RTVWEBQ
Web Text Rule Code Validation
RTVWTXT
Web Variable Validation
RTVWVAR
Banner Financial Aid User Guide
| System Overview
79
Processing
This section discusses topics and procedures of interest in Financial Aid processing.
Data Load procedures
This section discusses the steps you must follow to run the Data Load process.
Understanding Data Load
Note: As of the 2013-2014 aid year, the RCPTPxx process (Java)
replaced the RCBTPxx process (Cobol). For information about the
RCBTPxx process (which was used in aid years 2012-2013 and prior),
please refer to the RCBTPxx process in Chapter 4, Reports and
Processes in this User Guide.
The Data Load process loads financial aid applicant records into Banner Financial Aid
from external sources via electronic media. This information is stored in temporary Oracle
tables (loaded by the RCPCTxx, RCBTPxx, or RCPTPxx processes), which are then used
by the RCPMTCH (Financial Aid Data Load Part 2) and RCRTPxx (FA Dataload Part 3)
programs to complete the Data Load process.
The xx in the last two positions of the program name indicates the aid year for which the
program is designed. The RCBTP12 program, for example, is written specifically for the
2011 - 2012 financial aid year. These programs are year-specific because financial aid
application record formats change annually. The names of the underlying financial aid
tables are not year-specific, however; columns are merely added to these tables as
necessary on a year-to-year basis.
Data Load is divided into three mandatory steps:
1. Loading Data into Temporary Tables (through RCPCTxx, RCBTPxx, or RCPTPxx)
2. Performing Match Process (RCPMTCH)
3. Loading Data into Production Database (RCRTPxx)
EDE ISIR Data Load process flow
1. Set Up Rule and Validation forms (Annually)
Enter requirement codes and statuses on the Data Source Code Validation
(RTVINFC) form for the EDE source to allow Banner to post documents indicating that
a federal application has been received.
Banner Financial Aid User Guide
| Processing
80
• Use the Interface Data Translation Rules (RCRTPTR) form to convert codes on
incoming federal application records to valid Banner values if your school will load all
application records.
• Enter values and rules on Banner General Common Matching forms used for matching
incoming application records to existing person records in Banner.
• Establish the matching source and parameter set on Data Source Rules (RCRDTSR)
form for the aid year and data source used for the processing of individual records from
the Financial Aid Suspended
• Financial Aid Suspended Records Maintenance (RCRSUSP) form.
• Set fields on the Global Institution Financial Aid Options (ROAINST) form that control
the dataload process or that act as default values during the load.
2. Prepare Incoming files for Data Load
Use the File Concatenation Process (FILECAT) to combine multiple EDE files
downloaded via the EdConnect software into one file for uploading to Banner.
Note: You cannot use the FILECAT process with files in XML format.
Rename the file to the default name that is recognized by Banner processes.
3. Load Records to Temporary Tables (RCBTPxx or RCPTPxx)
The RCBTPxx or RCPTPxx process loads incoming EDE ISIR files to a set of
temporary tables. The temporary tables accommodate files for more than one aid year
and for more than one data source.
4. Match Incoming Records to Existing Banner Records (RCPMTCH)
The RCPMTCH process uses the matching rules established on the Banner General
Common Matching forms to compare incoming EDE records to existing General
Person records in the production database. The process identifies New records, those
that have an existing Match, and those that have potential matches or matching
errors. During this process, you may place unmatched New records in a Hold status to
prevent them from loading to the production tables until a matching General Person
record exists in Banner.
5. Load Records to Production Database (RCRTPxx)
This step loads New and Matched status records from temporary tables to
production tables and deletes corresponding records from temporary tables. You may
run RCRTPxx in batch, or initiate the load for individual records as the records are
matched, on the Financial Aid Suspended Records Maintenance (RCRSUSP) form
(See Step 7).
6. Resolve Records on the Financial Aid Suspended Records Maintenance (RCRSUSP)
form.
Review each Suspended, Duplicate, and Error record on the RCRSUSP
form. Initiate Common Matching rules to determine whether the record is New or
Matched or if potential matches exist. You may access selected Banner Student
processing forms to assist in suspense resolution. If a match is determined, use the
Select ID button in the Data Load Record Block to update the ID and determine
the match status. Select the Load button to load individual New and Match records
Banner Financial Aid User Guide
| Processing
81
to the production tables via the RCRTPxx process. If applicable, use the online Delete
Record feature on RCRSUSP to remove individual records from the temporary tables.
7. Load Records to Production Database (RCRTPxx)
You must run RCRTPxx again if you did not load files individually after identifying them
as Matched or New on the RCRSUSP form. This loads the files you marked from
temporary tables to production tables and deletes the corresponding records from
temporary tables. This process is run as described in step 5 above.
Note: It is important to run steps 4, 5, 6, and 7 as close together as
possible. This decreases the chance of someone adding new students
online, which would make the New status, as determined by RCPMTCH,
incorrect. If the record is a duplicate, change only one entry to avoid
Oracle errors in RCRTPxx.
8. Delete Temporary Suspense Tables (RCRDTMP) (optional)
Use RCPDTMP to delete files from the temporary database tables at the end of a
completed aid year if you used the option to assign a status of Hold to records that
did not have a matching record in the production database. In addition, you can delete
temporary files individually during daily processing from the RCRSUSP form (see
Step 5). You may use the Delete Temporary Records option for immediate
deletion, or set the Delete Record indicator on RCRSUSP and run the RCPDTMP
process to batch delete the selected records.
CSS PROFILE Data Load process flow
1. Set Up Rule and Validation forms (Annually)
Enter requirement codes and statuses on the Data Source Code Validation form
(RTVINFC) for the CSS source to allow Banner to post documents indicating that a
CSS PROFILE application has been received. Use the Interface Data Translation
Rules form (RCRTPTR) to convert codes on incoming applications to valid Banner
values if your school decides to load all incoming application records. Enter values
and rules on Banner General Common Matching forms used for matching incoming
application records to existing person records in Banner. Establish the matching
source and parameter set on the Data Source Rules form (RCRDTSR) for the aid year
and data source used for the processing of individual records from the Financial Aid
Suspended Record Maintenance form (RCRSUSP). Set fields on the Institution
Financial Aid Options form (ROAINST) that control the data load process or that act
as default values during the data load.
2. Load Records to Temporary Tables (RCPCTxx)
The RCPCTxx process loads incoming CSS PROFILE files to a set of temporary
tables. The temporary tables accommodate files for more than one aid year and for
more than one data source.
3. Match Incoming Records to Existing Banner Records (RCPMTCH)
The RCPMTCH process uses the matching rules established on the Banner General
Common Matching forms to compare incoming CSS PROFILE records to existing
General Person records in the production database. The process identifies New
Banner Financial Aid User Guide
| Processing
82
records, those that have an existing Match, and those that have potential matches or
matching errors. During this process, you may place unmatched New records in a
Hold status to prevent them from loading to the production tables until a matching
General Person record exists in Banner.
4. Load Records to Production Database (RCRTPxx)
This step loads New and Matched status records from temporary tables to
production tables and deletes corresponding records from temporary tables. You may
run RCRTPxx in batch, or initiate the load for individual records as the records are
matched, on the Suspended Records Maintenance form (RCRSUSP) (see Step 7).
5. Resolve Records on the Financial Aid Suspended Records Maintenance (RCRSUSP)
form.
Review each Suspended, Duplicate, and Error record on the RCRSUSP
form. Initiate Common Matching rules to determine whether the record is New or
Matched or if potential matches exist. You may access selected Banner Student
processing forms to assist in suspense resolution. If a match is determined, use the
Select ID button in the Data Load Record Block to update the ID and determine
the match status. Select the Load button to load individual New and Match records
to the production tables via the RCRTPxx process. If applicable, use the online Delete
Record feature on RCRSUSP to remove individual records from the temporary tables.
6. Load Records to Production Database using RCRTPxx
You must run RCRTPxx again if you did not load files individually after identifying them
as Matched or New on the RCRSUSP form. This loads the files you marked from
temporary tables to production tables and deletes the corresponding records from
temporary tables. This process is run as described in step 5 above.
Note: It is important to run steps 4, 5, 6, and 7 as close together as
possible. This decreases the chance of someone adding new students
online, which would make the New status, as determined by RCPMTCH,
incorrect. If the record is a duplicate, change only one entry to avoid
Oracle errors in RCRTPxx.
7. Delete Temporary Suspense Tables (RCRDTMP) (optional)
Use RCPDTMP to delete files from the temporary database tables at the end of a
completed aid year if you used the option to assign a status of Hold to records that
did not have a matching record in the production database. In addition, you can delete
temporary files individually during daily processing from the RCRSUSP form (see
Step 5). You may use the Delete Temporary Records option for immediate
deletion, or set the Delete Record indicator on RCRSUSP and run the RCPDTMP
process to batch delete the selected records.
Banner Financial Aid User Guide
| Processing
83
Setting up rule and validation forms for Data Load
Build the Interface Data Code Validation (RTVINFC) form.
The Interface Data block is not aid year-specific. Select the Source Code (such as EDE
or CSS) and enter a tracking requirement code in the Code Requirements field. Banner
uses this value to update the student’s tracking requirement record when the first
application record for that source is loaded into Banner. You can enter a second
requirement (such as an institutional application) in the Supplemental Requirements
field. Enter the tracking requirement status that you want to post with the tracking
requirement in the Status Requirements field.
You must populate the Recruiting Source and Contact Type fields. This data is required
for Part 3 of Data Load (RCRTPxx) to complete successfully, even though you may not
create recruiting records. If you create recruiting records with RCRTPxx, the Recruit
Prospect information (SRARECR) form is populated.
The Aid Year Specific Rules block is optional. If your tracking requirement is different each
year, you may enter an Aid Year Code for each year and source combination you want to
define. Associate an aid-year-specific tracking requirement with each entry. If you choose
to enter aid-year specific requirements, the tracking entries on the Interface Data Block
are ignored.
Build the Interface Data Translation Rules (RCRTPTR) form.
This form allows you to convert specified data values in the temporary tables to
institutional values during Data Load. The four tables that are recognized by Banner are
MRTL (Marital), MAJR (Major), SBGI (prior schools attended), and CITZ (Citizenship).
Data Load processing requires MRTL, MAJR, and SBGI Table Name, Data Value, and
Converted Code field entries. CITZ is an optional entry. The form is completed for each
application Source Code (EDE, CSS) in use at your school.
Data Value is the value for the field that comes in from the Data Load file. The Converted
Code field contains the desired value you want the incoming data to be when posted to
Banner. The Converted Code must match values already defined in a corresponding
Banner validation table. Description automatically populates when you enter the converted
code.
When the incoming data field contains a blank value, enter an asterisk (*) in the Data
Value field with its associated Converted Code value. If a data value exists, but is not
listed in the corresponding validation form, or if you choose to convert all data to one
value, you must enter the word Default in the Data Value field for its associated
Converted Code value.
When building this form, there must be a minimum of two entries for each MAJR, MRTL,
and SBGI. These two values are an asterisk (*) and the word Default in the Data
Value field. Even though students do not provide data for major or prior schools attended
on the FAFSA, or the CSS PROFILE, Banner Data Load still requires at least the default
and (*) entries for the MAJR, MRTL, and SBGI tables. A Default entry is not required
for the CITZ table.
Banner Financial Aid User Guide
| Processing
84
Sample EDE record data values are as follows.
Table Name
Data Value
Converted Value
MAJR
*
Value for undeclared major - STVMAJR
MAJR
DEFAULT
Value for undeclared major - STVMAJR
MRTL
*
Value for single - STVMRTL
MRTL
1
Value for single - STVMRTL
MRTL
2
Value for married - STVMRTL
MRTL
3
Value for single or separated - STVMRTL
MRTL
DEFAULT
Value for single - STVMRTL
SBGI
*
Institution’s School Code - STVSBGI
SBGI
DEFAULT
Institution’s School Code - STVSBGI
CITZ
*
Value for U.S. Citizen – STVCITZ
CITZ
1
Value for U.S. Citizen - STVCITZ
CITZ
2
Value for U.S. Citizen - STVCITZ
CITZ
3
Value for Non-Citizen - STVCITZ
Build the Global Institution Financial Aid Options (ROAINST) form.
Codes in various fields on this form serve as global controls for the dataload process, or
are used as defaults, as application records are loaded. You must define the following
fields in this step: Start Date and Year, End Date and Year, Primary Application
Source, Application Received Date Indicator, Tracking Established Status, Source
for Application Received Date (if you load both EDE ISIR and CSS Profile records)
Default Aid Period or Default Aid Period Rule Code, Current Term Code, Current
Period, Initial SAP Code. You may optionally defined a Default Expected Enrollment
status for the aid year or an algorithmic rule to calculate the expected enrollment status as
well as a Default Expected Enrollment status for each period in the applicant's aid period
using a specific value or an algorithmic rule.
Build the User-Defined Variables Description (RORUSER) form.
Note: This step is optional and is for CSS PROFILE only.
If you contract with CSS for students to complete optional questions on the PROFILE
application, you may load up to 30 responses to User Defined fields for the student. Select
a range of fields on the RORUSER form. Enter the CSS Profile question number and a
description for each question that students will complete. Once the data is loaded, you can
view the results on the Applicant User-Defined Data (ROAUSDF) form.
Banner Financial Aid User Guide
| Processing
85
Define the Common Matching Source Code Validation (GTVCMSC)
form.
Enter a Matching Source code (name) and a Description on the Common Matching
Source Code Validation form (GTVCMSC) for the set of rules that you want to use when
matching the records for an application data source during Financial Aid Dataload Part 2
(RCPMTCH) and during online matching when resolving suspended records. You may
define a common matching source code for each data source (EDE, CSS), or you may
choose to define one common matching source code for all data sources. Each data
source code can have multiple rules that determine if the record already exists in the
database.
Build the Common Matching Source Rules (GORCMSC) form.
Set up default information for a Matching Source code on the Common Matching Source
Rules (GORCMSC) form.
Select the Person value for the Match Type field to match against person records in
Banner.
Specify forms in the Option Display Rules Block to which the user can navigate using the
Details button on the Common Matching Entry (GOAMTCH) form to see more detailed
information about possible matched records.
Note: The Use for Online Common Matching, Default Address Type,
Default Telephone Type, and Default E-mail Type fields on the
GORCMSC form are applicable to a Common Matching Source Code that
will be used for creating records on the various %IDEN forms such as
SPAIDEN; they are NOT applicable to a Common Matching Source Code
that will be used to match records from the RCRSUSP form after a
Financial Aid Data Load. If you elect to create person records for new
applicants or to update existing person records during Data Load, Banner
will use only the Address, Telephone, and E-mail types defined in the
parameters of Data Load Part 1 (RCBTPxx, RCPTP,xx, or RCPCTxx).
Build the Common Matching Rules (GORCMRL) form.
Create rules for your Common Matching Source Codes on the Common Matching Rules
form (GORCMRL) and give each rule a priority. Banner accesses your rules in priority
order. If the Priority 1 rule finds a match, or finds no potential matches, the record is
matched or new respectively and processing stops. If the Priority 1 rule finds potential
matches, the procedure goes to the next priority and executes the rule to attempt to find
matched records. For this reason, the Priority 1 rule should have the most restrictive
criteria.
Select the Create Required Rules button to use default data elements (elements marked
as required for matching by checking the Required Element field on the Common
Matching Data Dictionary (GORCMDD) form). The GORCMDD form is populated and
delivered by with the system. The only data element delivered as a required element is
SPRIDEN_SEARCH_LAST_NAME.
Banner Financial Aid User Guide
| Processing
86
Select additional data elements to use in matching by using the Column List of Values
from the GORCMDD data element listing that will make up each rule.
In the Length field, indicate the number of characters to compare during the matching
process (for fields not defined as a code in Banner). If the Allow Negative Length field is
checked for a selected data element on the Common Matching Data Dictionary form
(GORCMDD), you may enter a negative number for comparison. For example, enter 10 to
read the first ten characters of the Last Name; enter –4 to read the last four characters of
the Social Security Number.
The algorithm that controls Common Matching uses a combination of primary and
secondary matches (see the complete algorithm in the Additional Data Load Topics
section below). You should use the Social Security Number along with other criteria, such
as birth day and an item from the address, in your rules to achieve optimum matches.
Also, you should test your choice of Match on Null Data option. A simple rule that uses
only Last Name – Match on Null Data = No (Required Element for the rule) and SSN –
Match on Null Data = Yes could find an incorrect student. The primary match on Last
Name would find the student, and SSN would be considered a match if the SSN is null in
Banner but not null in the incoming data load record.
This form allows you to copy previously created rules in the Copy Rules To window. You
also may add specific matching procedures for matching components that are not within
Banner General tables (i.e., matching on high school data for Banner Student) in the
Matching Procedures window.
Build the Name Translation Rules (GORNAME) form — Optional.
Use the GORNAME form to build common translations between the first and middle
names you receive in Data Load files and the first and middle names stored in the Banner
General Person record (SPRIDEN). The RCPMTCH routine uses entries on this form to
assist in the matching of the first and middles names on records in the temporary tables. If
the normal match routine comes up with a first name mismatch, the process goes to the
GORNAME rules to attempt a match. If there is an exact match between the primary
columns on this form, the match exists and this record passes the first name match
requirement. If there is no record present on this form that exactly matches the first name
in the temporary tables, there is no match and the record fails the first name match. The
listing also is used when the Common Matching process is started from the RCRSUSP
form.
Some first name translations are delivered with Banner. You may enter additional
translations. See the examples below.
Bob
Robert
Harold
Hal
Rebecca
Becky
Note: The translations work both ways. You do not need to create one
record associating, for example, William with Will and a second record
associating Will with William. One record with the combination will suffice.
Banner Financial Aid User Guide
| Processing
87
Create a Parameter Set for Online FA Dataload Part 3 (RCRTPxx).
Note: If you are processing both EDE and CSS records, you must define
a parameter set for each data source.
Build a default parameter set for each application data source (EDE, CSS) to control FA
Dataload Part 3 (RCRTPxx) when you run the process online from the Financial Aid
Suspended Records Maintenance (RCRSUSP) form.
On the Job Parameter Set Rule (GJRJPRM) form, enter RCRTPxx in the Process field.
Define a parameter set name that includes the application data source name (i.e.,
1112_EDE_RCRTPxx, 1112_CSS_RCRTPxx) in the Parameter Set field and enter a
Description.
Access the Default Parameter Value Validation (GJAPDFT) form. Enter RCRTPxx in the
Process field and the saved parameter set name created on the Job Parameter Set Rules
(GJRJPRM) form in the Parameter field. Create user-defined values appropriate for the
data source for all required parameters. After the annual parameter set is created for a
data source, each user who has permission to load records to Banner from RCRSUSP
must copy the parameter set to his/her own user name. Use the copy feature on the
GJAPDFT form for this purpose. Banner validates the User ID, parameter set name, and
job when RCRTPxx is run from RCRSUSP.
Build the Data Source Rules (RCRDTSR) form.
Use this form to establish the Common Matching Source Code and RCRTPxx
parameter set to use when you process records from the Financial Aid Suspended Record
Maintenance (RCRSUSP) form. You need to create an entry for each application Source
Code (EDE, CSS) at your school. Enter the Aid Year, application Source Code (EDE or
CSS), Common Matching Source Code, and the saved Parameter Set name for Data
Load Part 3 (RCRTPxx). You may use the same Common Matching Source Code rule
set for each entry, but you must have separate parameter sets saved if your schools loads
both EDE and CSS records.
Preparing the data to load into Banner
Incoming application files from all sources must be loaded to the $DATA_HOME/
finaid directory for Unix or DATA$HOME for VMS, or
BANNER_FINAID_DATA_HOME for NT. The incoming file must be renamed to
match what the processes are expecting for RCBTPxx (EDE ISIR for years prior to
2013-2014) and RCPTPxx (CSS PROFILE). This step must be completed every time
there is a new input file to load to Banner.
Input names for the RCBTPxx (EDE ISIR) and RCPCTxx (CSS PROFILE) processes
are shown below. The xxyy in each filename represents the aid year for which the load
is performed. Beginning with 2013-2014 aid year, RCPTPxx for EDE ISIR Data load
allows you to input the file name as a parameter for the process and therefore you do
not need to rename the ISIR file.
Banner Financial Aid User Guide
| Processing
88
Default file names
For FA EDE Dataload Pt 1 (RCBTPxx), the default filename, which is mandatory for
processing aid years prior to 2013-2014, is:
Input File
Filename
EDE ISIR
xxyyesar.tap
Note: Starting with aid year 2013-2014, the RCPTPxx is used. The
RCPTPxx uses a parameter that allows you to specify the desired
filename.
For FA CSS Dataload Pt 1 (RCPCTxx), the default filename is:
Input File
Filename
CSS PROFILE
xxyycssd.xml
Once you complete Data Load, you may want to save the input file under some other
name and archive it. This way, the next time a file is loaded, it will not overwrite your
previous input file.
File Concatenation Process (FILECAT)
You can use the File Concatenation Process (FILECAT) for Data Load files. You can view
the complete list of files that you concatenate with this process in the Reports and
Processes Chapter. You cannot use FILECAT with XML formatted files.
FILECAT combines multiple ISIR files downloaded via the federal software into one file
(per processing year) for uploading to the Banner environment. The following is an
overview of the installation and usage of FILECAT.
Copy the file filecat.exe from the filecat directory of the release CD to the directory
where files downloaded via the federal software reside. This may be any directory you
choose.
Warning! Do not rename the files that are downloaded via the federal
software.
Start the program by typing filecat at the DOS prompt in the directory where you installed
the utility. Enter the names of the ISIR files you want to add to the xxxxESAR.tap (for
example, where xxxx = 1112) file to be uploaded to Banner. You may process as many
ISIR files as you wish.Filecat syntax is:
Banner Financial Aid User Guide
| Processing
89
filecat -i file1 [file2...fileN] [-e ext] [-o outfile] [-v] [-a]
where:
• -i list of input files (wildcards are allowed)
• -e extension of file to be output first
• -o output file name (default is filecat.out)
• -v enable verbose output mode
• -a append rows to output file instead of overwriting
You can type filecat without parameters to get detailed instructions for its use.
Warning! When using the -i parameter, the list of files to concatenate
should be separated by a space, not a comma.
If you double click the file from Windows Explorer or Run it from the
windows Start Menu, the text displays too briefly for it to be read. If the
program is not run from within a DOS window, you will not see the output
messages generated by the program.
If you run the program from the Windows Start Menu and include
command line parameters, it will run successfully. However, you will not
see any output messages, so you will not receive confirmation that the
run was successful.
FILECAT permits any input filenames (including the * wildcard -- for example, Sara*). You
can create any output filename, though the output filename defaults to filecat.out if not
specified. Use the -a parameter to append new files to an existing file; otherwise, it creates
or overwrites the specified output filename.
If you use the -a parameter and the output file does not already exist, you receive an
appropriate error message. The process determines the record length of the output file
from the first input file it encounters, matching the input filename mask. If subsequent files
have a different record length, it displays an error message and quits.
For example, if you specify filecat -i 1112* as the input file(s), and 1112cssd.dat and
1112esar.dat both exist in the directory, an error message displays when you hit the
1112esar.dat file because its length differs from 1112cssd.dat. Conversely, if you
use filecat -i 1112e* and 1112esar.dat, 1112esar.001, 1112esar.002,
1112esar.003 all exist in the directory, all four files concatenate into the output file.
Each time you run the process, a new subdirectory is created and all processed files are
moved into it. This prevents you from accidently reloading the same file. The format of the
subdirectory name is \processed_cyymmddhh24miss. The output file remains in
the original tapedata directory.
Banner Financial Aid User Guide
| Processing
90
For example:
1. filecat - i 1112esar*
Since the -o filename was not specified, it defaulted to filecat.out file. It moved
processed files to processed_20110620103501.
2. filecat -i ytdo12op.* -o filecat.out -a
Appended to current data in filecat.out.
3. filecat -i ytdo12op.* -a
Appended to current default file (filecat.out). If the data should be appended to
another file, you will need to specify with the -o filename.
4. filecat -i 1112esar* -o esar.tap
This creates a new output file of 1112esar.tap.
5. filecat -i ytdo120p* -o filecat.out.
This overwrites the existing data in filecat.out file.
Warning! You must exercise care in determining which ISIR files are to
be added to the output file (filecat.out) xxyyESAR.tap. Be sure
that only files that have not been previously uploaded to Banner are
added to the file.
After the xxyyESAR.tap file is created, transfer this file to your Data Load directory in
Banner by using an option in your transfer utility (for example, FTP) that will not change
the original file structure.
Running the Data Load process
This section covers each step of the dataload process. It includes explanations of process
parameters and a discussion of each operation.
Run the FA EDE Dataload Pt 1 (RCBTPxx or RCPTPxx) process.
Note: As of the 2013-2014 aid year, the RCPTPxx process (Java)
replaced the RCBTPxx process (Cobol). For information about the
RCBTPxx process (which was used in aid years 2012-2013 and prior),
please refer to the RCBTPxx process in Chapter 4, Reports and
Processes in this User Guide.
The FA EDE Dataload Pt 1 (RCBTPxx or RCPTPxx) process for Federal data (EDE)
records loads incoming files to temporary tables. These temporary tables, which are
duplicates of the Oracle tables where the production data is stored, contain fields that
convert data from the flat-file format to the Oracle format when discrepancies exist.
Banner Financial Aid User Guide
| Processing
91
For example, a temporary person file name is ROTPERS, while the actual table name is
SPBPERS. The temporary table contains the exact fields of the actual table plus fields that
are needed to convert the birth date to the proper format.
The data in some of these temporary tables is then compared against the data in the
production database to ensure that the information can be loaded to the correct person if
they already exist in the database, or to create a new person if the student does not yet
have a record at the institution. This is Step 2, Performing the Match Process.
Note: A listing of the temporary tables is included in the Additional Data
Load Topics section below.
The RCPTPxx parameters are:
Parameter
Value
01
Aid Year Code
Appropriate Aid Year Code for RCBTPxx or RCPTPxx
version
02
Data Source Code
EDE only
03
Import Filename
Blank (Default)
04
Generated ID/
Use SSN Indicator
G
Generated ID
S
Use SSN as ID (Default)
Recalculate Need
Indicator
Y
Recalculate Need (Default)
N
Don’t Recalculate Need
06
Address Type Code
Valid Address Type Code as listed on the STVATYP
form
07
Telephone Type Code
Valid Telephone Type Code as listed on the STVTELE
form
08
Student Email Address
Type
Email Type Code as listed on the GTVEMAL form
9
Parent Email Address
Type
Email Type Code as listed on the GTVEMAL form
Export Error records
Y
05
N
Export File Name
(Default)
Blank (Default)
Explanations of selected RCBTPxx parameters follow:
04
Generated ID/
Use SSN Indicator
Banner Financial Aid User Guide
| Processing
G
Generated ID
S
Use SSN as ID (Default)
92
The Generate ID/Use SSN Indicator enables Banner to generate an ID for a new person,
or use the SSN (social security number) as the ID. When this parameter is set to S, the
Student ID will be created using SSN; when this value is G, the RCBTPxx process will
assign a temporary generated ID to each record loaded to the temporary tables. The
temporary ID becomes permanent for students loaded as New. The temporary ID is
replaced with the generated ID in the Banner database if a match is achieved with an
existing record.
05
Recalculate Need
Indicator
Y
Recalculate Need (Default)
N
Don’t Recalculate Need
When this parameter is set to Y, all applicant records will be created with their Recalculate
Need Indicator set to Y, indicating that need will be recalculated the next time you run the
batch Need Analysis process after the records have been loaded.
Note: If a school chooses to set the Parameter 05 Recalculate Need
Indicator to N, the federal student Need Analysis record will reflect the
information imported on the ISIR with no changes. Schools that load
federal ISIR and CSS Profile records should set Parameter 05 to Y to flag
the records for a Need Analysis calculation. This will produce a Need
Analysis Report with both the ISIR and PROFILE information listed for
each student. (Review set up of Need Analysis Global Policy Options.)
Schools that choose to run the Institutional Methodology (IM) need
analysis calculation in batch should review Need Analysis documentation
carefully to understand differences in assumptions when a recalculation is
done.
To run the RCPTPxx process, access the Process Submission Controls (GJAPCTL) form
and enter the required parameters. You can proceed in one of two ways:
1. Select the Submit radio button in the Submission Block and select the Save button to
submit the job, or
2. Select the Hold radio button in the Submission Block and press the Save button to
hold the job. Note the sequence number. If you select the Hold option, you must have
access to the job submission directory to complete job processing.
Note: As a general rule, you should confirm that each Data Load process
is complete before running the next process.
Note: When inserting the name into the temporary table (ROTIDEN), the
following prefixes and suffixes are removed to assist with the matching
process.
– Specific prefixes are: Dr., Dr, Mr., Mr, Miss, Ms., Ms, Mrs., Mrs, Prof., Prof.
– Specific suffixes are: Jr., Jr, Sr., Sr, III, IV, Ph.D, PhD, CPA, MD, RN, Esq.,
Esq, DVM.
Banner Financial Aid User Guide
| Processing
93
Run FA CSS Data Load Part 1 (RCPCTxx).
The FA CSS Data Load Part 1 (RCPCTxx) process takes incoming CSS PROFILE data in
XML format and loads it to the temporary Oracle tables. This data is then available for use
by the remaining steps of the Data Load process.
RCPCTxx parameters (CSS PROFILE data only) include:
Parameter
Value
01
Aid Year Code
Appropriate Aid Year Code for RCPCTxx version
02
Data Source for CSS
CSS only
03
Generated ID/
Use SSN Indicator
G
Generated ID
S
Use SSN as ID (Default)
Recalculate Need
Indicator
Y
Recalculate Need (Default)
N
Don’t Recalculate Need
05
Permanent Address
Type Code
Valid Address Type Code as listed on the STVATYP
form
06
Permanent Telephone
Type Code
Valid Telephone Type Code as listed on the STVTELE
form
07
Student Email Address
Type Code
Student e-mail Type Code as listed on the GTVEMAL
form
08
Mailing Address Type
Code
Mailing Type Code as listed on the STVATYP form
09
Parent Email Address
Type
Parent e-mail Type Code as listed on the GTVEMAL
form
04
Explanations of selected RCPCTxx parameters follow:
03
Generated ID/
Use SSN Indicator
G
Generated ID
S
Use SSN as ID (Default)
The Generate ID/Use SSN Indicator enables Banner to generate an ID for a new person,
or use the SSN (social security number) as the ID. When this parameter is set to S, the
Student ID will be created using SSN; when this value is G, the RCPCTxx process will
assign a temporary generated ID to each record loaded to the temporary tables. The
temporary ID becomes permanent for students loaded as New. The temporary ID is
replaced with the generated ID in the Banner database if a match is achieved with an
existing record.
Note: The use of Generated IDs is strongly recommended because of the
possibility of CSS data records not containing SSNs. If you choose to use
SSNs for RCPCTxx and RCPMTCH, the students will be generated with
an ID of 0 and marked as “New" or "Hold". If marked as "New", these
Banner Financial Aid User Guide
| Processing
94
students appear on the errs.lis output file of RCRTPxx and gets into
suspense on RCRSUSP, where you have the opportunity to create an ID
for the students.
04
Recalculate Need
Indicator
Y
Recalculate Need (Default)
N
Don’t Recalculate Need
When this parameter is set to Y, all applicant records will be created with their Recalculate
Need Indicator set to Y, indicating that need will be recalculated the next time you run the
batch Need Analysis process after the records have been loaded.
Note: If a school chooses to set the Parameter 04 Recalculate Need
Indicator to N, the federal student Need Analysis record will reflect the
information imported on the ISIR with no changes. Schools that load
federal ISIR and CSS Profile records should set Parameter 04 to Y to flag
the records for a Needs Analysis calculation. This will produce a Need
Analysis Report with both the ISIR and PROFILE information listed for
each student. (Review set up of Need Analysis Global Policy Options.)
Schools that choose to run the Needs Analysis calculation in batch should
review Need Analysis documentation carefully to understand differences
in assumptions when a recalculation is done.
To run the RCPCTxx process, access the Process Parameter Entry form (GJAPCTL) and
enter the required parameters. You can proceed in one of two ways:
1. Select the Submit radio button in the Submission Block and select the Save button to
submit the job, or
2. Select the Hold radio button in the Submission Block and press the Save button to
hold the job. Note the sequence number. If you select the Hold option, you must have
access to the job submission directory to complete job processing.
Note: As a general rule, you should confirm that each Data Load process
is complete before running the next process.
Note: When inserting the name into the temporary table (ROTIDEN), the
following prefixes and suffixes are removed to assist with the matching
process.
– Specific prefixes are: Dr., Dr, Mr., Mr, Miss, Ms., Ms, Mrs., Mrs, Prof., Prof.
– Specific suffixes are: Jr., Jr, Sr., Sr, III, IV, Ph.D, PhD, CPA, MD, RN, Esq.,
Esq, DVM.
Run the Financial Aid Dataload Part 2 (RCPMTCH) process.
Note: Before running this step, verify that you have created matching
rules on the Common Matching Rules (GORCMRL) form.
Banner Financial Aid User Guide
| Processing
95
The RCPMTCH process is the matching step of Data Load. RCPMTCH performs a
comparison between the student data in the temporary tables (ROTIDEN, ROTPERS,
ROTADDR, ROTEMAL) and student person (General Person) data that already exists in
the database. RCPMTCH follows matching rules set up on the Common Matching Rules
(GORCMRL) form for the Data Source Code that you enter for the RCPMTCH Common
Matching Source Code (parameter 06).
As part of the matching process, all non-code fields used in matching are changed to
upper case, compressed to remove all spaces, and all special characters are removed.
This occurs with both the data in the Financial Aid temporary tables as well as the data in
Banner.
You also can use the Name Translation Rules (GORNAME) form for matching situations
such as Bob – Robert. This process uses the name search fields to determine if a student
is new, or if the student truly exists on the database with the name entered in a slightly
different manner each time.
The result of this process is a status code that is posted to each student record in the
temporary tables. The status code assigned to a record determines whether this record is
ready to be loaded directly to the database, needs manual review and intervention, or is in
a hold status.
Below is a listing of all status codes used and their definitions. Each record in the
temporary ID table (ROTIDEN) is updated with one of the following statuses:
Status
Comment
D
Duplicate. This name and/or ID has a match within the temporary file
indicating multiple records for the same person.
E
Error. This record encountered an error that would prohibit a determination
of a New or Matched status. See the Error listing below for information.
M
Matched. Based on the rules defined for the Common Matching Source
Code, this record matches a record on the production table database and
has a Need Analysis record for the aid year being processed.
N/H
New. No match was found for this record. It is a new person. If a school
chooses to define new students with a status of Hold, then the new student
will not be processed in step 3 (RCRTPxx) until the status is changed.
R
Matched student. Based on the rules defined for the Common Matching
Source Code, this record matches a record on the production table
database but no Financial Aid record (RORSTAT) exists for the current
year.
A
Matched student. Based on the rules defined for the Common Matching
Source Code, this record matches a record on the production table
database with a Financial Aid record (RORSTAT) for the current year, but
no Need Analysis record (RCRAPP1) for the current year.
S
Suspend. This indicates at least one record where some of the fields match
the record being entered, but not all, or there is more than one record that
matches all the rules. A record will also be Suspended with an error code if
determined as new but the ID or SSN exists in the production database.
Banner Financial Aid User Guide
| Processing
96
Status
Comment
*
This is a database problem and must be corrected for the problem student
before attempting to process this student in Step 3 (RCRTPxx).
Warning! The RCRTPxx program that follows
RCPMTCH only processes records with a status of
N, M, A, or R. Records with other statuses stay in
the temporary files until deleted using RCPDTMP,
or until the statuses are manually changed using
the RCRSUSP form and you rerun the RCRTPxx
Process. Statuses that you have updated during
RCRSUSP record resolution can be changed if the
RCPMTCH process is run again before records
resolved on RCRSUSP are loaded to the
permanent tables using RCRTPxx.
The RCPMTCH parameters are:
Parameter
Value
01
Aid Year Code
Appropriate aid year
02
Data Source Code
Valid Source Code on the RTVINFC form
03
Generate ID/Use SSN
Indicator
G
Generate IDS Use SSN as ID (Default)
04
Value for New Students
N
New
H
Hold
I
Sort by IDN Sort by Name (Default)
T
Sort By Temporary PIDM
05
06
Sort Order Indicator
Common Matching Source
Code
Valid Source Code on the GTVCMSC form
Explanations of selected RCPMTCH parameters follow:
04
Value for New Students
N New
H Hold
This is the status code that is posted to all students who do not appear to match anyone in
the production database. Part 3 of the Data Load process loads all students with a status
code of N, but Data Load does not load students with a status code of H. This option is
available for those institutions that do not desire to have the Data Load process create
new students (person records) in the production database. Records with a status of H
(Hold) remain in the temporary tables until the records match a person record in the
Banner Financial Aid User Guide
| Processing
97
database and their status is updated appropriately, or until the delete from temporary
tables process is run (RCPDTMP) in batch or for the individual record.
06
Common Matching Source
Code
Valid Source Code on the GTVCMSC form
Banner starts the Common Matching Application Programming Interface (API) using the
rules defined for the Common Matching Source Code entered for this parameter.
To run the RCPMTCH process, access the Process Submission Controls (GJAPCTL) form
and enter the required parameters.
You can proceed in one of two ways:
1. Select the Submit radio button in the Submission Block and select the Save button to
submit the job, or
2. Select the Hold radio button in the Submission Block and press the Save button to
hold the job. Note the sequence number. If you select the Hold option, you must have
access to the job submission directory to complete job processing. Banner prompts
you for a User ID, a password, and the previously mentioned sequence number (the
job submission one-up number).
This job produces an rcpmtch_seqno.lis file. Print this file to capture the results of
the process. This file contains five reports:
• Financial Aid Data Load Matching Process - Parameters. This report lists the job
submission parameters used to run the job. The Common Matching Source Code
• Data Load Match Process – All Records. All records in the temporary tables for the aid
year and Data Source will be listed with the status returned from the matching procedure
(status E = Error, D = Duplicate, M = Match-M, A = Match-A,
R = Match-R, * = Dup PIDMs, S = Suspense, N = New, H = New-Hold), the rule priority
if matched, the error code if an error was encountered, and a message regarding the
status.
• Data Load Match Process - Duplicate Record. This report lists all people appearing on
the temporary tables two or more times. Note that this report is the only report for all
data source codes (see RTVINFC). Other reports are only for the data source code (infc
code) selected in parameter number two of this job.
• Data Load Match Process – Summary of Totals. This report lists Data Load matching
process totals by status and error code. Valid error messages that appear on this report
are listed below.
• Data Load Match Process - Control Summary.This report lists the parameters, job
number, report file name, and the number of pages.
Valid error messages that appear on the Data Load Match Process – Summary of Totals
report are:
Error
Description
13
ID and SSN not equal
Banner Financial Aid User Guide
| Processing
98
Error
Description
21
ID or SSN is null
22
Last name or First name is null and SSN is null
23
City is null
25
SSN exists on temporary tables 2 or more times
26
ID exists multiple times
27
ID exists in the database
28
SSN exists in the database
29
Missing Last Name
30
Missing First Name
The RCPMTCH process also creates an rcpmtch_seqno.log file.This log file
contains information that will be helpful to the technical staff if a problem running this
process is encountered.
Once the matching process is complete, the data for those students that the process has
determined are either a match, or new students, must be loaded to the production
database. This is Data Load, Part 3 (RCRTPxx).
Run FA Dataload Part 3 (RCRTPxx)
This step loads applicant information from temporary tables to permanent tables, creates
person records for New student records, and completes the necessary conversions using
the codes established in the RCRTPTR form.
Note: RCRTPxx loads all records designated as New or Matched by
RCPMTCH. The process also loads all records designated by you as
New or Matched on the RCRSUSP form.
It is important to run the RCPMTCH and RCRTPxx steps as close
together as possible. This decreases the chance of someone adding new
students online, which would make the New status, as determined by
RCPMTCH, incorrect.
RCRTPxx process parameters include:
Parameter
Value
01
Aid Year Code
Appropriate Aid Year for RCRTPxx version.
02
Data Source Code
Valid Data Source Code on the RTVINFC form.
Banner Financial Aid User Guide
| Processing
99
Parameter
Value
03
1. Load all as current.
Load Option for Need
Analysis
2. If first record from primary MDE, load as
current record, else load as non-current record
3. If first record from primary MDE, load as
current, else do not load
4. Load as non-current record
5. Do not load records, but print discrepancy
report
6. Replace existing CSS PROFILE record
7. Do not replace existing CSS PROFILE record
Note - Options 6 or 7 also include MANUAL IM
records. If a MANUAL IM record exists and option
6 is used, the MANUAL IM record will be replaced.
Tip - To prevent the batch process from
overwriting a manual record, use the IM Batch
Lock on the Need Analysis Processing
(RNAPRxx) form when creating the record. If the
record is locked, any new records being loaded
electronically will not be overwritten. This lock will
not cause the record to be locked from manual
updates. This lock indicator locks the record from
being overwritten in a data load and from manual
updates.
8. Replace existing CAL record (for California
application data load)
9. Do not replace existing CAL record (for
California application data load)
04
Not used at this time
05
NSLDS Print Option
06
Need Analysis Print Option
Print Discrepancy Report to report changes in
NSLDS summary data
Y
N
Do not print the NSLDS Discrepancy Report
Y
Print Need Analysis Discrepancy Report
Do not print Need Analysis Discrepancy
Report
N
Banner Financial Aid User Guide
| Processing
100
Parameter
Value
07
Y
Recruiting Option
Create Banner Student Recruiting records
Do not create Banner Student Recruiting
records
N
Note - The Major field on the STVMAJR form
must be checked for the converted major code in
the Converted Value field on the RCRTPTR form
to be considered a valid major. A valid major is
necessary if you want to create recruitment
records using this parameter.
08
Recalc Need Analysis
Option
Y
Set Recalc Need Analysis indicator to Y
N
Set Recalc Need Analysis indicator to N
09
NSLDS Output Application
ID
General area for which the Selection ID was
defined for NSLDS output
10
NSLDS Output Selection
ID
Code that identifies the sub-population to be
updated by NSLDS
11
NSLDS Output Creator ID
ID of the person who created the sub-population
rules for NSLDS
12
ISIR Creation Option
Y
Create ISIR records
N
Do not create ISIR records
Y
Load VA Data to Resource Table
N
Don’t Load VA Data
B
Process Batch
O
Process Online
13
14
Load VA Data to Resource
Table
Process Indicator
15
Temporary PIDM
Blank when running in batch
16
Update Postal Address
Y
Update Postal Address
N
Don’t Update Postal Address
Y
Update Telephone Number
N
Don’t Update Telephone Number
Y
Update E-mail Address
N
Don’t Up-date E-mail Address
Y
Update Social Security Number
N
Don’t Update SS Number
17
18
19
Update Telephone Number
Update E-mail address
Update Social Security
Number
Banner Financial Aid User Guide
| Processing
101
Parameter
Value
20
Name Type Code
Name type to be used for new students.
21
Address Source Code
Address source to be used for new addresses.
Explanations of selected RCRTPxx parameters follow:
03
Load Option for Need
Analysis
1. Load all as current.
2. If first record from primary MDE, load as
current record, else load as non-current record
3. If first record from primary MDE, load as
current, else do not load
4. Load as non-current record
5. Do not load records, but print discrepancy
report
6. Replace existing CSS PROFILE record
7. Do not replace existing CSS PROFILE record
Note - Options 6 or 7 also include MANUAL IM
records. If a MANUAL IM record exists and option
6 is used, the MANUAL IM record will be replaced.
Tip - To prevent the batch process from overwriting
a manual record, use the IM Batch Lock on the
Need Analysis Processing (RNAPRxx) form when
creating the record. If the record is locked, any new
records being loaded electronically will not be
overwritten. This lock will not cause the record to
be locked from manual updates. This lock indicator
locks the record from being overwritten in a data
load and from manual updates.
8. Replace existing CAL record (for California
application data load)
9. Do not replace existing CAL record (for
California application data load)
Note: Data Load options 6 and 7 are the only valid options if you enter
CSS PROFILE for the Data Source Code parameter.
Students without current application records for this year - the status is N (New), R (match
found, but no RORSTAT record for the current year), or A (match found, but no RCRAPP1
record for the current year) - are loaded as current application records, regardless of the
load option.
Banner Financial Aid User Guide
| Processing
102
Students with a locked Need Analysis record are loaded as non-current, regardless of the
load option that you select.
All new ISIR records with accompanying NSLDS data contain an NSLDS Transaction
Number. If the Transaction Number on the new NSLDS/ISIR record is greater than the
NSLDS Transaction Number of the Current NSLDS record in Banner, the process loads
the new NSLDS record as the Current NSLDS record and changes the Current record
indicator on the previous Current record to Non-current. No NSLDS records are ever
loaded as non-current. The records are either loaded as current or not at all.
You can print a Discrepancy Report for options 1 - 5, provided that you enter a Y value for
the subsequent Print Option parameter.
05
NSLDS Print Option
Y Print Discrepancy Report to report changes in
NSLDS summary data
N
Do not print the NSLDS Discrepancy Report
The Sequence Number on the NSLDS records is independent of the Sequence Number
on the RCRAPPx records. The sequence number on the NSLDS record is not unique by
source. For example, the second NSLDS record to be loaded for a student would be
sequence number 2 even if the first record was from a different source (that is, Manual).
• Since award validation must use current NSLDS data (if applicable) and you can choose
to not load the need analysis data from the ISIR, the NSLDS Data Match Indicator is
also stored as part of the NSLDS record. The Match Indicator is stored in
RCRLDS4_MATCH_IND for this purpose.
The value of this field is displayed in the Federal Match Indicators window of the Need
Analysis Result (RNARSxx) form in the NSLDS field, as well as in the NSLDS Match
field in the NSLDS Summary window of the Student Loan Data (RNASLxx) form.
These fields display the match status for the current NSLDS record.
• A separate NSLDS Discrepancy Report is created to report changes in NSLDS
Summary Data.
Whenever a student is listed on the NSLDS Discrepancy Report, an NSLDS Override
Flag is printed if the student has any overrides for the aid year - either the NSLDS
Override or the Fund/Period Specific NSLDS Override. Review in a timely manner those
students with new NSLDS records and overrides to ensure that the overrides still apply.
If Parameter 03 Load Option (for Need Analysis) is set to a value of 5 (do not load
records, but print the discrepancy report), the Print Option parameter is automatically set
to Y, and the Recruiting and Recalc Need Analysis parameters are set to N.
09
NSLDS Output Application ID
General area for which the Selection ID was
defined for NSLDS output
10
NSLDS Output Selection ID
Code that identifies the sub-population to be
updated by NSLDS
11
NSLDS Output Creator ID
ID of the person who created the sub-population
rules for NSLDS
Banner Financial Aid User Guide
| Processing
103
The preceding NSLDS population selection parameters are optional.
NSLDS information entered via Data Load informs you as to whether a student is in
default. This information may affect the award process. If you use Early Decision, your
school may package awards before you receive NSLDS information. Creating an NSLDS
population selection allows you to re-validate previously processed awards based on
NSLDS information received after packaging.
When the first NSLDS record is loaded for a student for the year, or when a new NSLDS
record is loaded, Banner has the capability to capture the student’s PIDM in a population
selection ID so that you can run the Validate Award Process (RPRVAWD) to verify that the
previously packaged award is still valid.
12
ISIR Creation Option
Y
Create ISIR records
N
Do not create ISIR records
A printed or electronic ISIR is only valid if the information matches the data at the CPS for
a given transaction number. To maintain a true ISIR database in a manner that preserves
the original content, Banner loads EDE records to the RCRAPP1 through RCRAPP4 and
RCRESAR tables with an INFC Code (source code) of ISIR and EDE. The ISIR records
are frozen as ISIR transactions. This option is controlled by the ISIR Creation Option
(Parameter 12).
15
Temporary PIDM
Blank when running in batch
16
Update Postal Address
Y
Update Postal Address
N
Don’t Update Postal Address
Y
Update Telephone Number
N
Don’t Update Telephone Number
Y
Update E-mail Address
N
Don’t Up-date E-mail Address
Y
Update Social Security Number
N
Don’t Update SS Number
17
18
19
Update Telephone Number
Update E-mail address
Update Social Security
Number
Parameter 15 - Temporary PIDM is used only when RCRTPxx is run from the RCRSUSP
form. Leave the parameter blank for batch processing.
If an incoming record is matched to an existing person record in the production database,
RCRTPxx loads all financial aid data from the incoming record. RCRTPxx does not update
populated fields on an existing person record. RCRTPxx updates the Postal Address,
Telephone Number, and/or E-mail Address if you answer Y to parameter 16, 17 or 18
and there is no record for the Address, Telephone, or E-mail type that you specified in your
Data Load Part 1 parameters. Social Security Numbers are updated on an existing person
record if it is blank and you enter Y for RCRTPxx parameter 19.
Banner Financial Aid User Guide
| Processing
104
If no person record in the production database matches the incoming record, records
exist, RCRTPxx will create a person record for the student using data from the record in
the temporary tables, and will insert all financial aid data. (See section on New vs. Existing
Person below for additional discussion.)
Once RCRTPxx loads a record to the production database, all data for that record is
removed from the temporary tables.
To run the RCRTPxx process, access the Process Submission Controls (GJAPCTL) form
and enter the required parameters. You can proceed in one of two ways:
• Press the Submit radio button in the Submission block and press the Save button to
submit the job
• Press the Hold radio button in the Submission block and press the Save button to hold
the job. Note the sequence number. If you select the Hold option, you must have access
to the job submission directory to complete job processing. You are prompted for a User
ID, a password, and then the sequence number from above (job submission one-up
number).
RCRTPxx output includes the following reports:
Note: If there is no data for the reports, the file and output are
suppressed.
• Report Control Information (rcrtpxx_jobseqno.lis). This report lists the
parameters used when Data Load Part 3 was run and the totals for the number of
records processed, the number of ISIR records added, the number of NSLDS records
added, duplicate transaction information, the number of Financial Aid records
(RORSTAT) created, the number of records not loaded as current, due to a locked Need
Analysis, the number of records not loaded when load option 3 was used, and the
number of Oracle and/or API errors encountered.
• Student listing (rcrtpxx_jobseqno_apps.lis). This report lists the records
processed, if the Need Analysis was load as the current record, if NSLDS data was
loaded as the current record, and identifies duplicate transactions.
• Discrepancy report (rcrtpxx_jobseqno_need.lis). If you selected the Need
Analysis Print option, this report displays discrepancies between the new record being
loaded and the existing current Federal record.
• NSLDS Discrepancy report (rcrtpxx_jobseqno_nslds.lis). If you selected the
NSLDS Print option, this report displays discrepancies between existing and new
NSLDS information.
• Errors – Students Not loaded or errors encountered loading data
(rcrtpxx_jobseqno_errs.lis). If errors were encountered during Data Load
part 3, the name, ID, match status, and the error received are listed. If the record could
not be loaded, the Match status for the record is updated to Suspense with an error
code of 31 - Record not created. Failed Data Load Part 3. If the record was created but
not all data could be inserted, the error listing the data is provided; i.e., the process was
able to create the ID and biographical information for the record, but could not insert the
address due to missing data.
Banner Financial Aid User Guide
| Processing
105
Review the records on the Financial Aid Suspended Records
Maintenance (RCRSUSP) form.
Records that are assigned a status of Suspend, Hold, Duplicate, *, or Error
during Financial Aid Dataload Part 2 (RCPMTCH) display on the Financial Aid Suspended
Records Maintenance (RCRSUSP) form; records assigned a status of Match or New
during the RCPMTCH process do not appear on the form.
Only status codes of Duplicate, Error, Hold, and Suspense may be resolved
from the RCRSUSP form. If the status code is an asterisk (*), there is a data integrity
problem with this student that needs to be resolved prior to loading this student (a
duplicate PIDM exists). The status cannot be updated from an (*) on the RCRSUSP form.
If the status code is E, which means that a required field is null, you can correct the data in
the temporary table (top section) on this form and you can update the status.
You should work directly from the output report from the RCPMTCH process as it lists all
the students in the Suspense file and the status code of each. To have this report you
must print a copy of the Data Load Match Process – All Records report.
The Data Load Record block of the RCRSUSP form displays data for a record in the
temporary tables, including a temporary ID assigned during FA CSS Data Load Part 1
(RCBTPxx, RCPTPxx, or RCPCTxx). The ID may be the Social Security Number from the
incoming record or a temporary generated ID depending on your parameter choice during
Dataload Pt 1 (RCRTPxx, RCPCTxx). The RCPMTCH status and any associated error
codes also display. Error code descriptions are printed in the Data Load Match Process –
All Records report and display on RCRSUSP as part of the Error field. The Match Results
Window on RCRSUSP displays student data that exists in the production database once
you have selected a record as an actual match for the one displayed in the Data Load
Record Block.
While on the RCRSUSP form, select the Match button to access the Common Matching
Entry (GOAMTCH) form. From GOAMTCH, use the Common Matching functionality to
examine existing or potential matching records in the production database to resolve
suspended records. To utilize the Common Matching process, scroll to a record in the
Data Load Record Block on RCRSUSP, and press the Match icon or perform the Next
Block function. This will open the Common Matching Entry (GOAMTCH) form. Information
from the record in the temporary table will display in the Data Entry window. Press the
Duplicate Check icon to display a matching record (Match tab) or a listing of potential
matching records (Potential Matches) tab. If there are no records that match the rules that
you established on the Common Matching Rules (GORCMRL) form, you will receive an
alert message.
If no match is found on GOAMTCH, and your school is loading New records, enter the
code of N in the Override field on the RCRSUSP form. The Status field is updated to New.
If you are using the status of Hold at your school, and you do not achieve a match on a
record with a Hold status, leave the status as H for matching later.
If Banner displays a single matching record under the Match tab, information displays
according to the data elements present in your rules (i.e., If City is a data element in
your rule, and an address (of any address type) exists in the database that matches the
one in the temporary table, the matching address information displays. If no address data
elements are in your rule, no address information will display in the match fields.) If you
are presented with a list of potential matches, the same student may appear in the listing
Banner Financial Aid User Guide
| Processing
106
more than once if you are using multiple priority rules and the student meets more than
one of your rules.
When reviewing a single matched record or multiple matching records, you may check
additional detail in the All Addresses field. You also may access selected Banner forms
by pressing the Details button on the GOAMTCH form. The Match Priority and Match
Results fields will indicate the rule used for matching and the portions of the rule that were
met, or not met. It is important to study the Common Matching algorithm to understand
what constitutes a match.
Once a matching record is confirmed, press the Select ID button on the GOAMTCH form
to return the data for the matching record to the Match Results Block of the RCRSUSP
form. Banner displays data items consistent with your rule. The address that displays on
RCRSUSP is for the address type that you specified in your Data Load Step 1 parameters,
or the most recent address in the Banner database, if no address exists for the type
specified during Data Load. Press the Select ID button on RCRSUSP, and Banner
automatically updates the match status and replaces the temporary ID in the Data Load
Record Block with the ID that exists in the production database. Save the record to finalize
the matching process.
A Duplicate status indicates that a student has two or more records in the temporary
tables at the same time. These may be from a single data source (EDE) or from multiple
data sources (EDE and CSS). Examine the records and select one for Common Matching.
If your school loads all records, select the duplicate with the earliest transaction number
first. After performing a Common Matching search, and achieving a match or entering a
status of New on the first record, you should load the record to Banner. If you have only
one more record for the student, you should achieve a match status the next time you run
the matching process in batch or online. If you have more than one duplicate remaining,
you must repeat the matching and loading processes until all records are loaded to the
production database.
If you make a mistake in changing a student’s status and wish to return to the original
status code, you have two options. Re-run the RCPMTCH process for all students, or prior
to committing the status, change the Override status code to “-” for that student. When
you save the record, it will revert back to the original status code.
Note: Changing the status code on the form only works if you have not
left the RCRSUSP form (Exit or Clear form Rollback) since making the
initial change. Once you leave the form, the changes are saved and the
Match and New records no longer appear on the RCRSUSP form.
Match and New records continue to appear on the form until you perform
an Exit or a Clear form Rollback.
Once a record is assigned a Match or New status, you must load the record to the
Banner database using the FA Dataload Part 3 (RCRTPxx) process. You may select the
Load button on the RCRSUSP form to run RCRTPxx immediately, which loads the record
to the permanent tables. You must have permission to run RCRTPxx and must have a
parameter set established in your user name to run the online process. Once you load the
record, or leave the record after assigning a New or Match status, the record no longer
appears on the RCRSUSP form. If you do not want to use the online load process, or if
you forget to load the record immediately after updating the status to Match or New, you
may run FA Dataload Part 3 (RCRTPxx) in batch (see Run the RCRTPxx process step
below).
Banner Financial Aid User Guide
| Processing
107
Warning! If you elect to run FA Dataload Part 3 (RCRTPxx) in batch after
resolving records on the RCRSUSP form, do not run Financial Aid
Dataload Part 2 RCPMTCH again prior to running RCRTPxx. RCPMTCH
returns your New and Match status codes to those originally assigned to
the temporary records.
The Suspended Records Maintenance form also includes functionality to delete selected
records from the temporary tables. You may check the Delete Record field on a selected
record to flag the record for deletion according to your institutional Data Load policy. Once
the flag is set, you may select Delete Temporary Records on the Options menu of the
RCRSUSP form. This removes all flagged records for the aid year and data source
displayed in the key block of RCRSUSP. If you do not use the online delete option, you
may run the FA Data Load Table Deletes (RCPDTMP) process in batch using parameter
choices to delete records flagged on the RCRSUSP form. Records flagged for deletion
continue to appear on RCRSUSP until the record is deleted or until the Delete Record
field is unchecked.
Note: The online Delete Temporary Records Process does not check for
the User ID before deleting flagged records.
Run the RCRTPxx process
This step is a repeat of the Run FA Dataload Part 3 (RCRTPxx) step. You should run batch
RCRTPxx immediately after resolving suspended records if you do not choose to load the
records to the production database individually from the RCRSUSP form. This moves
those corrected records to the production database for processing, and will reduce the
chance of another user creating a duplicate record in Banner for the same student.
It is critical that you repeat the RCPMTCH process and the RCRTPxx process until all
records in the temporary tables that can be resolved are resolved. These are iterative
processes and can be run over and over again until there are no longer any records in the
temporary tables that need to be moved.
Run the FA Data Load Table Deletes (RCPDTMP) process
The FA Data Load Table Deletes (RCPDTMP) process, which is used to delete records
from the temporary tables, may be run in batch, or the process may be run on-line from
the RCRSUSP form. The batch process can delete all records in the temporary tables for
a selected Aid Year and INFC Source Code. The process also can delete all records
where the Delete Record field is checked on the RCRSUSP form. To delete records online from RCRSUSP, you would check the Delete Record field to flag selected records.
Then you would select the Delete Temporary Records selection on the Options menu.
This deletes flagged records for the Aid Year and Source Code displayed in the
RCRSUSP key block.
If you choose to delete selected records using either the on-line or the batch process, all
other records remain unchanged in the temporary tables.
Banner Financial Aid User Guide
| Processing
108
Parameters for the RCRDTMP process are:
Parameter
Value
01
Aid Year Code
Appropriate Aid Year
02
Data Source Code
Valid Data Source Code
03
Delete Flagged Records
Only
Y
Delete Flagged Records Only
N
Delete All Records
Note: Parameter 01 and 02 are required if parameter 03 is set to N.
However, these parameters are not required if parameter 03 is set to Y.
If parameter 03 is set to Y and neither 01 or 02 is populated, the process
deletes all records where the ROTIDEN_DELETE_FLAG = Y, without
regard to the Aid Year code or INFC code. However, if either, or both, 01
and 02 are populated and 03 = Y, then the process use the combination of
the parameters to delete the correct flagged records. When parameter 03
is set to Y, records that are not flagged for deletion on RCRSUSP remain
in the temporary tables.
On the Process Submission Controls (GJAPCTL) form, enter the required
parameter for RCPDTMP. You can proceed in one of two ways:
Select the Submit radio button in the Submission block and select the
Save button to submit the job
Select the Hold radio button in the Submission block and select the Save
button to hold the job. Note the sequence number. If you select the Hold
option, you must have access to the job submission directory to complete
job processing. You are prompted for a User ID, a password, and the
sequence number from above (job submission one-up number).
This process produces a rcpdtmp_seq.lis file. You should print or
save this file to capture the results of the process.
The RCPDTMP Process also creates an rcpdtmp_seqno.log file.
This log file contains information that will be helpful to the technical staff if
you encounter a problem running this process. (As a general rule, you
should always review the output from any job prior to starting the next
process.)
Note: You must decide when you need to run the RCPDTMP process to
delete records from the temporary tables:
Banner Financial Aid User Guide
| Processing
109
– If your school is diligent in the act of resolving all suspended records from
Data Load to Data Load, and you are loading all New student records to the
database, the RCRSUSP form should be empty after each Data Load. You
would not need to run the RCPDTMP Process.
– If you are using the RCPMTCH status of Hold to keep records in the
temporary tables until a matching person record exists in the production
database, you would run RCPDTMP only at the end of the financial aid
processing year. You would use the Aid Year and INFC Source Code
parameters for the batch process to remove records for the completed aid
year from the temporary tables.
– If you are loading only selected records into the production database (for
example, the latest transaction when two records with the same EFC exist in
the temporary tables), you may choose to flag records for deletion on
RCRSUSP and use the on-line Delete Temporary Tables option or the batch
process parameter to Delete Flagged Records Only.
Warning! Once data is deleted from the temporary tables, it is lost. If you
accidentally delete all data it could mean re-running the Data Load
Process for a particular file or for the particular aid year. This might
include records that already have been loaded to the production
database.
Additional Data Load topics
The following sections discuss additional topics related to Data Load.
Loading and storing of ISIR records
The Institutional Student Information Record (ISIR) is the Department’s official notification
to your school about a student’s Expected Family Contribution (EFC) and eligibility for
Federal aid. This electronic ISIR record along with NSLDS information is delivered to your
school through EDE. You must maintain these original ISIRs along with the NSLDS
information for audit purposes and you may need to print them for internal or student use.
To maintain these records, your school needs to support a database of ISIRs in a manner
that preserves the original content. A printed or electronic ISIR is only valid if the
information matches the data at the CPS for a given transaction number. However, a
school may want to change information on the original ISIR, and to facilitate this Banner
provides an option during data load to create two records from the original ISIR data.
To maintain a true ISIR database, you have the option to load EDE ISIR records with
source codes (INFC Code) of ISIR and EDE. Those transactions with a source code of
ISIR are never updated, maintaining the original ISIR transaction information. Those
records with a source code of EDE may be changed. Parameter 12 of FA Dataload Part 3
(RCRTPxx) determines whether or not an ISIR record is created. When this parameter is
set to Y (Yes), both an EDE and ISIR source record may be created at the time of data
load. The Current Record Indicator on records with a source code of ISIR is always N.
Banner Financial Aid User Guide
| Processing
110
Occasionally, the processing center (CPS) sends duplicate transactions for students.
Historically, this has been because CPS sent the original ISIR transaction with incorrect
information as a result of a processing problem. Also, this occurs when a student submits
a correction to their name directly to CPS and a second transaction ‘01’ record with a new
SAR ID is received.
Banner may load these duplicate EDE and ISIR records depending on the parameter
options used for FA Dataload, Part 3 (RCRTPxx). For both sources of records, the
sequence number associated with the transaction is incremented by one each time a
duplicate transaction is loaded. The ISIR and EDE record with the highest transaction
number (and if a duplicate transaction, the highest sequence number) is the most recent
sent by CPS. A listing of all transactions from all sources for a student can be viewed on
the Applicant Need Analysis Application Inquiry (RNIAPPL) window. Also, the Applicant
Listing produced by RCRTPxx will identify duplicate transactions with an asterisk (*) for
the source ISIR. A count of duplicate ISIRs is also included in the Control Totals for the
process.
Depending on parameter choices during Data Load, it is possible that an EDE record will
be created without a corresponding ISIR record. It is also possible that the ISIR record can
be created without the EDE record. For this reason, the sequence numbers for EDE
records and ISIR records may not correspond. However, whenever you are reviewing
records, either EDE or ISIR, the transaction with the highest transaction number and, if
there are duplicate transactions, the highest sequence number is the most recent.
Selections for the Load Option and Print Option parameters in FA Dataload, Part 3
(RCRTPxx) are only applied to those students who already have a financial aid application
record for the current year.
For students without a current year record, EDE source records are always loaded to the
database. They are updated as the current EDE record and the Recalc Need Analysis flag
set according to the value selected for this parameter in FA EDE Dataload Pt 1 (RCBTPxx
or RCPTPxx). The value for Parameter 03, Load Option for Need Analysis is disregarded
for these new application records. For example, if the option for Parameter 03 was to load
all records as non-current, the process only loads non-current records for students with
existing aid year information. Whether a record with a source code of ISIR is created
depends on the option for Parameter 12 in FA Dataload Part 3 (RCRTPxx). NSLDS
information is always loaded unless it is a duplicate transaction without any
changes.NSLDS data is stored in non-updateable records in the RCRLDS4 – RCRLDS7
tables. ISIRs and NSLDS records each have a unique Transaction Number and the two
may be different. Since NSLDS data is printed on the ISIR, Banner maintains a record of
which NSLDS transaction record came in on which ISIR transaction. The NSLDS
transaction number associated with the ISIR is stored in RCRAPP4_NSLDS_TRAN_NO.
NSLDS documentation indicates the transaction number will be incremented whenever
data changes exist. However, schools on occasion may receive updated information on an
NSLDS record without a new transaction number. Banner loads duplicate NSLDS
transaction numbers, incrementing the sequence number, if there is a change to any
information on the new NSLDS record. The current NSLDS record is the one with the
highest transaction and, if there are duplicate transactions, the highest sequence number.
NSLDS detail information is viewed on the Student Loan Data (RNASLxx) window. A
listing of all NSLDS records for a student is accessible from this window as well as by
going directly to the Applicant Student Loan Data Inquiry (RNINSLD) form.
FA Dataload Part 3 (RCRTPxx) output reports duplicate NSLDS transactions in the
Student Summary listing with an asterisk (*) in the NSLDS-current column for the source
Banner Financial Aid User Guide
| Processing
111
EDE. A count of people who had NSLDS data added with duplicate transactions is
included in the Report Control Totals (rcrtpxx_nn.lis). Also, there is an option to
print an NSLDS Discrepancy Report.
ISIR records may be printed using the ISIR Print Process (RERISxx). Using Parameter 7
(Banner ID Trans No), when you enter only a Banner ID then the process prints the ISIR
with the highest transaction number and sequence number. If an optional Transaction
Number is entered along with the Banner ID, then the ISIR with that transaction number
and highest sequence number is printed. Enter a Banner ID, Transaction Number and
Sequence Number to print specific ISIRs.
New Person versus Existing Person
If a person record exists in Banner at the time of Data Load, FA Dataload Part 3
(RCRTPxx) does not update fields on that person record except for fields specified in
RCRTPxx parameters 16, 17, 18, 19. If no person record exists, and you decide to load
New records, a new person record is created with data from the incoming record as shown
below:
Any element with an asterisk (*) on the following tables must have a Banner Conversion
Value on the Interface Data Translation Rules (RCRTPTR) form.
Identification Information (SPRIDEN, ROTIDEN Tables)
Identification Number
Last Name
First Name
Middle Initial
Person Information (SPBPERS, ROTPERS Tables)
Gender Indicator
SSN
Marital Status*
Birth Date
Title
Citizenship
Address Information (SPRADDR, SPRTELE, ROTADDR Tables)
Address Type Code
State Code
Telephone Number
Street Line 1
ZIP/Postal Code
Start Date of Residence
City
Area Code
Recruiting Information (SRBRECR, RCTRECR Tables)
Desired Entry Term
Level Code
Department Code
Degree Code
Major Code*
Financial Aid Applicant Status Information (RORSTAT, ROTSTAT Tables)
Financial Aid Satisfactory Academic Progress Information (RORSAPR, ROTSAPR
Tables)
Banner Financial Aid User Guide
| Processing
112
Financial Aid Application Information (RCRAPP1, RCRAPP2, RCRAPP3, RCRAPP4,
RCRTMP1, RCRTMP2, RCRTMP3, RCRTMP4, RCRESAR, RCTESAR Tables)
Financial Aid National Student Loan Data System (RCRLDS1, RCRLDS2, RCRLDS3
Tables)
Dataload Pt 1 (RCBTPxx, RCPTPxx, or RCPCTxx)
temporary tables
The RCBTPxx or RCPTPxx process for Federal data (EDE) records and the RCPCTxx
process for CSS Profile data records load incoming files to temporary tables. These
temporary tables, which are duplicates of the Oracle tables where the production data is
stored, contain fields that convert data from the flat-file format (EDE) and XML format
(CSS) to the Oracle format when discrepancies exist.
For example, a temporary person file name is ROTPERS, while the actual table name is
SPBPERS. The temporary table contains the exact fields of the actual table plus fields that
are needed to convert the birth date to the proper format.
Temporary tables and their matching production tables used during this Data Load step
include:
Temporary Table
Production Table
Name/ID Information Table (ROTIDEN)
Name/ID Information Table (SPRIDEN)
Basic Person Information Table
(ROTPERS)
Basic Person Information Table
(SPBPERS)
Address Information Table (ROTADDR)
Address Information Table (SPRADDR)
Telephone Table (SPRTELE)
Recruiting Data Table (RCTRECR)
Recruiting Data Table (SRBRECR)
Recruiting Source Table (RCTRSRC)
Recruiting Source Table (SRRRSRC)
Recruiting Contact Table (RPTCONT)
Recruiting Contact Table (SORCONT)
Application Table (RCRTMP1)
Application Table (RCRAPP1)
Application Table (RCRTMP2)
Application Table (RCRAPP2)
Application Table (RCRTMP3)
Application Table (RCRAPP3)
Application Table (RCRTMP4)
Application Table (RCRAPP4)
Application Table IM data (RCRTMP5)
Application Table IM data (RCRIMP1)
Applicant Assumptions (RCTASUM)
Applicant Assumptions (RCRASUM)
User-Defined IM Data Table (RCRTMP6)
User-Defined IM Data Table (ROBUSDF)
ISIR Table (RCTESAR)
ISIR Table (RCRESAR)
NSLDS Table (RCTLDS4)
NSLDS Table (RCRLDS4)
Banner Financial Aid User Guide
| Processing
113
Temporary Table
Production Table
NSLDS Table (RCTLDS6)
NSLDS Table (RCRLDS6)
NSLDS Table (RCTLDS7)
NSLDS Table (RCRLDS7)
E-Mail Table (ROTEMAL)
E-Mail Table (GOREMAL)
Satisfactory Progress Table (ROTSAPR)
Satisfactory Progress Table (RORSAPR)
Student Status Table (ROTSTAT)
Student Status Table (RORSTAT)
NSLDS ACG Payment (RCTLDSA)
NSLDS ACG Payment (RCRLDSA)
NSLDS SMART Payment (RCTLDSS)
NSLDS SMART Payment (RCRLDSS)
NSLDS TEACH Payment (RCTLDST)
NSLDS TEACH Payment (RCRLDST)
The following permanent tables -- though used in this Data Load step - have no temporary
table equivalent:
Report/Process Definition Table
GJBJOBS
Process Run Parameter Table
GJBPRUN
Population Selection
GLBEXTR
Population Selection Base Table
GLBSLCT
Common Matching Rules
GORCMSR
Institutional Description Table
GUBINST
Code Conversion Table
RCRTPTR
Log Table (current record change)
ROBALOG
Institutional Options Table
ROBINST
Application User-Defined Data Table
ROBUSDF
Tracking Requirement Table
RRRAREQ
Data Code Validation Table
RTVINFC
Tracking Requirement Code Table
RTVTREQ
Tracking Requirement Status Table
RTVTRST
User-Defined Variable Description Table
RORUSER
Interface Data Aid Year Rule Table
RCRINFC
Banner Financial Aid User Guide
| Processing
114
Common Matching algorithm
• The Common Matching procedure allows for the processing of multiple rules. Define
priority numbers for each rule indicating the sequence in which to process the rules.
Assign your strictest rule as the first priority (i.e., #1).
• The Common Matching procedure processes each rule in order, separately and
completely.
• The first step is to perform primary matching for the rule. This step defines the
population on which the rest of the processing (secondary match) is performed. If no
match occurs during the primary match, the external record is considered new.
• The second step is to perform the secondary matching processing against the results of
the primary match. If the secondary match determines an exact match on only one
record, the external source record is considered a match. If more than one record is
matched to the criteria, the external source record is considered in suspense. The
external source record is considered in suspense if data matches part of the criteria of
the rules but does not match all the criteria.
• If the results of the rule are new or match, the results are returned to the calling process.
No other rules are processed.
• When all the rules have been processed, the Common Matching procedure examines
the results and returns the results to the calling process. The Match Status (new,
matched, or suspense) is returned as well as a results message providing the
elements that were matched, not matched, or missing as a result of processing the rule.
• Online only. If a record is determined as a match using one rule, but as a suspense
using one or more additional rules, the record’s match status is set to match but you
can view the potential match records as well.
Field Length values
Whenever a length is specified on a rule on the Common Matching Rules (GORCMRL)
form, a comparison is made using the rule length of the fields. For example, using the last
name, the comparison is between the rule lengths of the last name on the external source
to the rule length of the last name in Banner. If the rule length is 5, the first five characters
of the external source last name are compared to the first five characters of the Banner
last name. You can enter a negative length for ID and SSN/SIN/TFN fields to reverse the
order to last to first; i.e., enter a –5 for the length of SSN/SIN/TIN, the last 5 characters of
the external source are compared to the last 5 characters of the Banner SSN/SIN/TIN.
Example
Last Name length:4
First Name length:3
SSN/SIN/TFN length:-4
Patricia Longnecker, 555116789
The first 4 characters of the last name are used: LONG
Banner Financial Aid User Guide
| Processing
115
The first 3 characters of the first name are used: PAT
The last 4 characters of the SSN/SIN/TFN are used: 6789
Primary Match logic
The primary match uses the Last Name/Non-person name
(SPRIDEN_SEARCH_LAST_NAME), which is a required data element for Common
Matching. If the First Name (SPRIDEN_SEARCH_FIRST_NAME) or Middle Name
(SPRIDEN_SEARCH_MI) are specified data elements in a rule, these elements are used
as part of the primary match for name as well. In addition, if ID (SPRIDEN_ID) and/or
SSN/SIN/TFN (SPBPERS_SSN) are specified data elements in a rule, these elements are
used as part of the primary match.
The Common Matching process uses the Entity indicator established for the Source on
the Common Matching Source Rules (GORCMSC) form to determine the records to select
in Banner.
• A match type indicator of P selects person records: GORCMSC_ENTITY_CDE = P
selects records from SPRIDEN where the SPRIDEN_ENTITY_IND = P.
• A match type indicator of C selects non-person records: GORCMSC_ENTITY_CDE = C
selects records from SPRIDEN where the SPRIDEN_ENTITY_IND = C.
• A match type indicator of B selects person and non-person records:
GORCMSC_ENTITY_CDE = B selects records from the SPRIDEN where
SPRIDEN_ENTITY_IND = P or C.
Either Step 1 or Step 2 below must be true for a record to pass the primary match. If the
External record fails the primary match, the match status is marked New.
Step 1 — If the SSN/SIN/TFN is defined for the Source and rule priority number,
retrieve all records from Banner with a matching SSN/SIN/TFN.
– SSN/SIN/TFN data element is defined as part of the rule and SPBPERS_SSN
= External source SSN/SIN/TFN.
Step 2 — If First name and/or Middle names are defined for the Source and rule
priority number, combine with Last name criteria and retrieve all records from Banner
with a matching Name.
Note: When matching non-person records, the First and Middle names
should not be included as part of the rule.
Step 2A —The following must be true:
– SPRIDEN_SEARCH_LAST_NAME must equal the last name on the External
source for the specified length.
Note: If the Source is defined to match non-person records and
SPRIDEN_SEARCH_LAST_NAME is not like the non-person name from
the External Source, the matching algorithm checks to see if a matching
record exists on the GORNPNM alias table.
Banner Financial Aid User Guide
| Processing
116
Step 2B — One of the following must be true:
– First Name data element is not defined
or
– First Name data element is defined for the rule and
SPRIDEN_SEARCH_FIRST_NAME is equal to the External source First
Name for the specified length.
Note: If the SPRIDEN_SEARCH_FIRST_NAME is not like the First
name from the External Source, the matching algorithm checks to see if a
matching record exists on the GORNAME alias table if the Source is
defined to match person records.
Step 2C — One of the following must be true:
– Middle Name data element is not defined.
– Middle Name data element is defined for the rule and
SPRIDEN_SEARCH_MI is equal to the External source Middle Name for
the specified length.
Note: If the SPRIDEN_SEARCH_MI is not like the Middle name from the
External Source, the matching algorithm will check to see if a matching
record exists on the GORNAME alias table if the Source is defined to
match person Records.
Step 3 — If ID is defined for the Source and rule priority number, retrieve all records
from Banner with a matching ID.
– ID data element is defined as part of the rule and SPRIDEN_ID = External
source ID.
Secondary match logic
The secondary match compares the data elements defined for the Source and rule priority
number for all records returned by the primary match process. The goal of this match is to
find an exact match between the External Source record and an Banner record.
When comparing a data field with a Yes value in the Match on Null Data Yes or No? field
on the GORCMRL form, a null value may exist either in Banner or the external source. If a
null value exists either in Banner or the external source for the data element, the data
element is considered as matched.
When the Match on Null Data Yes or No? field is No, if the field is null in either Banner or
the incoming record for the data element, it is not considered during the matching process
and a message will be returned that data is missing in the Match Status.
For an External Source record to be considered a match, the following conditions must
be true:
Banner Financial Aid User Guide
| Processing
117
This step is repeated for each of the data elements for the rule and one condition must be
true for each:
• Data element is not defined.
• Data element Match on Null Data is Y or R and the Banner value is equal to the
External source value for the specified length.
or
• Data element Match on Null Data is Y and Banner value is NULL.
or
• Data element Match on Null Data is Y and External Source value is null.
When the data being matched is part of a logical unit (an address), the logical unit is
matched separately and completely. For example, when matching on city and zip code,
the city and zip code must be associated with one address.
Exception: For an External Source record to be considered new when the record has
already passed the primary match, all non-name data elements must be determined as
not a match and none of the non-name elements may be null.
Examples of matching algorithm and results
If all required data elements are missing, the record will be suspended.
Last name = Required
First Name = Required
DOB Day = Required
DOB Month = Required
DOB Year = Required
City = Required
Banner values: Mildred Jones, DOB = 08/17/1957, City = Topeka
External values: Mildred Jones
The external record passes the primary match because the first and last names match.
However, since all other data elements are missing (i.e., null) from the external source (not
matched, but are null), the record is suspended.
In this example, the external record passes the primary match as the first and last name
matches against 2 Banner records. These 2 records are then used in the secondary
match.
Rule 1
Rule 2
Last name = R
Last Name = R
First name = Y
First Name = Y
Banner Financial Aid User Guide
| Processing
118
Rule 1
Rule 2
SSN = Y
DOB = Y
DOB = Y
City = Y
City = Y
Zip code = Y
Zip code = Y
Banner values:
1) Alberta Rockville, 330229101, Largesse,
06259, 05/01/1985
2) Alberta Rockville, no SSN, Pomfret,
19355, no DOB
External values:
Alberta Rockville, 330229101, Largesse,
06259, no DOB
The external record passes the primary match because the first and last name matches at
least one Banner record with the same first and last name. Using Rule 1 and the matching
algorithm, the external record matches against Banner record 1. It will suspend against
Banner record 2. Using Rule 2, the external record suspends against Banner record 1 as
well as Banner record 2. Since an exact match was found, the algorithm returns a match.
In this example, the external record passes the primary match, which usually means that
the match status will be ‘Suspense’ at a minimum. However, in this case, because none of
the non-name/SSN fields match, the external record is set as ‘New’.
Rule 1
Rule 2
Last Name = R
Last Name = R
First Name = R
First Name = R
SSN = Y
DOB = Y
DOB = Y
City = Y
City = Y
Zip = Y
Zip = Y
Banner values:
External values:
Banner Financial Aid User Guide
Tomasso Dalimonte, SSN = null, DOB = 06/02/
78, City = Marikesh, Zip = 11233
Tomasso Dalimonte, SSN = null, DOB = 09/07/
59, City = Woodstock, Zip = 06281
| Processing
119
The external record passes the primary match because the first and last names match.
Normally, this would mean that the record would be suspended at a minimum. However,
because the DOB, City and Zip code fields specifically do not match (i.e., none of them
are null), the record’s match status is set to New. This is the only exception to the basic
matching algorithm.
Audit logging
Audit logging provides the ability for users to view a history of their data changes, the date
the change occurred, and the user ID of the person who made the change. This may
include inserts, updates, deletions, or a combination of these activities. This is
accomplished using database triggers on all tables within the Banner Financial Aid module
which will then log these changes when made by a user on a form, a batch process, or
any other means in which the data in the table is updated.
Note: All triggers are disabled as part of any Financial Aid release to
prevent unnecessary logging entries when table changes have been
made as part of the release.
The institution has the ability to decide which tables and which columns within the table
they want to log changes, as well as the type of change to be logged (i.e., insert, update,
or delete). This is accomplished by setting indicators on the Logging Control (ROALOGC)
form.
Logging will not be activated for a table until the Active? checkbox is selected.
The scripts that add entries to the underlying Logging Control Base Table (ROBLOGC)
have the ROBLOGC_ACTIVE_IND column set to N. You must check the Active?
indicator for the table to enable logging on that table.
Any table that is able to be logged will automatically display in the query of this form.
You are not able to insert or delete tables on this form. You may, however, activate a table
for logging by checking the box under Active?. In addition, you may specify if you want
the insert, or update, or deletion of data to this table logged or any combination of these
activities. Finally, on the first window you may choose to activate all columns on this table
for logging by checking the checkbox Activate All Columns. If you choose not to activate
all columns for logging, the second window of ROALOGC will display all columns in the
table your cursor was located on in the first window. The second window allows you to turn
logging on or off, per column, by checking the Log? Indicator for those columns you
choose to log for this table.
Note: EDE Correction Logging is done using a different logging process.
Information on EDE correction logging is found under the section EDE
Correction Logging.
Banner Financial Aid User Guide
| Processing
120
Viewing logging records
The Logging Activity Inquiry (ROILOGA) form allows you to view your logged data. This
form opens in Query Mode. Use the form’s first window to query on any field except
Name. Fields 1 - 12 display the identifying data(Key) in the row of the table in which
the data was changed.
For example, when an offer amount for an award is changed on one of the Award forms,
the fund code for the award updated will be in field 1 for the table RPRAWRD if logging is
checked for the table RPRAWRD to log changes to the offer amount.
The form’s second window displays the exact column name that was changed, what it was
prior to the change, and current value.
Note: This includes inserts and deletions, assuming you set it up this way
on ROALOGC.
You may also query on any of the fields on the second window to narrow your search.
If your institution has selected to log validation, control, and rule tables, which are not
related to student specific data, you may query the logging records on the Logging Activity
Inquiry (ROILOGA) form, by entering the table name and executing the query. For
example, if logging was activated for the RFRASPC table, which is the table containing
Fund specific data on the Funds Management (RFRMGMT) form, you would enter the
table RFRASPC in the Table: field for the appropriate aid year and execute query to view
changes made to the data existing in the table.
Logging archive and purge
The Logging Archive/Purge Process (RORLOGA) archives and/or purges records from
the Data Log Activity Master Table (RORLOGM) and the Data Log Detail Table
(RORLOGD). When you execute this process, all of the logging activity data existing in the
RORLOGM and RORLOGD tables, with an activity date prior to the date entered in the
Process Activity Date parameter, is copied to temporary copies of the same tables — the
Archive Data Log Activity Master Table (ROALOGM) and the Archive Data Log Detail
Table (ROALOGD). Once the data has been transferred to the archive tables, you can use
Oracle’s EXPORT process to back-up the data. This also allows you to import the data at
some point in the future with Oracle’s IMPORT process, if the need arises.
Refer to the RORLOGA process in the Reports and Processes chapter for additional
details.
EDE correction logging
Banner Financial Aid allows changes to need analysis data to be stored in a special log
table that is used for submitting ISIR corrections to the Central Processing System (CPS).
Storing this information creates an audit trail of the changes that have been made on the
Banner Financial Aid User Guide
| Processing
121
student’s EDE record. To log EDE corrections, there are three separate controls that must
be set:
• The first level is the institutional level. EDE correction logging must be activated by
checking the appropriate option on the U.S. Specific Institution Financial Aid Options
(ROAUSIO) form for the aid year.
• The ROAUSIO option controls the default value for the EDE Correction switch in the key
block section of the Need Analysis (RNANAxx) form. This switch must also be set to Yes
to log changes for Pell EDE.
If you do not wish to log the changes, this flag must be set to N each time upon
entering the RNANAxx form.
Note: For example, if you set the default value on ROAINST = Y, and you
do not wish to log changes for a particular student, set the flag = N in the
key block of RNANAxx. However, if the value on ROAINST = N, no EDE
changes will be logged.
• The third level is the individual field level. This is the EDE Correction indicator on the
Data Log Rules (RORDATA) form for the field that is being changed.
Warning! This is system delivered data and should not be changed by
the user.
Under this method of logging EDE corrections, the form stores the changes in temporary
tables and you must run RLRLOGG to move the data from the temporary log tables to the
permanent log table (ROBALOG). Once this process is completed, the changes can be
viewed on the Applicant Data Log form (ROIALOG), the Data Log Inquiry form (ROIILOG)
or the Applicant Data Log Application form (ROAALOG).
The date/time stamp on the audit log record is the date and time that the information was
changed.
Warning! Setting on RORDATA are delivered each year, according to
which fields can have changes reported and those that cannot. It is
recommended that users do not alter any settings on the RORDATA form.
Processing EDE corrections
Once you have completed the logging process by running RLRLOGG, EDE corrections
pending submission to the Central Processing System (CPS) can be displayed on the
ISIR Correction/Request (REACORR) form. Unnecessary corrections can be deleted here
and missing or incorrect Pell IDs can be changed. The actual data that you send to the
CPS cannot be changed on this form. The ISIR Request window of the REACORR form
can be used to request Institution Changes and Housing Code changes. The REBCDxx
process provides options for what type of changes you want to submit.
Banner Financial Aid User Guide
| Processing
122
The ROAALOG form can also be used to flag EDE corrections that have been previously
extracted that for some reason must be resubmitted. By setting the Resend checkbox on
this form, this EDE data will again be logged as a correction and extracted to be sent the
next time the REBCDxx process is run.
REBCDxx will create an output file; CORRxxIN.DAT will that will be submitted to CPS for
processing. The file will contain corrections, institutional changes, and housing changes.
Once the REBCDxx process has completed and the correction file created, you must use
a transfer utility that will not change the contents of the file to move the file to your PC for
submission to CPS.
Review the Reports and Process chapter for information on the parameter options that are
available for the REBCDxx process.
Methodology specific changes
Methodology-specific changes as handled on the Applicant Override window of the
Applicant Override (RNAOVxx) form are as follows. Regardless of your preferred
methodology (IM or FM), you can override the IM or FM formulas. Both columns are
always displayed and you can select any combination. If both methodologies are selected,
you will get the same results as if you had just made the change once on the Need
Analysis (RNANAxx) form, which by default affects all formulas.
Most fields in the Applicant Override block of the Applicant Override (RNAOVxx) form
provide individual student overrides to the INAS Institutional Methodology (IM). That is,
the value of the override field controls how INAS performs some of its IM calculations.
However, three of these overrides allow the user to change, at the individual student level,
how the Banner FM Need Analysis product performs the Federal Methodology or FM
calculation. These three include: Budget Duration, FM Dependency, and the ability to
calculate a parental contribution (PC) for an independent student. Regardless of whether
the override is set for the FM or IM, however, the need analysis process must be run for
the override to take effect and cause a change in the need analysis results.
Setting a student’s dependency codes
The Dependency override field will directly change the student’s dependency status as
stored in the Banner database. There are two database fields that identify a student's
dependency status:
• RCRAPP2_C_DEPEND_STATUS field can contain a value from 1 to 8 where
1 = Independent, 2 = Dependent, 3 = (Not used), 4 = Independent (documentation
needed), 5 = Independent due to professional judgment, 6 = Dependent due to prior
year data, 7 = Dependent rejected, and 8 = Independent rejected.
• RCRAPP2_MODEL_CDE field can contain a D for dependent or an I for independent.
Banner Financial Aid User Guide
| Processing
123
For example, if you enter an I for the FM Student Dependency field on the Applicant
Override form, Banner will set RCRAPP2_C_DEPEND_STATUS to 1 and
RCRAPP2_MODEL_CDE to I for the FM need analysis. If you enter a D on the RNAOVxx
form for the FM Student Dependency override, Banner will set
RCRAPP2_C_DEPEND_STATUS to 2 and RCRAPP2_MODEL_CDE to D for the FM
need analysis.
As long as the Dependency override field on RNAOVxx is not null, the student’s
dependency status will be set to the dependency override value for the affected need
analysis regardless of how the student answered the dependency status questions. If the
FM Student Dependency override is null and the computed dependency loaded during the
EDE data load is not based on professional judgment, the FM Need Analysis will
determine the student’s FM dependency status based on the applicant’s responses to the
dependency questions on the FAFSA. By the same token, if there is no IM Student
Dependency override present and the computed dependency status loaded from a Profile
record is not a 5 or 6, indicating professional judgment, the INAS IM dependency status
will be based on the applicant’s responses to the dependency questions on the Profile
application.
This is performed at Data Load time, after need analysis, and when dependency is
changed on the override form. These are the only ways to set or change a dependency
status.
Overriding the student's dependency
Most Financial Aid forms display a student's dependency status as either I for independent
or D for dependent. However, there are two database fields that contain a student's
dependency status. The value in RCRAPP2_C_DEPEND_STATUS is a number from 1 to
8 or null. Financial Aid always converts the number to the more common I or D. The value
stored in the field RCRAPP2_MODEL_CDE is a D for dependent students and an I for
independent students. If you want to use the student's dependency status in a selection
statement to identify dependent students (which is done frequently), you could write a
statement such as:
RCRAPP2_C_DEPEND_STATUS is (2,6,7) OR
RCRAPP2_C_DEPEND_STATUS is null
Or you could use the following statement:
RCRAPP2_MODEL_CDE = D
The RCRAPP2_MODEL_CDE field is set to I when
RCRAPP2_C_DEPEND_STATUS equals a 1, 4, 5, or 8. The
RCRAPP2_MODEL_CDE is set to D when
RCRAPP2_C_DEPEND_STATUS equals a 2, 6, 7, or null.
Banner Financial Aid User Guide
| Processing
124
EFC proration
Adjustment to the EFC for students not attending a standard nine-month academic year
are accomplished by adjusting the budget duration, number of months, and performing a
Need Analysis calculation. Both the FM Need Analysis and IM Need Analysis calculations
will calculate the appropriate PC, SC, and Total EFC, based on the updated budget
duration information.
For aid years beginning with 2014-2015, the budget duration for FM and IM can be
associated with the aid period on the Aid Period Base Rules (ROBAPRD) form. The Need
Calculation processes will use the budget duration for the applicant's aid period to
determine the EFC. In the event you need to assign the applicant a different budget
duration than has been established for the aid period on ROBAPRD, or if you choose not
to associate the budget duration with your aid periods, a budget duration override may be
entered on the Applicant Override (RNAOVxx) form and a new need calculation
performed. The budget duration overrides on RNAOVxx are separate fields for the FM and
IM calculations.
The hierarchy for determining the budget duration that should be used by the FM Need
Calculation and the IM Need Calculation is as follows:
1. If the budget duration has been entered on the Need Analysis Override (RNAOVxx)
form, it will be used.
2. The budget duration associated with the aid period, if a budget duration has been
entered for the aid period on Aid Period Rules (ROBAPRD) for the aid year.
3. The Default FM Budget Duration defined on the Options tab of ROAINST for FM Need
Calculation and the default IM Budget Duration for Independent and Dependent
applicants on the Need Analysis Global Policy Options Rule (RNRGLxx) form.
Also beginning with the 2014-2015 aid year, you have the ability to use an algorithmic rule
to determine the aid period that should be assigned to the applicant when the Applicant
Status record (RORSTAT) is created for the aid year. This provides flexibility to then run
the need Analysis calculations to update the EFC based on the budget duration
associated with the aid period. The algorithmic rule to determine the aid period to assign
to the applicant is created and maintained on the General Algorithmic Rules (RORALGO)
form for the Process of "DAPRD-Default Aid Period"? and then entered on the Defaults
tab of ROAINST in the Default Aid Period Rule Code field. The FA Dataload Part 3
(RCRTPxx), will automatically set the Need Recalculation indicators
(RORSTAT_RECALC_NA_IND or RORSTAT_RECALC_IM_IND) to Yes, Waiting
(value of Y) when the budget duration associated with the applicant's aid period is not
equal to 9 months.
When changing the applicant's aid period for aid years beginning with 2014-2015 and you
have defined the budget durations for FM and IM on ROBAPRD, the Need Recalculation
indicators (RORSTAT_RECALC_NA_IND or RORSTAT_RECALC_IM_IND) will
automatically be updated when the new aid period's budget duration has changed. You
may then run the Calculate Need process from the Options Menu or use the F3 Function
Key to execute the Need Calculation(s). If you have entered a budget duration override on
RNAOVxx (FM and/or IM budget duration overrides) and are changing the aid period, the
budget duration overrides on RNAOVxx will be set to NULL with a warning message
provided which will include the prior values entered on RNAOVxx. This will occur and the
Banner Financial Aid User Guide
| Processing
125
message received whether you are changing the aid period on the budget forms,
RBAABUD or RBAPBUD, or through the Batch Posting process.
For aid years prior to 2014-2015, entry of the FM and IM budget durations are not
permitted for the aid periods on ROBAPRD. To adjust the applicant's EFC for an aid
period, other than the standard 9 month calculation, you will need to enter the student's
FM or IM budget duration on the Applicant Override (RNAOVxx) form and perform a new
need analysis calculation.
Estimated vs official contributions
When the Need Analysis calculation encounters any of the federal reject conditions, the
corresponding contributions are labeled as Estimated rather than Official results. Federal
regulations prohibit the disbursement of Title IV funds to students until their need has been
computed based on official results. There is no such prohibition against packaging with
estimated results. Banner Financial Aid includes a user-defined option (RPROPTS) to
control whether to permit students to be packaged when their contributions are estimated
rather than official. There is no similar option for disbursement. The following rule could be
used to prevent the disbursement of a non-Title IV fund to students with estimated
contributions:
((RCRAPP2_MODEL_CDE = I AND
RCRAPP2_C_1_CTRB_OFFL_EST = 1) OR
(RCRAPP2_MODEL_CDE = D AND
RCRAPP2_C_PAR_1_CTRB_OFFL_EST = 1 AND
RCRAPP2_C_1_CTRB_OFFL_EST = 1)) AND
RCRAPP1_CURR_REC_IND = Y
Recalculate Need Analysis Indicator functionality
updates
The Recalculate Need Analysis Indicator (Recalc) is set to Y when a current record has
been changed, or when the Date of Birth (DOB) has been changed. The Recalc field
displays in the Applicant Status Summary window of many forms throughout Banner. The
Need Analysis Calculation field on the Applicant Immediate Process (ROAIMMP) form
displays a Current Status value of Waiting if the Recalc field is set to Y for the ID and aid
year. The Current Status indicator for the Need Analysis Calculation field is blank if the
Recalc indicator is set to N.
Because you can change a record and then move this record to a non-current record
without running need analysis, changing this same record back to a current record sets
the Recalc indicator to a Y because need analysis has not been run since changes were
committed to this record.
Banner Financial Aid User Guide
| Processing
126
For this reason, Banner sets the Recalc indicator to Y every time a current record is
changed on the RNAOVxx form. A DOB change may impact the bottom line need analysis
results in some cases. Therefore, a change to this field also sets the Recalc indicator to Y.
Beginning with the 2014-2015 aid year, separate Recalculate Need Analysis Indicators
are defined for FM and IM processing. Changes made to an FM record will update the
Recalculation field for FM (RORSTAT_RECALC_NA_IND) and reflect a Current Status of
Waiting next to the FM field on ROAIMMP. When the FM Need Calculation is run, the
Completion Date field for FM will be populated to reflect the date of the last Need
Calculation. Changes made to an IM record will update the Recalculation field for IM
(RORSTAT_RECALC_IM_IND) and reflect a Current Status of Waiting next to the IM
field on ROAIMMP. When the IM Need Calculation (RNEINxx) is run, the Completion
Date field for IM will be populated to reflect the date of the last IM Need Calculation.
The Dataload process will also update the appropriate Recalculate Need Analysis
indicator based on the parameter options. Beginning with 2014-2015 aid year, if you have
defined budget durations for your aid periods on ROBAPRD and the aid period assigned
to the student is different than the standard nine-months, the Recalculate Need Analysis
indicator will be updated to Yes based on the type of record being loaded regardless of
how the parameters are set for the dataload process. For example, if the applicants aid
period is FALL with a budget duration of 5 months, the recalculation indicator will be set
to Y when a new record is loaded even when the parameter option to Recalculate Need
Analysis has been set to No.
FM Need Analysis solution
Beginning with the 2011-2012 aid year, the system will no longer support the INAS
integration to Banner for Federal Methodology (FM) - including Estimated Federal
Methodology (EFM). In its place, the FM Need Analysis calculation will be used for
Federal Methodology and Estimated Federal Methodology. The Institutional Methodology
(IM) calculation will continue to be provided by the College Board through INAS.
These changes are being implemented through either of two Need Analysis options:
• Off-Premise - This Software-as-a-Service (SaaS) component will be offered as a
managed service. For this option, there are no specific hardware or software
requirements, and you will no longer need to implement patches and upgrades
specifically for the FM Need Analysis calculation.
• On-Premise - This option requires local management and is similar to your current
implementation but requires additional setup (both hardware and software) for the
hosted INAS component. For this option, additional server-class hardware and software
is required.
Banner Financial Aid User Guide
| Processing
127
Benefits
This FM Need Analysis calculation and deployment model provides the following benefits:
• Direct involvement with the Department of Education to deliver calculation logic to
customers more quickly.
• One regulatory posting (in February) can be eliminated annually.
• Updates and defect resolutions can be delivered more quickly.
• Clients can adopt the changes as they occur without having to make upgrades.
• The burden on customer IT staff is reduced because upgrades and defect patches
related to FM need analysis are no longer applied on site.
Architecture
The following diagram illustrates the components of the Off-Premise solution:
The components are used as follows:
• The EFC Calculation Web service exposes the processing logic used to calculate the
EFC.
• The XML configuration file identifies the award year to be used for calculating the
EFC.
• The EFC Processor loads the EFC Calculations component for the award year being
calculated.
Banner Financial Aid User Guide
| Processing
128
• The EFC Calculations component evaluates eligibility criteria, selects the appropriate
calculation formula, and calculates the federal EFC for a given student record. Different
EFC Calculations components are used for different award years.
If your institution chooses the On-Premise solution, installation and maintenance
replicates that of standard releases.
For institutions interested in making a change from the On-Premise solution to the
Off-Premise solution (or vice versa), please contact your Account Manager.
Security
The EFC Calculation Web service is protected via HTTP basic authentication. All
information is encrypted via Secure Socket Layer (SSL) between the client and the server.
Only data that is required by the calculation is transmitted through this process. Personally
identifiable information (PII) such as names, addresses, and Social Security numbers are
not transmitted. The only transmitted data that might be considered PII are the student
and parent birth dates, which are required in the calculation.
All data resides on the client database. No information is stored at the Off-Premise site.
Setup
Global Institution Financial Aid Options (ROAINST)
The Need Analysis Calculation Option (ROBINST_FM_IM_FLG) determines which
methodology is used to calculate the EFC. Based on institutional need, the choices are:
F (Federal Methodology), I (Institutional Methodology), or B (Both [Default]).
Project Based Parameter Setup (RORPARM)
This form has been included to allow you to configure institution specific data to perform
Federal Methodology Need Analysis Calculations. The RORPARM form was designed to
accept entry of group-based parameter data.
Field
Description
Group Name
Group name.
Parameter
The group parameter
Data
The data associated with the group parameter.
Description
Description of the parameter.
Active
Indicates the parameter is active.
Banner Financial Aid User Guide
| Processing
129
Parameter configuration
BATCH_SIZE
The BATCH_SIZE parameter, working in conjunction with THREAD_SIZE parameter, is
used to optimize performance of the FM Calculation batch process, running from Process
Submission Controls (GJAPCTL) form. It is recommended that these initial settings not be
modified unless instructed to do so by the Banner Financial Aid ActionLine.
DEBUG
When running the FM Calculation process online, any errors that occur will be displayed
as a pop-up window on the form. By default, these error messages will be shown in full
text and unedited. This parameter can be set to N to minimize the number of error
messages.
ONLINE_REPORT
By default, the Need Analysis Report option is set to N. Set this option to Y if you want to
generate the Need Analysis Report when calculating need online.
SERVLET_URL
By default, the online FM Calculation process is configured to run using a servlet running
on the Oracle Application Server (OAS). This servlet must be configured and installed at
each institution. Once installed, the servlet’s URL must be entered and saved (in place of
the default string, “<URL IS UNIQUE TO EACH INSTITUTION>”). The value
entered should use the following format, “http://
<hosting_computer>:<port_number>/rnpfmxx/ FmCalxx”. A valid URL
could be: http://mal0500374.corp.sct.com:8888/rnpfmxx/FmCalxx
Note: To perform correctly, the value of the SERVLET_URL parameter
must be provided by your institution for all aspects of the Federal
Methodology Need Analysis Calculation.
Note: Even though the servlet remains available for aid year calculations
prior to 2014-2015, its use is highly impractical and not recommended.
Servlet use would require that you make RORPARM parameter changes
(back and forth) depending upon the aid year being calculated.
Note: The FmCalxx portion of the above URL is case sensitive.
THREAD_SIZE
Maximum concurrent threads used in the RNPFMxx process. Refer to parameter
BATCH_SIZE for details.
Banner Financial Aid User Guide
| Processing
130
USE_JOBSUB
By default, the online FM Calculation is configured to run using a Servlet. As an option,
your institution can run the FM Calculation via the Banner job submission server. To run
the online FM Calculation through Banner job submission, set this parameter to Y.
Note: Even though the servlet remains available for aid year calculations
prior to 2014-2015, its use is highly impractical and not recommended.
Servlet use would require that you make RORPARM parameter changes
(back and forth) depending upon the aid year being calculated.
WS_ENDPOINT
By default, the FM Calculation Web Service is supplied as a managed service. For
institutions that have opted to provide the Web Service locally (On-Premise), the institution
URL to the On-Premise Web Service must be updated here.
WS_ENDPOINT_ONLINE
By default, the FM Calculation Web Service is supplied as a managed service. This is the
web service URL for online FM calculations.
XML_DUMP
The information transmitted between the FM Calculation Client and the Web Service is
passed using XML. By default, the XML information is not persistent. Data only exists
within the context of the data transmitted between the Client and Web Service and cannot
be viewed. If your institution wishes to see the actual data that was transmitted, update
this parameter to Y. For an FM Calculation that was processed through job submission,
the XML dump can be found in the log file on the job submission server. For online
processing that uses the servlet, the XML dump will be available in the log file located on
the OAS.
Note: Even though the servlet remains available for aid year calculations
prior to 2014-2015, its use is highly impractical and not recommended.
Servlet use would require that you make RORPARM parameter changes
(back and forth) depending upon the aid year being calculated.
Warning! There is a significant system performance trade-off in setting
the XML_DUMP parameter to Y when running through job submission. It
is highly recommended that this option be used only for a very small
population. Once processing is complete (on a job-by-job basis), the
parameter should be returned to the default value of N.
Banner Financial Aid User Guide
| Processing
131
Job submission vs. servlet
The FM Need Analysis Solution provides three ways for the user to run FM Need
Calculations. The three ways include: Batch via job submission, Online via job
submission, and Online via the Servlet. The Servlet method is only available for online
calculations.
Note: Even though the servlet remains available for aid year calculations
prior to 2014-2015, its use is highly impractical and not recommended.
Servlet use would require that you make RORPARM parameter changes
(back and forth) depending upon the aid year being calculated.
When deciding which method to use when calling the online need calculation, there are
several options to weigh regarding environments and resources. The main difference
between the two methods is processing time. If your institution chooses to use the Servlet
method for calling the need calculation, then processing timeframes replicate INAS
calculations timeframes. If the job submission method is used, processing time is typically
increased to 6 to 30 seconds, depending on the institutions environment.
Calculation flow
The diagram below helps to understand the processing flow from Banner Financial Aid
through the call to the EFC calculation. As shown below, the job submission and Servlet
methods serve the purpose of calling and returning the EFC calculation; they do not hold
the code for the calculation. The code itself is housed in either the Off-Premise or
On-Premise solution.
Note: Even though the servlet remains available for aid year calculations
prior to 2014-2015, its use is highly impractical and not recommended.
Servlet use would require that you make RORPARM parameter changes
(back and forth) depending upon the aid year being calculated.
Banner Financial Aid User Guide
| Processing
132
Processing flow
The following sections describe the processing flow for EFC calculations. You can
calculate EFC online through certain forms or with batch processes, just as you have in
the past.
Online processing
You can calculate EFC on the following forms:
RNANAxx
Need Analysis
RNAOVxx
Applicant Override
RNAPRxx
Need Analysis Processing
RNASUxx
Supplemental Need Analysis
RNAVRxx
Need Analysis Document Verification
ROAIMMP
Applicant Immediate Process
FM Need Analysis solution
The following processing occurs when online EFC calculations from a form are performed
using the FM Need Analysis solution.
Note: Even if your institution uses the FM Need Analysis solution for FM
calculations, you can also use the INAS algorithms for IM calculations if
the ROAINST option is set appropriately.
1. The user calls the need calculation from a Banner Financial Aid form.
2. The FM calculations are performed as follows:
2.1.
The form calls the FM Need Analysis (RNPFMxx) process.
2.2.
The RNPFMxx process calls the EFC Calculation Web service.
2.3.
The Web service calculates the federal EFC for the student.
2.4.
The Web service returns the results to Banner.
2.5.
Banner updates the student records (where applicable).
3. (Optional) If the Need Analysis Calculation Option on ROAINST indicates that your
institution uses both IM and FM calculations, the IM calculations are performed as
follows:
3.1.
After the RNPFMxx process finishes, it calls the Need Analysis Process
(RNEINxx).
3.2.
RNEINxx calculates the institutional EFC for the student.
3.3.
Banner updates the student records (where applicable).
Banner Financial Aid User Guide
| Processing
133
Note: On the RORPARM form, if the ONLINE_REPORT parameter is set
to Y, then the RNRNAxx.lis report will generate after the conclusion of the
RNPFMxx process. This will occur when calling the need calculation
through either the job submission or the Servlet method.
Note: Even though the servlet remains available for aid year calculations
prior to 2014-2015, its use is highly impractical and not recommended.
Servlet use would require that you make RORPARM parameter changes
(back and forth) depending upon the aid year being calculated.
If your institution uses the job submission method for calling the EFC calculation, then
RNPFMxx.log and .lis output files will appear in your job submission directory. The
.lis file provides the Report Control Information used when running the RNPFMxx
process. The .log file provides any errors associated with running the process.
If the Servlet method is used for calling the EFC calculation, then there is no RNPFMxx
output generated. To view a report of the EFC calculation results, you must set the
ONLINE_REPORT parameter on the RORPARM form to Y.
Note: Even though the servlet remains available for aid year calculations
prior to 2014-2015, its use is highly impractical and not recommended.
Servlet use would require that you make RORPARM parameter changes
(back and forth) depending upon the aid year being calculated.
Batch processing
The following batch processes calculate EFC:
• Need Analysis Process (RNEINxx) uses INAS algorithms for IM calculations.
• FM Need Analysis (RNPFMxx) uses the FM Need Analysis solution for FM calculations.
Processing flow depends on whether your institution uses FM, IM, or both FM and IM. This
is determined by the Need Analysis Calculation Option on ROAINST.
FM Need Analysis solution
The following processing occurs when batch EFC calculations are performed using the
FM Need Analysis solution.
Note: Even if your institution uses the FM Need Analysis solution for FM
calculations, you can also use the INAS algorithms for IM calculations if
the ROAINST option is set appropriately.
1. The user executes the FM Need Analysis (RNPFMxx) process.
Banner Financial Aid User Guide
| Processing
134
2. The RNPFMxx process calls the EFC Calculation Web service.
• If the value in Parameter 08 of the RNPFMxx process is N or I, the RNRNAxx report will
generate after the RNPFMxx process concludes. If the value is X, the RNRNAxx report
will not generate.
3. The Web service calculates the federal EFC for the students.
4. The Web service returns the results to Banner.
5. Banner updates the student records (where applicable).
6. (Optional) If the Need Analysis Calculation Option on ROAINST indicates that your
institution uses both IM and FM calculations, the IM calculations are performed as
follows:
6.1.
The RNPFMxx process automatically calls the Need Analysis Process
(RNEINxx) after the RNPFMxx process is complete.
6.2.
The RNEINxx process calculates the institutional EFC for the same population
of students.
6.3.
Banner updates the student records (where applicable).
Processing
FM Need Analysis (RNPFMxx)
The RNPFMxx process uses the previously established web service to make the call to
the EFC service to send the student(s) through for need calculation. The FM Need
Analysis calculation is performed and the results are returned via the established web
service. Banner updates the student records accordingly.
Note: No Personally Identifiable information is included in the OffPremise transactions.
If the Need Analysis Calculation Option (ROBINST_FM_IM_FLG) field on the ROAINST
form is set to B, the RNPFMxx process will be executed before running the RNEINxx
process. This maintains consistency with the order in which the processes are run, when
doing online calculations from the Banner forms.
For specific parameter information, please visit the RNPFMxx process in the Reports and
Process chapter of this User Guide.
FM Need Analysis reporting
The existing Report Options parameter (08) has been changed and determines whether to
run the RNRNAxx process after RNPFMxx has completed, rather than producing the
report output in the RNPFMxx.lis file.
When parameter 08 (Report Options) is set to N or I, the Need Analysis Report
(RNRNAxx) will be run, automatically, after RNPFMxx is complete. Also, the value for
Banner Financial Aid User Guide
| Processing
135
parameter 08 (Report Options) will be passed to RNRNAxx for parameter 07 (Report
Options) in that process.
Note: If RNPFMxx parameter 08 (Report Options) is set to X (No Report),
RNRNAxx will not be run and no parameter values will be passed to the
RNRNAxx process.
Need Analysis Report (RNRNAxx)
This report has been created as a replacement for the current output provided in the
RNPFMxx.lis file and acts as a separate process that allows you to decide when you
would like to run the report (online or in batch). Additionally, if the process is run during
online calculations, the output will be provided in the jobsub directory.
The report will be automatically generated in batch or online after the RNPFMxx process is
complete. Therefore, this report’s output will contain the most “up-to-date” calculations for
FM.
For specific parameter information, please visit the RNRNAxx report in the Reports and
Process chapter of this User Guide.
Output Format and Printing
The output of this report has been formatted to print in portrait mode while being limited to
no more than two pages.
Two CSS Profile items are included on this report that are not currently found on the report
generated by the FM Need Analysis (RNPFMxx) process:
• CSS ID (RCRAPP4_MDE_ED_NO)
• Country COEFF (RCRAPP2_C_PAR_CNTRY_COEFF)
Labels and data items have been abbreviated (to provide space) and some items that
were originally included on the RNPFMxx output have been removed from RNRNAxx
output. The custodial parent information and the FISAP Total Income items have been
removed from this report.
Period based processing
Introduction
The foundation of the Banner system has always been the Term Code Validation
(STVTERM) form which forced restrictions on system capabilities. Banner Financial Aid
has replaced the concept of Term with Period of Attendance. In most cases, the value for
these fields will be same, but this shift allows more flexibility to define Summer as a
Header or Trailer for an individual student, and combine mini-terms or sessions to create a
Banner Financial Aid User Guide
| Processing
136
single payment period, including calculating enrollment for the combined terms or
sessions.
Processing within the Financial Aid System uses Period rather than Term with the
exception of capturing term enrollment, Satisfactory Academic Progress, and Resources
which use Term.
Throughout the Banner Financial Aid system, you will see that Period is used rather than
Term for labels, auto-hints, warning and error messages, options, and process
parameters. Periods are processed in sequence number order which is assigned when
the Period is created. For schools who do not have a need to combine terms, Periods will
still need to be created as part of the New Year setup but can be as simple as copying the
information from STVTERM which the Period will correspond to. You have the ability to
create multiple Periods assigning the same term code to assist with identifying specific
enrollment patterns for different cohorts of students.
Note: Return of TIV calculation for processing a period consisting of
multiple terms was not included as of September 2010. The determination
of the length of the enrollment period in the Student system and the
calculation of institutional charges in the A/R system is still done by term.
Therefore, withdrawals, for a combined term, should be done manually.
The Title IV Recipients Withdrawn Process (RPRTIVR), will identify if a
withdrawal record exists for any term which is part of the period entered
as a parameter option.
For institutions not wishing to go forward with period processing, there is a section titled
Period Processing vs. Term Based Processing later in this chapter that will assist your
institution with the minimum period setup required.
Period creation and setup
When setting up the New Aid Year, an additional step is required to create periods for the
new aid year before you create aid periods. Additionally, you will also need to create new
periods if you choose to begin combining terms to create a period and follow the steps
outlined in the new year checklist. This procedure ensures that you have included your
new period in aid periods, award/disbursement schedules, packaging options, credit hour
rules, and loan periods. This means that instead of building an aid period from terms, first,
periods will be associated with the corresponding term(s), and then, aid periods will be
built with periods.
For example, build the following (in order):
1. Periods for the new year, associating terms from STVTERM to the Period.
2. Aid periods on RORTPRD, associating appropriate Periods rather than terms.
Note: An Aid Period used as a default on ROAINST should be created on
RORTPRD with appropriate Periods to ensure the Applicant Period
Status records (RORPRST) are created properly.
3. Default award and disbursement schedules (RFRDEFA), associating Periods rather
than terms.
Banner Financial Aid User Guide
| Processing
137
4. Fund specific award and disbursement schedules (RFRASCH), associating Periods
rather than terms.
5. Institutional options (RPROPTS) with Periods rather than terms.
6. Credit Hour rules (ROAINST) with Periods rather than terms.
Note: Cobol processes have a limitation on the number of records which
can be used. Currently, only a maximum of 25 period award records
(RPRATRM) can be handled for a student per aid year. Therefore, when
building Aid Periods and Award/Disbursement schedules, keep in mind
that an Aid Period should not consist of more than 25 Periods.
Period Base Data (RORPRDS)
The Period Base Data (RORPRDS) form is used to create and maintain the definition of a
Period. This form’s function is similar to that of the STVTERM form, in that it is used to
define a code, description (short and long), start and end dates, and the aid year used for
financial aid processing. The ability to define the crossover aid year is also provided (for
those periods which represent a crossover period). The code used to define the period
allows up to15 characters for a descriptive code plus a 30 character (long) period
description.
Period creation
To create a period, you are expected to enter a code in the key block that will be used to
identify the period. Then, you must navigate to the Base Data block to enter the necessary
data to define the period. The sequence number must be unique because the sequence
number will be used to ensure sequential period order. To assist you in determining the
sequence number to assign when creating a period, the Periods Inquiry (ROIPRDS) form
can be viewed by clicking the View Current Periods icon in the Base Data block.
The key block also contains a term code field with a List of Values to STVTERM. When a
value is entered in this field, the period will be created with the same attributes as the term
from STVTERM. For those instances where only one term will exist for the period, this
provides assistance in creating the periods as part of the New Year Setup.
Note: Sequence Numbers for Periods are not aid year specific. Periods
are not aid year specific. Because a period can now be used in more than
one aid year, the sequential order of periods will be used to determine the
order periods are processed.
Once the period’s Base Data has been created, the form’s Period Rules block is used to
define the term (or terms) that will be included in the period. To do so, you are expected to
select a term that will be used to populate the %TERM_CODE columns in the tables and
the disbursement process to pass to Accounts Receivable. This is done by checking the
Accounts Receivable checkbox, associated with the term’s row.
For example, a period is created which includes three terms. You will need to check the
Accounts Receivable indicator for one of the terms. The term code selected will be the
value passed in the disbursement process to Accounts Receivable as payment for all of
the terms included in the period. The term where the Accounts Receivable indicator is
Banner Financial Aid User Guide
| Processing
138
checked will also be the value used to populate the table name_term_code values
when records are inserted or updated.
You are also expected to select which term will be used for retrieving data from the
Student system (such as the campus, level, and major) by checking the block’s Student
checkbox. The processing logic will look for the record in Banner Student which is equal to
or less than the term code selected for the period.
The Satisfactory Academic Progress checkbox is used to identify which term will be
used in disbursement processing to determine whether or not the student is making
satisfactory academic progress. The processing logic will look for the satisfactory
academic progress term which is equal to or less than the term code selected for the
period.
The initial value of each of these checkboxes is unchecked (No) when a term code is
entered on the form.
Note: At least one term must be selected for each of the required
indicators.
For those who wish to create periods using either a PERIOD that is equal to
STVTERM_CODE or a period with the same attributes:
1. Enter the code in the key block and select the term (from the Term Code LOV) that will
act as the source.
• This copies the term information into the definition of the Period.
2. Navigate to the form’s next block to copy data from STVTERM into the Base Data and
Period Rules blocks.
3. Define the sequence number for the period along with the Academic Year type.
Note: Currently, only the Academic Year of “STANDARD” is allowed.
4. Commit and save your changes.
When the Period Rules are created in this manner, the Accounts Receivable, Student,
and Satisfactory Academic Progress indicators will be populated as being checked
(yes).
Edits on RORPRDS require the term to fall within the period start and end dates. The logic
is in place to prevent entering incorrect term codes for a period and then attaching them to
aid periods or award/disbursement schedules and then getting assigned to students thus
causing excessive cleanup. Terms and parts-of-terms defined may not fit neatly into your
defined start and end dates of the periods so to accommodate this, start and end dates
can be updated once the initial record is created.
Edits on RORTPRD also prevent building an aid period where the Periods crossover to
ensure students are not getting “double” aid for the same period of time. In the SFA
Handbook defining an Academic Calendar and Terms, it states that a program cannot be
treated as term-based for FSA purposes if the term overlaps within a program. The edits
provided can actually assist in substantiating term based processing by not allowing the
Periods which you will be assigning to the student to overlap.
Banner Financial Aid User Guide
| Processing
139
You can enter a new period and term code in the key block to default the term information
from STVTERM in the Base Data block. Once that information is populated, you can
update the data as needed. Additionally, you can also enter a new period without a term
code in the key block and manually enter all the information in the Base Data block. Either
way allows you to update start/end dates so they don’t overlap in an aid period.
Crossover periods
A period which has been designated as a crossover period on the Period Base Data
(RORPRDS) form can be assigned to an aid period for the aid year or crossover aid year
defined. This allows you to award non-Pell aid from either year. Funds will be awarded and
paid from the aid year associated with student’s award.
When you create a Period whether you will be attaching only one term code or multiple
term codes, you should assign the Aid Year which you normally would use for the
crossover Period. For example, if you normally process the crossover Period as being the
trailer to the Aid Year, assign that Aid Year to the Period and the future Aid Year as the
crossover Aid Year. If you normally process the crossover Period as the header for your
Aid Year, you would assign that as your Aid Year for the crossover Period and the prior
year as the crossover Aid Year.
In the diagram below, period Summer 1011 with an aid year of 1011 and a crossover aid
year of 1112 may be used as either a trailer or a header for an aid period.
When creating aid periods, an edit is in place to verify that periods do not overlap. This
step in the process prevents creating an aid period with multiple periods for the same
student enrollment and overpayment of aid.
Banner Financial Aid User Guide
| Processing
140
Additional edits are in place to prevent assigning a student an aid period which includes a
period that has been assigned to the student in a different aid year. For example, a student
assigned an aid period with the Summer 1011 period for the 1011 aid year would not be
allowed to have an aid period in the 1112 aid year which included the Summer 1011
period. Additionally, an edit to verify that the terms which are included in the period do not
exist as part of a period assigned to the student in another aid year. These edits prevent
the possibility of the student receiving aid from two aid years for the same period of time.
Processing for Pell to evaluate the most beneficial Pell for a crossover period will still
require using the Pell aid period.
Using periods for different cohorts of students
The flexibility of Periods also allows you to establish Periods with different start and end
dates or even some with multiple terms attached for different cohorts of students. The
Periods would then be assigned to aid periods representing the cohort of students
allowing flexibility of assigning different award and disbursement schedules with different
dates.
For example, a medical program and dental program use the same term codes but have
different start and end dates.
STVTERM
Term Code:
Start Date:
End Date:
201160 (Summer)
06-JUN-2011
09-AUG-2011
201180 (Fall)
16-AUG-2011
17-DEC-2011
201210 (Spring)
11-JAN-2012
21-MAY-2012
Dental Program Summer/Fall/Spring:
Term Code:
Start Date:
End Date:
201160 (Summer)
06-JUN-2011
15-JUL-2011
201180 (Fall)
09-AUG-2011
10-DEC-2011
201210 (Spring)
11-JAN-2012
21-MAY-2012
Medical Program Summer/Fall/Spring
Term Code:
Start Date:
End Date:
201160 (Summer)
27-JUN-2011
22-AUG-2011
201180 (Fall)
29-AUG-2011
17-DEC-2011
201210 (Spring)
11-JAN-2012
21-MAY-2012
Banner Financial Aid User Guide
| Processing
141
1. Create two Periods for summer, one for Dental Program, and one for Medical
Program:
On RORPRDS, either manually create the Period or copy information from STVTERM
for the 201160 term code.
In the key block, enter the code you want to assign the Period such as 201160D for
the Dental Program and enter the term code 201160. Next block to copy the
information from STVTERM, assign the sequence number and save the record.
Update the start and end dates to reflect the time of enrollment for Summer for the
Dental Program: start
06-JUN-2011 and end 15-JUL-2011 and save.
Create a Summer Period for the Medical Program. In the key block, enter the code
you want to assign the Period such as 201160M for the Medical Program and enter
the term code 201160. Next block to copy the information from STVTERM, assign the
sequence number and save the record. Update the start and end dates to reflect the
time of enrollment for Summer for the Medical Program: start 27-JUN-2011 and end
22-AUG-2011 and save.
2. Create two Periods for Fall, one for Dental Program and one for Medical Program:
On RORPRDS, either manually create the Period or copy information from STVTERM
for the 201180 term code.
In the key block, enter the code you want to assign the Period such as 201180D for
the Dental Program and enter the term code 201180. Next block to copy the
information from STVTERM, assign the sequence number and save the record.
Update the start and end dates to reflect the time of enrollment for Fall for the Dental
Program: start 09-AUG-2011 and end 10-DEC-2011 and save.
Create a Fall Period for the Medical Program. In the key block, enter the code you
want to assign the Period such as 201180M for the Medical Program and enter the
term code 201180. Next block to copy the information from STVTERM, assign the
sequence number and save the record. Update the start and end dates to reflect the
time of enrollment for Fall for the Medical Program: start 29-AUG-2011 and end
17-DEC-2011 and save.
3. In this example, both programs have the same start and end dates for the Spring
Term. There is no need to create separate Periods for Spring. You still must create at
least one Period for Spring.
In the key block, enter the code you want to assign the Period such as 201210 and
enter the term code 201210. Next block to copy the information from STVTERM,
assign the sequence number and save the record.
4. On the Aid Period Validation (RTVAPRD) form, create aid periods of summer/fall/
spring for each of the programs. For our example, one for the Dental program, called
DENSFS (Dental summer/fall/spring), and another for the Medical program, called
MEDSFS (Medical summer/fall/spring).
Banner Financial Aid User Guide
| Processing
142
5. On the Aid Period Base Rules (ROBAPRD) form, create the aid periods for the
appropriate aid year. Assign the appropriate percentages for the Budget Full Year
Percent, Pell Full Year Percent, Grant Full Year Percent, and the number of
months the aid period represents in FM Budget Duration for FM EFC adjustments
and, if applicable, IM Budget Duration for IM EFC calculations.
6. Build the aid periods on the Aid Period Rules (RORTPRD) form associated the
appropriate Periods for the aid period.
• In the key block of RORTPRD, enter DENSFS and next block. Assign the Periods:
– 201160DEN (Summer for Dental program)
– 201180DEN (Fall for Dental program)
– 201210 (Spring)
• In the key block of RORTPRD, enter MEDSFS and next block. Assign the Periods:
– 201160MED (Summer for Medical program)
– 201180MED (Fall for Medical program)
– 201210 (Spring)
7. Build the award and disbursement schedules for each of the aid periods using the
Periods which were assigned. By creating the different Periods and assigning different
aid periods, you can establish different rules for such things as memo expiration date
and disbursement dates.
Fund Management (RFRMGMT)
Disbursement tab
The +/- Days for Attending Hours field allows you to define the number of days prior to
or after the enrollment start date to allow disbursement. When the number of days has
been entered for the fund, the enrollment will be calculated based on the date
disbursement is run +/- the number of days specified. If no value has been entered (for the
number of days), the enrollment will be calculated based on the date disbursement is run.
To allow disbursement to pay the student prior to the student beginning attendance for the
calculated enrollment load, you will enter a positive number. To withhold disbursement
until after the student begins attendance, you will enter a negative number.
Example
For the fund, the number of days entered is 5, to pay five days prior to the attendance start
date.
Attend Date
Number of Hours
10-AUG-2010
6
20-AUG-2010
12
Banner Financial Aid User Guide
| Processing
143
The disbursement process will allow the student to be paid based on 6 hours, 5 days in
advance, 05-AUG-2010, and will allow the student to be paid based on 12 hours, 5 days in
advance, 15-AUG-2010, providing all other criteria is met.
Disbursement Locks Tab
The Term lock on this tab has been changed to Period.
Funds Management (ROAMGMT)
ROAMGMT has been modified to now access Fund Budget Inquiry (RFIBUDG) when you
double click on the Fund Code. The buttons previously accessed from a double click on
the fund code, Allocation, Monitor by Year, Monitor by Term, View Term Summary,
and View Term Detail, have been removed because accessing the RFIBUDG form will
provide the information.
Tracking Requirements Button
The Term Eligible indicator has been changed to Period Eligible.
Disbursement Lock Button
The Disbursement Lock window now uses a view to display and query the data based on
the sequence numbers assigned to the periods. Term has been replaced with Period.
Additional Disbursement Options window
All term references have been replaced with period. Also, a new field has been added to
the form’s Additional Disbursement Options window. This new field allows you to define
the number of days prior to or after the enrollment start date to allow disbursement. When
the number of days has been entered for the fund, the enrollment will be calculated based
on the date disbursement is run +/- the number of days specified. If no value has been
entered (for the number of days), the enrollment will be calculated based on the date
disbursement is run.
To allow disbursement to pay the student prior to the student beginning attendance for the
calculated enrollment load, you will enter a positive number. To withhold disbursement
until after the student begins attendance, you will enter a negative number.
Example
For the fund, the number of days entered is 5, to pay five days prior to the attendance start
date.
Attend Date
Number of Hours
10-AUG-2010
6
20-AUG-2010
12
Banner Financial Aid User Guide
| Processing
144
The disbursement process will allow the student to be paid based on 6 hours, 5 days in
advance, 05-AUG-2010, and will allow the student to be paid based on 12 hours, 5 days in
advance, 15-AUG-2010, providing all other criteria is met.
Applicant Immediate Process (ROAIMMP)
The ROAIMMP form allows you to select a Period to be used in rules for Tracking,
Budgeting, and Packaging group process (RORGRPS). When a Period is entered, it will
be passed to RORGRPS. The Term field for Group Assignment can still be used to
continue processing any rules which you have written to use tablename_term_code.
If you have rules for Tracking, Budgeting, and/or Packaging group assignment which use
term_code from a financial aid table, other than Satisfactory Academic Progress
(ROPSAPR), Enrollment (RORENRL, RORATND), or Resources (RPRARSC), you
should still enter the term code to be used in the rules for the Grouping process. Once you
have reviewed and updated any rules necessary to use table name_period, you should
begin entering the Period when running the Grouping process. You may always enter both
the term and the period without causing an issue with the Grouping process. A message
will be provided in the output file which is created to indicate that a term or period has
been entered as a parameter, but is not used by the rules.
Additionally, entering a term when Tracking, Budgeting, or Packaging Group Assignment
is not required.
Satisfactory Academic progress will still be referenced by term.
The Period must be entered when Authorize or Disburse Available Aid has been selected.
The Current Period from ROAINST will default into the field when entered, but may be
updated before the process is submitted. The period entered must be the period assigned
to the student, as part of the award schedule. The term code, which has been designated
with the Accounts Receivable indicator checked, will be the term code passed to Accounts
Receivable.
Period processing vs. term based processing
Since September 2010, institutions are required to create periods starting with the next aid
year setup. For some institutions, this will greatly enhance their processing. For others,
they want to keep the same term based processing that has been in use in years past.
The “period” philosophy will allow your institution to keep term based processing, but with
just one more step in the setup process.
For institutions wishing to create periods and use that functionality, please refer to the
Period Creation and Setup section in the beginning of this chapter.
For institutions wishing to keep the same term based processing as done in years past,
this can be done with the new functionality. The setup steps for creating an aid period
remains the same, with the exception of completing the necessary setup in the RORPRDS
form. The basic theory behind creating periods carries over to terms. An institution can
create a period named Fall and it would only include the Fall term. The information in the
Base Data block of RORPRDS would mimic that of the term data housed in STVTERM.
Banner Financial Aid User Guide
| Processing
145
Example
An institution has an academic calendar that consists of Fall, Spring, and Summer terms.
Prior to September 2010, each of these terms existed in STVTERM and their
corresponding term codes were built into the aid period setup. Since September 2010,
these terms still exist in STVTERM, but they also need to be built into periods in the
Financial Aid module. To do this, the institution would:
1. Enter a name in the Period field (e.g. Fall 2011 or your STVTERM term code)
2. In the Term Code field, click on the LOV button and choose the corresponding term
from STVTERM.
3. Once chosen, perform a next block to get into the Base Data block of the RORPRDS
form. You will notice that the corresponding information from STVTERM loads into the
Base Data and Period Rules blocks on the form.
4. If the period is to match the term code, then no modifications to the data need to
occur, except when creating a Sequence Number and/or creating a Crossover Period.
Note: A Sequence Number is required to distinguish the order of periods
when processing occurs.
5. Once all of the data is entered, save the updates. Your period, which matches the
term data, is now created.
These steps need to be completed for each period that needs to be created to mimic
the terms from STVTERM for the aid year.
For institutions that have a term which can crossover for Pell purposes, you can create a
period that mimics term data as described above. When doing so, you must check the
period as a Crossover and list the Crossover Aid Year in the Base Data block on
RORPRDS.
If your institution chooses to keep its periods with the same naming convention as its term
codes, remember that users will see those term codes displayed in Period fields
throughout the Financial Aid module. Processes have also been changed to use periods
instead of term codes, so it is imperative that users understand that a period has been
created using the same term code naming convention as shown in STVTERM.
Period Based Awarding
This section describes enhanced functionality used to create and maintain financial aid
awards by period rather than by aid year. The functionality to allow awards to be created
and maintained by period will be optional and defined by fund. Currently, processing
Electronic and Manual loans by period remain at the aid year level. You will not be able to
select to process these loan funds by period.
Fund management forms have been adjusted to allow you to update one or more funds at
the same time to enable the processing by period.
Note: If processing by period is not enabled for the fund, awards must be
created and maintained at the aid year level.
Banner Financial Aid User Guide
| Processing
146
An error will be displayed if you attempt to update the award status at the
period level for a fund where the Allow Processing by Period indicator
is No. The Allow Processing by Period indicator will be set to No for all
funds.
When processing by period for an enabled fund, the status of the award can be
maintained by period, whether it is offered, accepted, declined, or cancelled. The award
forms, RPAAWRD and RPAAPMT, allow updates to the period award status column in the
RPRATRM table. Additionally, you are allowed to create an award for a specific period on
the Award Schedule tab (RPRATRM) of the award forms, rather than forcing the award to
first exist for the aid year (RPRAWRD). The Award Offer Mass Entry (RPAMOFF) and
Award Acceptance Mass Entry (RPAMACC) forms also provide you with the ability to offer,
accept, and reject awards either for an aid year or by period.
Award status
With the ability to have awards in different states for different periods of enrollment, a
hierarchy for determining the overall status of the award for the aid year is necessary. For
example, the Fall award could have been accepted while the Spring award had been
declined.
When it is determined that multiple periods exist (RPRATRM table) with differing values
(offered, accepted, declined, or cancelled), the following hierarchy will be used to
determine the overall status for the award at the aid year level (RPRAWRD):
Banner Financial Aid User Guide
| Processing
147
Overall Status
(award for the aid year)
Award condition(s)
• If any period has an accepted status and additional
periods exist that are not accepted.
Accepted
Example: Fall accepted and Spring offered.
The award is accepted for the aid year
• If any period has an offered status and no period is
accepted.
Offered
Example: Fall is declined and Spring is offered.
The award is considered offered for the
aid year
• If any period has a declined status, and no period is
accepted or offered.
Declined
Example: Fall is declined and Spring is cancelled.
The award is considered declined for the
aid year.
If any period has a cancelled status, and no period is
accepted, offered, or declined.
Cancelled
Example: Fall is cancelled and Spring is cancelled
The award is considered cancelled for the
aid year.
Note: A system delivered value for a Cancelled award status,
SYSC = System Cancelled, will be created with this release and will
update a new field for the default Cancel status on the fund management
forms (RFRASPC table). This default Cancel status will be used for
updating the award level status code when different codes meaning
cancelled exist for period awards. The system delivered value may be
updated in the fund table, RFRASPC, to one established at your
institution.
If your institution currently has an award status defined of SYSC in the
RTVAWST table, this will be the value used for updating the Cancel
Status on the fund management forms (RFRASPC table). It is important
for you to verify the SYSC value has the Cancel indicator set and reflects
the status you want to use.
For example, Fall is cancelled with a status code of CNCL and Spring is
cancelled with a status code of CSAP, both having a value of cancelled.
The award status will be updated to the award status defined for Cancel
for the fund.
Banner Financial Aid User Guide
| Processing
148
The award amounts at the aid year level (RPRAWRD table) for offered, accepted,
declined, and cancelled are reflective of the sum of all periods.
Example:
A student is offered $1,000.00 for the aid year:
Aid Year Amount
(RPRAWRD)
Status
Offered
Accepted
OFRD
1,000.00
N/A
The award is scheduled for Fall and Spring:
Period (RPRATRM)
Period
Status
Offered
Accepted
Fall
OFRD
500.00
N/A
Spring
OFRD
500.00
N/A
The student accepts only the Fall award, leaving the Spring award as offered. The aid year
award reflects the sum of the periods Fall and Spring for the amount offered and accepted:
Status
Offered
Accepted
ACPT
1,000.00
500.00
Period (RPRATRM)
Period
Status
Offered
Accepted
Fall
ACPT
500.00
500.00
Spring
OFRD
500.00
N/A
Aid Year Amount
(RPRAWRD)
The award schedule:
Banner Financial Aid User Guide
| Processing
149
Mixed award status
To help in identifying awards where the awards for periods differ, period based awarding
offers you the ability to define award status codes that represent a mixed status exists for
the aid year. Mixed award statuses will be defined on the fund management forms
(RFRMGMT and ROAMGMT) and assigned based on the award status hierarchy.
• Mixed Accept - The status defined for Mixed Accept will be assigned to the award for the
aid year if any period has an accepted status and additional periods exist that are not
accepted.
If a Mixed Accept status has not been defined, the status defined for Accept will be
used.
• Mixed Offer - The status defined for Mixed Offer will be assigned to the award for the aid
year if any period has an offered status and no period is accepted.
If a Mixed Offer status has not been defined, the status defined for Offer will be used.
• Mixed Decline - The status defined for Mixed Decline will be assigned to the award for
the aid year if any period has a declined status, and no period is accepted or offered.
If a Mixed Decline status has not been defined, the status defined for Decline will be
used.
However, once awards for the periods have been updated and are in different states
(Fall - accepted and Spring - declined), updates to the award status must be made by
period. As a result, an error message will be displayed if you are attempting to update the
aid year award status when all the period award statuses are not the same value.
Setting up funds for Period Based Processing
1. If you will be using the award status codes representing a Mixed Offer, Mixed
Accept, and Mixed Decline status, create award status codes for these new values
on the Award Status Validation (RTVAWST) form. The status for Mixed Offer should
be defined with the Offer indicator checked, the status for Mixed Accept should be
defined with the Accept indicator checked, and the status for Mixed Decline should
be defined with the Decline indicator checked. For each of these new status codes,
indicate if changing the award status to this value should update the Award Letter
indicator to Y (yes).
2. After you have identified the funds you want to allow processing, by period, you have
two options for setting up the fund for period processing:
• Single Fund Update - RFRMGMT/ROAMGMT
• Update the Allow Processing by Period indicator.
• Update the award status codes
• Update the web processing rules (see below for options)
Banner Financial Aid User Guide
| Processing
150
• Mass Update - RFRMUPD
• Update the award status codes for multiple funds where you have queried the funds
based on criteria such as fund type or fund source.
• Enable Period Processing by updating the Allow Processing by Period indicator for
multiple funds where you have queried the funds based on criteria such as fund type
or fund source. Update the Web Processing Rules.
Note: The Allow Processing by Period indicator cannot be updated for
Electronic or Manual loans at this time. The ability to process loan funds
will be provided in a future Banner Financial Aid enhancement.
3. Determine how the fund will be accepted or declined in Banner Financial Aid
Self-Service.
• For funds which do not allow processing by period (Allow Processing by Period is
unchecked), awards in Self-Service may only be accepted or declined for the aid year.
• Funds where you allow processing by period (Allow Processing by Period is checked),
have two options for how the fund is accepted or declined by the student:
• Award may be accepted or declined for each period separately (Allow Web Accept/
Decline by = Period)
• Award must be accepted or declined by aid year unless a period is offered while
other periods for the fund are accepted, declined, or cancelled (Allow Web Accept/
Decline by = Aid Year unless status mixed). For example:
– Student offered Merit for Fall and Spring, the award must be accepted or
declined for the aid year. The student accepts the award.
– Aid Period is changed to Fall/Spring/Summer and the Merit fund is offered to
the student in Summer (Fall and Spring remain as accepted). The student
now has the ability to accept or decline the Summer award without any impact
to the Fall and Summer award.
• Partial Acceptance
If you will allow a partial amount of an award to be accepted in Self-Service for the fund,
update the fund specific field, Allow Partial Amount Acceptance, on the fund management
form, RFRMGMT or ROAMGMT. The Fund Mass Update Rules form (RFRMUPD) may
also be used for update of multiple funds. The fund specific option replaces the Global
option Allow Partial Amount Acceptance on the Web Processing Rules tab of ROAINST.
Funds where period processing is enabled and the fund may be accepted or declined for a
specific period will allow a partial amount acceptance by period when the Allow Partial
Amount Acceptance is checked for the fund.
Banner Financial Aid User Guide
| Processing
151
Processing Awards by Period
Creating and maintaining the awards
You may update the period award status (RPRATRM table) on the award schedule Tab of
the award forms for any funds where period processing has been enabled (Allow
Processing by Period is checked). You may also update the award status for the aid year
(RPRAWRD table) if you are offering, accepting, declining, or cancelling the entire award
as long as all of the periods are the same status as the award. For example, the award is
offered for the aid year with all periods in offered status, the award for the aid year may be
accepted, declined, or cancelled. However, once awards for the periods have been
updated and are in different states (Fall - accepted and Spring - declined), updates to the
award status must be made by period. As a result, an error message will be displayed if
you are attempting to update the aid year award status when all the period award statuses
are not the same state.
Note: Funds where period processing is not enabled (Allow Processing
by Period is unchecked) must be processed by aid year. The period
award status cannot be updated using the form or process.
You may also create the initial award for the student on the Award Schedule tab of the
award forms or by using the Award Offer Mass Entry form (RPAMOFF). This allows you to
award the fund for a specific period without needing to create the award for the aid year
first.
When the award is updated at the period level (RPRATRM), the award for the aid year
(RPRAWRD) will be updated to assign the aid year award status based on the hierarchy
and calculate the amounts of the award offered, accepted, declined, and cancelled.
Fund tracking requirements - period eligible
Fund Requirements assigned on the fund management forms that are Period eligible will
be created and maintained based on the award status for the period. For example, the
requirement has been defined to be created when the award is accepted; the fund
(Processing by Period is enabled) originally awarded as offered for Fall and Spring is then
accepted only for the Fall period, the requirement will be created only for the Fall Period. If
the Spring period is later accepted, the requirement would then be created for the Spring
Period. Similarly, if the requirement is created when the fund is offered so the requirement
is created for both Fall and Spring, cancelling or declining one of the periods will remove
the requirement for that period if it is not satisfied.
Promissory Notes for non-Direct Loans Funds which are not Direct loans that are defined
to create the promissory note when the fund has been accepted will have the Promissory
Note created for only those periods which are accepted. For example, an Institutional
scholarship (Processing by Period is enabled) which requires a Promissory Note (or a
document you are processing using the Promissory Note functionality) is offered for Fall
and Spring; the fund is accepted for Fall only and the Spring is declined, the Promissory
Note will be created for the Fall period only.
Banner Financial Aid User Guide
| Processing
152
Offer Expiration Date
The Offer Expiration Date offers the ability to Batch Post the award Offer Expiration Date
(RPRAWRD) and the period award Offer Expiration Date (RPRATRM) using a specific
date or algorithmic rules to determine the date. You can then use the Batch Posting
Process (RORBPST) to update the award status at the aid year level or the period level to
cancel the award.
Updating award status when fund is locked
When you have the Allow Award Status Updates When Locked indicator checked (Yes)
on the Options tab of ROAINST, the award status may be updated in Banner and the
student able to accept or decline the award in Self-Service when the award is locked (for
the aid year or any period is locked). This functionality allows the update of a period award
status when the Allow Award Status Updates When Locked indicator is checked and
the award is locked for the aid year or the period if the fund is set to allow processing by
period. This will allow the student to accept or decline the award in Self-Service but will not
allow acceptance of a partial amount. Award amounts may not be changed when the fund
is locked either for the aid year or a period.
TEACH Grant
With the ability to select processing by period and allowing a partial amount of an award to
be accepted in Self-Service by fund, the student could have the ability to accept or decline
a TEACH grant by period as well as accept a lesser amount for the aid year or for a
period. To help ensure the amount accepted is preserved, a fund lock of E will be updated
if the award (RPRAWRD) is accepted with an amount less than the offer amount. If the
TEACH is processed by period, the period lock for a TEACH fund will be updated to E
when the accepted amount is less than what was offered.
Award batch posting
Award batch posting offers the ability to batch post an award for a specific period. A series
of Batch Posting types have been provided to add or update an award for a specific
period, using award validation as well as without award validation. The ability to batch post
a period award status code without updating the fund amount is also provided. When
batch posting an award for a period, algorithmic rules may be used to determine the
amount of the fund to be posted to the applicant.
All awards - calculating declined and cancelled amounts
The amount offered, accepted, declined, and cancelled for the award for the aid year
(RPRAWRD) is calculate using the sum of the amounts for all periods scheduled
(RPRATRM). Additionally, the amount of an award that is cancelled or declined will only
occur when there is a change to the award status (e.g. offered to accept). In the situation
where you are updating the award from offered to accepted and both the offer amount and
the accepted amount are entered (reduce offer amount to new accepted amount) but no
change is made to the award status, a declined amount will not be calculated.
Banner Financial Aid User Guide
| Processing
153
Note: A best practice for accepting a lesser amount of an award is to
update the award status and enter the amount accepted allowing the
calculation of the declined amount to occur. When changes are made to
the offer amount whether it is to reduce the award or re-award a
previously declined/cancelled award, it will be treated as a new award for
the student. If re-awarding the fund, the previous amount declined or
cancelled will be set to NULL and the fund balances updated accordingly.
Frequently Asked Questions (FAQ’s) - period processing
As the Period concept has changed the architecture of the Financial Aid module, here are
some Frequently Asked Questions (FAQ’s) to assist institutions in processing and setup.
Question: Why was Period processing created?
Answer: The use of periods (enrollment period or period of attendance) lays the
foundation for processing non-standard terms, clock hour and non term programs. The
change also allows for multiple terms to be housed in a single enrollment period or a term
to an enrollment period. Furthermore, this is the framework for the support of BBAY loans.
Question: Why would an institution need this new functionality if terms already sufficed?
Answer: Federal regulations allow institutions to combine smaller terms which do not
meet the definition of a standard term into a single enrollment/payment period. To support
those schools which want to combine smaller terms such as summer mini sessions or
combine a winter intersession to a fall or spring term, the concept of a period was
established. The same philosophy exists for the permission of a summer crossover.
As stated above, schools have the option of keeping the term code structure, although
period creation is still necessary.
Question: What is the difference between the new “period” concept and an aid period?
Answer: A period will need to be built first in RORPRDS, associating term(s) as needed.
As previously noted, the period name can be the same as the term code.
Once this is complete, aid periods will be built using periods from RORPRDS instead of
terms from STVTERM.
Question: If my academic calendar consists of Fall, Spring, and Summer terms, how
would I correctly build my periods so they do not disburse under one term code?
Answer: A period is a single enrollment/payment period. Therefore, you would create
three individual periods, Fall, Spring, and Summer. Once those periods are created, you
would create an aid period that would consist of those three individual periods. By doing
so, each term will continue to disburse under the term code associated with that period.
Default award and disbursement schedules will still need be built in RFRDEFA.
Banner Financial Aid User Guide
| Processing
154
Question: How are students put into these Periods? Is this a systematic process or a
manual process?
Answer: This is not a manual process. The assignment of periods occurs automatically
when a student is assigned an aid period, which consists of these periods.
Question: If my period consists of multiple terms, will the funds memo or authorize for the
total amount of the fund or the portion dictated by the award and disbursement schedule?
Answer: The fund will memo or authorize according to the award and disbursement
schedule setup for that period on RFRDEFA and RFRASCH.
Requirements tracking procedures
Requirements tracking implementation
1. Define your tracking requirement codes on the Requirements Tracking Validation
(RTVTREQ) form.
Think about the types of codes (that is, documents/requirements) that you would use
in your office. Examples might include: institutional applications, tax returns,
verification statements, loan applications, and so on.
You may also define tracking requirements to be Period specific which enables you to
create a requirement code that can prohibit a memo and/or disbursement for a
specific period. The period requirement may also be fund specific.
Requirement tracking by period is optional functionality. Institutions can continue
tracking using pre-period philosophies.
The Required Once indicator, if checked, will satisfy the requirement in a future aid
year (or prior aid year if Update Prior Year is checked) where the fund codes are the
same. For example, a requirement code of INTERV in the 1112 aid year for the
DIRECT fund code which is satisfied, would also be satisfied in the 1213 aid year for
the same DIRECT fund code. If the fund code happened to be DLUNSB, the
requirement would not be satisfied because the fund codes were not equal.
The Satisfy All indicator, if checked, implies that if a requirement is satisfied for the
aid year, all requirements which are the same will be satisfied (unless the SBGI code
is included) where the fund codes are different. The Satisfy All processing does not
cross aid years. For example, a requirement code of INTERV for the DIRECT fund
code and another requirement of INTERV for the DLUNSB fund code in the same aid
year will be satisfied if one of them is satisfied.
The Period Eligible field allows for period based tracking. The Period Eligible field
indicates if the requirement can have a period code associated with it. If you check
this field, you cannot check the Satisfy All, Required Once, Perkins MPN, and
Packaging fields for this record.
Banner Financial Aid User Guide
| Processing
155
Note: If checked, you cannot use the requirement codes for the following
fields:
RCRINFC_TREQ_CODE, ROBINST_TREQ_CODE_ENTER_INTV,
ROBINST_TREQ_CODE_EXIT_INTV,
ROBINST_TREQ_CODE_APPL, ROBINST_TREQ_CODE_SAR,
RORWEBA_TREQ_CODE, RPBLOPT_TREQ_CODE,
RRRGREQ_TREQ_CODE, RTVINFC_TREQ_CODE,
RTVINFC_TREQ_CODE_SUPP
The Match Federal Fund ID field, if checked, will match the federal fund IDs of the
fund codes rather than the fund codes themselves being equal. The Match Federal
Fund ID logic does cross aid years when the Required Once indicator is checked as
well as within the same Aid Year. If the field is unchecked, the fund codes must be
equal.
Example
If the Match Federal Fund ID is checked for an entrance interview for a Stafford loan
along with the Required Once indicator checked, the entrance interviews for any fund
with a federal fund ID of STFD will be satisfied even though the fund codes are
different.
2. Define your tracking requirement status codes on the Requirements Tracking Status
Validation (RTVTRST) form.
The Info Access indicator field has allows you to determine if a requirement will
display in Self-Service based on the status of the requirement. Also, a Long
Description field has been added to allow up to 50 characters for a requirement status
description display in Self-Service. If you enter a value in the Long Description field,
it will display in Self-Service, otherwise the Description field displays.
Think about different codes you would use to establish or satisfy a requirement, or to
track a document through a procedure. Examples might include: received, waived,
established, satisfied, cancelled, received incomplete.
3. Define your tracking groups on the Requirements Tracking Group Validation
(RTVTGRP) form.
Think of all possible groups or combinations of students who may require a different
set of documents. Examples might include variations of graduate vs. undergraduate
documents, selected for verification documents, independent vs. dependent
verification groups, and so on.
4. Develop tracking group requirements for each group on the Requirements Tracking
Group/Requirements Rules (RRRGREQ) form.
Indicate which documents are required for each specific tracking group. You can
change your defaults for a specific code from the defaults you indicated on the
RTVTREQ for the code. These defaults will only be used if Banner brings in the
requirements for the specific student. If the requirement is entered manually and the
manually entered code is not defined in the student's particular tracking group, the
default from the RTVTREQ table will appear.
Banner Financial Aid User Guide
| Processing
156
5. Develop tracking group rules associated with each group on the Financial Aid
Selection Rules (RORRULE) form.
Assign criteria for placing applicants into tracking groups. Use the standard Banner
data element dictionary table. Selection criteria may come from Banner Student,
Financial Aid, or any other installed Banner system.
6. Develop specific messages for each tracking code, if desired, on the Message Rules
(RORMESG) form.
Applicant Requirements Inquiry (RRIAREQ)
Use the Applicant Requirements Inquiry Form to view both coded and non-coded
requirements for an applicant without stipulating an aid year. You can sort the data by
Requirement Code, Aid Year, Period Code, or Fund Code. You can also view
requirements which exist in the Applicant Saved Requirements Table (RORSREQ)
from the Applicant Purge Process or the Archive/Purge Process.
Active Tab
The Active Tab lists all active tracking requirements established for the student. The
information is sorted by the sort option specified in the key block.
Saved Tab
The Saved Tab lists any saved requirements. Saved requirements are those that exist
in the RORSREQ table as a result of the Applicant Purge or Archive Purge process.
This allows you to view any requirements which were kept (once only, unexpired
Perkins MPNs) when the RORSTAT record no longer exists. The key block sort option
does not apply to this tab.
Budgeting procedures
Budget implementation
1. Access the Aid Year Inquiry (ROIAIDY) form to see all the valid aid years defined on
the ROAINST form.
2. Define valid aid periods on the Aid Period Validation (RTVAPRD) form.
3. Define the codes and description representing the Scheduled Academic Years for
your institution on the Scheduled Academic Year Validation (RTVSAYR). If you have
an optional summer enrollment, you will need to define one SAY code representing
your school’s defined academic year and one SAY code representing your defined
academic year plus the summer enrollment.
Note: Define SAY codes for each of your school’s different academic
calendars.
Banner Financial Aid User Guide
| Processing
157
4. For each SAY code for the aid year on the Scheduled Academic Year Rules
(RORSAYR):
4.1.
Establish if the SAY code is the Scheduled Academic Year (Type of S-SAY No
Crossover) or if the SAY code includes summer (Type of C-SAY Includes
Crossover).
4.2.
Define the start and end dates for the Scheduled Academic Year the SAY
represents.
4.3.
Enter any comments.
4.4.
Assign the periods that are associated with the SAY code
5. Create the aid periods you will use for the aid year on ROBAPRD.
5.1.
Define the percent of a Full Year budget that the aid period will represent in the
Budget Full Year Percent column. The aid period defined as 100% must
represent the standard academic year. The Pell process will use the 100%
budget defined for the Pell type in Aid Year Budgeting to determine the Pell
Budget of the student.
Note: Only one aid period may have a 100% Budget Full Year Percent
defined.
5.2.
Define the percent of a full aid year that the period represents for Pell award
calculations in the Pell Full Year Percent column.
5.3.
The Grant Full Year Percent column represents the percent of a full aid year
for Federal non-Pell grant award calculations. Enter the number of months that
represents the FM Budget Duration for the aid period which will be the FM Need
Calculation in the calculation of the EFC for the student.
5.4.
If you will also be using IM processing, enter the number of months in the IM
Budget Duration column for the aid period to be used in the IM calculation
process.
5.5.
Enter the SAY code that should be associated to each of the aid periods in the
SAY Code column. The SAY code will be used to determine the academic year
start and end dates
6. Define valid periods within aid periods on the Aid Period Rules (RORTPRD) form for
the aid periods created on RTVAPRD and ROBAPRD for the aid year. Refer to the
Period based processing section in this User Guide for information on establishing
periods for financial aid.
Note: An Aid Period used as a default on ROAINST should be created on
RORTPRD with appropriate Periods to ensure the Applicant Period
Status records (RORPRST) are created properly.
You may view existing periods from the Period Inquiry (ROIPRDS) form. Update the
start and end date of each period to reflect the correct payment period dates for the
students that will be assigned this aid period. The period start and end dates must be
within the start and end date of the SAY associated with the aid period. The dates for
each of the periods in the aid period will be used to determine the loan period start and
end dates for Direct Loans. Likewise, these dates are also used to determine the
payment period start date for Direct Loans, TEACH, and Pell grant reporting to COD.
Banner Financial Aid User Guide
| Processing
158
Note: The Period field of the Aid Period Rules (RORTPRD) form will
access a listing of valid periods for the aid year in the key block, through
the List function.
Aid year budgeting
Overview
Aid year budgeting allows you to establish and maintain an applicant’s budget based on
the aid period assigned. You must establish an aid period representing 100% of an
academic year that will be used for Pell processing as well as available to automatically
calculate the percent of full year for aid periods that are either less than or greater than the
full year. Budget components and amounts are assigned for the aid period.
1. Define all valid budget components on the Budget Component Validation (RTVCOMP)
form.
Review all of the possible budget components which you use in budget development.
The default indicator allows you to specify whether the component should be
automatically included in all budget groups when you define components within
groups on RBRCOMP.
If the budget component should be used to determine eligibility for the Alternate Pell
Schedule, check that box (that is, determine low tuition and fees).
Note: Alternate Pell Schedule functionality has been disabled - beginning
with the 2007-2008 and 2008-2009 aid years.
2. Define all valid budget types on the Budget Type Validation (RTVBTYP) form.
Review all of the valid budget types and indicate whether they are Campus,
Institutional, Pell, State, or some other budget. For example, for each budget type,
which Expected Family Contribution should be used, Federal or Institutional?
3. Define all valid budget groups on the Budget Group Validation (RTVBGRP) form.
Think about all the combinations of budget groups you use. Assign a grouping priority
to each budget group.
Note: The lower the number, the higher the priority. You want to assign
the priorities so that the most populated budget group has the highest
priority. Doing so helps in the efficiency of the grouping process.
4. Define the valid budget types within groups on the Budget Group/Type Rules
(RBRGTYP) form.
For each budget type, specify which budget types would be valid (for example, for a
graduate budget, Pell would not be a valid type). The default indicator defines which of
the valid types should be created for students in this group, in addition to the Pell
budget (if Pell is a valid budget type for the group).
Banner Financial Aid User Guide
| Processing
159
5. Define budget components and the amounts associated with them for each budget
group on the Budget Component Rules (RBRCOMP) form.
In this step you first need to define your 100% budgets for each combination of group,
type, and period. Then, if desired, use the Default Prorated Amounts icon to default
the components with amounts based on the aid period’s percent of full-year amounts.
You may use the Add Default Components icon to add components defined as
default on RTVCOMP with a $0 dollar amount.
Note: You can define the components here or the components can be
defaulted with the prorated amounts into the applicant's budget record
based on the aid period.
6. Use the Budget Inquiry form to view the combinations of budgets you have defined.
7. Define the group selection rules for each budget group on the Financial Aid Selection
Rules (RORRULE) form.
8. Using elements from Banner, create selection rules based on the group definition. As
an example, for an undergraduate, in-state, on-campus student, your selection criteria
would look for these characteristics to group the student.
9. Use the Group Inquiry (ROIGRPI) form to view the budget groups which have group
selection rules associated with them and the number of students which have been
assigned to each group.
10. Assign explanatory messages to respective budget group message codes that you
want to display on communications to the applicant on the Message Rules
(RORMESG) form.
Period based and algorithmic budgeting
Overview
A combination of Banner Financial Aid program objects (forms, processes and tables) are
combined to offer period based and algorithmic budgeting. In other words, the ability to
assign a budget group by period.
The budget components/amounts may be different for each group, therefore different for
each period in the student’s aid period for non-Pell budget types. Pell budgets will still be
by aid year reflecting the full-time/full-year budget used for awarding. This allows:
• Budget components and associated amounts to be determined by period.
• The ability to have a component in one period but not in another
Budget component amounts can be either defaulted (defined) or calculated. This offers
the ability to:
• Calculate the amount of a budget component using algorithmic rules.
• Assign default values or default algorithmic rule for a component.
Banner Financial Aid User Guide
| Processing
160
The ability to perform budget simulation has also been incorporated into this strategy.
Simulations may be done as a preliminary review (without actually assigning a budget
group to the student) or as a mechanism to compare if changes have occurred that would
otherwise place the student in a different budget group or adjust any of the component
amounts.
Additionally, the ability to recalculate budget components is also available. This allows you
to reflect changes that may impact the student’s budget, such as enrollment changes,
without running the budget grouping process to re-assign the budget group.
As an optional Financial Aid module, this functionality is used to determine the appropriate
budget (aid year vs. period based budgeting). This functionality allows you to create and
define validation, rules, and assign budgets without impacting the processing of financial
aid for your students if you are currently using aid year budgeting.
This optional to implement functionality is activated through the use of an indicator
(Period Budgeting Enabled) found on the Options tab of the Global Institution Financial
Aid Options (ROAINST) form. Once Period Budgeting has been enabled for the aid year,
all processing and forms will use the period budget for the applicants.
Set-up and configuration
Period Budgeting Setup Diagram
Note: This diagram includes a combination of form and table names.
Banner Financial Aid User Guide
| Processing
161
Applicant Period Budgeting Diagram
Validation forms
Use the following validation forms to define period based and algorithmic budgeting data.
Period Budget Type Validation (RTVPBTP)
Determine and create the appropriate budget types. Period budgeting allows a student to
have more than one non-Pell budget type, such as both an IM and FM budget type. You
will need to establish a Pell budget type for processing Federal Pell grants.
Period Budget Group Validation (RTVPBGP)
Create the appropriate budget groups to categorize applicants with similar budgeting
considerations into the same group.
Note: For those who are making the transition from aid year budgeting to
period budgeting, the same budget group codes may be used in both. Aid
year budgeting and period budgeting are separate functionality.
Period Budget Component Validation (RTVPBCP)
Create the appropriate budget components to be used for establishing an applicant’s
budget.
Period budgeting will use budget categories which allow you to combine multiple budget
components into a single category to present to the applicant in Banner Self-Service.
Therefore, it is necessary that all components are associated with a budget category. If
you will not be combining the component with another, you may use the Create as
Category option prior to saving the record. The Create as Category option, when selected,
creates the budget component code and description, as a Budget Component Category.
Note: For those budget components that you do not wish to combine, use
create as category to simplify creating budget component categories.
Banner Financial Aid User Guide
| Processing
162
Budget Component Category Validation (RTVBCAT)
Create the appropriate budget component categories. Multiple period budget components
may be combined into a single category such as a component of “Tuition” and a
component of “Fees” may be combined into a single category of “Tuition and Fees”. This
allows you to calculate the components separately but display the total of the components
for the category.
Note: These component categories will be used for display in Banner
Financial Aid Self-Service and can be used for letters, web text, etc.
Algorithmic Budgeting Rule Validation (RTVABRC)
Create Algorithmic Budgeting Rule codes if you will be using algorithmic rules to calculate
an amount for a budget component rather than a defined amount.
The algorithmic rule will be assigned to the budget component for the budget group/type.
Rules forms
Use the following rule forms to define period based and algorithmic budgeting data for an
aid year.
Period Budgeting Aid Year Rules (RBRPBYR)
Establish period budget groups, budget types, budget categories, and budget components
that will be valid for the aid year. Period Budget Aid Year rules can be rolled as part of the
Financial Aid New Year Roll Process (ROPROLL).
Budget Groups tab
Define budget groups which will be used for the aid year.
1. Select an active Group Code that has been defined on the Period Budget Group
Validation (RTVPBGP) form.
2. The Long Description will use the value for the Period Budget Group which has been
defined on the Period Budget Group Validation (RTVPBGP) form but may be updated
to reflect a more user friendly description to present to the student in Self-Service. A
value of 60 characters may be used to describe the budget group.
• The budget group’s Long Description will be displayed in Self-Service.
3. Assign the Priority order for the budget groups to be used for group assignment.
Note: The lower the number assigned, the higher the priority. You want to
assign the priorities so that the most populated budget group has the
highest priority. Doing so helps in the efficiency of the grouping process.
4. The Comment field allows you to enter up to 2000 text characters to help describe the
budget group (for internal use only).
Banner Financial Aid User Guide
| Processing
163
Budget Types tab
Define budget types which will be used for the aid year.
1. Select an active Type Code that has been defined on the Period Budget Type
Validation (RTVPBTP) form.
2. Assign the appropriate EFC methodology to be used for the selected budget type. If
the budget type is being defined for Pell, the EFC indicator must have a value of
(N)one.
3. Specify budget type to be used for Pell by checking the Pell indicator checkbox.
4. The Long Description will use the value for the Period Budget Group which has been
defined on the Period Budget Type Validation (RTVPBTP) form but may be updated to
a more user friendly description with a maximum value of 60 characters that may be
used for external processing such as web text, letters, or reports.
5. The Comment field allows you to enter up to 2000 text characters to help describe the
budget type (for internal use only).
Budget Categories tab
Define budget categories which will be used for the aid year. Budget categories provide
the ability to combine period budget components into a category for displaying the
category and combined amount in Banner Self-Service. A budget category must be
defined for each budget component that will be used for the aid year. This provides the
ability to calculate individual components for a student but sum them together into a single
category.
1. Select an active Category Code that has been defined on the Budget Component
Category Validation (RTVBCAT) form.
2. Establish the Print Order for display.
3. The Long Description will use the value for the Period Budget Group which has been
defined on the Budget Component Category Validation (RTVBCAT) form but may be
updated to reflect a more user friendly description to present to the student in SelfService. A value of 60 characters may be used to describe the component category.
Note: The Budget Categories will display the long description and the
sum of the budget components that are associated to the category code.
4. The Comment field allows you to enter up to 2000 text characters to help describe the
budget category (for internal use only).
Banner Financial Aid User Guide
| Processing
164
Budget Components tab
Define budget components which will be used for the aid year.
1. Select an active Component Code that has been defined on the Period Budget
Component Validation (RTVPBCP) form.
2. Assign the appropriate budget Category Code to the component.
2.1.
A Category Code must be assigned.
2.2.
Multiple components can be assigned the same category to present the sum of
the components in Banner Self-Service, letters, web text, etc.
3. Check the Default indicator if the component should be added when assigning the
components to the budget group/type and Add Default Components is selected.
4. Check the Used for < ½ Pell indicator if the component should be used when
determining the Pell budget when the student is less than half-time.
5. A default amount or a default algorithmic rule code can be entered that will allow the
budget component to be created with the value when assigning the components to the
budget group/type either as a default component or, for non-default components,
when manually adding the component to the budget group/type. The default amount
or algorithmic rule code can be entered for the non-Pell budget types and/or the Pell
budget type.
Note: The amount to be used for the Pell budget type should reflect the
full year/full-time amount to be used for the component.
6. The Long Description will use the value for the Period Budget Component which has
been defined on the Period Budget Component Validation (RTVPBCP) form but may
be updated to a more user friendly description with a maximum value of 60 characters
that may be used for external processing such as web text, letters, or reports.
7. The Comment field allows you to enter up to 2000 text characters to help describe the
budget component (for internal use only).
Period Budget Group Aid Year Rules (RBRPBGR)
Establish period budget group rules for the aid year to associate the budget types that are
valid for the group. If the period budget group is associated with a Pell budget type, define
the appropriate components and amounts to be used for the Pell budget on the Pell tab.
Period Budget Group Aid Year rules can be rolled as part of the Financial Aid New Year
Roll Process (ROPROLL).
Types tab
Associate the applicable period budget types with the period budget group for the aid year.
The EFC and Pell indicator values are display only and reflect the values established for
the Type on the Period Budgeting Aid Year Rules (RBRPBYR) form.
Banner Financial Aid User Guide
| Processing
165
Pell tab
The Pell tab is accessible only when a budget type defined as Pell is associated with the
budget group code for the aid year.
1. Establish the budget components that are to be assigned to the student’s Pell budget
for the group.
2. Establish the full-time/full-year amount for the component or enter the algorithmic rule
code that should be used to calculate the component amount.
Note: Algorithmic rules used for calculating the component amounts for
Pell budgets should return the full-time/full-year amount of the
component.
3. Select the Add Default Components icon to add the period budget components that
have been defined with the default indicator set on the Period Budgeting Aid Year
Rules (RBRPBYR) form. If an amount or an algorithmic rule code for the component
has been defined for Pell, the amount or algorithmic rule code will also be assigned.
Note: Components not defined as being Default or if components are
added manually (without using the Add Default Components icon), any
amounts or algorithmic rule codes associated with the component will
automatically be added and may then be updated as necessary.
The tab’s Copy From block allows you to copy the components defined for the group in the
key block to another group or aid year/group. The group being copied to must be
associated with a Pell budget type prior to copying the components.
Period Budget Detail Rules (RBRPBDR)
Establish the budget components for each budget group/non-Pell budget type. The detail
rules establishing the components and amounts/algorithmic rule can be rolled as part of
the Financial Aid New Year Roll Process (ROPROLL).
In the key block, enter the period budget group and non-Pell budget type to establish the
appropriate components and amount.
The budget components and amounts/rules can be defined which are specific to a period
by entering the period in the key-block. If a period is not defined, the budget components
and amounts/algorithmic rules will be used as a default for the budget group and type. In
other words, the period budget grouping process will use a hierarchy to determine the
appropriate components and amounts to assign by first determining if the period being
processed is defined for the group on RBRPBDR:
• If the period is defined, use those components and amounts.
• If the period is not defined, use the components and amounts for the group where the
period is NULL.
Banner Financial Aid User Guide
| Processing
166
Example
School with fall and spring semesters and an optional summer program.
The budget components and amounts are the same for the Undergraduate
Dependent student for both the fall and spring periods however the institution has
discounted tuition charges and required campus fees for students who attend during
the summer.
The components and amounts/algorithmic rule to be used for fall and spring are
defined for the Undergraduate Dependent group by leaving the Period null in the key
block of the Period Budget Detail Rules (RBRPBDR) form, allowing the same rules to
be used. The components and amounts/algorithmic rules that will be used when the
student has summer included as part of their aid period will be defined differently by
entering the period associated with summer in the key block for the Undergraduate
Dependent group.
Establish the appropriate budget components and amounts for the period budget group,
type, and optionally period.
Note: The amounts and the algorithmic rules that are assigned to the
Period Budget Group/non-Pell type should reflect the amount for a period.
Select the Add Default Components icon to add the period budget components that
have been defined with the default indicator set to Y on the Period Budgeting Aid Year
Rules (RBRPBYR) form. If an amount or an algorithmic rule code for the component has
been defined for Non-Pell, the amount or algorithmic rule code will also default in.
Add any appropriate components and amounts/algorithmic rules that should also be
included.
Note: Components not defined as being Default or if components are
added manually (without using the Add Default Components icon), any
amounts or algorithmic rule codes associated with the component will
automatically be added and may then be updated as necessary.
The tab’s Copy To block allows you to copy the budget components and amounts/
algorithmic rules to another budget group/type and optionally to a period. The Default Key
Block Values for update icon can be used to reduce the amount of data entry involved
when using the copy feature. When selected, the key block values will be copied
accordingly and you may update the necessary fields prior to selecting the Copy icon.
Algorithmic Support (RORALGS)
The Algorithmic Support (RORALGS) form allows you to define a specific amount to be
returned by an algorithmic rule, based on the applicant meeting the criteria entered as the
value for the keys which will be used as part of the algorithmic rule. If you are using this
form to assist with algorithmic budgeting rules, determine the criteria and amounts to be
entered for calculating the budget component. The Algorithmic Support rules can be rolled
as part of the Financial Aid New Year Roll Process (ROPROLL).
Banner Financial Aid User Guide
| Processing
167
1. For the period budget component that will use the algorithmic support rules, determine
the criteria that must be met for each amount that should be assigned to the student
for the budget component.
2. Enter each of the criteria which must be met as a Key value.
2.1.
Enter the Amount to be assigned to the component when the student meets the
criteria of all the keys associated with the amount.
2.2.
Enter a Comment for the algorithmic support rule and/or for each Key to
provide supporting information.
Example
Develop a list of criteria used to assign values for the Tuition component, based on
enrollment status on the Need Analysis (RNANAxx) form:
KEY 1 =
Component
KEY 2 = Enrollment
status from RNANAxx
AMOUNT to be
returned
TUITION
1
4000.00
TUITION
2
3000.00
TUITION
3
2000.00
TUITION
4
1000.00
Algorithmic Budgeting Rules (RBRABRC)
Use the Algorithmic Budgeting Rules (RBRABRC) form to create rules required for
calculating the component amount to be assigned to the individual student. Algorithmic
budgeting rules can be rolled as part of the Financial Aid New Year Roll Process
(ROPROLL).
1. For the Algorithmic rule code that will be used to calculate the budget component,
enter the sequence number and SQL statement to be used.
1.1.
Multiple sequences should be used to establish all possibilities including a
default as the last sequence should the student not meet any criteria for
calculating the component.
1.2.
Save the SQL statement.
Note: Rules are processed in sequence order.
2. After saving the SQL statement, select the Validate icon to ensure that the SQL
statement’s syntax is correct. All sequences of the rule must be validated for
successful rule execution.
2.1.
Once the syntax is validated, a check will appear in the Validated indicator.
2.2.
If the syntax could not be validated, any and all errors for the Sequence must be
corrected before attempting to Validate again.
Banner Financial Aid User Guide
| Processing
168
Note: The SQL statement's syntax must be validated prior to using the
Test Rule function.
3. Use the Test Rule icon to execute the rule to verify desired/expected results.
Note: You must enter the appropriate values for any of the substitution
variables to be used in the rule.
The Copy To block allows you to copy a rule from one aid year, rule, and sequence
combination to another aid year, rule, and sequence combination, allowing you to transfer
the same rules from one aid year to another aid year, or to copy rule information from one
sequence number to another sequence number.
Financial Aid Selection Rules (RORRULE)
Use the Financial Aid Selection Rules (RORRULE) form to create Period Budget Group
assignment rules that will be used by the Period Budget Grouping Process (RBRPBGP) to
assign a Period Budget Group to each period or a specific period that is part of the
student’s aid period. The Rule Type of G, Period Budget Group Assignment, must be used.
Period Budget Group Assignment rules can be rolled as part of the Financial Aid New Year
Roll Process (ROPROLL).
Message Code Validation (RTVMESG)
Use the Message Code Validation (RTVMESG) form to associate messages which have
been defined for Period Budget groups for the aid year. Messages associated with Period
Budget groups may be rolled as part of the Financial Aid New Year Roll Process
(ROPROLL).
Fund Management (RFRMGMT) and Funds Management (ROAMGMT)
For any funds that award an amount based on a budget component, the RFRMGMT form
(Budget tab) and ROAMGMT form (Budget Rules tab) are used to associate the
appropriate period budget component and percentage. The amount of the fund awarded
cannot exceed the sum of the period budget component for all periods in the student’s aid
period. Period budget components associated with a fund can be rolled by the Financial
Aid New Year Roll Process (ROPROLL).
Global Institution Financial Aid Options (ROAINST)
Use the Global Institution Financial Aid Options (ROAINST) form (Options tab) to establish
the period budgeting group that will be used as a default when a student does not meet
the criteria of any period budget group assignment rule. Check the Period Budgeting
Enabled checkbox to enabled the use of period budgeting which is assigned to applicants
for packaging, award validation, and display on forms and in Self-Service.
Note: You can create all validation and rule forms for period budgeting
and assign period budgets to all of your applicants prior to checking the
Period Budgeting Enabled indicator.
Banner Financial Aid User Guide
| Processing
169
The Period Budgeting Enabled indicator tells the system whether to use Aid Year
budgeting (unchecked) or Period based budgeting (checked) for processing, display of
budget information on forms and Self-Service.
Assigning period budget groups
Period Budget Grouping Process (RBRPBGP)
Use the Period Budget Grouping Process (RBRPBGP) to assign a budget group to an
applicant based on the rules established for Period Budgeting Group on Financial Aid
Selection Rules (RORRULE). Period budget groups will be assigned for each period of the
student’s aid period. You can also run the Period Budget Grouping Process for a specific
period.
Once the student has been assigned the budget group for a period, the process will assign
the budget types and associated budget components for all types established for the
group. Algorithmic rules assigned to the budget component for the budget group/type will
be executed and the amount returned will be used for the component.
The Period Budget Grouping process will also provide you with the ability to run the
process in simulation mode (without actually assigning the budget group/components to
the student). Because you may wish to run simulated budgeting multiple times, a unique
simulation run name is required with the results of the simulation stored as part of the
table. You will be able to review the results of all simulation runs both online and within the
output produced by the process. As a maintenance feature, simulation runs may be
deleted.
Note: For additional details, refer to Chapter 4, Reports and Processes.
After running the Period Budget Grouping Process, a series of Banner Financial Aid tables
are updated, accordingly:
Budget Run Base Table (RBBBRUN)
The Budget Run Base Table will store the run name when the process is executed. A
Budget Run name of “Actual” is delivered and is system required. When the process is
executed for (A)ctual budgeting, the run name of “ACTUAL” will exist in the Applicant
budget tables representing the actual budget used for processing and display on forms.
When the process is executed in (S)imulation, you must provide a unique run name that
will then be part of all the Applicant budget tables to identify and link all of the results.
Applicant Period Budget Group (RPRAPBG)
The Applicant Period Budget Group table will store the period and the period budget group
assigned for the period along with the appropriate run name used by the process. The run
name of “ACTUAL” identifies the records representing the period budget group used in
processing and on forms for the period.
Banner Financial Aid User Guide
| Processing
170
Applicant Period Budget Type (RBRAPTP)
The Applicant Period Budget Type table will store the period and the period budget types
assigned for the period along with the appropriate run name used by the process. The run
name of “ACTUAL” identifies the records representing the period budget types used in
processing and on forms for the period.
Applicant Period Budget Component (RBRAPBC)
The Applicant Period Budget Component table will store the period, budget type and the
period budget components assigned for the period and budget type along with the
appropriate run name used by the process. The run name of “ACTUAL” identifies the
records representing the period budget components used in processing and on forms for
the period.
Note: Refer to Period Budget Simulation Inquiry (RBRSIMI) and Period
Budget Simulation (RBRSIMR) for further information on viewing the
results of a simulation run of Period Budget Grouping process.
Applicant processing using period based/algorithmic budgeting
Applicant Period Budget (RBAPBUD)
The Applicant Period Budget (RBAPBUD) form provides the ability to change the aid
period, display the budget components and amounts for the aid period, and maintain the
applicant’s budget by period and the applicant’s Pell budget for the aid year.
Applicant Budget tab
The applicant’s aid period is maintained on the Applicant Budget tab. The percent of the
full year budget associated with the aid period from the Aid Period Validation form
(RTVAPRD) is also displayed. You may view the applicant’s budget group, components
and amounts by period by accessing the View Budgets by Period icon or by using the
Options menu to access Applicant Budget by Period (RBIABPR) form.
The Information Access Indicator allows you to allow (checked) or prohibit (unchecked)
display of the applicant’s budget information in Self-Service. When the Information
Access Indicator is checked, budget information will be displayed in Self-Service based
on your settings on the Web Processing Rules tab of the Global Financial Aid Institutional
Options (ROAINST) form. Additionally, for period budget processing, you may select your
institutional preference to display either the IM or FM EFC and budget associated with the
methodology type. If the preferred period budget EFC methodology is IM and no IM
budget type exists for the applicant, the FM budget type will be displayed.
You may delete the applicant’s budget by selecting the Delete Budget icon. When the
Delete Budget icon is selected, all period budget groups, types, and components will be
deleted for all periods in the applicant’s aid period.
Banner Financial Aid User Guide
| Processing
171
Budget Maintenance tab
The applicant’s budget is maintained by period on the Budget Maintenance tab. The aid
period assigned is display only and updated on the Applicant Budget tab. The period
budget groups assigned for the periods in the applicant’s aid period are maintained in the
Group block. Use the next/previous record function to navigate through the period budget
group/periods. A period budget group may be added, removed, or updated for a period.
Once the update is made in the Group Code field, the budget types and components
associated with the period budget group will be added if you are creating/updating the
period budget group or removed if you are removing the period budget group for the
period.
The Lock indicator, when selected, will prevent any updates to the budget group for the
period. Changes may be made to the budget types and budget components when the
budget group is locked including the ability to recalculate the budget components.
The Freeze indicator, when selected, will prevent any updates to the budget group, types,
or components for the period. If you freeze the budget for the period, the budget
components cannot be recalculated by the recalculation process.
Adjustments to the budget components and amounts can be automatically made by
selecting the Calculate icon or by accessing the Applicant Immediate Process
(ROAIMMP) form from the Options menu and selecting the Period Budget Recalculation
option. When the calculation is performed, any algorithmic rules assigned to the budget
components will be executed to ensure the current amount based on the criteria is
assigned. Additionally, any changes to the budget components for the period budget
group and type (and optionally the period) that have been made on the Period Budget
Detail Rules (RBRPBDR) form will be reflected. When the Calculate icon is selected in
the Group block, the calculation will occur for all budget types associated with the budget
group for the period. When the Calculate icon is selected in the Type block, the
calculation will occur for only that budget type and period.
Components and amounts may be added, updated, or deleted by period on the Budget
Maintenance tab. Any manual or batch posted components will not be recalculated.
Note: If an amount is manually changed on a budget component that
used an algorithmic budgeting rule, the algorithmic rule code and
sequence number will be removed because the amount is no longer the
result of the algorithmic rule.
Pell Budget Maintenance tab
The Pell budget (for the period budget group) is created with the full-year/full-time
components and amounts on the Period Budget Group Aid Year Rules (RBRPBGR) form.
The Pell budget will exist for the group assigned for each period in the student’s aid
period. However, the Pell budget that is displayed, accessible for updates on the Applicant
Period Budget (RBAPBUD) form, and used for the Pell calculation and reporting to COD,
will be the group and Pell budget from the earliest period in the student’s aid period. If you
have initially assigned a Fall/Spring aid period, the Pell budget established for the period
budget group assigned for the Fall semester will be used for calculating the student’s Pell
budget and award. If you then changed the aid period to Spring (only), the period budget
group and the corresponding Pell budget assigned for the Spring semester will become
the student’s Pell budget and used for calculating the award.
Banner Financial Aid User Guide
| Processing
172
The Calculate icon when selected will perform a recalculation of the applicant’s Pell
budget and the components and amounts updated based on any algorithmic rules used
for the budget components or updates made to the Pell budget for the group that have
been made on Period Budget Group Aid Year Rules (RBRPBGR).
Budget components may be added, updated, or deleted. Any updates to amounts or new
components added to the applicant’s Pell budget should reflect the Full-time/Full-year
amount.
Note: If an amount is manually changed on a budget component that
used an algorithmic budgeting rule, the algorithmic rule code and
sequence number will be removed because the amount is no longer the
result of the algorithmic rule.
Changing Aid Periods
Changing an aid period to remove a period that does not have aid in memo, authorized, or
paid status.
On the Applicant Budget Tab, enter the new aid period in the Aid Period field and save
the record. As part of the update, when the new aid period is saved, the period budget
group, type(s), and components associated with the period being removed will
automatically be deleted. If you are changing the aid period from Fall/Spring to Spring
only, the period budget group, type(s), and components for Fall will be deleted.
Changing an aid period to add a period such as Fall/Spring to Fall/Spring/Summer.
On the Applicant Budget Tab, enter the new aid period in the Aid Period field and save
the record. To assign the period budget group to the period being added, Summer in
this example, without re-grouping the applicant for the Fall and Spring periods, you
have the following options:
1. From the Options menu, access the Applicant Immediate Process (ROAIMMP) form,
and select to run the Period Budget Grouping Process for the period being added to
the applicant’s aid period. The Period Budget Grouping Process will assign the period
budget group and associated types and components for the period.
2. Access the Budget Maintenance tab of RBAPBUD. You can manually assign a period
budget group by entering the desired group in the Group Code field and saving the
record. As part of the updates when the group is added, the budget types and
components associated with the group will automatically be added for the period. Any
updates can then be made as necessary.
3. The applicant may be included as part of batch processing run of the Period Budget
Grouping Process (RBRPBGP) using a population selection and entering the specific
period as part of the parameters to assign the period budget group.
Eliminating a period budget group when you are unable to remove a period from the aid
period due to funds already paid.
1. Access the Budget Maintenance tab of RBAPBUD. From the Group Code field,
remove the budget group code (clear field) and save the record. This will remove all
budget types and budget components for the period (the period itself will remain).
2. Freeze the period with a null budget group to eliminate the grouping process or
manual updates from assigning a budget group and components.
Banner Financial Aid User Guide
| Processing
173
If a Pell budget had existed for the group/period which was removed and was the earliest
period in the aid period, the Pell budget type will be removed when the budget group is
deleted for the period; therefore, the earliest period where a Pell budget type exists will be
used for Pell processing.
Example
Applicant is in a Fall/Spring aid period with a period budget group of UGINOS for Fall
and UGINIS for Spring. Fall aid was paid and backed out. The Fall period cannot be
removed from the aid period, however the applicant’s budget needs to reflect only the
Spring budget amount.
On the Budget Maintenance tab of RBAPBUD, remove the budget group for the Fall
period. This deletes all budget types for the budget group being removed, including Pell
and the associated components. Check the Freeze indicator to prevent a group from
being assigned or manual entry of a budget type or components for Fall. The student’s
period budget will now reflect only the Spring amounts for non-Pell. The Pell budget
associated with the Spring budget group (UGINIS) will be used to calculate Pell and
submitted to COD.
Applicant Budget by Period (RBIABPR)
The Applicant Budget by Period (RBIABPR) form is an inquiry form used to display the
components/amounts assigned to the student for each period in their aid period. The
information will be displayed based on the EFC method (Federal or Institutional), which is
associated with the budget type. The period budgeting group code assigned for the period
will also be displayed.
Period Budget Category Inquiry (RBIPBCT)
The Period Budget Category Inquiry (RBIPBCT) form is used to display the budget
information for the student using the categories. This will be the information that is
displayed in Self-Service for the student if Display COA Detail indicator on the Web
Processing Rules tab of the ROAINST form has been checked (Yes) and the student’s
Information Access Indicator on the Applicant Budget tab of the RBAPBUD form has
been checked (Yes).
Period Budget Group Detail (RBAPBGD)
The Period Budget Group Detail (RBAPBGD) form displays the period budget group that
has been assigned for each period in the student’s aid period. Only the Lock and Freeze
indicators will allow updates on the form. This form will be accessed from other forms
where the budget group is currently displayed, such as the Applicant Status (ROASTAT)
form.
Applicant Status (ROASTAT)
The Applicant Status (ROASTAT) form includes a line that displays the status of the
Period Budget Group. The budget group assigned to the earliest period in the student’s
aid period will be used with an asterisk displayed, if the student is assigned a different
period budget group in a subsequent period. For example, the student has a Fall/Spring
Banner Financial Aid User Guide
| Processing
174
aid period and assigned UGDEP in the fall and UGIND in the spring. The UGDEP will
display with an asterisk.
When Period Budgeting is enabled (via ROAINST), the Period Budget Group Detail
icon, when selected, will open the Period Budget Group Detail (RBAPBGD) form. This will
allow you to review all periods and budget groups assigned to the student.
The summary block displays the Budget amounts and EFC values for each of the three
potential budget types (FM, IM, Pell). Additionally, the Gross Need and Unmet Need
values will be calculated and displayed for both the FM and IM budget types.
Award Maintenance Forms (RPAAWRD, RPAAPMT, and ROARMAN)
The Banner Financial Aid award and maintenance forms, RPAAWRD, RPAAPMT, and
ROARMAN allow you to display either the aid year budgeting group or the period
budgeting group in the Budget Group field. If Period Budgeting is not enabled (via
ROAINST), the aid year budgeting group (RORSTAT_BGRP_CODE) will be displayed.
When Period Budgeting is enabled (via ROAINST), the period budget group assigned for
the earliest period in the student’s aid period (RBRAPBG_PBGP_CODE,
RBRAPBG_PERIOD) will be displayed. An asterisk will display if the student is assigned a
different period budget group in a subsequent period. For example, the student has a Fall/
Spring aid period and is assigned UGDEP in the fall and UGIND in the spring. The
UGDEP will display with an asterisk.
An option to view all period budget groups is provided by selecting the Period Budget
Group Detail icon (RBAPBGD) which will only be active when Period Budgeting has been
enabled on ROAINST.
The summary block displays the Budget amounts and EFC values for each of the three
potential budget types (FM, IM, Pell). Additionally, the Gross Need and Unmet Need
values will be calculated and displayed for both the FM and IM budget types.
On ROARMAN, if Period Budgeting has been enabled (via ROAINST), when the Budget
icon is selected, the Applicant Period Budget (RBAPBUD) form will be displayed. If Period
Budgeting has not been enabled (via ROAINST), the Applicant Budget (RBAABUD) will
be displayed.
Group Inquiry (ROIGRPI)
Use the Group Inquiry (ROIGRPI) form, Period Budgeting tab, to display and review group
related data for the specified aid year.
Period Entered
From the Period Budgeting tab, selecting a specific period will display the number of
students assigned to the period budget groups defined for the aid year. The Student
Count = = > Total field will display the number of students assigned a Period Budgeting
Group for the Period defined.
The tab’s Query value will reflect the number of students in the query assigned a Period
Budgeting Group for the Period defined.
Banner Financial Aid User Guide
| Processing
175
The View Student’s option will display the students assigned to the period budget groups
based on the Period entered.
No Period Entered
If no Period is entered on the Period Budgeting tab, the total number of students who have
been assigned to the Period Budget group in any Period for the aid year will be displayed.
The Student Count = = > Total field will display the number of students (non-duplicated)
who have been assigned a Period budget group in the aid year specified.
The tab’s Query value will reflect the number of students in the query assigned a Period
Budgeting Group for the aid year.
The View Student’s option will display the students who have been assigned to the
budget group for any period in the aid year with a designator that the student has been
assigned multiple groups for the aid year.
Period Budget Simulation Inquiry (RBISIMI)
The Period Budget Simulation Inquiry (RBISIMI) form will display all of the simulation runs
of the Period Budget Grouping Process (RBRPBGP).
Period Budget Simulation (RBRSIMR)
The Period Budget Simulation (RBRSIMR) form allows you to display and review the
results of the Period Group Assignment process when run in simulation mode. The
applicant’s current budget information will also be displayed allowing you to review any
differences between the applicant’s current budget assignments and new results from a
simulation run prior to re-budgeting.
When a student record is displayed, you can use the next-block function to display a more
detailed comparison of the student’s actual and simulation run. For the Period, Group,
Type, and Component, the amount for the actual and simulation run will be displayed.
The ability to purge the entire simulation run is provided by selecting the Purge
Simulation Run icon. You also will have the ability to remove an individual record from the
simulation.
Period Budget Recalc Process (RBRPBRC)
Period Budgeting offers you the ability to recalculate the budget components for a student
without re-grouping the student to assign a new budget group. This functionality performs
the necessary changes to components and amounts that you wish to adjust, based on
variables like a student’s actual enrollment level. Recalculation of the budget components
is provided both online and in batch.
The Period Budget Recalc Process (RBRPBRC) will execute algorithmic budgeting rules
to calculate the budget components. The process may be run to calculate components for
a specific period or for all periods assigned to the student’s aid period. You may also
define recalculation for a specific budget type or all budget types or recalculate one or
more specific components.
Banner Financial Aid User Guide
| Processing
176
If a student’s period budget has been frozen, a message will be provided in the output and
no updates will be made to any of the student’s components. Recalculation of a student’s
budget will occur when the budget group is locked.
Self-Service
Once Period Budgeting has been enabled on the Global Financial Aid Institutional Options
(ROAINST) form, the period budgets will display for the student.
• When displaying the Cost of Attendance details, the budget categories will be used and
display in the “Print Order” defined on the Budget Categories tab of the Period
Budgeting Aid Year Rules (RBRPBYR) form.
• When displaying the period budget group to the student, the long description for the
budget group/aid year entered on the Period Budgeting Aid Year Rules (RBRPBYR)
form will be used.
Global Institution Financial Aid Options (ROAINST)
Web Processing Rules tab:
• Set the Period Budget Preferred EFC accordingly, as it is possible for the student to
have both FM and IM budget types.
• If the Display COA Detail indicator is unchecked (No), budget status is not displayed
(information text from Web Tailor) and the Cost of Attendance link (via Self-Service) will
not be displayed on the Financial Aid Status page. This prevents the applicant from
accessing the Cost of Attendance web page.
Financial Aid Status page
When period budgets are enabled (via ROAINST), the budget group and period will be
displayed for all period’s in the student’s aid period.
The page’s Cost of Attendance link will not be displayed if the Display COA Detail
indicator is unchecked (via ROAINST).
Cost of Attendance page
The Cost of Attendance page is available by accessing the link from the Financial Aid
Status page. The applicant’s period budget information will be displayed if Period
Budgeting Enabled indicator has been checked on ROAINST for the aid year.
Award Overview page
The applicant’s period budget information will be displayed if the Period Budgeting
Enabled indicator has been checked on ROAINST for the aid year.
Banner Financial Aid User Guide
| Processing
177
Satisfactory Academic Progress (SAP) processing
This process focuses on automation to meet the following objectives:
• Reduce the degree of end-user intervention in the SAP process
• Promote integration between student records and financial aid
• Provide functionality to accommodate user-defined SAP policies
This lets you use a group assignment-like process within Banner to assign SAP codes to
student records, along with the automatic posting of a letter code to the GURMAIL Table
for use in Letter Generation. There is also flexibility allowed in the definition for which fund
sources the user can restrict packaging and disbursement activity.
The functionality that is available with the RORRULE form to write both simple and
complex rules lends itself directly to the Satisfactory Academic Progress process. You can
write your own rules for as many different SAP codes as needed in either the expert or
simple mode on the RORRULE form. These rules are used by the SAP process to assign
SAP status codes automatically to the student record.
Satisfactory Academic Progress data is kept on a term-by-term basis and stored in the
RORSAPR table.
SAP forms
The following forms are used in SAP processing.
Satisfactory Academic Progress Validation (RTVSAPR)
The primary sort order on this form is defined with the SAP Status Code Priority field. This
is the same basic format as that on the Group Assignment Validation forms and the
functionality is almost the same, with the lowest number (1- 999) representing the highest
priority. This means that the rules will be analyzed by Banner in the order of their priority
codes.
While this form operates much like the RTVTGRP, RTVBGRP, and RTVPGRP forms, the
output is not a group code, but rather an SAP status assigned to the student for a specific
term. The SAP process does not use the Group Assignment Process of RORGRPS, but
instead has its own unique process - the SAP Assignment Process (ROPSAPR).
When you create a new SAP status code, a priority code with a value of 1 is created as the
default; you can update this field at that time. If you plan on using the ROPSAPR process,
you must assign a priority code to all SAP status codes.
Note: The primary sort on this form is priority code. If no priority code
exists, it will sort on the SAP status code. Those with priority codes will
come before those without.
Banner Financial Aid User Guide
| Processing
178
The Letter Code field is validated against the Letter Code Validation (GTVLETR) form.
This field allows for the association of a letter code to an SAP status and is optional. If the
student is assigned that SAP status, a pending letter is posted to the GURMAIL table
automatically. This only occurs if the SAP status was determined through the SAP
Assignment Process (ROPSAPR) or the SAP status is being updated through Batch
Posting. Pending letters will not be created automatically if a SAP status code is posted
manually, updated manually, or is posted through any other mechanism such as PL/SQL.
Note: Only one pending letter will be created for any specific letter. Until
that letter code has been printed, the same letter will not be posted as
pending for the same aid year. However, other pending letters can be
created at the same time for different letter codes.
The Message Number field for Web and Voice Response access is optional.
The SAP Status Code field, which is six positions in length, provides you with flexibility in
the definition of these codes and allows you to make the codes meaningful. For example,
a PROB1 value might represent the 1st Probation, while PROB2 might represent the 2nd
probation, or you could use P1 and P2. The objective is to provide flexibility to define an
SAP status with more meaning for the user. All related processes and all forms that store
an SAP status have been modified to accommodate this longer field length.
The RTVSAPR form contains an options list of Which Aid can be attached to each SAP
status to prevent packaging and/or disbursement activities. These options, which are
available via a drop-down list, include:
• None
• All Aid
• Title IV only
• All Federal Aid
Plus, the additional options of (prevent packaging/prevent disbursement for):
• State only
• State and Federal
• State and Title IV
• Institutional only
• Institutional and State
• Institutional and Federal
• Institutional and Title IV
• Institutional, State, and Title IV
• Institutional, State, and Federal (leaves Other Source code if any funds are defined)
Banner Financial Aid User Guide
| Processing
179
Financial Aid Selection Rules (RORRULE)
On the RORRULE form, the Group Code field becomes SAP Code when the Rule Type
field is assigned a value of S. The ROPROLL process allows for the rules to be rolled from
aid year to aid year. While it may be that a school’s SAP rules do not change from year to
year, in some cases they will. As a result, to allow for those situations where these rules
do change, the aid year remains a part of the key for the rule, and the SAP rules will be
treated as all others in rolling from aid year to aid year. If there are no changes, you can
just continue processing, as the roll process now rolls the compiled versions of the rules
from RORRULE to the new aid year.
If your institution calculates SAP status on a specific term results rather than cumulative
results, the form will not automatically add the appropriate terminal variable of :TERM. You
will need to add this variable at the end of the rule by using the Substitution button from
the expert mode rules and selecting :TERM. This will then allow the Calculate From term
value to replace this in the rules when they are executed. This works the same as the
:PIDM and :AIDY values, except that you must manually add this to your rules when
initially creating them. By using this variable (:TERM) you will not be required to hard code
a term value into the rules and then make sure it is updated every time you want to run
SAP for a different term.
Note: Satisfactory Academic Processing is by term. Therefore, the
substitution variable of :PERIOD cannot be used as part of a rule used for
SAP processing.
Applicant Immediate Process (ROAIMMP)
This form allows the assignment of a SAP status online. The process involves the use of
two term codes. The first term code, Calc From, points the assignment process to the term
from which you want to calculate the newest SAP status. This Calc From term code is
required and automatically defaults the current term code as defined on the Global
Institution Financial Aid Options (ROAINST) form and can be changed. Although this
value is required, the field is only utilized by those rules which are term-specific and for
those schools that perform a term-specific SAP calculation. This Calc From term code
must belong to the aid year in the key block of the form. The validation on this term code
will restrict the options to only those terms which exist in the aid year.
The second term code, Effective, which is also required, directs the process to the term in
which to post the results (the New SAP Status on the ROASTAT form). The term for which
the new SAP code is being posted will not be validated against the aid year in the key
block of the form.
For example, suppose that it is the end of the Spring term and you want to determine SAP,
and you want the result to be posted to the Fall term. The Spring term code (Calc From)
would need to belong to the aid year in the key block of the form, while the Fall term,
where the results will be posted (Effective term) would not need to belong to that year. The
Effective term must be later than the Calculate From term. The validation on this term
restricts the options to only those terms which are later than the Calc From term.
Logic within these terms prevents you from posting the results of the SAP calculation to
the term for which the calculation was just done, or any prior term. In this way, the process
ensures that you are posting the new SAP code to a term later than that from which the
Banner Financial Aid User Guide
| Processing
180
calculation originated. In other words, the form will make sure that you do not calculate the
New SAP code from the spring term and then accidentally update the Spring SAP code,
when you meant to update the Fall SAP code. This same logic applies to the parameters
in job submission.
The SAP process on the ROAIMMP form differs from the other group assignments
process for tracking, budgeting, and packaging. The SAP process uses the same process
from online and from job submission to assign the SAP codes. The name of this process is
ROPSAPR, or the SAP Assignment Process. Also, the only option for the Action
Indicator is I (Immediate), therefore eliminating any need for the Current Status and
Completion Date columns. Check the SAP field option to perform this calculation.
Applicant Status (ROASTAT)
The Satisfactory Academic Progress block on the ROASTAT form displays the SAP code
assignment process history and all related information for the student on a term-by-term
basis. This form captures the following information.
The Term is the effective term code that was used by the ROAIMMP form (using the
ROPSAPR Process) or as a parameter in job submission. The Calculated SAP Status is
the status that the SAP Assignment Process determined the student qualified for at this
point in time based on the rules from RORRULE.
However, the New SAP Status is the status that has gone through the additional
translation process from the Satisfactory Academic Progress Translation Rules
(RORSTRF) form, if applicable. If the RORSTRF form is not used, the New SAP Status
will always be the same as the Calculated SAP Status. The Lock Indicator field allows
you to lock a new SAP status code from any further changes. You cannot update the
calculated SAP Status with this form. Only the SAP Assignment Process can update the
calculated SAP status.
The Lock Indicator, when set, prevents all manual and automated updates. You must
remove the lock before any further updates are allowed. If a SAP status is not locked and
there is another SAP calculation run for the same term, the old record is replaced with the
latest result. In all cases, the User ID and Activity Date default into the appropriate fields.
The Term, Calculated SAP Status, and New SAP Status fields utilize the List of Values
function, which allows you to access to the full description for each of the codes displayed.
The description for each SAP status displays as the cursor moves to that field.
Note: The Calculated SAP Status field will be null for all terms where
there is a SAP status prior to utilizing the ROPSAPR process. This field is
only populated through the ROPSAPR process. Therefore any other
means of posting an SAP code, manual batch posting, or through an
outside process will not populate this field.
Batch posting a SAP code will automatically set the lock indicator.
Banner Financial Aid User Guide
| Processing
181
SAP Translation Rules (RORSTRF)
There is a need at many institutions to allow the SAP process to go through a final rule
process beyond just the calculation of the current SAP status. This process uses the
student’s current (calculated) SAP status and their last SAP status to determine their real
SAP status at the current time.
An optional rules form can be used to support the additional process that defines the
actual SAP status code that you want to post to the RORSAPR record. The name of the
form is the Satisfactory Academic Progress Translation Rules form (RORSTRF). Banner
takes the calculated value from the SAP Assignment Process and compares the results to
the following rules form. The process then determines and posts the appropriate new SAP
status. In all cases, these are the same SAP statuses that were defined on the RTVSAPR
form.
This is a repeating rules form allowing for the definition of as many status combinations
desired. It also allows for the definition of the Letter Code to be posted to the GURMAIL
table as a pending letter for anyone with this combination. The SAP Letter Code is
validated against GTVLETR and the other three columns against RTVSAPR. The SAP
Letter Code field is optional if you use this form.
If the appropriate combination is defined on RORSTRF, the calculated status, which is
assigned as a result of the ROPSAPR process, is not the student's New SAP status, but
rather is just the status that has been determined from this recent calculation. It is the SAP
status that the student qualifies for - given the results of the rules. However, the calculated
SAP status will go through one more process to determine what is the correct SAP status
to post to the RORSAPR table and to be used by the packaging and disbursement
processes. The ROPSAPR process will see if the combination of Previous SAP status and
Calculated SAP status exist on RORSTRF. If they are present, the student will be
assigned whatever New SAP status the rules dictate.
If your school chooses not to use this rule form, the status code that is derived from the
ROPSAPR Process is the code that is posted to the New SAP status field and posted to
the RORSAPR table. However, if your school chooses to use this form and only wants to
build certain combinations of SAP statuses on this form, rather than the complete
exhaustive list of all possible options, the process will support that also. This means that if
there is a combination of Previous SAP Status and Calculated Status present on this form
that matches a student, the appropriate New SAP status and Letter Code are posted
accordingly.
However, if the SAP Status combination is not present on the rule form, the Calculated
SAP Status will be the status posted to the New SAP Code and updated to the RORSAPR
table. For example, suppose the Previous Status is X and the Calculated Status is
PROB1. Given the above example, this combination is not present, therefore PROB1
becomes the New SAP status and gets posted to RORSAPR.
The SAP Assignment Process will always look at the RORSTRF form first to see if the
student’s combination of Previous SAP status and Calculated SAP status exist. If they do
exist on the rule form, the ROPSAPR process will post the appropriate values to the
RORSAPR table (visible on the ROASTAT form) and the GURMAIL table (visible on the
RUAMAIL form). If the student’s combination does not exist on RORSTRF, the Calculated
SAP status will also be the new SAP status. If there is a letter code associated with that
status on the Satisfactory Academic Progress Validation form (RTVSAPR), it will be
posted to the GURMAIL table as a pending letter.
Banner Financial Aid User Guide
| Processing
182
Note: Only one pending letter will be created for any specific letter. Until
that letter code has been printed, the same letter will not be posted as
pending for the same aid year. However, other pending letters can be
created at the same time for different letter codes.
Group Inquiry (ROIGRPI)
This form is a tracking, budgeting, packaging, and SAP group assignment query form
used to view the results of the assignment process and to see if rules exist. When you
enter a value of SAP in the Group Type field and a term code in the Term field, the form
returns the count of how many applicants have a specific SAP code for that particular
term. The form also enables you to see if rules exist for that SAP code for the year in
which the term is associated. The sort order on the form is by Group Priority. Remember,
if you choose to assign SAP codes, regardless of the existence of a RORSTAT record,
these numbers reflect the counts in the RORSAPR table, not RORSTAT.
Global Institution Financial Aid Options (ROAINST)
The Global Institution Financial Aid Options (ROAINST) uses a six-character SAP code
field. The Initial SAP Status remains as the SAP code that is assigned to a student/
applicant when the initial RORSTAT record is created. The Exception SAP Status field is
used when the applicant falls through all of the SAP rules defined on RORRULE and does
not fit into any of the predefined rules. This is the SAP code of last resort, much like the
default group codes assigned in tracking, budgeting, and packaging. This field is also six
positions in length and is validated against the RTVSAPR values.
Determining satisfactory academic progress using periods
When creating periods with multiple terms, you are required to select the term to be used
when evaluating if the student is making satisfactory academic progress. The
disbursement process will look for the most recent term in the satisfactory academic
progress table (RORSAPR) which is less than or equal to the term with the SAP indicator
checked for the period being disbursed. You should consider your institution’s policy and
evaluate how setting the SAP indicator will impact the evaluation of making satisfactory
academic progress.
Banner Financial Aid User Guide
| Processing
183
Example
Satisfactory Academic Progress
Period
Term Codes
within Period
SAP Indicator
Checked
Spring 2011
2011200
Y
201130
Y
Summer 2011
201140
201150
• SAP for 201120 exists as Making Satisfactory Academic Progress
• Disbursement is run for Summer 2011 period
• Disbursement looks for most recent term where SAP indicator checked for period
being disbursed = 201120
• Making Satisfactory progress – funds disburse
• SAP process is run for 201130 term and results posted with 201130 as Probation
(eligible)
• Disbursement is run for Summer 2011 period
• Disbursement looks for most recent term where SAP indicator checked for period
being disbursed = 201130
• Probation (eligible) - funds disburse
• SAP process is run for 201140 term and results posted with 201140 as Failing SAP
• Disbursement looks for most recent term where SAP indicator checked for period
being disbursed = 201130 (201140 does not have SAP indicator checked)
• Probation (eligible) - funds disburse
SAP processes
The applicant’s SAP code is used throughout Banner. Banner looks at this value when
packaging and disbursing the aid for the student.
SAP Assignment Process (ROPSAPR)
This process utilizes the rules established on the RORRULE form with a Rule Type of S.
Unlike other Banner Financial Aid jobs, you must select which group of students to
process through rules using parameters 05, 06, or 07 through 10.
The process will not default to only those with RORSTAT records for the aid year as many
of the other Financial Aid processes do. In fact, this process will allow students to be used
Banner Financial Aid User Guide
| Processing
184
who do not have RORSTAT records. This will allow those institutions who wish to calculate
and maintain SAP statuses on all students to do so, whether or not they are currently
receiving financial aid funds.
The parameters for this process include:
• 01 Aid Year Code (Required).
The aid year value is used to validate the Term Code for the calculation (must be
defined as belonging to that aid year).
• 02 Term Code For Calculation (Required).
This value is used for those schools who want to calculate SAP on a specific term set of
values rather than the cumulative statistics of an applicant. This parameter is not used
by schools that do not specify a term value in their rules. This value is only utilized in the
rules if there is a terminal value in the compiled rule :TERM. It must be defined as a part
of the aid year in Parameter 01.
• 03 SAP Effective Term Code (Required).
This is the term code that is associated with the results of the process. The process
requires this term to be later than that used for Parameter 02. This term also identifies
the aid year that all letters will be posted to in the GURMAIL Table (RUAMAIL form).
• 04 Student ID.
This option cannot be used when running the process from job submission.
• 05 Use All with RORSTAT for Aid Year (Required - default of N).
This option allows for the process to run on only those applicants with RORSTAT
records for the aid year (as defined in Parameter 01).
• 06 Use All Enrolled for Term (Required - default of N). This option allows for the process
to run on only those students who have enrollment records for the Term Code for
Calculation (as defined in Parameter 02).
• 07 Application Code.
This parameter is utilized in population selection.
• 08 Creator ID of Selection ID.
This parameter is utilized in population selection.
• 09 Selection Identifier.
This parameter is utilized in population selection.
• 10 User ID.
This parameter is utilized in population selection.
• 11 Create RORSTAT Record Y or N (Required).
If there were applicants who went through the process and did not already have
RORSTAT records, do you want RORSTAT records created?
The first term code parameter, Term Code for Calculation (Parameter 02), validates
against the Aid Year Code (Parameter 01) to ensure it is defined for that aid year code.
The second term code parameter used in the process, SAP Effective Term Code
(Parameter 03), is the term to which the results of the SAP process are posted. This term
code is not validated against the aid year code parameter, as it may fall outside the range
of the aid year. For example, SAP is being calculated at the end of the Spring term for the
Fall. The Effective SAP Term Code would be the Fall term code, while the aid year
parameter for the process would be the prior year.
Banner Financial Aid User Guide
| Processing
185
The goal in requiring you to define these separate terms as input to the process up front is
to minimize the need for you to hardcode specific term codes into the rules themselves.
This would require you to maintain this data every time you need to run the rules.
The part of this process that has always caused confusion has been deciding which term
the SAP has been calculated for and what term should be used in posting this SAP code.
For example, if the student status at the end of the Spring semester is being reviewed, the
code must be posted for the next term. Therefore, when running the SAP process, the
term that should be used as the Effective term is not the Spring term, but rather the Fall
term code (or possibly the Summer), as that is the term you want the results to affect. The
packaging and disbursement processes will look at the Fall term code and will apply any
and all logic for that SAP code to activity for the Fall; therefore, the Fall term code will be
the Effective Term.
The first step of the SAP Assignment Process is the determination of what is the student’s
Calculated SAP status from the logic defined by the rules on RORRULE. This result will be
posted to the RORSAPR table and displayed on the ROASTAT form. From here, the
ROPSAPR process must determine if there are rules present on the RORSTRF form. If
there are rules present and the combination of Previous SAP Status and Calculated SAP
Status is present and matches that combination with a student, the process will pick up the
New SAP Status as defined on RORSTRF and post that status as the New Status to the
RORSAPR table which will again display on ROASTAT. If there are no rules on the
RORSTRF form or the combination for Previous SAP Status and Calculated SAP Status is
not defined, the Calculated SAP Status will become the New SAP Status and be posted as
such.
Finally, the process must determine if there is a letter code defined for the New SAP
Status anywhere. The processes will look at the RORSTRF rules form first. If there is a
letter code defined for the combination of Previous Status and Calculated Status, the
process will post that code to the GURMAIL table as a pending letter, using the aid year
code associated to the Effective term. If the combination is not present on RORSTRF, the
process will then look at the RTVSAPR rules form. If there is a letter code defined for the
student’s New SAP Status, that letter code will be posted to the GURMAIL form. If there is
not a letter code in either location, no letter code will be posted.
In the previous examples, the SAP status was being determined from the Spring term and
posted to the Fall term. In this case, the Calculate From term is the Spring and the
Effective term is the Fall. The letter code will be posted as a pending letter to the aid year
associated with the Effective term - or the Fall. Since this will impact the Fall term
eligibility, it was determined that this was the appropriate year in which to attach the letter.
The ROPSAPR output files, the .log and .lis files, will identify the number of students
that were processed through the SAP rules and if there are any locked records which
could not be processed. The output will itemize those students who were not processed
due to locked records.
SAP Status Codes View (ROVSAPR)
This view is intended to provide a method for selecting the maximum value SAP code for
any student at any point in time. This view can be used as a tool for writing population
selection rules, batch posting rules, or any other set of rules that is appropriate.
Banner Financial Aid User Guide
| Processing
186
Process flow
1. Set up all rules associated with this function (ROAINST, RTVSAPR, RORRULE,
RORSTRF).
2. When appropriate, run the ROPSAPR process from job submission for the desired
group of students.
3. On an individual basis, the SAP process can be run online from the ROAIMMP form or
the SAP code may be updated manually on the ROASTAT form. It is on this form that
results may also be locked. (The batch posting process can also be used).
4. Run letters that were posted to the GURMAIL table as pending. When you run the
GLBLSEL process, respond to the first question, Print All Pending? with No. Select a
specific letter code. Then you will be asked again, Print Pending Letters for this Letter
Code ?. Answer Yes and all letters with that letter code will be selected to be run.
Once you have run these letters through the GLRLETR process, the print date will
populate and they will no longer be pending.
5. If there was a change to the SAP Status for the term and a pending letter has already
been created, but not yet printed, you will need to review the RUAMAIL form for
accuracy.
Note: For those institutions which use an aid year counter (or term
counter) in their rules, this data can be stored in a user-defined field and
accessed in your rules.
The same is true for those schools who require a specific number of
hours to be completed within an academic year. This data can be
collected and stored in a user-defined field. This data is then available for
use in your SAP rules.
Note: Those clients who plan to take advantage of the latest
enhancements in SAP processing will need to notify their Database
Administrator to pay particular attention to the rate of growth of the
Satisfactory Academic Progress Rules Table, RORSAPR. It it becomes
too large, the table may need to be resized. The General utility script
gurrddl.sql (found in the plus subdirectory of Banner General) can
be useful in accomplishing this task. This will particularly be true for those
schools who choose to start maintaining SAP data on all students who are
enrolled, not just those with RORSTAT records.
The batch posting process will not use the rules established on the
RORSTRF form since there will not be a calculated SAP status
determined. It will act the same way as a manual update to the SAP
status, and impact only the effective SAP status code. However, batch
posting will work differently than manually updating or posting an SAP
status, in that it will create a pending letter if the status code being posted
is defined with a letter code on the RTVSAPR form. It should also be
noted that SAP records will be locked through the batch posting process.
If you are writing term-specific rules and you wish to test the results while
still on the RORRULE form by pressing Execute, you must replace your
Banner Financial Aid User Guide
| Processing
187
:TERM variable with a specific term code so the rule can know which term
to look for. However, remember to change this back to the :TERM variable
before leaving the form as the appropriate term code will pass into this
rule from the job parameters at run time.
For those institutions who wish to run the ROPSAPR process from the
command line, the following are the instructions to do so.
On the Process Parameter Entry form (GJAPCTL), enter the required parameters for
ROPSAPR. Select the Hold radio button of the Submission Block and press commit. Note
the sequence number that returns to the screen. Go to the command line and enter:
For Unix: ropsapr.shl <enter>
For VMS: ropsapr <enter>
You will then be prompted for a User ID, a password, and the sequence number from
above.
Sample rules
Below are some examples of rules that might be useful when trying to develop your own
rules. It is helpful to note that the SHRTGPA table stores term-specific data about
students, while the SHRLGPA table stores cumulative data. In the SHRTGPA table, there
are options of whether to choose all data for a term-related to Institution coursework (I) or
all data related to transfer work (T). In the SHRLGPA table there are three options.
Institution (I), Transfer (T), or Overall (O).
1. A term-specific rule that does not require a RORSTAT record. Would have to be
written in expert mode.
select DISTINCT(spriden_PIDM) from spriden, sgbstdn x, shrtgpa
where sgbstdn_degc_code_1 in ('BA','BBA','AS','AA') and
shrtgpa_levl_code = 'UG' and
sgbstdn_majr_code_1 in
('ACCT','ANTH','CHEM','BUSI','ENGL','PSYC','SOC','BIOL') and
(shrtgpa_gpa_type_ind = 'I' and
((.60*shrtgpa_hours_attempted) <= shrtgpa_hours_earned)) and
sgbstdn_term_code_eff =
(select max (y.sgbstdn_term_code_eff)
from sgbstdn y
where y.sgbstdn_pidm
= x.sgbstdn_pidm and
y.sgbstdn_term_code_eff <= :TERM) and
sgbstdn_pidm = spriden_pidm and
shrtgpa_pidm = spriden_pidm and
spriden_pidm = :PIDM and
shrtgpa_term_code = :TERM
Banner Financial Aid User Guide
| Processing
188
2. A cumulative rule which requires a RORSTAT record. Can be written in simple or
expert mode. This rule will also have to be updated every year as it uses the rovst99
view.
Simple rule:
shrlgpa_levl_code = ‘UG’ and
rovst99_degc_code_1 in (‘BA’,’BBA’,’AS’,’AA’) and
rovst99_majr_code_1 in (‘ACCT’,’ANT’,’CHEM’,’BUSI’,’ENGL’) and
(((shrlgpa_hours_attempted > 0 and
shrlgpa_hours attempted <= 44) and
shrlgpa_gpa >=1.60 and
shrlgpa_gpa_type_ind = ‘O’) or
((shrlgpa_hours_attempted >=45 and
shrlgpa_hours_attempted <=89) and
shrlgpa_gpa >=1.75 and
shrlgpa_gpa_type_ind = ‘O’) or
((shrlgpa_hours_attempted >=90 and
shrlgpa_hours_attempted <=134) and
shrlgpa_gpa >=1.90 and
shrlgpa_gpa_type_ind = ‘O’) or
((shrlgpa_hours_attempted >=135 and
shrlgpa_hours_attempted <=275) and
shrlgpa_gpa >=2.00 and
shrlgpa_gpa_type_ind = ‘O’))
and
((.75*shrlgpa_hours_attempted) <= shrlgpa_hours_earned)
3. Example of the same rule as #2 without the rovst99 view. Would not require updating,
but will require expert mode rules. This rule contains the same logic within it that the
view does.
Select distinct(spriden_pidm) from spriden, sgbstdn x, shrlgpa where
sgbstdn_degc_code_1 in (‘BA’,’BBA’,’AS’,’AA’) and
shrlgpa_levl_code = ‘UG’ and
sgbstdn_majr_code_1 in (‘ACCT’,’ANT’,’CHEM’,’BUSI’,’ENGL’) and
(((shrlgpa_hours_attempted > 0 and
shrlgpa_hours attempted <= 44) and
shrlgpa_gpa >=1.60 and
shrlgpa_gpa_type_ind = ‘O’) or
((shrlgpa_hours_attempted >=45 and
shrlgpa_hours_attempted <=89) and
shrlgpa_gpa >=1.75 and
shrlgpa_gpa_type_ind = ‘O’) or
((shrlgpa_hours_attempted >=90 and
shrlgpa_hours_attempted <=134) and
shrlgpa_gpa >=1.90 and
shrlgpa_gpa_type_ind = ‘O’) or
((shrlgpa_hours_attempted >=135 and
shrlgpa_hours_attempted <=275) and
Banner Financial Aid User Guide
| Processing
189
shrlgpa_gpa >=2.00 and
shrlgpa_gpa_type_ind = ‘O’))
and
((.75*shrlgpa_hours_attempted) <= shrlgpa_hours_earned) and
sgbstdn_term_code_eff =
(select max(sgbstdn_term_code_eff)
from sgbstdn y,
robinst
where y.sgbstdn_pidm = x.sgbstdn_pidm and
y.sgbstdn_term_code_eff <=robinst_current_term_code and
robinst_aidy_code = :AIDY) and
sgbstdn_pidm = spriden_pidm and
shrlgpa_pidm = spriden_pidm and
Funds Management procedures
Funds Management implementation
1. Determine the various fund types your funds may have on the Fund Type Validation
form (RTVFTYP).
Fund types include: Loan, Work, Grant, or Scholarship.
2. Determine the various fund sources for your funds on the Fund Source Validation form
(RTVFSRC).
Fund sources include: Federal, State, Institutional, or Other.
3. Define all potential funds on the Fund Base Data (RFRBASE) form.
If the fund is able to be disbursed to the student account, relate an A/R detail code to
the fund. From the Financial Aid Fund Type Validation (RTVFTYP) form and the Fund
Source Code Validation (RTVFSRC) form, determine the type and source of each
defined fund. Relate a Federal Fund ID to those Federal funds to which Federal hardcoded rules should apply. (Use the List function to determine valid values for these
fields.)
Determine the print order of the funds. Note that this print order determines the order
of the funds for display in Self-Service and for letter-generation printing purposes. This
does not affect the order of the funds on the award form.
Note: You can use the GTIV (General Title IV Rules) code to subject the
hard-coded federal rules to any non-Federal funds to which you wish
them to apply.
4. For each fund, define any awarding rules that may apply using Rule Type Fund
Awarding on the Financial Aid Selection Rules (RORRULE) form.
These rules are interrogated during the packaging process when the fund is to be
packaged.
Banner Financial Aid User Guide
| Processing
190
5. For each fund, define any disbursement rules that may apply on the Financial Aid
Selection Rules (RORRULE) form.
These rules are interrogated during the disbursement process when the fund is to be
disbursed.
6. Define the award and disbursement schedules by aid periods in the Default Award
and Disbursement Schedule Rules (RFRDEFA) form.
Note that the default rules are not by fund, but only by aid period. You may use the
Insert Record function or select the Default Award Schedule icon to bring in the valid
periods for both the Award and the Disbursement Schedule for the aid period
identified in the Key Information section.
• In the Award Schedule section, the Award Percent for all periods must equal 100%.
Define valid memo expiration dates for each period. The Grant Award Percent must
also be defined for all periods and must total at least 100%, but may total up to
200%.
• In the Disbursement Schedule section, the disbursement date will default to the cutoff date defined by period on the Packaging Options (RPROPTS) form. The
disbursement percent for each period must equal 100%.
7. Access the Fund Award and Disbursement Schedule Rules (RFRASCH) form.
Use this form for any funds whose award and disbursement rules differ from the
defaults set up on the RFRDEFA in Step 6. If no rules are defined specifically for the
fund, the default rules will be used when the award and disbursement schedules are
created in the student’s packages.
8. Access the Fund Management (RFRMGMT) form.
Use this form to define aid-year specific budget information, packaging, disbursement,
and Self-Service options as well as budget and detail code rules, and tracking and
message assignment rules for each particular fund. Refer to Online Help for specific
information on the use of the fields.
Fund balance reconciliation
The fund balances on the Fund Budget Inquiry (RFIBUDG) form are stored in the
RFRASPC Table. The balances in the RFRASPC Table are updated whenever a student’s
award for the year changes, when the status of the award changes, or when the amount of
the memo, authorization, or payment changes. These balances are the summary of all
activity for the year for awards made to all students. Individual student award information
is stored in the RPRAWRD Table.
Note: If a fund is out of balance, Banner may stop awarding or disbursing
funds to students because it erroneously thinks that the fund is out of
money. Running this reconciliation process will restore the fund balances
to their proper level.
From time to time the totals that display in the RFIBUDG form and those stored in the
RPRAWRD table get out of sync. To correct any discrepancies between the amounts
awarded to the students (RPRAWRD) and the fund totals (RFRASPC), it is recommended
that you use the Reconcile Fund(s) regularly which is available using the SQL*PLUS
Banner Financial Aid User Guide
| Processing
191
script, rslfndbl.sql which will list the fund balances for the aid year and
rupfndbl.sql which will update the fund balance information and the counts (in
RFRASPC) based on the number and amount of awards (in RPRAWRD). You may also
use the Reconcile Fund feature from the ROAMGMT form or by running the Fund Account
Balance report, RFRABAL, using the option to Perform Fund Reconciliation
(parameter 08).
Warning! Original Offer totals are not updated by SQL*PLUS scripts nor
by the Reconcile options on ROAMGMT or the Fund Reconciliation option
using RFRABAL.
Calculating fund balances and the remaining Available to
Offer Amount
The amount of actual dollars available for funds are entered on RFRMGMT or
ROAMGMT. The Amount Available to Offer for the fund is established by entering an over
commitment level as a percent of the total allocated amount. There are two options for
determining the remaining amount which is available to offer by the packaging process or
awarding the fund directly on one of the award forms. The option for how you want the
remaining available to offer amount calculated is established on ROAINST form under the
Options tab by selecting Yes (checked) or No (unchecked) for the Use Only Offered to
Calculate the Available to Offer indicator.
Option 1: Use only offered aid to calculate the amount available to
offer
When the Use Only Offered to Calculate the Available to Offer indicator is checked
(Yes), the amount of funds available to be awarded is determined by subtracting the aid
that is offered from the Fund Available to offer amount:
RFRASPC_AVAIL_OFFER_AMT
-
RFRASPC_OFFER_AMT
=
Amount of Funds Available
When setting the over commitment level for a fund, you may want to consider if the
disbursements may be less than the total allocated such as when a fund prorates the
amount disbursed based on enrollment or actual dollars earned for Work Study.
Warning! When establishing the amount available to offer for your funds,
entering an Over Commitment Percent greater than 100.00% allows
awards and potentially disbursements to exceed the actual Total
Allocated dollars for the fund.
Banner Financial Aid User Guide
| Processing
192
Example
Fund allocation defined on RFRMGMT with Over Commitment of 100%
Total Allocated:
50,000.00
Available to Offer:
50,000.00
Over Commitment
Percent:
(RFRASPC_AVAIL_OFFER_AMT)
100.000
Use Only Offered to Calculate the Available to Offer is checked (Yes) on ROAINST.
Remaining
Amount
Amount
Current Offered
25,000.00
(RFRASPC_OFFER_AMT)
Offered
Remaining
Percent
25,000.00
(Amount of
Funds
Remaining)
50.000
Actual
Remaining
25,000.00
5,000.00
Accepted
20,000.00
Cancelled
5,000.00
Declined
10,000.00
Option 2: Use aid which is Offered, Cancelled, and Declined with an
Over Commitment Percent greater than 100% to calculate the amount
available to offer
When the Use Only Offered to Calculate the Available to Offer indicator is unchecked
(No), the amount of funds available to be awarded is determined by subtracting the sum of
aid that is offered, declined, and cancelled from the Fund Available to Offer amount:
RFRASPC_AVAIL_OFFER_AMT
-
(RFRASPC_OFFER_AMT +
RFRASPC_DECLINE_AMT + RFRASPC_CANCEL_AMT) = Amount of Funds Available
Based on past experience, you can estimate the amount of specific awards that you can
safely over commit during packaging because you know that all awards are not actually
paid; a percentage of awards are either canceled or declined before payment.
Note: If the over commitment projection is correct, the final current offers
will eventually equal the total allocated. Banner still cannot save you if you
over commit too much and your final current offers exceed your total
allocated. The total amount of canceled and declined awards in one year
Banner Financial Aid User Guide
| Processing
193
will be a good measure of what the over commitment level for the next
year should be.
When testing to see if the fund has enough money available to make new or additional
awards, the calculation takes the Available to Offer Amount (over commitment level) and
subtracts the current offers, declined amounts, and canceled amounts. When an award is
canceled or declined, the Available to Offer amount does not change because the
canceled/declined amount is still being used to reduce the balance.
Example 1:
Fund allocation defined on RFRMGMT with Over Commitment of 100%
Total Allocated:
50,000.00
Available to Offer:
50,000.00
Over Commitment
Percent:
(RFRASPC_AVAIL_OFFER_AMT)
100.000
Use Only Offered to Calculate the Available to Offer is unchecked (No) on ROAINST.
Remaining
Amount
Amount
Current Offered
25,000.00
(RFRASPC_OFFER_AMT)
Offered
10,000.00
(Amount of
Funds
Remaining)
Remaining
Percent
20.000
Actual
Remaining
25,000.00
5,000.00
Accepted
20,000.00
Cancelled
5,000.00
(RFRASPC_CANCEL_AMT)
Declined
10,000.00
(RFRASPC_DECLINE_AMT)
Example 2:
Fund allocation defined on RFRMGMT with Over Commitment of 125%
Total Allocated:
50,000.00
Available to Offer:
62,500.00
Over Commitment
Percent:
Banner Financial Aid User Guide
| Processing
(RFRASPC_AVAIL_OFFER_AMT)
125.000
194
Use Only Offered to Calculate the Available to Offer is unchecked (No) on ROAINST.
Remaining
Amount
Amount
Current Offered
25,000.00
(RFRASPC_OFFER_AMT)
Offered
Remaining
Percent
22,500.00
(Amount of
Funds
Remaining)
36.000
Actual
Remaining
25,000.00
5,000.00
Accepted
20,000.00
Cancelled
5,000.00
(RFRASPC_CANCEL_AMT)
Declined
10,000.00
(RFRASPC_DECLINE_AMT)
Reviewing Fund Balances
The Fund Balance Inquiry form, RFIBUDG, displays detailed information about the fund
balance, amount available to offer, and the information on the number and amounts of
awards made to students. When reviewing the fund balance information:
• The Actual Remaining Amount field displays the amount of the Total Allocated minus the
Current Offered amount (aid which is offered or accepted).
• The Remaining Amount and the Remaining Percent fields represent the calculated
amount still available to offer based on the over commitment level (Available to Offer
amount for the fund) and the option setting on ROAINST to use only amounts offered
(Option 1 above) or to include amounts which are cancelled and declined (Option 2
above).
You may also view the detailed information for the fund by term or by period on RFIBUDG
by accessing the appropriate page from the Options menu.
The Account Balance report, RFRABAL, and the Fund Budget report, RFRBUDG, may
also be used to view information regarding your funds. These reports will also use the
option on ROAINST for calculating the remaining amount and percent that is available to
be offered for the fund.
Banner Financial Aid User Guide
| Processing
195
Banner Financial Aid Fund Specific Packaging
options
Policy Question
If Yes, then
use form
Use Option
Set Option To
Comments
When you offer an
award to a student,
what award status code
do you want Banner to
assign when you
package the award?
RFRMGMT
(Packaging
Options
window)
Offer Status
Valid Award
Status Code
defined as
Offered
When the packaging
program offers the fund,
Banner uses this award
status code for the specific
fund.
What award status code
do you want to use
when Banner accepts
an award for a student?
RFRMGMT
(Packaging
Options
window)
Accept Status
Valid Award
Status Code
defined as
Accepted
Banner uses this defined
status when the fund is set to
auto-accept. It also uses this
status when you accept the
fund through the Award
Acceptance Mass Entry
(RPAMACC) form.
What award status code
do you want to use
when Banner declines
an award for a student?
RFRMGMT
(Packaging
Options
window)
Decline
Status
Valid Award
Status Code
defined as
Declined
Banner uses this decline
status when you decline the
award with the Award
Acceptance Mass Entry
(RPAMACC) form.
What award status code
do you want to use
when Banner declines
an award for a student?
RFRMGMT
(Packaging
Options
window)
Cancel Status
Valid Award
Status Code
defined as
Cancelled
Banner uses this cancel
status as a default when the
award has been cancelled.
Do you want to
automatically package
the fund through batch
or online auto
packaging?
RFRMGMT
(Packaging
Options
window)
Auto
Package
a checked box
If you do not check this box,
you cannot use the fund on
the Packaging Group Fund
Rules (RPRGFND) form for
the aid year.
Once you award the
fund, do you want to
schedule it between the
periods in the student’s
aid period?
RFRMGMT
(Packaging
Options
window)
Auto
Schedule
a checked box
If you do not check this box,
the fund is not scheduled
between periods in the aid
period. There will be award
letter implications to consider
if you don’t check this option.
There will also be
disbursement implications. It
is recommended this is
always checked.
Banner Financial Aid User Guide
| Processing
196
If Yes, then
use form
Policy Question
Use Option
Set Option To
Comments
When you offer an
award as part of the
student’s package, do
you want Banner to
automatically accept it?
RFRMGMT
(Packaging
Options
window)
Auto Accept
a checked box
If you check this field and
you enter the fund with an
Offered status, the status
automatically changes to an
Accepted status as defined
for this fund and aid year. Do
not check the Auto Accept
field for any funds which you
require a student to accept
(that is, via an award letter).
Note that funds cannot be
disbursed until Accepted.
When the award is
packaged (whether in
batch or online), do you
want to package the
award even if it exceeds
the student's need?
RFRMGMT
(Packaging
Options
window)
Override
Need
a checked box
Note that you cannot
override the overaward edit
in Award Validation
regardless of how this
indicator is set if any Title IV
monies already exist in the
student’s package.
When the award is
packaged (whether in
batch or online), do you
want to package the
award but not exceed
the Cost of Attendance?
RFRMGMT
(Packaging
Options
window)
Override
Need to Cost
of Attendance
a checked box
This allows you to add an
additional packaging
override to allow some funds
such as Merit Scholarships
to have edits similar to PLUS
loans (that is, need can be
exceeded, but you cannot
exceed the COA).
Note - You cannot set both
the Override Need indicator
and Override Need to Cost
of Attendance
simultaneously, as they
cannot co-exist on the same
fund. If you attempt to do so,
an error message will
appear.
Do you want to allow
Banner to disburse a
fund to a student
without regard to his/her
academic standing? If
you set this option to Y,
the award and
disbursement validation
routines skip the
academic progress
check.
Banner Financial Aid User Guide
RFRMGMT
(Packaging
Options
window)
| Processing
Override
SAPR
a checked box
For example, you may want
to package or disburse a
particular institutional
scholarship to a student not
making satisfactory
academic progress, despite
the fact that the student is
not eligible for any other
institutional or federal aid.
197
Policy Question
If Yes, then
use form
Use Option
Set Option To
Comments
When the award is
packaged (whether in
batch or online), do you
want to package this
award regardless of
whether or not any
general unsatisfied
tracking requirements
which prevent
packaging exist?
RFRMGMT
(Packaging
Options
window)
Override
Rqmt
a checked box
A general tracking
requirement is defined as a
requirement which is not
fund specific, that is a
requirement that gets
assigned as part of the group
assignment process. For
Actual packaging, if
unsatisfied general
requirements exist that
prevent packaging, a fund
will not be packaged unless
the Override Requirement
field is checked on
RFRMGMT.
Should the award be
used to replace the
student’s EFC in the
calculation of Need?
RFRMGMT
(Packaging
Options
window)
Replace EFC
a checked box
Field will replace EFC first.
When it has replaced 100%
of EFC, it will start to reduce
need. Banner reduces need
if the EFC replacement
award is greater than the
EFC.
Should the award be
used to reduce the
student’s need in the
calculation of Need?
RFRMGMT
(Packaging
Options
window)
Reduce Need
a checked box
Will reduce need by amount
of award. The Replace EFC
and Reduce Need fields are
mutually exclusive. You
cannot check both options.
Should the fund be
processed through the
Loan Module?
RFRMGMT
(Packaging
Options
window)
Loan Process
a checked box
If you check this field, you
can create fund rules in the
loan module for the key aid
year. If this field is checked,
you must not check the
Disburse field since loan
disbursement occurs from
within the Loan Module.
In order for the fund to
be packaged, is a Need
Analysis record required
to be on file?
RFRMGMT
(Packaging
Options
window)
Need
Analysis
a checked box
A warning message alerts
you during packaging if a
student does not have a
need analysis record for the
aid year in which the fund is
packaged.
Banner Financial Aid User Guide
| Processing
198
Policy Question
If Yes, then
use form
Use Option
Set Option To
Comments
When you add or
change the award in the
student's package, do
you want Banner to
automatically set the
award letter indicator on
the student’s record for
award letter selection?
RFRMGMT
(Packaging
Options
window)
Award Letter
Ind
a checked box
You can use this indicator
with population selection to
select those students who
need an award letter. Once
you generate the award
letter through the Letter
Generation Process, the
RLRLETR Process changes
the award letter indicator on
the RPAAPMT, RPAAWRD,
and ROARMAN forms back
to N for the selected
students.
Do you want to allow
the award to be offered,
accepted, declined, or
cancelled by period?
RFRMGMT
(Packaging
Options
window)
Allow
Processing
by Period
a checked box
When this field is checked,
updates can be made to the
period award status to
accept, decline, or cancel an
award for one or more
periods within Banner. Also
when checked, the Option is
provided to allow the student
to accept or decline the
award in Self-Service by
period.
If you use the Equity
packaging philosophy,
do you want this fund to
count in the
computation of the
student's equity level?
RFRMGMT
(Packaging
Options
window)
Equity Fund
a checked box
Note that you must set up
the Pell fund code as an
Equity fund. Any fund with
this indicator checked
reduces the student’s
calculated equity level in the
packaging process.
Do you want to identify
this fund as a fund that
you to count for NCAA
regulations?
RFRMGMT
(Packaging
Options
window)
Count for
NCAA
a checked box
Banner does not perform any
processing on this data. It is
available for use in
conjunction with your
institutionally defined rules.
The Fund Aid Year Specific
Table (RFRASPC) contains
the RFRASPC_NCAA_IND
field.
Should applicants be
able to accept/decline
this fund in
Self-Service?
RFRMGMT
(Packaging
Options
window)
Allow Accept/
Decline
a checked box
This allows the applicants to
do self-service on their
award package. They can
only accept or decline the
entire amount of the fund.
Banner Financial Aid User Guide
| Processing
199
Policy Question
If Yes, then
use form
Should the applicant be
able to accept a partial
amount of this fund in
Self-Service?
Use Option
Set Option To
Comments
RFRMGMT
(Packaging
Options
window)
Allow Partial
Amount
Acceptance
a checked box
When checked, the applicant
will be allow to accept less
than the amount offered.
Is this fund a Direct
Loan fund with a Rebate
Fee Percent?
RFRMGMT
(Packaging
Options
window)
Rebate Fee
Percent
Percentage
amount of the
rebate
This percentage will be used
when processing the loan to
determine the correct
amount to award to the
student.
If you process the fund
through the loan
module, what is the total
percentage of
origination and agency
fees that you want to
deduct from the gross
loan amount for
calculating net expected
check amounts?
RFRMGMT
(Packaging
Options
window)
Loan Fee
Percent
Percentage of
fees to be
deducted from
the gross loan
amounts.
This percentage defaults into
the Loan Application records
created for the fund, but you
can override the percentage
on an individual student
basis on the RPAELAP and
RPALAPP forms. You can
use the calculated net
amount to memo the net
amounts of the anticipated
checks and to anticipate the
receivable amount.
What is the interest rate
if this is a Direct Loan?
RFRMGMT
(Packaging
Options
window)
Interest Rate
The percentage
of the Direct
Loan interest
rate.
The amount of the interest
rate for the direct loan.
What type of loan is this
Direct Loan?
RFRMGMT
(Packaging
Options
window)
Direct Loan
Indicator
Sub
Unsub
PLUS
Other
This field is used to
determine how to process
the loan.
If the fund is a grant or
scholarship, and you
use self-help packaging,
do you want to use any
portion of the fund to
reduce the student’s
self-help level?
RFRMGMT
(Packaging
Options
window)
Self - Help
Reduction %
Percentage of
the award
which should
reduce selfhelp level
If the student has a preawarded fund with a selfhelp reduction %, Banner
uses that percentage of the
student’s award to reduce
the calculated self-help level
for the student during
packaging.
Is this an Alternate Loan
fund?
RFRMGMT
(Packaging
Options
window)
Alt Loan
Prog Type
Threecharacter code
to indicate if
this fund is an
alternative loan
fund as defined
by NCHELP.
Used by Packaging and
Loan processes to determine
correct edits to use.
Banner Financial Aid User Guide
| Processing
200
Policy Question
If Yes, then
use form
When you package the
fund, how do you want
to round the aid year
award?
Use Option
Set Option To
Comments
RFRMGMT
(Packaging
Options
window)
Round Award
001 = $1
010 = $10
025 = $25
050 = $50
100 = $100
Note that Banner rounds
down all awards to the
nearest specified dollar
amount.
If the award is
scheduled between
periods (if the Auto
Schedule field is set to
Y (Yes)), how do you
want to define the
rounding rules in
scheduling the award by
periods and for use in
fund disbursement?
RFRMGMT
(Packaging
Options
window)
Round
Schedule
RC Rd Cents
RD Round $
TC Trun Cts
TD Trun $
Round Cents
Round Dollars
Truncate Cents
Truncate Dollars
Does the fund have a
limit on how much
Banner can award to a
student based on
estimated tuition and
fees, etc.?
RFRMGMT
Budget
Component
Rules
window
Valid Budget
Components
Banner only packages the
fund up to the sum of the
defined budget components,
or to the eligible packaged
amount - whichever is less.
When you award a fund
to a student, are there
any additional
requirements which the
student must satisfy
before you memo or
disburse the fund?
RFRMGMT
Tracking
Requirement
s window
Valid Tracking
Codes
When you package the
award, Banner posts these
tracking codes to the
student’s tracking record.
You cannot enter tracking
codes that prevent
packaging here. Banner
posts these tracking
requirements with a system
indicator of F Fund. If you
delete the award that is
associated with the tracking
requirement, Banner also
deletes the tracking
requirement provided the
requirement has not already
been satisfied.
When you award a fund
to a student, are there
any specific messages
you would like to appear
on the award letter
regarding the specific
award?
RFRMGMT
Message
Assignment
window
Valid
Message
Codes
When you generate award
letters and the student has
the specific fund in their
package, the message prints
on the letter. A Letter
Generation variable for fund
messages must exist in the
letter definition in order for
the messages to print.
Banner Financial Aid User Guide
| Processing
201
Policy Question
If Yes, then
use form
Do you have any
institutional specific
awarding rules for the
fund?
Are any of the
institutionally specific
awarding rules for the
fund specific to a group
of students?
Banner Financial Aid User Guide
Set Option To
Comments
RORRULE
(using Rule
Type Fund
Awarding)
Define valid
conditions
The Award Validation
process checks to assure
that the student meets these
defined conditions for the
fund.
RORRULE
(using Rule
Type
Packaging
Group Fund
Awarding)
Define valid
conditions
The Award Validation
process checks to assure
that the student meets these
defined conditions for the
fund based on the student’s
specific packaging group.
Banner only validates these
rules when you automatically
package the fund in batch or
online modes.
| Processing
Use Option
202
Banner Financial Aid Global Packaging options
If Yes,
then use
form
Policy Question
Use
Option
Set Option To
Comments
Do you want to use the
student's reported expected
enrollment for various
packaging functions if the
student reported an
expected enrollment?
RPROPTS
Use
Estimated
Enrollment
a checked box
If you do not check this box,
Banner uses the Default
Estimated Enrollment value.
Estimated enrollment is used
in packaging, exemptions &
contracts, Pell awarding, etc.
What default enrollment
would you use to package a
student if the student did
not report an expected
enrollment, or if you chose
not to use the student’s
expected enrollment in the
preceding option?
RPROPTS
Default
Estimated
Enrollment
1 = Full-time
2 = ThreeQtr
3 = Halftime
4 = Less-half
This is a required field. You
must enter one of the
indicated values.
Do you wish to package a
student if the student’s EFC
is an estimate?
RPROPTS
Package
Using
Estimated
EFC
a checked box
If you do not check this box,
the student will not be
packaged if the EFC is
estimated for the current
Need Analysis record.
Do you wish to package a
student if a SAR C-Flag
exists?
RPROPTS
Package if
SAR C Flag
Exists
a checked box
If you check this box, the
student will be packaged if
there is a SAR C-Flag on the
current Need Analysis
record.
Do you wish to default
increased amount of
Stafford Loan?
RPROPTS
Additional
Stafford
Elig
Default
a checked box
When this indicator is set
(that is, checked),
independent students will
automatically be eligible to
receive the higher amount of
the unsubsidized Stafford
loan.
Where to get information for
packaging?
RPROPTS
Source of
Award
History
B = Banner
N = NSLDS
This is a required field. When
determining award
cumulatives, where should
that come from.
Allow Award
Mass Accept
a checked box
Do you wish to allow the
user to mass accept
awards for student?
Banner Financial Aid User Guide
RPROPTS
| Processing
Only N is valid
for 0607 and
beyond
By setting this indicator to
checked, the user can mass
accept awards for an
applicant from the
RPAMACC form.
203
If Yes,
then use
form
Policy Question
Use
Option
Set Option To
Comments
Do you wish to limit the
amount of time an applicant
has to respond to an offer
of aid?
RPROPTS
Offer
Expiration
Days
Number of
Days
Once the number of days
specified in this field has
expired, you have the
opportunity to automatically
cancel all unaccepted
awards or simply to get a
report of them by running the
RPRCNCL report.
Do you wish to assign any
tracking requirements
specific to a fund when it is
awarded?
RPROPTS
Tracking
Requirement
Status
The appropriate
Tracking
Requirement
Status
This is a required field. The
value will default when the
fund is awarded.
Do you want to interface
selected exemptions from
the Banner Student
Accounts Receivable
Module so that you can
count the exemptions as a
resource in the student’s
aid package?
RPROPTS
Interface
Exemptions
a checked box
Exemptions will only be
interfaced for students who
are authorized for the
exemption on TSAEXPT. If
estimated amounts are
desired prior to actual A/R
postings, use the Exemption
Rules (RPREXPT) form.
Do you want to interface a
selected third-party contract
from the Banner Student
Accounts Receivable
Module so that you can
count it as a resource in the
student's aid package?
RPROPTS
Interface 3rd
Party Cont
a checked box
Contracts will only be
interfaced for students who
are authorized for the
contract on TSACONT. If
estimated amounts are
desired prior to actual A/R
postings, use the Third Party
Contract Rules (RPRCONT)
form.
If you choose to interface
exemptions and/or
contracts, do you want to
always use the estimated
amount of the exemption or
contract as a resource in
the student’s aid package?
RPROPTS
Always Use
Estimated
a checked box
If this field is unchecked,
Banner uses the estimated
amount as a resource until
the actual amount is paid.
When paid, Banner uses the
actual amount.
If you choose to interface
exemptions and/or
contracts, do you want to
assume that the student is
enrolled full-time for the
purposes of estimating the
amount of the exemption or
contract prior to its
payment?
RPROPTS
Assume Full
Time
a checked box
If this field is unchecked,
Banner uses the proration
percentages based on the
load to calculate the
estimated amount. If this
field is checked, the
estimated amount comes
from the rules (RPREXPT or
RPRCONT).
Banner Financial Aid User Guide
| Processing
204
If Yes,
then use
form
Policy Question
If you decided in the
previous option not to
assume full-time for the
purposes of estimating the
amount of the exemption/
contract, how do you want
to prorate the estimated
amount based on the
student’s expected load?
RPROPTS
Use
Option
Set Option To
Comments
3/4 Time Pct
1/2 Time Pct
Less 1/2
Time Pct
Enter
Percentages for
each load
option
Note that when you calculate
the estimated amount based
on the load, the student’s
load comes from the
reported data first, (if you
check the Estimated
Enrollment - Pell field); it will
then default to the Default
Estimated Enrollment value.
Repeat coursework processing
Changes became effective on July 1, 2011, specifically identifying how Repeat
Coursework must be taken into account by institutions when defining “Full-Time” status for
enrollment, as well as how that coursework is counted in the Satisfactory Academic
Progress (SAP) calculation.
Note: The amended definition of Repeat Coursework can be found in
section §668.2 of the Federal Register.
The Notice of Proposed Rulemaking suggested that institutions pay for any coursework
previously taken. The final rule, as enacted, became effective on July 1, 2011 and
amended the definition of a “Full-time” student to include:
“including for a term-based program, repeating any coursework previously taken in the
program but not including either more than one repetition of a previously passed
course, or any repetition of a previously passed course due to the student failing other
coursework.” (34CFR Section 668.2)
The regulation provides further detail regarding “Three-Quarter time” and “Half-time”, with
regard to the proration of “Full-time”.
Functionality is provided in Banner to assist you with managing repeat coursework for
federal funds, according to the requirements that became effective on July 1, 2011. In
addition, functionality exists to allow you to manage alternate repeat coursework rules that
might be applicable at your institution for non-federal funds.
Banner Financial Aid User Guide
| Processing
205
Setup
Financial Aid Repeat Course Exclusion (RORRPCX)
The RORRPCX form allows the institution to insert and update courses which will be
excluded from the Financial Aid Repeat Coursework enrollment calculations. Examples of
courses that would possibly fall into the category of legitimate repeats and ultimately
excluded from the Repeat Coursework calculation would be thesis courses, dissertation
courses, some physical education courses, and performance courses. Institutions may
also have individual courses outside of the examples listed above that they may want to
include as exclusions; that is permissible.
Subject, Course and From Term are required fields. Data must be populated for each of
these fields before the Description field will be populated. The Description used will be
the default Course Title (from SCBCRSE) for the course, not an individual Course Title
from the section created.
To determine the correct Course Title to populate as the Description field, the From Term
field’s value will be used.
• If a course exists (from SCBCRSE) for the same term entered in the From Term field on
RORRPCX, the Course Title will be used to populate the Description on RORRPCX.
• If a course does not exist (from SCBCRSE) for the same term entered in the From Term
field on RORRPCX, the Course Title (from SCBCRSE) will be chosen by selecting the
earliest From Term sequence (from SCBCRSE) and use the Course Title that appears
with that sequence record.
For each course and subject listed, a From Term and To Term must be entered to specify
the range of terms for which this course should not be included in the Repeat Coursework
calculation. The To Term field can be left blank. If the To Term field is left blank, an
understanding of infinity will be used to determine the To Term value. Once the term range
has surpassed, the course listed will be subject to consideration in the Repeat
Coursework calculation.
Identical courses may be entered in this form, providing their term ranges do not coincide
nor do they exist in a previously established term range for an existing row matching the
same Subject and Course. Also, there is no stipulation on length of the term range; it can
be as short as one term and as long as infinity.
Once a record is committed, the Subject, Course, and From Term are not updateable. The
To Term may be updated. If the Subject, Course, or From Term must be updated, you
must perform a record remove on the current record and insert a new record.
Enrollment Rule Validation (RTVENRR)
The RTVENRR form allows you to define different rule codes. Removing the Active
Indicator for that rule does not inactivate the rule for that year but will prevent the rule on
RORENRR for this code from rolling in the ROPROLL process.
Banner Financial Aid User Guide
| Processing
206
Enrollment Rules (RORENRR)
The RORENRR form allows you to define the criteria for determining whether a course
should be included in the calculation of an applicant’s credit, billing, and adjusted hours.
An enrollment rule will perform repeat course checking if the Use Repeat Course
Checking indicator is checked.
At the Federal Student Aid (FSA) conference in November 2011, the Department of
Education (ED) stated that withdrawn courses are not to be counted as the one repeat
allowed of a previously passed course in Repeat Coursework processing. Additionally, the
Student Financial Aid Handbook, Volume 1, Chapter 1 for the 2012-2013 aid year has
been updated, providing guidance regarding the counting of withdrawn courses as the
student's allowed retake of the course.
“A student may be repeatedly paid for repeatedly failing the same course (normal SAP
policy still applies to such cases), and if a student withdraws before completing the
course that he or she is being paid Title IV funds for retaking, then that is not counted
as his or her one allowed retake for that course. However, if a student passed a class
once then is repaid for retaking it and fails the second time, that failure counts as their
paid retake, and the student may not be paid for retaking the class a third time.”
To address this situation, functionality in Repeat Coursework processing allows withdrawn
courses to be included or excluded by the school in their Repeat Coursework Enrollment
Rules. This control will be set by the school and can be modified as needed.
This functionality is associated with the Count Withdrawal Status as Repeat Attempt
indicator on the RORENRR form. This indicator allows the school to determine whether
they want their withdrawn status codes to be counted as an attempted repeat in their
Repeat Coursework processing.
All Status Codes from the Course Registration Status Code Validation (STVRSTS) form
that have the Withdrawal Indicator checked (STVRSTS_WITHDRAW_IND = Y) will be
considered when the Repeat Coursework logic determines if the course is considered a
repeat.
Note: If the Count Withdrawal Status as a Repeat Attempt indicator is
unchecked (do not count withdrawal as a repeat), a course withdrawn in
the current term being processed will be included as a repeat to preserve
the repeat count when the student was actively registered in the course.
For example, when registered for the course in the current term, the
repeat count was 2. When the student withdraws from the course, the
repeat will remain as 2 for the current term.
Repeat/Multiple Course Rules (SHARPTR)
This package uses the institution’s defined settings in the Repeat/Multiple Course Rules
(SHARPTR) form for the Level Indicator, Title Indicator, Schedule Type Indicator, and
Transfer Course Indicator fields when determining if a course is considered a repeat and
included or excluded from the Repeat Coursework enrollment calculation. These four
indicators are the only fields used on this form for the Financial Aid Repeat Coursework
functionality.
Banner Financial Aid User Guide
| Processing
207
To ensure proper and accurate processing, it is recommended that your Financial Aid
office coordinate with the Registrar’s office to ensure these indicators are set according to
both institutional policy and in accordance with the repeat coursework federal regulation.
Although required by federal regulation, using transfer coursework in repeat coursework
processing is optional at the institutional level. If your institution does accept transfer
credits towards the students program of study, the Transfer Course Indicator on the
SHARPTR form should be checked to include those courses in repeat coursework
processing. When doing so, the Equivalency Detail block of the Transfer Course
(SHATRNS) form must have the courses’ equivalency information completed.
Using transfer courses in repeat coursework processing will be successful, providing the
transfer course is entered manually on the SHATRNS form or via the Transfer Articulation
module in the Banner Student system. Please refer to the Banner Student User Guide for
additional information regarding transfer coursework data entry.
Course Detail Information (SCADETL)
The Equivalent Course block of this form is used to indicate course equivalencies or
“course inclusions”. Course equivalencies are typically built when subject/course
numbering is different for grade levels yet the course content is identical, or when the
course life cycle is expired and a new course subject/course number is created in its
place.
Course equivalencies may already be defined by institutional policy or course expiration.
To ensure proper and accurate processing, it is recommended that your Financial Aid
office coordinate with the Registrar’s office to make certain that all course equivalencies
are entered correctly and in a timely fashion.
Grade Code Maintenance (SHAGRDE)
The Grade Code Maintenance (SHAGRDE) form contains institutional control used to
determine which Grade Codes are to be included in repeat coursework processing. This is
accomplished by checking the form’s Repeat Indicator. Without this option being
hardcoded, institutions have an additional method to control which Grade Codes will be
used in repeat coursework processing and which will not be used. All grade codes which
are to be used in processing must have the Repeat Indicator checked. If the Repeat
Indicator is changed at any time, the repeat coursework enrollment calculations will be
affected, dynamically.
Control over which grade codes are considered “passing grades” is housed in the Count
in Passed Indicator. This indicator must be checked for the grade code to be considered a
passing grade.
As grading policies vary among institutions, ensuring that these settings are accurate will
prevent incorrect enrollment calculations and avoid invalid aid disbursements.
Course Registration Status Code Validation (STVRSTS)
The Status Code used for courses enrolled must have the Count in Enrollment indicator
checked if the status code is to count in the enrollment calculation of both total hours and
repeat coursework hours. For withdrawn status codes to be considered in the repeat
coursework enrollment calculation, the Count in Enrollment indicator must be checked.
Banner Financial Aid User Guide
| Processing
208
Institutional policy will typically dictate if withdrawn courses count in the enrollment
calculation. For the repeat coursework enrollment calculation to accurately account for
withdrawn courses counted in enrollment, the course should not have a grade code
populated.
Transfer Course (SHATRNS)
For transfer coursework to be included in the repeat coursework calculation, the transfer
course must have any and all Equivalency Detail completed on the Transfer Course
(SHATRNS) form. Along with entering the equivalent courses, the Count in GPA indicator
must also be checked.
It is important to remember that the Repeat indicator on the Grade Code Maintenance
(SHAGRDE) form should be checked for the Grade Code used as well as ensuring the
Transfer indicator on the Repeat/Multiple Course Rules (SHARPTR) form is checked. The
repeat coursework calculation works with transfer courses entered manually on the
Transfer Course (SHATRNS) form or via the Transfer Articulation module in the Banner
Student system.
Additional institutional setup considerations
Repeat Coursework processing will exclude a course from being considered a “repeat” in
the Repeat Coursework enrollment calculation if:
• The Student Level or Course Level is marked for exclusion on the Global Institution
Financial Aid Options (ROAINST) form.
or
• The Grading Mode or Registration Status has been listed on the Audit Grading Mode
(RPRAUDT) form.
or
• The section is labeled as unavailable for aid on the Section Unavailable for Aid
(ROASECT) form.
This functionality is optional and can be implemented at any time by your institution. When
in effect, enrollment calculations will reflect the exclusion of the course based on the form
entries above.
Repeat course checking functionality
The business logic used to determine Repeat Coursework is housed within the Financial
Aid Repeat Course Package (ROKRPTS). This package contains logic to determine if a
course is considered a repeat based on numerous sets of criteria.
Using the settings mentioned in the sections below, the ROKRPTS package will determine
if a course is considered a repeat and included or excluded from the Repeat Coursework
calculation based upon whether that repeat violates the regulatory limit towards the
calculation of “Full-time” enrollment, using courses that are graded, not graded, rolled to
history, and not rolled to history. This logic holds true for both institutional and transfer
courses.
Banner Financial Aid User Guide
| Processing
209
Multiple enrollment calculations
The use of Repeat Course Checking allows institutions to have multiple enrollment
calculations running simultaneously for enrollment rules using and not using the Repeat
Course Checking logic. The outcome of this functionality may result in a different
enrollment calculation for enrollment rules that use Repeat Course Checking versus
enrollment rules that do not use Repeat Course Checking. At the time of disbursement,
one fund code or category of fund codes may disburse based on a different number of
credits compared to fund codes with a larger number of credits which do not use Repeat
Course Checking in their corresponding enrollment rules.
Many processes and reports have been updated to accommodate this type of processing
and the proper calculations will display on the Financial Aid Enrollment (ROAENRL) form,
respectively.
Non U.S. institutions
Although U.S. Federal Regulations state that Federal Title IV aid must use the Repeat
Coursework regulations, the overall use of Repeat Course Checking functionality is not
limited to U.S. based institutions only. Non U.S. institutions may use this functionality for
any Fund Code(s) desired in enrollment rules as desired.
Calculation of repeated coursework for SAP & transfer credits applied
towards the student’s academic program
In the Student system, functionality exists for handling the Calculation of Repeated
Coursework for Satisfactory Academic Progress (SAP). The Registration Repeat
Checking and Academic History Repeat Processing module is where the logic resides.
Functionality also exists for handling the processing of Transfer Credit(s) which are
Applied towards a Student’s Academic Program. The setup and processing of this
functionality is located within the Transfer Evaluation and Transfer Articulation modules of
the Student system.
Note: Information regarding setup and processing for both of these can
be found in the Banner Student User Guide, chapters 12 & 13.
Banner Financial Aid User Guide
| Processing
210
Student enrollment
Course in program of study
The ability to include only courses which are part of the student's program of study as well
as consider or exclude remedial and ESL courses is available only when using the
Student Course Program of Study functionality. If the Student Course Program of Study is
not implemented and activated within Financial Aid, no determination the course being
part of the student's program will be performed.
Overview
Enrollment Rules (RORENRR)
The Enrollment Rules (RORENRR) form allows you to define the criteria for determining
whether a course should be included in the calculation of an applicant’s credit, billing, and
adjusted hours.
RORENRR allows you to update the Use Course in Program and Exclude Remedial
Courses check boxes. The form's Apply Remedial Limits field, which works in
conjunction with the Exclude Remedial Courses check box to allow remedial courses
(up to the defined number of remedial hours) to be included in the number of hours
calculated for the Enrollment Rule. This acts to exclude courses where the hours would
exceed the number of allowable remedial hours. The form, via the Exclude ESL Courses
field, also allows you to exclude English as a second language courses from any
enrollment calculation.
Note: The options for Use Course in Program, Exclude Remedial,
Apply Remedial Limits, and Exclude ESL Courses, are applicable only
when using the Student Course Program of Study functionality.
This RORENRR functionality, combined with Banner Student processing offers you the
option to use the results of Student Course Evaluation Audit (SFASCRE) when calculating
eligible courses that may be included in the number of hours for an Enrollment Rule.
The Banner Student Course Program of Study Process (SFPCPOS) may be used to
determine the following eligibility criteria that may now be included in your Enrollment
Rules (RORENRR) for Financial Aid:
In combination with this functionality, a Banner Student solution, this Banner Financial Aid
functionality allows you to determine the following student eligibility criteria:
• Course is included in the student's program as determined by CAPP or Degree Works
• Course is defined as remedial and the number of remedial hours the student has
attempted
Banner Financial Aid User Guide
| Processing
211
• Course is defined as an ESL course
• Repeat coursework evaluation
Note: Repeat coursework checking is available within Banner Financial
Aid. However, use of repeat coursework evaluation using the Student
Course Program of Study Process (SFPCPOS) will improve performance
for Financial Aid processing by eliminating the continual repeat
processing when evaluating a student's current registration.
When you choose to use the results of the Student Course Evaluation Audit, the most
recent results in the Student Course Evaluation table (SFRSCRE) are used to determine
the results for each course in the student's current registration for the term. Results will be
displayed on the Schedule tab of the Financial Aid Enrollment (ROAENRL) form.
When using the results of the Student Course Evaluation Audit, it may be possible that the
course does not exist in the SFRSCRE table if the Student Course Program of Study
Process (SFPCPOS) has not yet been run. It is also possible that the assessment of
remedial, ESL, or repeat coursework evaluation has been disabled.
Default values have been provided within Financial Aid to indicate how the course should
then be defined for the enrollment calculation for the following.
Courses should be:
• Considered in the student's program
• Defined as remedial and the number of remedial hours to assign
• Defined as an ESL course
• Considered a repeat and the number of repeats to assign
The option to use the results of the Student Course Evaluation Audit is controlled by
creating Local entries for one or more of the options on Miscellaneous Parameter
(RORMPRM) form for the term code you wish processing to begin.
Enrollment calculations for terms prior to the term code for the Local entry will continue to
use the enrollment calculations, as in the past. You may select to not use this functionality
with the results of the Student Course Evaluation Audit by leaving the Baseline entries for
the options delivered as part of this release. Also, this functionality may be disabled by
deleting the Local entries or updating the term code to a future term.
To determine if a Course is included in the student's program, evaluate remedial and ESL
courses, and use the repeat coursework checking within the student process SFPCPOS,
you must update RORMPRM and use the Student Course Program of Study Process
(SFPCPOS).
Financial Aid Enrollment (ROAENRL)
The Financial Aid Enrollment (ROAENRL) form maintains Banner Financial Aid hours and
displays Banner Student hours. Additionally, the form’s Enrollment by Course window is
used to display the results of the Banner Student Course Program of Study Process
(SFPCPOS).
Banner Financial Aid User Guide
| Processing
212
If a course has been determined to be in the student's program, The following is
displayed:
• Remedial course and the number of remedial course hours (as calculated)
• The course as well as if the course is identified as ESL.
Note: If you have not selected to use the Course Program of Study
enrollment calculation (options on RORMPRM remain as Baseline), the
values for Counts in Program will be checked (Yes), Remedial Course
unchecked (No), and ESL unchecked (No). This reflects processing as it
has without using the Course Program of Study (SFRSCRE) table to
obtain the results.
Enrollment calculation
The calculation of enrollment hours for the student reviews results found in the Student
Course Evaluation table (SFRSCRE) for the most recent record of the course and term
being processed for each of the options established on RORMPRM with a Local entry
having a term code =< than processing term.
When the L=Local entry exists on RORMPRM and enrollment processing is evaluating the
results stored in the SFRSCRE table, if the course is not found or if the option was
selected to disable processing for remedial, ESL, or Repeat coursework, the default
values established on ROAINST for the appropriate option will be assigned to the course.
Example
Local Entry created for COURSE_IN_PROGRAM term Spring 201620
• Enrollment calculation beginning with Spring 201620 looks for course in SFRSCRE
• If the course exists in SFRSCRE with a value of Yes or No for
In Program (SFASCRE), the value will be returned
• If course does not exist in SFRSCRE, the Default on ROAINST for
Course in Program used
• Checked, course considered in student's program
• Unchecked, course is not considered in student's program
• Enrollment calculation for terms prior to Spring 201620 uses current logic
• Default value for course in program = Yes
When a L=Local entry does not exist for an option, the enrollment calculation will
perform as it has in the past and the course will not be evaluated for Course Counts in
Program, Exclude Remedial Courses (including limit check), and ESL courses.
The ROKMISC_RULES package which performs the calculation of Financial Aid
hours will also call the algorithmic rule when calculating the allowable remedial hour
limit when the algorithmic rule has been defined on ROAINST. If no algorithmic rule
has been defined, the default value for the remedial hour limit will be used.
Banner Financial Aid User Guide
| Processing
213
When evaluating the course eligibility, the rules for excluding course by level,
excluding course by section and the rules for Adjusted Hours (RPRAUDT) are
completed first. The course is then evaluated using the criteria for your Enrollment
Rules on RORENRR.
Setup
Use the following steps to setup and use Banner Financial Aid course in program of
study processing.
1. Specify a desired Aid Year and configure selection criteria on the Enrollment Rules
(RORENRR) form.
2. For the Aid Year previously specified, define the following Enrollment Rules Defaults
on the Defaults tab of the Global Institution Financial Aid Options (ROAINST) form:
• Course in Program (course not found in SFRSCRE).
– Check (Yes) to default course is included in student's program.
– Uncheck (No) for course should not count as included in student's program.
• Repeat Course Checking (course not found in SFRSCRE or Disabled).
– Check (Yes) to default course is considered a repeat.
– Uncheck (No) for course is not considered a repeat.
• Repeat No Default - used when Repeat Course Checking default is checked (Yes).
– Number of repeat attempts to assign to the course.
– Used for both count and don't count Withdrawal registration status.
• Remedial Course Checking (course not found in SFRSCRE or Disabled).
– Check (Yes) to default course is considered a remedial.
– Uncheck (No) for course is not considered a remedial.
• Remedial No Default - used when Remedial Course Checking default is
checked (Yes).
– Number of remedial hours to assign to the course.
• ESL Course Checking (course not found in SFRSCRE or Disabled)
– Check (Yes) to default course is considered as ESL.
– Uncheck (No) for course is not considered as ESL.
3. To apply the results of the Student Course Evaluation Audit (SFASCRE), define
L=Local entries on the Miscellaneous Parameters (RORMPRM) form.
Banner Financial Aid User Guide
| Processing
214
Delivered data includes the following B=Baseline data (ENROLLMENT_RULES
Parameter values, four course type Key values, and placeholders for Data values:
Parameter
Key
Data
Source
Indicator
System
Required
ENROLLMENT_RULES
COURSE_IN_PROGRAM
ZZZZZZ
B=Baseline
Yes
ENROLLMENT_RULES
ESL
ZZZZZZ
B=Baseline
Yes
ENROLLMENT_RULES
REMEDIAL
ZZZZZZ
B=Baseline
Yes
ENROLLMENT_RULES
REPEAT
ZZZZZZ
B=Baseline
Yes
• Use the form’s Duplicate Record function to insert a new L=Local option for each of
the above course types (Key column).
• Change the Data column’s placeholder values (ZZZZZZ) to reflect the term code
you wish to begin processing for the option.
Parameter
Key
Data
Source
Indicator
System
Required
ENROLLMENT_RULES
COURSE_IN_PROGRAM
ZZZZZZ
B=Baseline
Yes
ENROLLMENT_RULES
COURSE_IN_PROGRAM
201610
L=Local
No
ENROLLMENT_RULES
ESL
ZZZZZZ
B=Baseline
Yes
ENROLLMENT_RULES
ESL
201610
L=Local
No
ENROLLMENT_RULES
REMEDIAL
ZZZZZZ
B=Baseline
Yes
ENROLLMENT_RULES
REMEDIAL
201610
L=Local
No
ENROLLMENT_RULES
REPEAT
ZZZZZZ
B=Baseline
Yes
ENROLLMENT_RULES
REPEAT
201610
L=Local
No
These steps create L=Local records in the table which may be deleted or updated to a
future term should you wish to return to the basic enrollment calculation and no longer use
the Student Course Evaluation Audit.
Note: Keeping the B=Baseline ENROLLMENT_RULES options in
RORMPRM will maintain the enrollment calculation as it previously
worked prior to these additions and will not look for results in the
SFRSCRE table.
Sample course in program of study calculations
The following examples use calculations from the Banner Student Course Program of
Study Process (SFPCPOS) to determine:
Banner Financial Aid User Guide
| Processing
215
• If the course included in the student's program
• If the course is remedial and the number of remedial hours attempted, including the
course being evaluated
• If the course is English a a Second Language
• Repeat Coursework evaluation
The following Global Institution Financial Aid Options (ROAINST) Enrollment Rules
Defaults are applied:
Courses in Program
Unchecked (No)
Repeat Course Checking
Unchecked (No)
Remedial Course Checking
Unchecked (No)
ESL Course Checking
Unchecked (No)
Remedial No Default
0
Repeat No Default
0
Remedial Limit
30
Remedial Limit Rule Code
NULL
Banner Financial Aid User Guide
| Processing
216
Example 1 - Use Only Courses in Program with Remedial Limits Applied
Enrollment Rule
Use Repeat Course Checking
N
Count Withdrawal Status as Repeat Attempt
N
Attendance Must be Verified
N
Exclude Remedial Courses
Y
Apply Remedial Limit
Y
Exclude ESL Courses
N
Use Only Courses in Program
Y
Course
Hours
Withdrawal
Counted
Withdrawal
Not
Counted
Attend.
Verified
Counts
In
Program
Remedial
Remedial
Hours
ESL
ENG
500
3
0
0
N
Y
N
0
N
MATH
100
3
0
0
N
N
Y
6
N
Example 1 Result:
Total hours for the Enrollment rule = 6. ENG 500 is included in the student's program.
MATH 100 is not included in the student's program but identified as a Remedial
course and remedial hours are <= the remedial limit of 30.
Banner Financial Aid User Guide
| Processing
217
Example 2 - Use Only Courses in Program with Remedial Limits applied
Enrollment Rule
Use Repeat Course Checking
N
Count Withdrawal Status as Repeat Attempt
N
Attendance Must be Verified
N
Exclude Remedial Courses
Y
Apply Remedial Limit
Y
Exclude ESL Courses
N
Use Only Courses in Program
Y
Course
Hours
Withdrawal
Counted
Withdrawal
Not
Counted
Attend.
Verified
Counts
In
Program
Remedial
Remedial
Hours
ESL
ENG
500
3
0
0
N
Y
N
0
N
MATH
100
3
0
0
N
N
Y
33
N
Example 2 Result:
Total hours for Enrollment Rule = 3. ENG 500 is included in the student's program.
MATH 100 is identified as remedial, however, the remedial hours of 33 is > than the
remedial limit of 30 and will not be included.
Banner Financial Aid User Guide
| Processing
218
Example 3 - Use Only Courses in Program with Excluding all Remedial
Courses
Enrollment Rule
Use Repeat Course Checking
N
Count Withdrawal Status as Repeat Attempt
N
Attendance Must be Verified
N
Exclude Remedial Courses
Y
Apply Remedial Limit
N
Exclude ESL Courses
N
Use Only Courses in Program
Y
Course
Hours
Withdrawal
Counted
Withdrawal
Not
Counted
Attend.
Verified
Counts
In
Program
Remedial
Remedial
Hours
ESL
ENG
500
3
0
0
N
Y
N
0
N
MATH
100
3
0
0
N
N
Y
6
N
Example 3 Result:
Total hours for Enrollment Rule = 3. ENG 500 is included in the student's program.
MATH 100 is identified as Remedial, however, the enrollment rule indicates to Exclude
Remedial courses and do not apply the remedial limits, therefore, MATH 100
is excluded.
Banner Financial Aid User Guide
| Processing
219
Example 4 - Default value from ROAINST used with Use Only Courses in
Program with Remedial Limits applied
Enrollment Rule
Use Repeat Course Checking
N
Count Withdrawal Status as Repeat Attempt
N
Attendance Must be Verified
N
Exclude Remedial Courses
Y
Apply Remedial Limit
Y
Exclude ESL Courses
N
Use Only Courses in Program
Y
Student registered for ENG 500 and the SFPCPOS process is run.
Course
Hours
Withdrawal
Counted
Withdrawal
Not
Counted
Attend.
Verified
Counts
In
Program
Remedial
Remedial
Hours
ESL
ENG
500
3
0
0
N
Y
N
0
N
The student then registers for ANTH 600. The SFPCPOS process has not been run at
the point in time Enrollment is evaluated, so, the Enrollment Rules Default values are
used for ANTH 600.
Course
Hours
Withdrawal
Counted
Withdrawal
Not
Counted
Attend.
Verified
Counts
In
Program
Remedial
Remedial
Hours
ESL
ENG
500
3
0
0
N
Y
N
0
N
ANTH
600
4
0
0
N
N
N
0
N
Example 4 Result:
Total Hours for Enrollment Rule = 3. ENG 500 is included in the student's program
(SFPCPOS process). ANTH 600 uses the default values from ROAINST, Counts in
Program = N and Remedial Course = N. Therefore, ANTH 600 does not meet the
requirements for the enrollment rule and will not be included.
Banner Financial Aid User Guide
| Processing
220
Example 5 - Use Only Courses in Program with Course Excluded by Level
for Remedial
Enrollment Rule
Use Repeat Course Checking
N
Count Withdrawal Status as Repeat Attempt
N
Attendance Must be Verified
N
Exclude Remedial Courses
Y
Apply Remedial Limit
N
Exclude ESL Courses
N
Use Only Courses in Program
Y
Student is UG level and registers for the following:
• ENG 500 – level = UG
• SPELL – level = EL
ROAINST Exclude Level is defined to exclude Course level code of EL (Elementary)
for Student level code of UG
Course
Hours
Withdrawal
Counted
Withdrawal
Not
Counted
Attend.
Verified
Counts
In
Program
Remedial
Remedial
Hours
ESL
ENG
500
3
0
0
N
Y
N
0
N
SPELL
3
0
0
N
N
Y
3
N
Example 5 Result:
Total hours for enrollment rule = 3. ENG 500 is included in the student’s program.
Even though SPELL is identified as a Remedial Course, the course level has been
excluded from the enrollment hours for all enrollment rules (billing and
adjusted hours).
Banner Financial Aid User Guide
| Processing
221
Example 6 - Use only Courses in Program with Repeat Limit check
Enrollment Rule
Use Repeat Course Checking
Y
Count Withdrawal Status as Repeat Attempt
N
Repeats Allowed
1
Attendance Must be Verified
N
Exclude Remedial Courses
Y
Apply Remedial Limit
Y
Exclude ESL Courses
N
Use Only Courses in Program
Y
Student registered for ENG 500 and HIST 1200. For the term being processed, this is
the 2nd attempted of ENG 500 (2nd attempted of a previously passed course)
Course
Hours
Withdrawal
Counted
Withdrawal
Not
Counted
Attend.
Verified
Counts
In
Program
Remedial
Remedial
Hours
ESL
ENG
500
3
2
2
N
Y
N
0
N
HIST
1200
4
0
0
N
Y
N
0
N
Example 6 Result:
The Hours for the Enrollment Rule = 4 because ENG 500 exceeds the allowable
number of repeats.
Display and maintenance of student enrollment
The Financial Aid Enrollment (ROAENRL) form maintains Banner Financial Aid hours and
displays Banner Student hours.
This form maintains Attending Hours by date for the student both for Financial Aid hours
and Current Hours from registration. You can view the student’s registration for the term.
When an Aid Year has been entered in the key block, the terms associated with the aid
year or a crossover year are displayed. You may only insert manual Financial Aid hours
when an Aid Year has been provided. Additionally, you may filter the data based on the
period and/or enrollment rule supplied in the key block.
The Aid Year in the key block may be left blank to view all enrollment hours for a student.
When the Aid Year in the key block is left blank, the form acts as a query form to display
the enrollment terms in descending order for the student.
Banner Financial Aid User Guide
| Processing
222
If necessary, you can select the ID button or List to search for existing applicants with the
Person Search (SOAIDEN) form or the SSN/SIN Alternate ID Search (GUIALTI) form.
Financial Aid Enrollment (ROAENRL)
The Financial Aid Enrollment (ROAENRL) form also provides an option to view an
applicant’s financial aid hours and student hours by period and/or enrollment rule. This
information is based on the enrollment rule and/or the aid period and Pell aid period (if
they exist), that have been assigned to the applicant for the aid year in the form’s key
block. The attending hours for the period will also be provided to allow the number of
hours to be viewed when disbursing on the number of hours currently attending. This
allows you to view the term and attending hours for all terms within the applicant’s period.
Example
Financial Aid and Current Student Hours (page 1 of ROAENRL)
Summer 2011 period has been created with a financial aid year of 1011 and a crossover
aid year of 1112 and has terms 201130 and 201145 belonging to the period.
When the 1011 aid year is entered for the ID, Financial Aid hours if they exist and Current
Student hours for the terms 201130 and 201145 will be displayed. Since the period
Summer 2011 has been designated as a crossover period for the 1112 aid year, both the
201130 and 201145 Financial Aid and Current Student hours will also be displayed when
accessing ROAENRL for the 1112 aid year for the ID.
Financial Aid Hours by Period and Current Student Hours by Period
(By Period and By Current Period buttons)
When accessing either the Financial Aid Hours by Period or the Current Student Hours by
Period, the sum of the hours for the 201130 and 201145 terms will be reflected in the
enrollment for period Summer 2011. This will be the enrollment used by the disbursement
process when disbursing for the Summer 2011 period. The Summer 2011 period
enrollment will be displayed when the Summer 2011 period is included in the student’s aid
period or Summer 2011 is included in the student’s pell aid period.
• 1011 aid period of Fall/Spring/Summer will display Summer 2011 period enrollment
when aid year is 1011 in key block
• 1112 Pell aid period of Summer/Fall/Spring will display Summer 2011 period enrollment
when aid year is 1112 in key block
The display of Financial Aid Attending by Period and the Student Current Attending by
Period will display the calculated enrollment as of the Attend Date displayed for each
period in the student’s aid period or Pell aid period.
Banner Financial Aid User Guide
| Processing
223
In the example below, for the Summer 2011 period, the student’s calculated enrollment is
3 hours as of May 1st, and calculated enrollment of 6 hours on June 15th.
Period
Attend Date
Credit
Hours
Billing Hours
Adjusted
Hours
Summer 2011
15_JUN-2011
6
6
6
Summer 2011
01-MAY-2011
3
3
3
Only the Financial Aid term and attending hours fields will be updateable. Enrollment will
remain by term and the enrollment load will be calculated based on the hours enrolled in
each term of a period. If the applicant is not enrolled in all terms of the period, the
enrollment load will be calculated based on the terms which the student is enrolled. If the
Consortium Indicator has been checked for only one term in a period which contains
multiple terms, the functionality for the Consortium Indicator will only apply to the term
where the Consortium Indicator = Y.
Financial aid hours
When the By Period button is selected, the Financial Aid Enrollment by Period window
is displayed.
Note: If an aid year has not been defined in the form’s key block, the By
Period button is disabled (de-emphasized).
Current hours
The Charges Accepted indicator displays if the charges have been accepted for the term
based on the values from the Student System (SFBETRM_AR_IND).
When the Current By Period button is selected, the Current Enrollment by Period
window is displayed.
Note: If an aid year has not been defined in the form’s key block, the By
Period button is disabled (de-emphasized).
Financial aid hours by period
Only terms that have been associated with periods included in the student’s aid period or
Pell aid period will be displayed. If the student does not have hours for a term associated
with the period, the period will still be listed however, the hours will be blank.
Financial aid attending by period
The Financial Aid Attending By Period is display only. For each Period in the student’s aid
period, the total number of hours for the period as of the Attend date are provided.
Banner Financial Aid User Guide
| Processing
224
Current hours by period
Only terms that have been associated with periods included in the student’s aid period or
Pell aid period will be displayed. If the student does not have hours for a term associated
with a period, the period will still be listed however, the hours will be blank.
Current attending by period
The Current Attending By Period is a display of the attending hours from the student
system. For each Period in the student’s aid period, the total number of hours for the
period as of the Attend date are provided.
Calculating enrollment
Enrollment Rules are used to define which checks should be included to determine the
credit, billing, and adjusted hours for the student. The rules will allow indicators to be set to
establish whether the rule requires evaluation of repeat coursework along with the number
of repeat courses, if a Withdrawn Registration status is considered an attempt of a course
previously passed, or if attendance must be verified in the course. Enrollment Rules are
aid year specific and are included in the FA New Year Roll Process (ROPROLL) as part of
rolling your Funds.
The Enrollment rule is then assigned to the funds as appropriate and will be used to
determine the student’s enrollment for the specific fund.
Two Enrollment rules are delivered with Banner:
• Standard Enrollment Rule
• Repeat Enrollment Rule
Additional rules can be created at your institution.
Standard Enrollment Rule
This rule is delivered as system required and cannot be updated or removed. The
Standard Enrollment Rule will determine the Credit, Billing, and Adjusted hours.
Repeat Enrollment Rule
This rule is delivered to determine enrollment using the Repeat Coursework check. As
delivered, this rule is defined to allow one repeat of a previously passed course and will
count a Withdrawal Status code as an attempt of a previous passed course. The hours
determined as Credit, Billing, and Adjusted hours using the Repeat Coursework checking
will be associated with the Repeat Enrollment Rule.
You may define additional rules to stipulate different criteria needed to determine the
enrollment for different types of funds.
Banner Financial Aid User Guide
| Processing
225
Enrollment calculation using rules
Enrollment Rules are defined to define the criteria that must be met for a course to be
included in the calculation of credit, billing, and adjusted hours for that Rule. To provide the
ability to access the student’s registration multiple times as well as to improve
performance when evaluating Repeat Coursework, the student’s registration will be
populated in a temporary database table (ROTSREG). This data is then used to determine
the number of credit, billing, and adjusted hours for each Enrollment Rule.
If you freeze Financial Aid Hours and Financial Aid Attending Hours, the Financial Aid
Hours process, RSRENRL, will freeze the calculated hours for each Enrollment Rule that
has been established for the aid year. A parameter in the RSRENRL process allows you to
specify freezing Financial Aid hours for a specific Enrollment Rule.
When the enrollment for a fund is needed, for example, in the Disbursement process, the
Enrollment Rule that has been assigned to the fund will be used to determine the student’s
enrollment. If using Financial Aid Hours, the Financial Aid hours for the Enrollment rule
must exist in order to determine the student’s enrollment. If using the hours from the
student’s registration, the hours will be determined for the rule using the data in the
temporary table ROTSREG.
Enrollment calculation using repeat course check
Federal Regulations state that only one repeat of a previously passed course may be
included in the calculation of enrollment load for Federal Funds. However, it is possible
that your institution may also need to define another number of allowable repeats for other
fund types. For example, state grants may require a value different from that used for
Federal Funds. In some situations, course repeats may be prohibited, altogether.
Repeat Course Check provides the functionality needed to define:
• An enrollment rule to use repeat coursework checking.
• The number of times a course may be repeated.
• The ability to define whether a Registration status indicating a Withdrawal is counted as
an attempt of a previously passed course.
Multiple enrollment rules using the repeat coursework check will be permitted to have
different numbers of allowable repeats. Enrollment rules can then be assigned to the
funds accordingly on the Fund Enrollment Rules (RFRENRR), Fund Management
(RFRMGMT), or Funds Management (ROAMGMT) forms.
The Financial Aid repeat coursework calculation returns the number of repeats
represented by the course being evaluated. The results of the calculation are displayed in
the Schedule view from the Financial Aid Enrollment (ROAENRL) form. The following
table lists some potential student scenarios:
Student Scenario
The student has never taken the course
Banner Financial Aid User Guide
| Processing
Number of
repeats
0
226
Student Scenario
Number of
repeats
The student took the course and failed, enrolled in the
course for the term being evaluated
0
The student took the course and passed, enrolled in the
course for the term being evaluated
1
The student took the course and passed, enrolled in the
course in prior term and failed/passed, enrolled in the
course for the term being evaluated
2
Enrollment calculation using attendance verification
The ability to define an Enrollment Rule to require that attendance in the course be verified
to be counted towards the student’s enrollment is provided. To use this functionality, you
must establish a mechanism for updating the Last Attend Date in the Student Course
Registration Repeating Table (SFRSTCR_LAST_ATTEND). Only courses where the Last
Attendance Date (SFRSTCR_LAST_ATTEND) date is not NULL will be included in the
enrollment calculation when the Enrollment Rule is defined that Attendance Must be
Verified (indicator is checked Yes) on RORENRR.
Enrollment calculation using periods
Because periods can consist of multiple terms, the possibility of the financial aid hours
existing for one term and no financial aid hours existing for another term but the student is
registered for courses in the term could occur. To address this possibility, Banner will
calculate the enrollment for the period, evaluating each term separately to determine
financial aid hours/student hours and then perform the sum to determine enrollment for
the period. The enrollment for the period is also influenced by options selected in the
enrollment rules such as repeat course checking and attendance verification.
1. Identify all terms associated with the period.
2. For first term in period, if financial aid hours exist, select those – if not, use student
hours – hold this value.
3. For second term in period, if financial aid hours exist, select those – if not, use student
hours – hold this value.
4. For third term in period, if financial aid hours exist, select those – if not, use student
hours – hold this value.
Banner Financial Aid User Guide
| Processing
227
5. Sum the hours from each of the terms for the period to determine hours for the period.
Period
Summer
2010
Terms
in
Period
FA
Hours
Student
Hours
Hours used in
calculated
201030
3
3
3 - FA hrs.
201040
3
3
3 - FA hrs.
6
6 - Stu Reg hrs.
201050
Total
enrollment
for period
12 - Combined FA and
Stu Reg hrs.
If the student does not have financial aid or student hours in a term(s) for the period, no
errors or warnings will be provided and enrollment will be calculated based on the terms
which have hours using the above logic.The ability to view the financial aid and student
hours based on the periods which make up the student’s aid period, has been added to
the ROAENRL form. This will represent the enrollment used for the enrollment calculation
in the disbursement process.
Determining ½ time enrollment (required for Federal loan disbursement)
The enrollment edit for Federal loans requires that the student is at least ½ time when the
fund(s) are actually disbursed.
Example
The student is actively registered ½ time and Financial Aid hours are frozen at ½ time.
The student withdraws and is < ½ time (registration status that does not count in
enrollment).
When disbursing a Federal fund, the disbursement process checks to validate the
student is currently enrolled at least ½ time. In this case, the disbursement process
will reject the enrollment, providing the following error message:
“Enrollment invalid for federal fund ID”
Banner will calculate the enrollment for the period evaluating each term separately for
determining the hours the student is actively registered and then perform the sum to
determine the enrollment for the period. The enrollment for the period is also
influenced by options selected in the enrollment rules such as repeat course checking
and attendance verification.
Banner Financial Aid User Guide
| Processing
228
Period
Summer
2010
Terms
in
Period
FA
Hours
Consortium
Ind.
Student
Hours
Hours
used in
enrollment
calc. for
nonFederal
loan fund
201030
6
N
0-withdrawn
6
0
201040
3
N
3
3
3
201050
3
N
0-withdrawn
3
0
12
3disbursement
edit fails with
current
registration
at 3
Total
enrollment
for Period
12
Hours
used in
enrollment
calc. for
Federal
loan fund
Enrollment calculation using periods for consortium students
It is possible for a period consisting of multiple terms to not have the Consortium
Indicator checked for all terms in the period. Banner will calculate the enrollment for the
period, evaluating each term separately to determine financial aid hours/student hours
and then perform the sum. If the Consortium Indicator is checked, only financial aid
hours for that term will be used.
The following is an example of calculation of enrollment using periods with the
Consortium Indicator checked for one term of a period.
Example
The Summer 2010 period consists of 3 terms: 201030, 201040, and 201050. In the table
below, the student has the Consortium Indicator checked for only 1 term (201040).
Financial Aid hours have not been frozen for the last term (201050). Each term will be
evaluated separately, using financial aid hours only for the term where the Consortium
Indicator is checked.
Banner Financial Aid User Guide
| Processing
229
.
Period
Summer
2010
Terms
in
Period
FA
Hours
Consortium
Ind.
Student
Hours
Hours
used in
enrollment
calc. for
nonFederal
loan fund
201030
3
N
3
3
3
201040
3
Y
3
3
2
2
8
8 - passes
disbursement
edit
201050
N
2
Total
enrollment
for Period
Hours
used in
enrollment
calc. for
Federal
loan fund
Attending hours functionality using periods
Funds set to use Attending Hours are disbursed based on the calculation of the number of
hours which have begun for the student using the class start date at the time the
disbursement process is run. Banner will calculate the enrollment for the period evaluating
each term separately for determining financial aid hours/student hours and attending
hours. The enrollment for the period is also influenced by options selected in the
enrollment rules such as repeat course checking and attendance verification.
Disbursement will look at the enrollment load for all terms within the period based on the
date disbursement is run. When using attending hours, if no attending hours exist for the
term the start date of the term will be used to determine the attend date. If the
Consortium Indicator is set for a term and attending hours are being used, financial aid
attending hours/date will be used if they exist, otherwise, the start date of the term will be
used to determine the attend date of the hours entered for the term.
The ability to view the financial aid and student hours based on the periods which make up
the student’s aid period has been added to the ROAENRL form. This will represent the
enrollment used for the enrollment calculation in the disbursement process.
Banner Financial Aid User Guide
| Processing
230
Example
This example demonstrates using attending hours where the Consortium Indicator is
“No” for all terms within the period:
• If disbursement is run on June 1st, the attending hours will be 3
• If disbursement is run on June 15th, the attending hours will be 6
• If disbursement is run on June 20th, the attending hours will be 9
• If disbursement is run on July 1st, the attending hours will be 12
Attending hours with consortium Indicator no for all terms within the period
Period
Summer
2010
Attending
hours
date
Hours
used in
enrlmnt.
calc. by
term
Hours
calcd. for
disb. for
the
period
Terms
in
Period
FA
Hours
Consortium
Ind.
Attending
Hours
201030
6
N
3
01-JUN2010
3
3
6
15-JUN2010
6
6
201040
3
N
3
20-JUN2010
3
9
201050
3
N
3
01-JUL2010
3
12
Banner Financial Aid User Guide
| Processing
231
Example
This example demonstrates using attending hours where the Consortium Indicator
is “Yes” for one term within the period and financial aid attending hours have been
entered manually for that term:
• If disbursement is run on June 1st, the attending hours will be 3
• If disbursement is run on June 15th, the attending hours will be 6
• If disbursement is fun on June 20th, the attending hours will be 9
• If disbursement is run on July 1st, the attending hours will be 12
Attending hours with consortium indicator yes, attending hours exist
Period
Hours
calcd. for
disb. for
the
period
Terms
in
Period
FA
Hours
Consortium
Ind.
Attending
Hours
201030
6
N
3
01-JUN2010
3
3
6
15-JUN2010
6
6
Summer
2010
Attending
hours
date
Hours
used in
enrlmnt.
calc. by
term
201040
3
Y
3
20-JUN2010
3
9
201050
3
N
3
01-JUL2010
3
12
The example below demonstrates using attending hours where the Consortium
Indicator is “Yes” for one term within the period and no financial aid attending hours have
been entered for that term. The term start date will be used to determine the attend date
for hours entered for the term.
Banner Financial Aid User Guide
| Processing
232
Example
This example demonstrates using attending hours where the Consortium Indicator
is “Yes” for one term within the period and no financial aid attending hours have been
entered for that term. The term start date will be used to determine the attend date for
hours entered for the term:
• If disbursement is run on June 1st, the attending hours will be 3
• If disbursement is run on June 15th, the attending hours will be 6
• If disbursement is run on June 20th, the attending hours will be 9
• If disbursement is run on July 1st, the attending hours will be 12
Attending hours with consortium indicator yes for one term and term start date used
Period
Summer
2010
Terms
in
Period
FA
Hours
Consortium
Ind.
Attending
Hours
201030
6
N
201040
3
Y
201050
3
N
Hours
used in
enrlmnt.
calc. by
term
Hours
calcd. for
disb. for
the
period
3
3
6
6
20-JUN2010
3
9
30-JUN2010
3
12
Attending
hours
date
STVTERM
Start Date
3
01-JUN2010
20-MAY2010
6
15-JUN2010
3
01-JUL2010
Using the +/- number of days for attending hours
The option for disbursing based upon the number of hours which have begun for a student
is at the fund level on RFRMGMT/ROAMGMT. The option, +/- Days for Attending Hours,
allows you to pay the fund either prior to or after the date the calculated number of hours
begins. If you want to pay prior to the date the calculated enrollment begins, you are
expected to enter a positive number. If you want to pay after the date the calculated
enrollment begins, you are expected to enter a negative number.
Example
• For the fund, the number of days entered is 5, to pay five days prior to the attendance
start date.
Banner Financial Aid User Guide
Attend Date
Number of Hours
10-AUG-2010
6
20-AUG-2010
12
| Processing
233
The disbursement process will allow the student to be paid (providing all other criteria
is met):
• Based on 6 hours, 5 days in advance, on 05-AUG-2010
• Based on 12 hours, 5 days in advance, on 15-AUG-2010
Financial Aid Selection Rules (RORRULE)
This form is used to create, compile, and execute rules for assigning requirement tracking
groups, aid year budget groups, period budget groups, packaging groups, satisfactory
academic progress (SAP) codes, fund awarding, fund awarding rules for a packaging
group, and fund disbursement. You can also check a simulation view of those students
that would be assigned to a group, view examples of rules, and copy rules form one aid
year to another aid year.
The system retains the rules that you enter on this form in the database. You can use the
Immediate Process (ROAIMMP) form for processing an individual student or you can use
the appropriate batch process to use with your defined selection criteria.
Use the key block to establish the rule type you will be creating or maintaining for the aid
year.
RORRULE provides the ability to write basic rules selecting the criteria for specific
columns using Simple Mode in the Selection Criteria block of the main window without
entering all of the table joins, substitution variables, and the FROM and WHERE clauses.
When the rule is saved, a database package will add the necessary table joins,
substitution variables, and the FROM and WHERE clauses to create the proper SQL
statement using the correct syntax. The tables, views, and column names are validated to
ensure they exist in the database.
Note: The Selection Rules Schema Owners Validation (RTVRULO) form
is used to define Selection Rules Schema Owners. Any schema owners
entered on RTVRULO will be allowed to be used in rules defined on
RORRULE. Standard Banner owners FAISMGR, SATURN, TAISMGR,
PAYROLL, POSNCTL, ALUMNI, BANINST1, and GENERAL are system
required data for table RTVRULO and will be displayed on RORRULE,
but may not be deleted.
RORRULE also provides the ability to write complex SQL Statements which may include
such things as sub-queries and not exists statements using the Compiled and Expert SQL
window. When the rule is saved, a database package will validate the tables, views, and
column names are valid as well as ensuring the SQL statement is valid and executable.
If a group code and/or fund code is inactive for the aid year, you will not be able to create
a new rule. However, if rules currently exist, the rule may be updated or deleted. If a rule is
inactive for the aid year, you are prevented from creating, updating, or deleting the
rule.Selection Criteria
Basic rules using Simple Mode are written in the Selection Criteria block. Text information
above the area for entering rule criteria provides guidance for writing the rules; an optional
Banner Financial Aid User Guide
| Processing
234
open parenthesis followed by a required database column name or value, followed by a
required operator (=, < >, <, >, and so on), followed by another database column name or
value, followed by an optional close parenthesis followed by a connector ('and' or 'or';
except on the last line entered). All elements that make up a selection condition do not
have to be on the same line of the screen. They may continue on a subsequent line. Also,
multiple conditions may be entered on the same screen line. However, it is recommended
that you enter the rules in such a way that they can be easily read and understood by
another user. When you enter rules in this block, you must press perform a Next Record
function (or click on the next line with your mouse) to continue to enter additional rules.
Enter the data element to which you want to assign a rule. The column name is any
column name from the Banner system and is validated against the Oracle
ALL_COL_COMMENTS Table. The Column Name List of Values requires that you enter
the Table you are requesting to view the column values. The Table Names displayed in the
Table Name List of Values and available for entry on this form are any tables and views
owned by Banner schema owners ALUMNI, BANINST1, FAISMGR, GENERAL,
PAYROLL, POSNCTL, SATURN, TAISMGR, and any additional Schema Owners added to
the Selection Rules Schema Owners Validation (RTVRULO) form.
Once you have entered the data element (column name), enter the operator. The
Operator List of Values has the most common operators that can be used. Enter a
selection value that corresponds to the data element. For example, if one of the
requirements for the group is the applicant's financial aid application must be received by
May 1st, your rule would look something like this:
RORSTAT_APPL_RCVD_DATE <= 01-MAY-20xx
Note: When constructing selection statements on the RORRULE form, it
is always a good idea to surround selection statements connected with an
OR with an open parenthesis and a closed parenthesis. This is
recommended even if it appears to be unnecessary. Without the
parenthesis, Banner may be forced to make assumptions on how to
process the data. Be sure to enter the data in a way that Banner will know
for sure how you wanted it to be processed.
When using Simple Mode in the Selection Criteria block of the main window, you do not
enter all of the table joins, substitution variables, and the FROM and WHERE clauses.
When the rule is saved, a database package will add the necessary table joins,
substitution variables, and the FROM and WHERE clauses to create the proper SQL
statement using the correct syntax. In addition, the Compile Rule option allows the user to
force a recompile of the simple rule into an updated compiled rule, even if you have made
no changes to the simple rules. During this compile process, the rule is validated for
proper syntax. Any errors found are displayed. The complete SQL Statement may then be
viewed or updated on the Compiled and Expert SQL window. The tables, views, and
column names are validated to ensure they exist in the database. A rule may have a
maximum length of 32,767 characters after the commit has occurred adding the
appropriate table joins, substitution variables, and the FROM and WHERE clauses.
Note: Rules written in Simple Mode do not allow use of sub-queries or
exists and not exists statements. Rules which include these must be
written in the Compiled and Expert SQL window.
Banner Financial Aid User Guide
| Processing
235
Hints for RORRULE form use
The following are suggestions for improving RORRULE performance:
• If you use RCRAPP2, 3, 4 or RCRESAR, the first rule on the simple mode form should
use one of these tables to ensure that the correct join will be done behind the scenes.
• If you use RCRAPP1, 2, 3, 4 or RCRESAR, you should include the rule:
AND RCRAPP1_CURR_REC_IND = Y
It does not have to be last, but should not be first. This is done so that the rule will use the
unique index on the RCRAPP1table and not a non-unique index.
• Do not use a view as the first rule on the simple rule form. The table or view of the first
rule is used to join all of the other tables. This may cause performance issues.
• If you only want to use a view as part of your rule, use one of the following as the first
rule to improve performance:
RORSTAT_ACTIVITY_DATE IS NOT NULL
• Before using Expert mode, create as much of the rule as possible in Simple mode and
compile it. Then go to Expert mode and modify it. This will show the joins which Banner
generally expects and the format of them.
• In Expert mode, use UPPER CASE.
• When the rule is saved, the rule is validated that the SQL statement is valid and
executable. You can select the option to Execute the rule to simulate the records that
met the criteria of the rule. To test grouping rules and see what is really being executed,
the technical person can get the test student's PIDM, set the priority on the group to 1 on
RTVPGRP and then put RORGRPS on hold on GJAPCTL.
The full rule (the grouping process selection statement plus the compiled rule) will
appear in the log.
This can also be done by putting the student in a single person population
selection and running RORGRPS in debug mode. Please note, however, that
RORGRPS will currently hang if it hits any group without rules, so the user will
need to either press Y <ENTER> several times until they get back to a prompt
or <N> ENTER to exit the job at that first error.
There are many factors when it comes to tuning. Unless you are using one of our views
which uses the RORVIEW table, views must populate for the entire database before
returning a single row. This is why it is inadvisable to use a view as the first rule because
all joins will be performed against it. Also, to determine which index to use, Oracle reads
from the bottom up. The first index which it completes is the one which it will use whether
it is the desired one or not. There are many other factors as well including size of table,
extents, etc. Factors related to tuning are documented in Oracle's documentation.
Banner Financial Aid User Guide
| Processing
236
Algorithmic packaging
Overview
Packaging is a fundamental activity for all Financial Aid offices in the administration of
financial aid. Key to leveraging scarce financial resources to attract the targeted incoming
class each year, as well as successfully supporting the enrollment management retention
goals, is the ability to systematically package students according to an institution’s
awarding philosophy. A cornerstone of Enrollment Management, packaging should
provide the ability to match the institution’s awarding philosophy directly to the actual
awards offered to the prospective students to successfully harvest the ideal class and
award returning students accordingly. If an institution cannot package according to their
awarding philosophy, they are forced to sacrifice their philosophy and yield rates based on
the limitations of software functionality or perhaps continue to package students manually.
Manual packaging is not reasonable for most institutions since it is a cumbersome process
and lends itself to errors.
Algorithmic packaging allows clients to use a business rules engine to automatically
package students in accordance with the institution’s awarding philosophy. In addition to
the algorithmic packaging business rules solution, many other changes have been made
to enhance the packaging process.
Algorithmic packaging features
This feature is designed to facilitate the use of algorithmic packaging with the Banner
Financial Aid baseline product. forms and processes have been added or modified to
provide a more complete means of automatically packaging students through the use of
algorithmic packaging forms in conjunction with pre-existing Banner Financial Aid rules
forms. The information that follows summarizes these features.
Algorithms
Banner Financial Aid includes an algorithmic packaging solution in the baseline product.
Algorithms can be performed at the fund level in addition to the packaging group level.
Algorithmic packaging
• Enables predictive modeling to support an institution’s enrollment.
• Provides a management strategy to help an institution manage complex calculations to
award the right funds to the right students.
• Allows an institution to package multiple financial aid awards based upon configurable
rules and calculations that support an institution’s awarding philosophies.
• Includes the functionality to allow the use of algorithms as part of the fund awarding
sequence within the current packaging process.
Banner Financial Aid User Guide
| Processing
237
Algorithmic packaging definition
End user creation of a set of ordered rules or steps for the automatic packaging of
financial aid funds. The rules or steps allow the use of mathematical expressions as part
of the awarding rules and logic for a particular fund within a packaging group based upon
data elements within the student and/or financial aid system.
Example
Award Fund 1 with a maximum of $1,000 and minimum of $200 not to exceed unmet need
Award Fund 2 up to 50% of Fund 1, not to exceed unmet need
Award Fund 3 up to 25% of Fund 1 total + 25% of Fund 2 total, not to exceed unmet need
Award Fund 4 up to 70% of remaining unmet need, not to exceed the total of Fund 1
Award Fund 5 up to 100% of remaining unmet need
Note: All the rules and steps utilize the fund award rules as the overall
master rule for fund eligibility.
Forms
Algorithmic Packaging Rules (RPRALGR)
The RPRALGR form enables you to use algorithmic packaging rules to award funds. On
this form, you write SQL statements to define algorithmic packaging rules, which are
arranged by rule code and sequence number.
Once you’ve validated the rule, you can test the rule by entering values for any
substitution parameters used in the rule and execute the rule in test mode. The system
uses your need analysis data in the testing of your algorithmic rules and temporarily stores
the simulated results in the Temporary Packaging Need Table (RPTNEED). The results
display in the Calculated Amount field. This allows you to verify that the rule will return
the expected results when used by the Packaging Process.
Algorithmic Packaging Rule Code Validation (RTVALGR)
The RTVALGR form enables you to define algorithmic packaging rule codes for use on the
Algorithmic Packaging Rules (RPRALGR), Packaging Rules (RPRPCKR), and Packaging
Group Fund Rules (RPRGFND) forms.
Algorithmic Support (RORALGS)
The Algorithmic Support (RORALGS) form allows you to define a specific amount to be
returned by an algorithmic rule, based on the applicant meeting the criteria entered as the
value for the keys which will be used as part of the algorithmic rule. If you are using this
Banner Financial Aid User Guide
| Processing
238
form to assist with algorithmic packaging rules, determine the criteria and amounts to be
entered for calculating the fund award.
KEY 1 = Fund
KEY 2 = Year in College
status from RNANAxx
AMOUNT to be returned
MERIT
0
1000.00
MERIT
1
1000.00
MERIT
2
1500.00
MERIT
3
2000.00
MERIT
4
2500.00
MERIT
5
2500.00
Packaging functions
Using algorithms and parameters, functions include calculations based upon:
• a percentage of a fund award,
• a fixed dollar amount of a fund award
• a data value housed in the Banner system (less than, equal, greater than, not equal)
and
• a value that falls within a range of values housed in the Banner system (Between).
Awarding based on other funds
Using algorithms and parameters, you can limit funds to specific amounts based upon
other funds, fund sources, or fund groups. Refer to the Sample Algorithmic Packaging
Rules section for examples.
Award a fund based on a percentage of another fund
You can award a fund based on a percentage of other funds within a packaging group.
Simplification of rules creation and maintenance
Algorithms can be performed at the packaging group level, in addition to the fund level.
Banner Financial Aid User Guide
| Processing
239
Ability to store and reference internal interim values in packaging rules
The Algorithmic Packaging Rules (RPRALGR) form allows you to reference internal
interim values in SQL statements. These internal interim values are created and
referenced in the Temporary Packaging Need Table (RPTNEED). The RPTNEED table is
a temporary table which temporarily stores need analysis data for use in algorithmic
packaging rules. A row is inserted into the table for each student that is processed prior to
packaging the student and is deleted after the student is processed.
Packaging simulation options
The Packaging Process (RPEPCKG) includes parameters that allow the process to:
• bypass tracking requirements during Simulated Packaging only,
• to award Pell in both Simulated and Actual mode, and
• to stop the awarding of an individual fund during simulated packaging, when that fund's
available amount has been exhausted.
Related fund features
Forms
Packaging Group Fund Category Maximums Rules (RPRFCAT)
The Packaging Group Fund Category Maximums Rules form allows you to place fund
category maximums on packaging groups.
Fund Category Validation (RTVFCAT)
This form enables you to define fund categories for use on the Fund Base Data
(RFRBASE) form.
Fund Award Inquiry (RPIFAWD)
The Fund Award Inquiry form enables you to view all students who have a particular fund
for a particular aid year.
Fund Award Period Inquiry (RPIFTRM)
The Fund Award Period Inquiry form enables you to view all students with a particular fund
for a particular period.
Banner Financial Aid User Guide
| Processing
240
Group fund limits
You can use group fund limits which supersede individual fund limits.
For example, suppose a student has total need of $10,000 and tuition of $7,000. Fund #1
has an individual award cap of $5,000 and Fund #2 also has a cap of $5,000. However,
Funds #1 and #2 are defined in a group, and the group rule is that total aid from all funds
in the group cannot exceed tuition.Therefore, the award from Fund #1 would be $5,000
but Fund #2 is limited to $2,000 because of the group cap. The remaining $3,000 of unmet
need must be met from funds outside the group.
Ability to apply a percentage to all the funds in the package as a group
If the original unmet need or gross need is not being used throughout the packaging
process, you can take a defined percentage of remaining need or gross need and award
the funds so the original percentage is not exceeded. For example, if remaining need is
5,375 and the percentage of remaining need to award is 85%. The sum of the funds
packaged should not exceed 4,568.
Rounding options for awards
The Round Award field on the Fund Management (RFRMGMT) form enables you to
specify how you want to round the award.The RPEPCKG process rounds the award down
to a multiple of this amount to prevent an overaward. This field had fixed rounding
amounts of 10, 25, 50, or 100. The valid values for this field are 1 – 99999.
Ability to inactivate fund codes, groups, and rules
The Fund Active field on the Fund Base Data (RFRBASE) form and Funds Management
(ROAMGMT) form allows you to inactivate a fund code.
You can globally inactivate a budgeting group (RTVBGRP), packaging group (RTVPGRP),
requirements tracking group (RTVTGRP), or satisfactory academic progress group
(RTVSAPR).
The Rule Active field on the Financial Aid Selection Rules (RORRULE) form allows you
to inactivate fund awarding, budget group assignment, fund disbursement, packaging
group fund awarding, packaging group assignment, satisfactory academic progress and
requirements tracking group rules.
Ability to override a fund rule for a specific student
The Fund Award Rule Override feature on RPAAWRD and RPAAPMT allows you to
override a Fund Award Rule, if one exists, for the aid year.
The Fund Disbursement Rule Override feature on RPAAWRD and RPAAPMT allows
you to override a Fund Disbursement Rule, if one exists, for the period.
Banner Financial Aid User Guide
| Processing
241
Fund category and fund cross-reference fields for packaging and
reporting
The Fund Cross Reference field enables you to cross reference IDs used for funds by
another office.This field is a user-defined field with no validation.
The Fund Category field allows you to group fund codes by a user-defined category.
Fund Balance Roll Process (RFPFBRL)
The RFPFBRL process provides the ability to optionally roll fund balances from one aid
year to the next aid year.
Ability to display all recipients of a particular fund code by aid year or
period
The Fund Award Inquiry (RPIFAWD) form enables you to view all students who have a
particular fund for a particular aid year.
The Fund Award Period Inquiry (RPIFTRM) form enables you to view all students with a
particular fund for a particular period.
Sample algorithmic packaging rules
The examples that follow demonstrate how you might use the Algorithmic Packaging
Rules (RPRALGR) form to set up business rules for your institution.
Refer to Banner Online Help for detailed form and field information.
Example 1 - Institutional grant with amounts based on GPA and IM EFC
ranges
The following information provides an example of the calculation of an institutional grant
with amounts based on GPA and IM EFC ranges.
The rule uses three mutually exclusive sequences to award $5000 to the student if their
EFC is <10,000 and their GPA is at least 4.0, $2500 if their EFC is <10,000 and GPA is at
least 3.5, and $1500 if their EFC is <10,000 and their GPA is at least 3.0. Subsequent
sequences are evaluated only if the prior sequences fail.
This example uses the Temporary Packaging Table (RPTNEED). The RPTNEED table is
populated for a financial aid recipient by the Packaging Process (RPEPCKG) prior to
packaging the student. Any row created on this table is inserted for a student, used, and
then deleted. The table is also populated when you use the Test Rule button on the
Algorithmic Packaging Rules (RPRALGR) form.
Banner Financial Aid User Guide
| Processing
242
The f_get_gpa function is for illustrative purposes only. This function is not a “system
delivered” function; the f_get_gpa function illustrates the use of a client-created
function within the rules.
Field
Value
Rule
GPA_EFC_RULE
Sequence
1
SQL Statement
SELECT 5000 FROM DUAL
WHERE EXISTS
(SELECT ‘X’ FROM RPTNEED
WHERE RPTNEED_AIDY_CODE = :AIDY
AND RPTNEED_PIDM = :PIDM
AND RPTNEED_IM_EFC < 10,000)
AND f_get_gpa(:AIDY, :PIDM) >= 4.0
Field
Value
Rule
GPA_EFC_RULE
Sequence
2
SQL Statement
SELECT 2500 FROM DUAL
WHERE EXISTS
(SELECT ‘X’ FROM RPTNEED
WHERE RPTNEED_AIDY_CODE = :AIDY
AND RPTNEED_PIDM = :PIDM
AND RPTNEED_IM_EFC < 10,000)
AND f_get_gpa(:AIDY, :PIDM) >= 3.5
Field
Value
Rule
GPA_EFC_RULE
Sequence
3
Banner Financial Aid User Guide
| Processing
243
Field
Value
SQL Statement
SELECT 1500 FROM DUAL
WHERE EXISTS
(SELECT ‘X’ FROM RPTNEED
WHERE RPTNEED_AIDY_CODE = :AIDY
AND RPTNEED_PIDM = :PIDM
AND RPTNEED_IM_EFC < 10,000)
AND f_get_gpa(:AIDY, :PIDM) >= 3.0
Example 2 - SEOG award calculation based on Pell award amounts for the
year
This case illustrates how you can create a rule for a fund which is based on another fund
award for the year. For example, you can base the calculation of an SEOG award on Pell
award amounts for the year. This example assumes you use a single fund code for all Pell
awards.
In this example, $2000 is awarded for SEOG when the student’s Pell award is less than or
equal to $4300 but more than $3000; $1500 SEOG is awarded when the Pell award is
less than or equal to $3000 but more than $1500; and $1000 SEOG is awarded when the
Pell award is less than or equal to $1500 but greater than 0.
Field
Value
Rule
SEOG_CALC_1
Sequence
1
SQL Statement
SELECT 2000 FROM DUAL
WHERE EXISTS
(SELECT ‘X’
FROM RPRAWRD
WHERE RPAWRD_AIDY_CODE = :AIDY
AND RPRAWRD_PIDM = :PIDM
AND RPRAWRD_OFFER_AMT <= 4310
AND RPRAWRD_OFFER_AMT > 3000
AND RPRAWRD_FUND_CODE = ‘PELL’)
Banner Financial Aid User Guide
| Processing
244
Field
Value
Rule
SEOG_CALC_1
Sequence
2
SQL Statement
SELECT 1500 FROM DUAL
WHERE EXISTS
(SELECT ‘X’
FROM RPRAWRD
WHERE RPAWRD_AIDY_CODE = :AIDY
AND RPRAWRD_PIDM = :PIDM
AND RPRAWRD_OFFER_AMT <= 3000
AND RPRAWRD_OFFER_AMT > 1500
AND RPRAWRD_FUND_CODE = ‘PELL’)
Field
Value
Rule
SEOG_CALC_1
Sequence
3
SQL Statement
SELECT 1000 FROM DUAL
WHERE EXISTS
(SELECT ‘X’
FROM RPRAWRD
WHERE RPAWRD_AIDY_CODE = :AIDY
AND RPRAWRD_PIDM = :PIDM
AND RPRAWRD_OFFER_AMT <= 1500
AND RPRAWRD_OFFER_AMT > 0
AND RPRAWRD_FUND_CODE = ‘PELL’)
Example 3 - SEOG award calculation based on Pell award amounts for the
year while using baseline database functions
This case illustrates how you can create a rule for a fund which is based on another fund
award for the year. For example, you can base the calculation of an SEOG award on Pell
award amounts for the year.
This example is similar to Example 2 but uses baseline database functions delivered with
Banner Financial Aid. This example uses the Temporary Packaging Table (RPTNEED).
Banner Financial Aid User Guide
| Processing
245
Inserts to the RPTNEED table are done automatically by the RPEPCKG process during
packaging. During that insert, the Simulate Switch (RPTNEED_SIMULATE_SW) is set,
depending on whether you are performing Actual or Simulated packaging. The Simulate
Switch indicates whether or not this row was created during simulated packaging.
This allows you to write an algorithmic rule that is based on the RPRAWRD Award table
during Actual packaging, and based on the RPTAWRD Temporary Award table during
Simulated packaging. The f_get_fund_offer function uses the
RPTNEED_SIMULATE_SW to determine which table to use for the calculation.
Field
Value
Rule
SEOG_CALC_2
Sequence
1
SQL Statement
SELECT 2000 FROM RPTNEED
WHERE RPTNEED_AIDY_CODE = :AIDY
AND RPTNEED_PIDM = :PIDM
AND rpkalgr.f_get_fund_offer
(:AIDY,
:PIDM,
‘PELL’,
RPTNEED_SIMULATE_SW) <= 4310
AND rpkalgr.f_get_fund_offer
(:AIDY,
:PIDM,
‘PELL’,
RPTNEED_SIMULATE_SW) > 3000
Field
Value
Rule
SEOG_CALC_2
Sequence
2
Banner Financial Aid User Guide
| Processing
246
Field
Value
SQL Statement
SELECT 2000 FROM RPTNEED
WHERE RPTNEED_AIDY_CODE = :AIDY
AND RPTNEED_PIDM = :PIDM
AND rpkalgr.f_get_fund_offer
(:AIDY,
:PIDM,
‘PELL’,
RPTNEED_SIMULATE_SW) <= 3000
AND rpkalgr.f_get_fund_offer
(:AIDY,
:PIDM,
‘PELL’,
RPTNEED_SIMULATE_SW) > 1500
Field
Value
Rule
SEOG_CALC_2
Sequence
3
Banner Financial Aid User Guide
| Processing
247
Field
Value
SQL Statement
SELECT 1000 FROM RPTNEED
WHERE RPTNEED_AIDY_CODE = :AIDY
AND RPTNEED_PIDM = :PIDM
AND rpkalgr.f_get_fund_offer
(:AIDY,
:PIDM,
‘PELL’,
RPTNEED_SIMULATE_SW) <= 1500
AND rpkalgr.f_get_fund_offer
(:AIDY,
:PIDM,
‘PELL’,
RPTNEED_SIMULATE_SW) > 0
Example 4 - SEOG award calculation based on Pell award amounts for the
year while using multiple Pell fund codes
This example creates a rule for a fund which is based on the total award for a federal fund
ID for the year. For example, you can base the calculation of an SEOG award on Pell
award amounts for the year. This example assumes the institution uses multiple Pell fund
codes.
In this example, $2000 is awarded for SEOG when the student has funds awarded with
federal fund IDs of PELL whose total amount is between $3001 and $4310; $1500 is
awarded for SEOG when the student has funds awarded with federal fund IDs of PELL
whose total amount is between $1501 and $3000; $1000 is awarded for SEOG when the
student has funds awarded with federal fund IDs of PELL whose total amount is between
$1 and $1500.
Field
Value
Rule
SEOG_CALC_3
Sequence
1
Banner Financial Aid User Guide
| Processing
248
Field
Value
SQL Statement
SELECT 2000 FROM DUAL
WHERE
(SELECT SUM(NVL(RPRAWRD_OFFER_AMT,0)
FROM RPRAWRD
WHERE RPAWRD_AIDY_CODE = :AIDY
AND RPRAWRD_PIDM = :PIDM
AND RPRAWRD_FUND_CODE IN
(SELECT RFRBASE_FUND_CODE
FROM RFRBASE
WHERE RFRBASE_FED_FUND_ID =
‘PELL’))
<= 4310
AND
(SELECT SUM(NVL(RPRAWRD_OFFER_AMT,0)
FROM RPRAWRD
WHERE RPAWRD_AIDY_CODE = :AIDY
AND RPRAWRD_PIDM = :PIDM
AND RPRAWRD_FUND_CODE IN
(SELECT RFRBASE_FUND_CODE
FROM RFRBASE
WHERE RFRBASE_FED_FUND_ID =
‘PELL’))
> 3000
Field
Value
Rule
SEOG_CALC_3
Sequence
2
Banner Financial Aid User Guide
| Processing
249
Field
Value
SQL Statement
SELECT 1500 FROM DUAL
WHERE
(SELECT SUM(NVL(RPRAWRD_OFFER_AMT,0)
FROM RPRAWRD
WHERE RPAWRD_AIDY_CODE = :AIDY
AND RPRAWRD_PIDM = :PIDM
AND RPRAWRD_FUND_CODE IN
(SELECT RFRBASE_FUND_CODE
FROM RFRBASE
WHERE RFRBASE_FED_FUND_ID =
‘PELL’))
<= 3000
AND
(SELECT SUM(NVL(RPRAWRD_OFFER_AMT,0)
FROM RPRAWRD
WHERE RPAWRD_AIDY_CODE = :AIDY
AND RPRAWRD_PIDM = :PIDM
AND RPRAWRD_FUND_CODE IN
(SELECT RFRBASE_FUND_CODE
FROM RFRBASE
WHERE RFRBASE_FED_FUND_ID =
‘PELL’))
> 1500
Field
Value
Rule
SEOG_CALC_3
Sequence
3
Banner Financial Aid User Guide
| Processing
250
Field
Value
SQL Statement
SELECT 1000 FROM DUAL
WHERE
(SELECT SUM(NVL(RPRAWRD_OFFER_AMT,0)
FROM RPRAWRD
WHERE RPAWRD_AIDY_CODE = :AIDY
AND RPRAWRD_PIDM = :PIDM
AND RPRAWRD_FUND_CODE IN
(SELECT RFRBASE_FUND_CODE
FROM RFRBASE
WHERE RFRBASE_FED_FUND_ID =
‘PELL’))
<= 1500
AND
(SELECT SUM(NVL(RPRAWRD_OFFER_AMT,0)
FROM RPRAWRD
WHERE RPAWRD_AIDY_CODE = :AIDY
AND RPRAWRD_PIDM = :PIDM
AND RPRAWRD_FUND_CODE IN
(SELECT RFRBASE_FUND_CODE
FROM RFRBASE
WHERE RFRBASE_FED_FUND_ID =
‘PELL’))
> 0
Example 5 - SEOG award calculation based on Pell award amounts for the
year while using multiple Pell fund codes and while using baseline
database functions
This case illustrates how you can create a rule for a fund which is based on another fund
award for the year. For example, you can base the calculation of an SEOG award on Pell
award amounts for the year. This example assumes you use multiple Pell fund codes.
This example is similar to Example 4 but uses baseline database functions delivered with
Banner Financial Aid. This example uses the Temporary Packaging Table (RPTNEED).
Inserts to the RPTNEED table are done automatically by the RPEPCKG process during
packaging. During that insert, the Simulate Switch (RPTNEED_SIMULATE_SW) is set,
Banner Financial Aid User Guide
| Processing
251
depending on whether you are performing Actual or Simulated packaging. The Simulate
Switch indicates whether or not this row was created during simulated packaging.
This allows you to write an algorithmic rule that is based on the RPRAWRD Award table
during Actual packaging, and based on the RPTAWRD Temporary Award table during
Simulated packaging. The f_get_ffid_offer function uses the
RPTNEED_SIMULATE_SW to determine which table to use for the calculation.
Field
Value
Rule
SEOG_CALC_4
Sequence
1
SQL Statement
SELECT 2000 FROM RPTNEED
WHERE RPTNEED_AIDY_CODE = :AIDY
AND RPTNEED_PIDM = :PIDM
AND rpkalgr.f_get_ffid_offer
(:AIDY,
:PIDM,
‘PELL’,
RPTNEED_SIMULATE_SW) <= 4310
AND rpkalgr.f_get_ffid_offer
(:AIDY,
:PIDM,
‘PELL’,
RPTNEED_SIMULATE_SW) > 3000
Field
Value
Rule
SEOG_CALC_4
Sequence
2
Banner Financial Aid User Guide
| Processing
252
Field
Value
SQL Statement
SELECT 1500 FROM RPTNEED
WHERE RPTNEED_AIDY_CODE = :AIDY
AND RPTNEED_PIDM = :PIDM
AND rpkalgr.f_get_ffid_offer
(:AIDY,
:PIDM,
‘PELL’,
RPTNEED_SIMULATE_SW) <= 3000
AND rpkalgr.f_get_ffid_offer
(:AIDY,
:PIDM,
‘PELL’,
RPTNEED_SIMULATE_SW) > 1500
Field
Value
Rule
SEOG_CALC_4
Sequence
3
Banner Financial Aid User Guide
| Processing
253
Field
Value
SQL Statement
SELECT 1000 FROM RPTNEED
WHERE RPTNEED_AIDY_CODE = :AIDY
AND RPTNEED_PIDM = :PIDM
AND rpkalgr.f_get_ffid_offer
(:AIDY,
:PIDM,
‘PELL’,
RPTNEED_SIMULATE_SW) <= 1500
AND rpkalgr.f_get_ffid_offer
(:AIDY,
:PIDM,
‘PELL’,
RPTNEED_SIMULATE_SW) > 0
Example 6 - Calculating Perkins loans as a percentage of Pell
This case illustrates how you can create a rule for a fund which is based on another fund
award for the year. For example, this rule calculates a Perkins loan as a percentage of
Pell.
In this example, Perkins would be awarded for 75% of the student’s Pell award if the
student’s Pell award was between $3001 and $4310; 50% of the student’s Pell award if
the student’s Pell award was between $1501 and $3000; 25% of the student’s Pell award
if the student’s Pell award was between $1 and $1500.
Field
Value
Rule
PERK_CALC
Sequence
1
Banner Financial Aid User Guide
| Processing
254
Field
Value
SQL Statement
SELECT .75 *
rpkalgr.f_get_ffid_offer
(:AIDY,
:PIDM,
‘PELL’,
RPTNEED_SIMULATE_SW)
FROM RPTNEED
WHERE RPTNEED_AIDY_CODE = :AIDY
AND RPTNEED_PIDM = :PIDM
AND rpkalgr.f_get_ffid_offer
(:AIDY,
:PIDM,
‘PELL’,
RPTNEED_SIMULATE_SW) <= 4310
AND rpkalgr.f_get_ffid_offer
(:AIDY,
:PIDM,
‘PELL’,
RPTNEED_SIMULATE_SW) > 3000
Field
Value
Rule
PERK_CALC
Sequence
2
Banner Financial Aid User Guide
| Processing
255
Field
Value
SQL Statement
SELECT .50 *
rpkalgr.f_get_ffid_offer
(:AIDY,
:PIDM,
‘PELL’,
RPTNEED_SIMULATE_SW)
FROM RPTNEED
WHERE RPTNEED_AIDY_CODE = :AIDY
AND RPTNEED_PIDM = :PIDM
AND rpkalgr.f_get_ffid_offer
(:AIDY,
:PIDM,
‘PELL’,
RPTNEED_SIMULATE_SW) <= 3000
AND rpkalgr.f_get_ffid_offer
(:AIDY,
:PIDM,
‘PELL’,
RPTNEED_SIMULATE_SW) > 1500
Field
Value
Rule
PERK_CALC
Sequence
3
Banner Financial Aid User Guide
| Processing
256
Field
Value
SQL Statement
SELECT .25 *
rpkalgr.f_get_ffid_offer
(:AIDY,
:PIDM,
‘PELL’,
RPTNEED_SIMULATE_SW)
FROM RPTNEED
WHERE RPTNEED_AIDY_CODE = :AIDY
AND RPTNEED_PIDM = :PIDM
AND rpkalgr.f_get_ffid_offer
(:AIDY,
:PIDM,
‘PELL’,
RPTNEED_SIMULATE_SW) <= 1500
AND rpkalgr.f_get_ffid_offer
(:AIDY,
:PIDM,
‘PELL’,
RPTNEED_SIMULATE_SW) > 0
Example 7 - Calculation for a state fund which has a range of offer amounts
based on a percentage of need and various ranges of Cost of Attendance
and EFC
This case illustrates how you create a rule for a fund which has a range of offer amounts
based on a percentage of need and various ranges of Cost of Attendance and EFC. In this
example, the rule also has defined minimum and maximum amounts. If the calculated
award falls below the minimum amount defined for the rule, no award is made. If the
calculated award is greater than the maximum amount defined for the rule, the maximum
amount is awarded, rather than the calculated amount.
In this example, the student would receive a State grant of 47% of their unmet need at the
time the packaging process begins (minimum of $500 and maximum of $4300) if the EFC
is between $1 and $4000 and their Budget is between $18001 and $24000; 37% of their
unmet need at the time the packaging process begins (minimum of $500 and maximum of
Banner Financial Aid User Guide
| Processing
257
$4300) if the EFC is between $4001 and $6000 and their Budget is between $18001 and
$24000; 27% of their unmet need at the time the packaging process begins (minimum of
$500 and maximum of $4300) if the EFC is greater than $6000 and their Budget is
between $18001 and $24000; 47% of their unmet need at the time the packaging process
begins (minimum of $500 and maximum of $4700) if the EFC is between $1 and $4000
and their Budget is between $24001 and $26000; 37% of their unmet need at the time the
packaging process begins (minimum of $500 and maximum of $4700) if the EFC is
between $4001 and $6000 and their Budget is between $24001 and $26000; 27% of their
unmet need at the time the packaging process begins (minimum of $500 and maximum of
$4700) if the EFC is greater than $6000 and their Budget is between $24001 and $26000.
Also note in this example that the RPTNEED table has several Unmet Need Amount
columns. This example uses the RPTNEED_BEG_UNMET_NEED_AMT column. (The
beginning value of the student’s FM unmet need when the packaging process is run.) This
number is calculated when the packaging process starts processing a student, and
remains fixed. So the resulting calculated amount will be the same regardless of what
priority the STATE_CALC_1 fund has in the packaging group. If the rule had used
RPTNEED_UNMET_NEED_AMT, the resulting calculated amount would differ, depending
on which funds and amounts were awarded to the student during the packaging process
before the STATE_CALC_1 rule was executed.
Note: To keep algorithmic rules as simple as possible, only conditions
which determine the actual amount of an award should be included in
algorithmic rules. Conditions which determine the overall eligibility of the
student for an award should continue to be defined on the Financial Aid
Selection Rules (RORRULE) form.
For example, suppose an institution has a state grant which requires that
the student actually reside in the state. The residency condition could be
defined as a Fund Awarding rule on the RORRULE form, because it isn’t
actually required to determine the amount of the award (see state grant
Example 7, below).
Another institution may have a grant program which awards larger
amounts for in-state students. The residency condition would need to be
included in the algorithmic rule which calculates the amount of the grant
(see state grant Example 8, below).
Field
Value
Rule
STATE_CALC_1
Sequence
1
Banner Financial Aid User Guide
| Processing
258
Field
Value
SQL Statement
SELECT .47 * RPTNEED_BEG_UNMET_NEED_AMT
FROM RPTNEED
WHERE RPTNEED_AIDY_CODE = :AIDY
AND RPTNEED_PIDM = :PIDM
AND RPTNEED_FM_EFC_AMT > 0
AND RPTNEED_FM_EFC_AMT <= 4000
AND RPTNEED_BUDGET_AMOUNT >= 18001
AND RPTNEED_BUDGET_AMOUNT <= 24000
Award Minimum
500
Award Maximum
4300
Field
Value
Rule
STATE_CALC_1
Sequence
2
SQL Statement
SELECT .37 * RPTNEED_BEG_UNMET_NEED_AMT
FROM RPTNEED
WHERE RPTNEED_AIDY_CODE = :AIDY
AND RPTNEED_PIDM = :PIDM
AND RPTNEED_FM_EFC_AMT > 4000
AND RPTNEED_FM_EFC_AMT <= 6000
AND RPTNEED_BUDGET_AMOUNT >= 18001
AND RPTNEED_BUDGET_AMOUNT <= 24000
Award Minimum
500
Award Maximum
4300
Field
Value
Rule
STATE_CALC_1
Sequence
3
Banner Financial Aid User Guide
| Processing
259
Field
Value
SQL Statement
SELECT .27 * RPTNEED_BEG_UNMET_NEED_AMT
FROM RPTNEED
WHERE RPTNEED_AIDY_CODE = :AIDY
AND RPTNEED_PIDM = :PIDM
AND RPTNEED_FM_EFC_AMT > 6000
AND RPTNEED_BUDGET_AMOUNT >= 18001
AND RPTNEED_BUDGET_AMOUNT <= 24000
Award Minimum
500
Award Maximum
4300
Field
Value
Rule
STATE_CALC_1
Sequence
4
SQL Statement
SELECT .47 * RPTNEED_BEG_UNMET_NEED_AMT
FROM RPTNEED
WHERE RPTNEED_AIDY_CODE = :AIDY
AND RPTNEED_PIDM = :PIDM
AND RPTNEED_FM_EFC_AMT > 0
AND RPTNEED_FM_EFC_AMT <= 4000
AND RPTNEED_BUDGET_AMOUNT > 24000
AND RPTNEED_BUDGET_AMOUNT <= 26000
Award Minimum
500
Award Maximum
4700
Field
Value
Rule
STATE_CALC_1
Sequence
5
Banner Financial Aid User Guide
| Processing
260
Field
Value
SQL Statement
SELECT .37 * RPTNEED_BEG_UNMET_NEED_AMT
FROM RPTNEED
WHERE RPTNEED_AIDY_CODE = :AIDY
AND RPTNEED_PIDM = :PIDM
AND RPTNEED_FM_EFC_AMT > 4000
AND RPTNEED_FM_EFC_AMT <= 6000
AND RPTNEED_BUDGET_AMOUNT > 24000
AND RPTNEED_BUDGET_AMOUNT <= 26000
Award Minimum
500
Award Maximum
4700
Field
Value
Rule
STATE_CALC_1
Sequence
6
SQL Statement
SELECT .27 * RPTNEED_BEG_UNMET_NEED_AMT
FROM RPTNEED
WHERE RPTNEED_AIDY_CODE = :AIDY
AND RPTNEED_PIDM = :PIDM
AND RPTNEED_FM_EFC_AMT > 6000
AND RPTNEED_BUDGET_AMOUNT > 24000
AND RPTNEED_BUDGET_AMOUNT <= 26000
Award Minimum
500
Award Maximum
4700
Example 8 - Calculation for a state fund which has a range of offer amounts
based on EFC and whether a student is in-state or out-of-state
This case illustrates how you create a rule for a fund which has a range of offer amounts
based on EFC and whether a student is in-state or out-of-state. (Assume the institution is
in Illinois.)
Banner Financial Aid User Guide
| Processing
261
In this example, the student would be awarded a State grant for $2000 if their FM EFC
amount was $5000 or less and their state of residence was Illinois; $1000 if their FM EFC
amount was $5000 or less and their state of residence was not Illinois.
Field
Value
Rule
STATE_CALC_2
Sequence
1
SQL Statement
SELECT 2000
FROM RPTNEED, RCRAPP1
WHERE RPTNEED_AIDY_CODE = :AIDY
AND RPTNEED_PIDM = :PIDM
AND RPTNEED_FM_EFC_AMT <= 5000
AND RCRAPP1_STAT_CODE = ‘IL’
AND RCRAPP1_AIDY_CODE =
RPTNEED_AIDY_CODE
AND RCRAPP1_PIDM = RPTNEED_PIDM
AND RCRAPP1_CURR_REC_IND = ‘Y’
Field
Value
Rule
STATE_CALC_2
Sequence
2
SQL Statement
SELECT 1000
FROM RPTNEED, RCRAPP1
WHERE RPTNEED_AIDY_CODE = :AIDY
AND RPTNEED_PIDM = :PIDM
AND RPTNEED_FM_EFC_AMT <= 5000
AND RCRAPP1_STAT_CODE <> ‘IL’
AND RCRAPP1_AIDY_CODE =
RPTNEED_AIDY_CODE
AND RCRAPP1_PIDM = RPTNEED_PIDM
AND RCRAPP1_CURR_REC_IND = ‘Y’
Banner Financial Aid User Guide
| Processing
262
Example 9 - Calculate an equity packaging amount based on both gross
need and budget
The preceding examples are all rules that might be defined for use on the Packaging
Group Fund Rules (RPRGFND) form to calculate award amounts for individual funds.You
can also define rules which you can use on the Default Packaging Rules (RPRDEFR)
form and the Packaging Rules (RPRPCKR) form to give additional flexibility in defining
GAP, Equity, and Self-Service amounts. In the past, you could only define fixed Amounts,
Percent of Budget, or Percent of Gross Need on those forms. You can now use an
algorithmic rule for more complex calculations as in the following example.
If this rule was used on RPRPCKR, the equity level for the packaging group would be as
follows: 50% of FM gross need if FM gross need was greater than $5000 and the budget
$10000 or greater; 40% of FM gross need if FM gross need was greater than $5000 and
the budget was less $10000; 30% of FM gross need if FM gross need was $5000 or less
and the budget was greater than $10000; 20% of FM gross need if FM gross need was
$5000 or less and the budget was $10000 or less. This would set the overall equity level
for the student in a particular packaging group so any equity funds defined on RPRGFND
would not exceed these totals. Also, in this example, if the institution has used an
algorithmic rule on RPRGFND for one of the equity funds, the rule on RPRPCKR is
processed first then any rules on RPRGFND are processed.
Field
Value
Rule
EQUITY_CALC
Sequence
1
SQL Statement
SELECT .50 * RPTNEED_GROSS_NEED_AMT
FROM RPTNEED
WHERE RPTNEED_AIDY_CODE = :AIDY
AND RPTNEED_PIDM = :PIDM
AND RPTNEED_GROSS_NEED_AMT > 5000
AND RPTNEED_BUDGET_AMOUNT > 10000
Field
Value
Rule
EQUITY_CALC
Sequence
2
Banner Financial Aid User Guide
| Processing
263
Field
Value
SQL Statement
SELECT .40 * RPTNEED_GROSS_NEED_AMT
FROM RPTNEED
WHERE RPTNEED_AIDY_CODE = :AIDY
AND RPTNEED_PIDM = :PIDM
AND RPTNEED_GROSS_NEED_AMT > 5000
AND RPTNEED_BUDGET_AMOUNT <= 10000
Field
Value
Rule
EQUITY_CALC
Sequence
3
SQL Statement
SELECT .30 * RPTNEED_GROSS_NEED_AMT
FROM RPTNEED
WHERE RPTNEED_AIDY_CODE = :AIDY
AND RPTNEED_PIDM = :PIDM
AND RPTNEED_GROSS_NEED_AMT <= 5000
AND RPTNEED_BUDGET_AMOUNT > 10000
Field
Value
Rule
EQUITY_CALC
Sequence
4
SQL Statement
SELECT .20 * RPTNEED_GROSS_NEED_AMT
FROM RPTNEED
WHERE RPTNEED_AIDY_CODE = :AIDY
AND RPTNEED_PIDM = :PIDM
AND RPTNEED_GROSS_NEED_AMT <= 5000
AND RPTNEED_BUDGET_AMOUNT <= 10000
Banner Financial Aid User Guide
| Processing
264
Columns defined on the Temporary Packaging Need
Table (RPTNEED)
The Temporary Packaging Table (RPTNEED) is populated for a financial aid recipient by
the Packaging Process (RPEPCKG) prior to packaging the student. Any row created on
this table is inserted for a student, used, and then deleted. The table is also populated
when you use the Test Rule button on the Algorithmic Packaging Rules (RPRALGR) form.
Column Name
Comment
RPTNEED_AIDY_CODE
AID YEAR CODE: The aid year associated with the
need data.
RPTNEED_PIDM
PIDM: The internal system generated student
identification number.
RPTNEED_SIMULATE_SW
SIMULATE SWITCH: Indicates whether or not this row
was created during simulated packaging.
(See note below regarding this
column)
RPTNEED_BUDGET_AMOUNT
BUDGET AMOUNT: The amount of the student’s cost of
attendance.
RPTNEED_RESOURCE_
AMOUNT
RESOURCE AMOUNT: The total amount of outside
resources used in the applicant’s need calculation.
These include contracts and exemptions which are not
excluded from counting towards financial aid resources.
RPTNEED_REPLACE_EFC_
AMT
REPLACE EFC AMOUNT: The total amount of the
student’s awards used to replace the expected family
contribution.
RPTNEED_REDUCE_NEED_
AMT
REDUCE NEED AMOUNT: The total amount of the
student’s awards used towards gross need.
RPTNEED_EFC_IND
EFC INDICATOR: The expected family contribution
(EFC) to be used in the calculation of need. An “F”
indicates FM EFC will be used. An “I” indicates IM EFC
will be used.
RPTNEED_EFC_AMT
EXPECTED FAMILY CONTRIBUTION: The student’s
most recently calculated expected family contribution
(EFC).
RPTNEED_FM_EFC_AMT
FM EXPECTED FAMILY CONTRIBUTION: The
student’s most recently calculated expected family
contribution (EFC) using federal methodology (FM).
RPTNEED_GROSS_NEED_AMT
GROSS NEED: The gross need of the applicant defined
as budget minus expected family contribution (EFC),
minus resources.
Banner Financial Aid User Guide
| Processing
265
Column Name
Comment
RPTNEED_EXCESS_EFC_AMT
EXCESS EFC: The total amount of the student’s awards
which are designated as replacing EFC but instead are
used to reduce need.
RPTNEED_UNMET_NEED_AMT
UNMET NEED: The student’s unmet need which is the
gross need minus any awards.
RPTNEED_IM_EFC_AMT
IM EXPECTED FAMILY CONTRIBUTION: The
student’s most recently calculated expected family
contribution (EFC) using institutional methodology (IM).
RPTNEED_IM_GROSS_NEED_
AMT
IM GROSS NEED: The gross need of the applicant
defined as budget minus IM expected family contribution
(EFC), minus resources.
RPTNEED_IM_UNMET_NEED_
AMT
IM UNMET NEED: The student’s unmet need which is
the IM gross need minus any awards.
RPTNEED_BEG_UNMET_
NEED_AMT
UNMET NEED: The beginning value of the student’s FM
unmet need when the packaging process is run.
RPTNEED_BEG_IM_UNMET_
NEED_AMT
IM UNMET NEED: The beginning value of the student’s
IM unmet need when the packaging process is run.
RPTNEED_FM_BUDGET_AMT
FM BUDGET AMOUNT: The amount of the student’s FM
cost of attendance.
RPTNEED_IM_BUDGET_AMT
IM BUDGET AMOUNT: The amount of the student’s IM
cost of attendance.
RPTNEED_IM_EXCESS_EFC_
AMT
IM EXCESS EFC: The total amount of the student’s
awards which are designated as replacing IM EFC but
instead are used to reduce need.
RPTNEED_FM_DIRECT_
COST_AMT
FM DIRECT COST AMOUNT: The direct cost amount of
the student’s FM cost of attendance.
RPTNEED_IM_DIRECT_
COST_AMT
IM DIRECT COST AMOUNT: The direct cost amount of
the student’s IM cost of attendance.
RPTNEED_BUDGET_AMOUNT
BUDGET AMOUNT: The amount of the student’s cost of
attendance associated with the EFC indicator.
RPTNEED_SIMULATE_SW Column
The RPTNEED_SIMULATE_SW column is populated dynamically based on whether
RPEPCKG is run in A (Actual) or S (Simulated) mode. If run in A (Actual), the value is N. If
run in S (Simulated), the value is Y. When using functions, you can use the
RPTNEED_SIMULATE_SW so the packaging process can look at the RPRAWRD
(permanent) or RPTAWRD (temporary) tables.
Banner Financial Aid User Guide
| Processing
266
The example below demonstrates how to utilize this column in a rule.
Select 1500 from RPTNEED
Where RPTNEED_AIDY_CODE = :aidy
and RPTNEED_PIDM = :pidm
and RPKALGR.F_GET_FUND_OFFER
(:AIDY,:PIDM,'PELL',RPTNEED_SIMULATE_SW) <4310
When RPEPCKG is run in A (Actual), the packaging process examines the permanent
tables to obtain the Pell value (this assumes that the Calculate Pell Award parameter is set
to Y or Pell has already been awarded).
When RPEPCKG is run in S (Simulated), the packaging process looks at the temporary
tables to obtain the Pell value (this also assumes that the Calculate Pell Award parameter
is set to Y).
Examples 3, 5 and 6 in the Sample Algorithmic Packaging Rules section also demonstrate
how this switch can be utilized in rules.
Warning! It is recommended that you do not use
RPTNEED_SIMULATE_SW = 'Y' as a hard-coded value in a rule since
inaccurate results could occur if you are packaging in Actual Mode and
the temporary tables are not available, or have different values than that
which is in the permanent tables.
Functions defined in the rpkalgr package
The following section lists the functions defined in the rpkalgr package that you can use in
algorithmic packaging rules.
F_GET_FUND_OFFER
Function to calculate award offer amounts for an aid year, student, and fund code.
f_get_fund_offer
( p_aidy_code,
p_pidm,
p_fund_code,
p_simulate_sw)
Banner Financial Aid User Guide
| Processing
267
F_GET_FFID_OFFER
Function to calculate award offer amounts total for an aid year, student, and federal fund
ID.
f_get_ffid_offer
( p_aidy_code,
p_pidm,
p_fed_fund_id,
p_simulate_sw)
F_GET_PRIOR_YEAR_FUND_OFFER
Function to calculate prior year award offer amounts for an aid year, student, and fund
code. (The p_aidy_code value is the current year.)
f_get_prior_year_fund_offer
( p_aidy_code,
p_pidm,
p_fund_code)
F_GET_PRIOR_YEAR_FFID_OFFER
Function to calculate prior year award offer amounts total for an aid year, student, and
federal fund id.
f_get_prior_year_ffid_offer
( p_aidy_code,
p_pidm,
p_fed_fund_id)
Banner Financial Aid User Guide
| Processing
268
Packaging process definitions
Initialization process (run as part of RPEPCKG)
The initialization process takes any pre-awarded funds that are on the student’s award
record in an offered or accepted status and, if the award was system generated, refunds
the dollars to the appropriate fund management account.
Warning! This process will not delete and redeposit any funds or portion
of funds if: (1) the fund was manually added; (2) the award has been
memoed, authorized, or paid; or (3) the fund is locked. Following this
process, the new fund balances can be seen by running a Simulation
Fund Balance Report (RFRSBAL), or by viewing the Fund Budget Inquiry
(RFIBUDG) form.
Simulated packaging
First, the Action indicator on the GJAPCTL form for this process must be set to S
(Simulation). Then, to get a true picture of the funds available to be awarded, the
initialization process needs to be run. In simulated packaging, online results cannot be
viewed as the database is not being updated. Also in simulation, if the fund runs out of
money, the fund will continue to be packaged. The amount of insufficient funds will then be
indicated in a separate column on the fund report.
Actual packaging
To run actual packaging, the Action indicator on the GJAPCTL form for this process must
be set to Actual. The actual packaging mode will go through the initialization process, then
the packaging process, and then it will post the packaged awards to the student's award
record. Following the actual packaging routine, the applicant award report can be run to
show the packaged awards, in order, by student (rpbawrd.out).
Awarding dependent student without parental support
When a student has completed the FAFSA as a dependent student without parental
information, their ISIR is rejected and the EFC is an Unofficial EFC. Once the school
confirms that the student is not receiving any parental support, the school can indicate this
by checking the Dependent without Parent Data field on RPAAWRD - Pell and Loan tab
and award the student an Unsubsidized Stafford loan.
Banner Financial Aid User Guide
| Processing
269
Using NSLDS data
The following sections explain how Banner provides the capability to utilize the NSLDS
source data in determining financial aid eligibility. The Financial Aid processes utilize the
cumulative loan-limit checking features.
Award validation
Generally, a student is not eligible for U.S. Federal Student Aid funds if the student is in
default on a Federal student loan or owes an overpayment on a Federal grant or loan and
has not made a repayment arrangement for the default or overpayment. When the FAFSA
is processed, the CPS matches the student against the National Student Loan Data
System (NSLDS) to check for defaults, overpayments, and exceeded loan limits. Due to
NSLDS matching, the use of Financial Aid Transcripts (FAT) became redundant beginning
with the 2001-2002 aid year when the mandatory use of the NSLDS was required. Banner
still contained logic to examine the FAT table if the option was set to use Banner history.
For this reason, a change was made in Banner to exclude the old logic for default and
overpayment processing to only use NSLDS information when packaging U.S. Federal
funds, creating Federal loan applications, and disbursing Federal funds.
Often institutions award aid early in the processing year, but do not create loan
originations until a later time. During this time lapse, it is possible for default and/or
overpayment information to be received from NSLDS which then makes the student
ineligible. The creation of a loan origination, whether a Direct Loan or Electronic Loan, will
be prohibited if the student is now in default. An institution may override the status of
default and/or overpayment when sufficient documentation has been received, by
manually creating a current NSLDS record or using the NSLDS Override field on the
Need Analysis Result (RNARSxx) form. When an override has been performed, a loan
origination may be created; however, the Loan Default field (RPRLAPP_IN_DEFAULT)
is updated to N (No) to reflect the current situation of the student.
When NSLDS data became available to schools in the EDE data load files many years
ago, Banner implemented a Source of Award History option on the Packaging Options
form (RPROPTS) to allow schools to select either N (NSLDS) data or B (Banner) data. All
schools must now use NSLDS data for this purpose. Starting with the 2006–2007 aid year,
N (NSLDS) is the only valid source of award history.
The Packaging and Disbursement processes will use NSLDS data for validation purposes.
The Electronic Loan Application (RPRELAP) and Direct Loan Record Creation
(RPRLORC) processes will use the NSLDS Match indicator values to determine if a
student is in default or overpayment. Loan records are not created if the student is in
default and/or overpayment, unless the NSLDS Override field is set in the following
manner on the Federal Match Indicators window of the Need Analysis Result (RNARSxx)
form.
NSLDS Match field (RNASLxx)
NSLDS Override Field Must Be (RNARSxx)
2=Default
D=Default tests or A=All tests
3=Overpayment
O=Overpayment tests or A=All tests
4=Default and Overpayment
A=All tests
Banner Financial Aid User Guide
| Processing
270
Award validation prior to receipt of NSLDS data
It is possible that Stafford and/or Perkins awards could be made prior to the receipt of
NSLDS data for the year. In this event, cumulative limit or default/refund checking could
not be performed against current year data in packaging. Default/refund checking would
instead be performed at disbursement time. No federal aid would be disbursed until the
Official Source indicator was set to Official, but cumulative limit tests could not be done.
In this case, for Stafford Loans, Banner will use the Aggregate Outstanding Balances from
the most recent NSLDS record from the prior year. We should assume that no current year
loans are included in the prior year NSLDS data. The formula to use in validation would be
(NSLDS Aggregate Outstanding Balance + Prior Banner amount for the current year +
Award Difference) must be less than or equal to the aggregate limit for the federal fund ID
in RPRFEDR for the current year.
Perkins Loans (Cumulative Amount from NSLDS + Prior Banner amount for the current
year + Award difference) must be less than or equal to the aggregate limit for Perkins
loans in RPRFEDR. If the ELO Indicator on the NSLDS record = Y, use the rows in
RPRFEDR where the ELO Indicator = Y.
Award validation after receipt of NSLDS data
Original awards
When an original award is made for the year, it can be assumed that the NSLDS amounts
do not include any current year amounts. Stafford loans (NSLDS Total Loan Amount +
New Award for the year) must be less than or equal to the cumulative amount from
RPRFEDR. The Total Loan Amount differs from the Aggregate Outstanding Balance in
that the total already includes any pending disbursements whereas the Outstanding
Balance does not include pending disbursements. Any pending disbursements present at
this time would have to be for the prior year since the new award has not been made for
the current year yet so NSLDS cannot know about it yet. Pending disbursements from a
prior year will be included in the aggregate test. Also, Outstanding Balances could include
capitalized interest on unsubsidized loans but Total Loan Amount would not. Capitalized
Interest does not reduce the remaining amount available to borrow so the total will be
used.
Modifying existing Stafford, Direct or Perkins awards
Stafford/Direct loans
For Stafford/Direct loans, Banner determines if a current year loan is included in the
current NSLDS record.
• The first check is of the recent loans table (RCRLDS6) where the NSLDS Program
Code matches the type of loan being validated (Direct Sub = D1, Unsub Direct = D2,
Sub Stafford = SF, Unsub Stafford = SU).
Banner Financial Aid User Guide
| Processing
271
• If the Begin Date is between the Aid Year Start Date and the Aid Year End Date, Banner
assumes that the current year amounts are already included in the NSLDS aggregate
amounts. Otherwise, Banner assumes that the current year amounts are not included.
If the assumption is Yes, Banner validates that (Total Amount from NSLDS + Award
Difference only) is less than the cumulative limit from RPRFEDR.
If the assumption is No, Banner validates that (Total Amount from NSLDS + Prior Banner
amount for the year + Award Difference) is less than the cumulative limit from RPRFEDR.
Perkins loans
For Perkins loans, Banner validates that ((NSLDS Cumulative Amount - NSLDS Current
Year Amount) + Prior Banner amount for the year + Award Difference) is less than the
cumulative limit from RPRFEDR.
Default/refund information and financial aid eligibility
Banner provides the capability for Banner to utilize NSLDS source data for default/
overpayment information in determining eligibility for financial aid.
Validating awards against defaults/refunds
Previously, the Award Validation routine (UVARTN) checked the NSLDS default/refund
statuses on the current RCRAPP4 record (RCRAPP4_NSLDS_MATCH). Banner now
checks the current NSLDS record (RCRLDS4_MATCH_IND) for the information. The
RCRAPP4 check is available to maintain prior year compatibility.
For students who resolve default/refund problems during the aid year: If a default or refund
problem is resolved by a student during the year, the student regains eligibility for FFEL
and Direct loans for the entire aid year (loan period). The student only regains eligibility for
other Title IV aid programs for the current payment period (period) and for future payment
periods in the same aid year, but not for prior payment periods in the same aid year.
Since NSLDS only has one summary default/refund status field (NSLDS Match
Indicator), Banner cannot perform separate edits by payment period. Banner uses the
single indicator and assume that value for the entire year. This must be done since:
• There is no way to tell if the match indicator changed to correct an NSLDS data problem
or if the status actually changed,
• There is no way to tell the effective date of that change to determine which payment
period the change became effective, and
• It is possible that the first and only NSLDS record received by the school for the year
shows a satisfactory default/refund status; the school would never know that the status
for a previous payment period was unsatisfactory.
Banner Financial Aid User Guide
| Processing
272
Validating disbursements against defaults/refunds
Disbursement validation also uses RCRLDS4_MATCH_IND for checking defaults and
refunds on overpayments.
For Perkins loans, the disbursement process works so that if NSLDS data indicates a
default or overpayment condition and a previous payment had been made to the student,
the previous payment of a Title IV fund will not be backed out - even if
RFRASPC_INEL_BEF_CUT_DATE_IND or
RFRASPC_INEL_AFT_CUT_DATE_IND indicators are set to B (Back Out).
This is necessary because if you received information about the default/repayment after
the payment was made, then your school is not responsible for recovering the money. No
new money will be paid but no money will be backed-out. You could still reduce the
amount of the award (even to zero) and the recoup feature will still return the funds.
(Recoup comes into play when no disbursement rejects are found.)
Since Stafford Loans are never backed-out, Banner prevents the payment of additional
loan proceeds. The processing of returned checks is still allowed.
Packaging and disbursement procedures
Packaging implementation
1. Set up your packaging groups and create a group priority on the Packaging Group
Validation (RTVPGRP) form.
Remember that the lower the number, the higher the priority. You may want to leave a
range between groups for ease in adding groups at a later time. Create an award
priority. This priority is used in the awarding process to select the order in which
packaging groups will be awarded funds.
Note: Remember to add your default Packaging Group onto RTVPGRP
before entering it on ROAINST.
2. Define all possible award statuses in the Award Status Validation (RTVAWST) form.
Check the appropriate values to the Offered, Accepted, Cancelled, and Declined
indicators for each status.
Note: Only one indicator may checked for each award status, but multiple
award statuses can have the same indicator checked. Remember to
assign the appropriate statuses built here to each fund on RFRMGMT.
3. Access the Packaging Options (RPROPTS) form.
Use this form to select options that control the method in which certain functions
perform in the packaging module. Complete the Packaging Options, Exemptions/
Banner Financial Aid User Guide
| Processing
273
Contracts Options, and Disbursement Options sections. Determine institutional policy
on enrollment cut-off dates for the periods within the aid year you are defining.
Note: If the Disburse If Charges Not Accepted box is not checked and
the student's charges have not been accepted, then the disbursement
process will not process any payments directly to the student's account.
However, process authorizations and memos can be processed.
If the Disburse If Charges Not Accepted box is checked, the
disbursement process can post payments directly to the student's
account whether or not the student's charges have been accepted.
4. Open the Default Packaging Rules (RPRDEFR) form.
Determine institutional policy on Gap, Equity, and Self-Help Packaging Rules.
Equity Packaging can use one of three methods:
(1)
Percentage of Gross Need,
(2)
Percentage of Budget, or
(3)
Equity Amount.
This form is used only as a default for those rules which may be used for individual
packaging groups. Gap Packaging can be accomplished by using either a Percentage
of Gross Need or a Gap Amount.
Self-Help Packaging can be accomplished through:
(1)
Percentage of Gross Need,
(2)
Percentage of Budget, or
(3)
Self-Help Amount
5. Access the Packaging Rules (RPRPCKR) form.
Assign your Gap, Equity, and Self-Help rules to Packaging Groups to which they may
apply. To default in the rules from RPRDEFR, use the Create Record function. To view
the default rules on RPRDEFR, use the Count Query Hits function.
Note: If rules do not exist for a group, then no Gap, Equity, or Self-Help
rules will be used for that group. The packaging routine will not use the
rules defined on RPRDEFR.
6. Open the Financial Aid Selection Rules (RORRULE) form.
Define your packaging group assignment rules for each packaging group in the aid
year you are defining. These rules are optional if you will not be performing automatic
packaging. The Packaging/Disbursement Rules types include:
• Packaging Group Assignment
• Fund Awarding
Banner Financial Aid User Guide
| Processing
274
• Fund Disbursement
• Packaging Group Fund Awarding
7. Categorize your funds into packaging groups in the Packaging Group Fund Rules
(RPRGFND) form.
Define a minimum, maximum, and percentage of unmet need that the fund should
meet. Also identify the methodology to be used for the awarding of that fund within the
group (F - Federal or I - Institutional). Each fund code should be given a priority. This
controls the sequence by which the funds are interrogated during the packaging
process.
Note: Any fund with a Federal Fund ID of Pell cannot be associated with
a packaging group. The Pell awarding process is separate from the fund
awarding process.
Any fund with an unchecked Automatic Packaging indicator on
RFRMGMT cannot be associated with a packaging group.
The same fund can be included in the packaging group multiple times
with differing priorities.
Packaging/simulation
For successful batch packaging, an applicant must:
1. Have a packaging complete date that is null (RPAAWRD, RPAAPMT, ROARMAN).
2. Not have any outstanding tracking requirements that prevent packaging. (RPAAREQ).
3. Have a packaging group (RPAAWRD, RPAAPMT, ROARMAN).
4. Meet all hardcoded rules (Award Validation Rules). The fund must also meet any
locally developed notes on the RORRULE form such as a Fund Award Rule or
Packaging Group Fund Award Rule.
Packaging in actual or simulation mode should follow this procedure:
1. Run RPEPCKG.
The packaging process run will be based on the mode identified in GJAPCTL. The
action indicator should be set to S for Simulation mode or A for Actual mode.
Running these processes will produce the rpepckg.log file. Check this file for error
messages to ensure that the processes were completed successfully. Use the Print
Report parameter to select your report output prior to the process run.
The possible packaging reports created by this process when the Action Indicator is
set to either A (Actual) or S (Simulated) includes the following:
rpbawrd.lis – Packaging Award Report
rpbfund.lis – Packaging Fund Report
Banner Financial Aid User Guide
| Processing
275
Although you are no longer required to use the Packaging Print Process (RPBPDRV)
during a normal run of the RPEPCKG Process, you can use RPBPDRV to reprint existing
extract files.
RPBPDRV requires that the rpepckg.ext file is present in your jobsub directory. If you want
to re-print an already extracted .ext file, you must rename the rpepckg_job#.ext you want
to report on to rpepckg.ext. You can run RPBPDRV on any rpepckg_job#.ext you want as
long as you rename the file.
Federal Shopping Sheet
The Federal Shopping Sheet is designed to help standardize the way student costs and
aid are communicated to students. Additionally, this functionality provides students
information about graduation rates, default rates, and median borrowing rates at the
institution.
The Federal Shopping Sheet can be implemented on a voluntary basis for the 2013-2014
award year, except for those institutions that have agreed to Executive Order 13607
(disclosure requirements for federal funds received under the military and veterans
educational benefits). This functionality will allow institutions to send a paper copy of the
Federal Shopping Sheet to students as well as present Shopping Sheet information to the
student in Banner Financial Aid Self-Service.
Shopping Sheet Setup
The Federal Shopping Sheet Setup (RPRSHOP) form is used to define Default Campus
demographic information, Campus specific demographic information, Aid Year Budgeting
components, Period Based Budget components and Fund codes.
The Default and Campus Setup tabs allow simple text entry to define specific values used
to display heading, address, phone, email, and other Federal Shopping Sheet data.
Note: After setting up the Address information and the Custom Text
information on the Default Setup Tab and Campus Setup Tab, you should
test the RPRSSBP process to be sure there are no data overflow
problems since there is limited text area that can be accommodated in the
shopping sheet template provided by the Department of Education.
The Default Setup tab allows you to define values for the default campus. These values
are used whenever there are no campus specific values configured or if the student’s
campus does not match any campus specific entries defined on the Campus Setup tab.
The Campus Setup tab allows you to optionally configure shopping sheet data, specific to
each campus.
Note: To display common data on all generated shopping sheets,
populate fields on only the Default Setup tab.
Banner Financial Aid User Guide
| Processing
276
When the Campus code is entered, any associated information currently found in the
RORCAMP table (as displayed on ROAINST) for this campus code will be populated.
When the Shopping Sheet Batch Process (RPRSSBP), which is used to generate the
shopping sheet, is determining the campus to use for the student, the logic will first
attempt to find the max General Student record (SGBSTDN) with an effective term that is
less than or equal to the earliest term in the student's aid period. If no General Student
record is found, the logic will attempt to find the max Application record (SARADAP) that is
less than or equal to the earliest term in student’s aid period. If neither a General Student
or Application record is found, the campus information for the shopping sheet will be
provided using the data established on the Default Setup tab of RPRSHOP. In addition, if
the campus code identified for the student does not match a value on the Campus Setup
tab of RPRSHOP, the data established on the Default Setup tab of RPRSHOP will be
used.
The Aid Year Budget Setup tab allows you to associate budget components with the
predefined cost categories on the Shopping Sheet.
Note: This tab is used to configure budgets only if you are using Aid-Year
Budgeting (RBAABUD).
The Aid Year Budget Setup tab allows you to choose which aid year budget components
will be summed to produce the category values on the shopping sheet of Tuition and Fees
Budget Components, Housing and Meals, Books and Supplies, and Transportation. Other
educational costs will be calculated automatically as the remaining amount in the student’s
budget not included in the other categories.
This tab is not specific to an individual campus. Therefore, any budget components used
for the various campuses for which you process will need to be defined.
Example1
The Main Campus uses TUI for the tuition budget component Northeast Campus uses
TUNE for the tuition budget component Main Campus processes financial aid for both the
Main Campus and Northeast Campus. Therefore, both TUI and TUNE need to be defined
on the Aid Year Budget tab under the Tuition and Fees category. If the student happens to
be attending the Main Campus in the Fall and Northeast Campus in the Spring, both the
TUI and TUINE will be picked-up by the Shopping Sheet Batch Process (RPRSSBP).
The Period Budget Setup tab allows you to choose which period budget components will
be summed on the shopping sheet of Tuition and Fees Budget Components, Housing and
Meals, Books and Supplies, and Transportation. Other educational costs will be calculated
automatically as the remaining amount in the student's budget not included in the other
categories.
This tab is not specific to an individual campus. Therefore, any budget components used
for the various campuses for which you process will need to be defined.
Example 2
The Main Campus uses TUI for the tuition budget component Northeast Campus uses
TUNE for the tuition budget component Main Campus processes financial aid for both the
Main Campus and Northeast Campus. Therefore, both TUI and TUNE need to be defined
Banner Financial Aid User Guide
| Processing
277
on the Aid Year Budget tab under the Tuition and Fees category. If the student happens to
be attending the Main Campus in the Fall and Northeast
Campus in the Spring, both the TUI and TUINE will be picked-up by the Shopping Sheet
Batch Process (RPRSSBP).
The Fund Setup tab allows you to enter fund selection rules for the four award categories
on the Federal Shopping Sheet of Grants from School, Grants from State, Other
Scholarships, and Work Study (Federal, State, or Institutional). You can enter a fund
source, and fund type, or both, to select groups of funds. As an alternate method, you can
specify just a fund code to include individual funds in a particular category.
Example 3
Fund Source = INST (source type of Inst on RTVFSRC)
Fund Type = GRNT (aid type of Grant on RTVFTYP) setup in the Grants from School
block will result in the Shopping Sheet Batch Process (RPRSSBP) doing a summation of
all funds defined as Institutional Grants. If the institution also has Fund Sources = INST
and Fund Types = SCHL (aid type of Scholarship on RTVFTYP), this combination will also
need to be configured under the Grants from School block.
The Shopping Sheet Batch Process (RPRSSBP) will then sum all funds that were
awarded to the student that met the above criteria and place that value in the Grants from
School line of the Shopping Sheet.
Example 4
Fund Source = INST setup in the Grants from School block will result in the Shopping
Sheet Batch Process (RPRSSBP) doing a summation of all funds defined as Institutional
(scholarship, grant, loan, work). If the institution only had Institutional scholarships and
grants, this setup could be done in the Grants from School section of the tab. However,
this setup would not be appropriate if the institution has institutional funds that included
loans and work. In this situation, it is recommended that you use Example 3 (above) for its
Grants from School setup.
Example 5
Fund Type = WORK (aid type of Work on RTVFTYP) setup in the Work Options block will
result in the Shopping Sheet Batch Process (RPRSSBP) doing a summation of all funds
defined as Work (federal, state, institutional). Because the Shopping Sheet requires that
all work sources be summed, this setup would be appropriate for schools to display all
work funds awarded to a student.
Pell Grants are not required to be defined on the Federal Shopping Sheet Setup
(RPRSHOP) form because the Shopping Sheet Batch Process (RPRSSBP) will
automatically sum any funds codes defined with the Federal Fund ID of PELL and display
that for the Federal Pell Grant total in the Grants and scholarships to pay for college
section of the Shopping Sheet.
The Other scholarships you can use data includes the Fund codes entered under Other
Scholarships as well as the Resource amount that appears on RPRAAWRD/RPAAPMT/
ROARMAN.
Banner Financial Aid User Guide
| Processing
278
Federal Perkins loans are not required to be setup on the Federal Shopping Sheet Setup
(RPRSHOP) form because the Shopping Sheet Batch Process (RPRSSBP) will
automatically sum any funds codes defined with the Federal Fund ID of PERK and display
that for the Federal Perkins Loan total in the Loan options section of the Shopping Sheet.
Federal Direct Subsidized Stafford loans are not defined on the Federal Shopping Sheet
Setup (RPRSHOP) form because the Shopping Sheet Batch Process (RPRSSBP) will
automatically sum any funds codes defined with the Direct Loan Indicator = S and display
that for the Federal Direct Subsidized Loan total in the Loan options section of the
shopping sheet. Federal Direct Unsubsidized Stafford loans are not defined on the Federal
Shopping Sheet Setup (RPRSHOP) form because the Shopping Sheet Batch Process
(RPRSSBP) will automatically sum any funds codes defined with the Direct Loan Indicator
= U and display that for the Federal Direct Unsubsidized Loan total in the Loan options
section of the Shopping Sheet.
In order for a student to have a shopping sheet generated, the Shopping Sheet
Information Access Indicator must be set to Yes. This can be done via batch posting or
individually on RPAAWRD/RPAAPMT.
The Shopping Sheet Batch Process (RPRSSBP) is used to produce shopping sheets for a
population of students. If the student’s record has the Shopping Sheet Information Access
Indicator set to Yes then a shopping sheet will be generated for him/her. If the student
does not have budget or award information, the shopping sheet will be generated with
values of 0 for those applicable fields.
RPRSSBP allows you to use a Letter Generation code to keep track of when a shopping
sheet was generated for a student. If you choose use the Letter Generation code option,
the code will show up on RUAMAIL after the pdf file is produced. In addition, RPRSSBP
allows you the option of updating only the Print Date (User ID and Activity Date) instead of
having a new letter code entry each time the RPRSSBP process is run. The Letter Code
used on RPRSSBP is applicable only for the Shopping Sheet being produced within
Banner INB. When a shopping sheet is generated in Self-Service, the Letter Code on
ROAINST - Web Processing Rules tab - Shopping Sheet Letter Code
(RORWEBR_SS_LETR_CODE) will be used. Ellucian does not recommend using the
same Letter Code for RPRSSBP as is being used for Self-Service.
The shopping sheet is available for students in Self-Service. In order for a student to be
able to view his/her shopping sheet, the Shopping Sheet Information Access Indicator
must be set to Yes. This can be done via batch posting or individually on RPAAWRD/
RPAAPMT. In addition, you have the option to allow the student to see a PDF version of
the shopping sheet, html version of the shopping sheet or both. Setup is one on the Web
Processing Rules tab of ROAINST (Display Federal Shopping Sheet - PDF and Display
Federal Shopping Sheet - HTML). In addition, a letter generation letter code can be used
to identify when a student has viewed their shopping sheet. Everytime a shopping sheet is
generated in Self-Service for a student, the letter code will show up on RUAMAIL. To avoid
a lot of duplicate entries, Ellucian recommends you have the Shopping Sheet Letter
Code Update Indicator set to Yes. When set to Yes, the letter code will not get
duplicated and only the Print Date (User ID, Activity Date) will be updated for the already
existing letter code.
Banner Financial Aid User Guide
| Processing
279
The Financial Aid Main Menu will display a link to the Federal Shopping Sheet web page.
This link will appear if: (RORWEBR_SS_PDF_INFO_ACCESS_IND = Y
OR
RORWEBR_SS_HTM_INFO_ACCESS_IND = Y)
AND
RORSTAT_SS_INFO_ACCESS_IND = Y.
The following text will be provided, by default, under the Federal Shopping Sheet link:
Information about the Cost of Attendance and Aid that you have been awarded is
provided in a standardized format which facilitates easy comparison with other higher
education institutions.
Once the student clicks on the link, they will be prompted to select the appropriate aid year
and then will be presented with the PDF and/or HTML link to their Shopping Sheet.
• If the institution has elected to display both the PDF and HTML versions of the shopping
sheet, both links will be displayed.
• If the institution has elected to display the PDF version of the shopping sheet in Banner
Financial Aid Self-Service, only the PDF link will be displayed.
• If the institution has elected to display the HTML version of the shopping sheet in
Banner Financial Aid Self-Service, only the HTML link will be displayed.
Note: You will need to identify the applicants you wish to display the
shopping sheet information to within Banner Financial Aid Self-Service
using a population selection. You will then batch post the RORSTAT
indicator to Y at the time you wish to make the information available in
Self-Service.
You can disable the shopping sheet information (discontinue displaying
the link) on an individual applicant basis by manually updating the
indicator on RPAAWRD/RPAAPMT or through Batch posting a value of N
(No). In addition, two fields in the Web Processing Rules tab of ROAINST
(Display Federal Shopping Sheet - PDF and Display Federal
Shopping Sheet - HTML) can be used to control whether students can
display the Federal Shopping Sheet in Self-Service as a PDF document
or an HTLM page. If you wish to make the Shopping Sheet link available
in other areas of Banner Financial Aid Self-Service (besides the Main
Financial Aid Menu), you can do so through Web Tailor.
Note: To insure proper formatting of the HTML version of the shopping
sheet in self-service, web browsers need to be set to display with a zoom
level of 100%.
Banner Financial Aid User Guide
| Processing
280
Generated Federal Shopping Sheet
To display the generated Shopping Sheet on Banner Financial Aid Self-Service for a
student to view, the process (RPRSSBP) must be started from host by an administrator.
An Oracle user account must exist or be newly created for this purpose. This user must
have similar access rights as a regular FINAID user. At a minimum, this user must be
allowed seven (7) simultaneous database connections. By default, the process is
designed to service up to six (6) simultaneous requests from Self-Service for a Shopping
Sheet.
However, an additional seventh connection is needed for the administrative aspect of the
process. As such, a total of seven (7) simultaneous database connections is required.
The default number of connections can be modified by individual institutions. To adjust the
default number of connections, modify the rprssbp.shl script (for UNIX) or rprssbp.pl
script (for Windows).
The number for the switch -Dmax.threads can be increased or decreased
accordingly. The default value is 6.
Note: A minimum of one thread will also be used by the process. So, if
the administrator supplies a number of 0, the process will ignore the
change and assume a 1 instead.
FAQs
Federal Shopping Sheet Processing
Q1: What happens if we use the default value of 6, but seven students request for a
shopping sheet to display on Banner Financial Aid Self-Service at the same time?
A: The first six students will be processed, as normal. The seventh student will be placed
in a queue, awaiting an available connection. As soon as one of the original six student
shopping sheets is completed, the seventh student will be moved from the que and
processed. There is no limit to the number of students that can be queued. Each student
will be processed, as connections become available.
Q2: What if all six students stay on the web page and continue to view the Shopping
Sheet, does the seventh student have to wait until one of the original six students is done
viewing the Shopping Sheet?
A: No. The six thread limit is valid only on creation of the PDF document. Viewing the
document implies that PDF generation is complete. So, viewing the resulting PDF
document does not count against the six thread limit.
Banner Financial Aid User Guide
| Processing
281
Advance Queuing (AQ) Setup for the Shopping Sheet
This is an optional implementation for Self Service Shopping Sheet.
For the optional PDF Self Service Shopping Sheet to function properly, the AQ option of
the new process RPRSSBP must be implemented.
Three steps are needed to enable AQ for RPRSSBP.
1. In GTVSDAX, query on Group RPRSSBP% and Translation Code for FINAID%. Each
process will have two records, FINAID_AQ and FINAID_AQ_RTN. Both records
must have the External Code set to Y.
2. In ROAINST, Web Processing Rules, check Display Federal Shopping Sheet - PDF.
3. From host run this command where user is an Oracle user and password is the
password to login for that user:
rnrqini user/password START
Pell processing
Introduction
The Higher Education Opportunity Act (HEOA) of 2008 authorized the awarding of up to
two Federal Pell Grants within an academic year. This User Guide addresses the 3
phases of this implementation process:
• Phase 1 - Issued in June 2009, allows up to 200% of a scheduled Federal Pell Grant
award within an academic year.
• Phase 2 - Issued in April 2010, addresses the ability to assign a Summer term (now
known as period) to more than one aid year for the purposes of awarding and disbursing
Two Pell Grants in an Award Year, the ability to assign Pell awards based on what aid
year the award is most advantageous to the student. A second Pell scheduled award
will be granted if at least one credit is being taken in the next academic period.
• Phase 3 - Issued in July 2010, addresses the Pell award calculation based on earned
hours, as well as the impact of crossover periods on database packages and Title IV
refunding.
Note: The HEOA of 2008 with specific regard to Pell, consists of two
topics:
Topic 1: The ability to allow up to two Pell scheduled awards within the
same academic year. This is the equivalent of up to 200% of Pell
awarding and disbursement.
Banner Financial Aid User Guide
| Processing
282
Topic 2: The ability to award and disburse a Pell grant for a crossover
period. The crossover period is dictated on an aid period level and/or a
student by student level. The crossover period analyzes the most
advantageous Pell award based on the comparison of current and future
year need analysis records or current and previous year need analysis
records. The setup for current and future year or current and previous
year crossover is based on institutional needs and is explained further in
the following sections.
Year Round Pell Discontinued - 2011 - 2012 aid year
Year Round Pell has been discontinued starting with the 2011-2012 aid year. A student
may no longer receive a second Pell award (Pell award > 100%) within a single aid year.
The logic in the Pell Process has been disabled for aid year end year > 2011.
Refer to the corresponding Release Guide(s), as necessary, for further detail.
Pell setup
The Pell Setup section provides information regarding fields that need to be populated,
how values in these fields affect Pell processing, the formula used to calculate Pell, and
how fields affect both the awarding and disbursement of Pell.
Pell procedures
The Procedures section addresses topics such as multiple Pell processing, controlling
when the Pell Calculation Process is run, locking Pell, handling less than half-time Pell
more efficiently, updating award amounts to agree with actual disbursement amounts, and
automatically scheduling remaining Pell eligibility to future periods.
Pell process
The Process section offers information on the Pell Calculation Process (RPEPELL) and
the Disbursement Process (RPEDISB) as it relates to Pell. This chapter also
demonstrates how Pell Grant awards and Pell Grant disbursements are calculated and
includes examples of calculations.
Banner Financial Aid User Guide
| Processing
283
Pell setup
Fund Base Data (RFRBASE)
Establish a Pell fund code (or multiple codes) as a federal grant fund. The Pell fund code
requires the following settings for the Fund Source, Fund Type, and Federal Fund ID
fields. Multiple Pell codes are allowed for institutions with multiple campuses if necessary.
• Set the Fund Source field to a federal fund source type.
• Set the Fund Type field to a grant fund type.
• Set the Federal Fund ID field to Pell.
For additional information about the RFRBASE form, refer to the Fund Base Data
(RFRBASE) form information in Banner Financial Aid Online Help.
Detail Code Control Form - Student (TSADETC)
Ask Student Accounts personnel to establish grant fund detail codes for Pell funds. The
detail code created on this form is then assigned to the appropriate Pell fund code on the
RFRBASE form. If you use multiple Pell fund codes, you will need multiple detail codes, as
the fund codes and detail codes require a one-to-one relationship.
Fund Management (RFRMGMT)
Enter fund data and options for the Pell fund code(s) that you established on the Fund
Base Data (RFRBASE) form. This involves the entry of information in the Aid Year Specific
Information blocks on the first 3 windows of the form.
Aid year specific data - Packaging Options window
Complete packaging option fields that are applicable to COD, as follows.
1. Award Maximum - Enter the maximum loan that could be made to any student during
the combined periods of the aid year (For example: The Pell limit for the 2011-2012
aid year is $5,550).
2. Award Minimum – Schools generally enter $.00 as the minimum to allow small award
amounts in the event of a Return of Title IV calculation or in the event that the Pell
Award needs to be reduced to zero.
3. Automatic Packaging – This field must be checked to automatically package Pell
through batch or online processing.
4. Automatic Scheduling – This box must be checked to enable the system to create a
Pell disbursement schedule when Pell is added to the student’s award package.
Banner Financial Aid User Guide
| Processing
284
5. Automatic Acceptance – Check this box if you want to ensure that Pell offers are
automatically placed into Accepted status. If this box is not checked the Pell will be
accepted once a SAR is received. Once a valid SAR Certified date is entered on
ROAPELL, the offered Pell grant will be accepted. Pell awards cannot be manually
accepted.
6. Override Need Check this box.
7. Replace EFC - Do not check this box.
8. Reduce Need - Check this box. A check in this box reduces any remaining unmet
need automatically.
9. Loan Process - Do not check this box.
10. Need Analysis - Check this box to require a need analysis record before you package
the award.
11. Equity Fund - Check this field to reduce the student's equity level when you use
equity packaging. The system packages equity funds first to reduce the equity level
(the system packages non-equity funds after the equity funds regardless of the priority
assigned for the funds on the RPRGFND form).
12. Count for NCAA - Check this box to indicate you can count this fund for NCAA
regulations. The Fund Aid Year Specific Table (RFRASPC) contains the
RFRASPC_NCAA_IND field. Banner does not perform any processing of this data. It
is available for use in conjunction with your institutionally-defined rules and reports.
13. Award Letter - Check this box if you want a change to the offered amount of a Pell
award to reset the award letter indicator in the student’s RORSTAT record. You can
use this indicator with population selection to identify those students that need new or
revised award letters.
14. Round Award - Set this field to 001 so that the automatic packaging process
(RPEPCKG) rounds the award to the nearest dollar.
15. Round Schedule - Set this field to RD=Round Dollars to round the disbursement
schedule to the nearest dollar.
16. Memo Credit - Set this field to None if you do not want to apply disbursements as a
memo credit on the student’s account for the Pell fund. Otherwise, select Offered to
allow disbursements to memo when the award is in an offered status. Select
Accepted to allow disbursements to memo when the award is in an accepted
status.
17. Disburse - Select the System option to allow the system to disburse the fund.
Aid year specific data - Disbursement Options window
1. Check the Use Attending Hours box if you wish to calculate the enrollment load for
disbursement based on hours that the student is attending and the course has begun.
(See the Open Learning Handbook for more information on Open Learning and
Attending Hours)
Banner Financial Aid User Guide
| Processing
285
Note: The Disbursement Load Options on the Disbursement tab are
not applicable to Pell since Pell Grants pay based on the Pell Grant
Payment Schedule Grid.
2. Use Disbursement Enroll Edits for Memo - Check this field to allow the application
of the disbursement enrollment edits to be applied to funds in memo status.
3. Recoup When Award Reduced - Check this field to recoup aid from the account
when the award amount is less than the amount which has already been paid. The
disbursement process places a negative payment amount on the student account for
the difference.
4. The If Ineligible Before Cut-off Date and If Ineligible After Cut-off Date fields
determine the course of action if the student receives a payment for an award in a
specific period and the student becomes ineligible for the award after it is paid. Set
these fields to the appropriate option for your institution. Cut-off dates are set on the
RPROPTS form.
Disbursement Locks window
The Period code field on the Disbursement Locks tab has been modified to allow the entry
of Pell crossover periods. In the past, if the term was not associated with the Financial Aid
Processing year on STVTERM, you could not enter the term. Now, if you have setup the
period on RORPRDS as a crossover period, the period can be entered.
Aid period Base Rules (ROBAPRD)
Access this form to review the single and multiple period aid period combinations. In the
Pell Full Year Percent column enter the maximum percentage of the student’s scheduled
Pell award that a student could potentially receive if enrolled full time during each period of
the aid period. There may be multiple aid periods with percentages ranging up to 200%,
but no entry may exceed 200%.
Examples:
Semester based
• Fall, Spring, Summer would use 150% for the Pell Full Year Percentage
• Summer, Fall, Spring, Summer would use 200% for the Pell Full Year Percentage
Quarter based
• Fall, Winter, Spring, Summer would use 133.334%
• Summer, Fall, Winter, Spring, Summer would use 166.667%
Banner Financial Aid User Guide
| Processing
286
Period Base Data (RORPRDS)
The Period Base Data (RORPRDS) form is used to create and maintain the definition of a
Period. This new form’s function is similar to that of the STVTERM form, in that it is used
to define a code, description (short and long), start and end dates, and the aid year used
for financial aid processing. The ability to define the crossover aid year is also provided
(for those periods which represent a crossover period). The code used to define the period
allows up to15 characters for a descriptive code plus a 30 character (long) period
description.
Note: As of September 2010, the RPRCRSS form has been made
obsolete. A period which is a crossover will be defined on RORPRDS.
Processing, which previously referenced RPRCRSS, have been modified
to use the crossover definition from RORPRDS. Please ensure you
create a Pell crossover period that will replace the previous definition on
RPRCRSS.
A Pell crossover period must be created for each aid year Pell is eligible to be awarded.
For the 2011 Summer, using the crossover aid period to determine the student’s most
advantageous award is required. To do so, each Pell eligible student must have a period
created that is deemed a crossover. When creating this period, make sure to create your
base year and crossover year definitions in the Base Data block of the RORPRDS form.
Example
• A student has a Fall/Spring/Summer aid period for the 1011 aid year with a 1,000 EFC.
• Student school does not have a valid 1112 ISIR on file.
• Student received full time Pell for the Fall and Spring periods.
• The student is full time for summer and working on their 25th credit hour.
• The 2nd scheduled award would be awarded at the appropriate value for their EFC.
The institution would need to create the appropriate 1112 crossover period in RORPRDS
and create a Pell aid period in RORTPRD.
Once this student has a RORSTAT record created for 1112, the institution would have to
enter the appropriate Pell crossover period in ROAPELL either manually or through the
use of batch posting. This is necessary because the student may:
• Have a lower EFC for the 1112 aid year compared to that of the 1011 aid year, therefore
the most advantageous award would pertain to 1112.
• The student may not be Pell eligible in 1112 as of now, but may become eligible before
the Pell Cutoff Date (RPROPTS) deadline.
• The student may have their EFC reduced (i.e. Professional Judgment) making them
eligible for a higher Pell award for the crossover period.
Banner Financial Aid User Guide
| Processing
287
For institutions that do not have standard academic year calendars, with specific regard to
periods, ensure that you add the appropriate summer period in either the standard aid
period (when applicable) or by creating a crossover period to be included in the Pell aid
period.
Example
• For the 0910 aid year, the student’s aid period was Fall/Spring/Summer.
• For the 1011 aid year, the student’s aid period was Fall/Spring.
• A Pell aid period was created using the 0910 Summer as the crossover period, which
now displays in the Pell Aid Period field on the ROAPELL form for 1011.
During the 1011 aid year, the academic program decides to offer a Summer period
which is financial aid eligible. The institution must now change the standard aid period
to include Fall/Spring/Summer. Once this is done, the institution must also create a
Pell aid period for that summer period to crossover into the 1112 aid year. This will
ensure the student’s most advantageous award for the summer of the 1011 aid year
will be calculated against the 1011 ISIR and 1112 ISIR.
For further assistance with period creation, please refer to the Period Based Processing
chapter in this User Guide.
COD Entity ID Rules (RORCODI)
The COD Entity ID Rules (RORCODI) form establishes the COD processing relationships
between the Attending ID, Reporting ID, Source ID, Federal Pell ID, and Direct Loan
School Code.
Effective with the 2006-2007 processing year, relationships for all IDs used in COD
processing are maintained on the RORCODI Form. You can no longer make changes to
these relationships on the Global Institution Financial Aid Options (ROAINST) form.
Global Institution Financial Aid Options (ROAINST)
Cross-Over Pell enhancement
To support Cross-Over Pell enhancements, the following applies to the Options and Credit
Hours tabs:
Options tab
The Default Aid Period field allows you to enter an aid period where one of the periods is
a cross-over period. For example, you may enter a period of Fall/Spring/Summer where
Summer is a trailer and in the following aid year, a default aid period of Summer/Fall/
Spring where Summer is treated as a header in the following aid year.
Banner Financial Aid User Guide
| Processing
288
Credit Hours tab
A Crossover Period field has been added to the Credit Hours tab of this form. A check will
automatically appear in this field if the period entered in the Period column has been
defined on RORPRDS as a crossover period for the aid year in the key block of ROAINST.
The Period code field on the Credit Hours tab has been modified to allow the entry of Pell
crossover periods. If a period has been defined as a crossover period on RORPRDS, it
can be entered on the Credit Hours tab for the corresponding Crossover Aid Year defined
on RORPRDS.
If an invalid period is entered, the following error message is displayed:
Invalid Period; press LIST for valid Periods.
For the enrollment load routine to calculate the proper Pell award and/or disbursement,
each period must be listed for the aid year. The Pell crossover periods must also be listed
for each aid year that includes the crossover period.
Note: The crossover field in this tab is not updatable from this form. A
check mark in this field is delivered from the period setup in RORPRDS.
U.S. Specific Institution Financial Aid Options
(ROAUSIO)
Institutional Defaults tab
Enter the Main Campus Entity ID and the Title IV Destination Number assigned to your
institution in the appropriate fields. The RORCODI Form maintains COD relationships for
all IDs used in COD processing. If you use an EDE Service Agent, enter the code in the
Service Agent Code field.
Enter the primary Pell Fund Code to be used if there is more than one Pell code listed on
RFRBASE and the applicant is not assigned to a campus that has a unique Pell fund
associated with it.
Grant and EDE Options tab
Check the Prevent Automatic Pell Calculation box only if you want to prevent the Pell
Calculation Process (RPEPELL) from automatically running from forms that initiate the
Pell Process for all students at the institution. This may be appropriate if your institution is
Graduate level only or you do not wish for Pell awards to post until a later date.
Note: Even when the Prevent Automatic Pell Calculation box is
checked, the RPEPELL process will run when the student is in a
Population Selection used to run RPEPELL in batch from the Process
Submission Controls (GJAPCTL) form or when RPEPELL is run from the
ROAIMMP form.
Banner Financial Aid User Guide
| Processing
289
Check the Pell Reduced Eligibility Ind if you want to automatically create Pell origination
records when the Pell eligibility for a student is reduced (not required). Banner will
automatically create the origination records for any increase in eligibility, as this is
required.
If you check the Cash Monitoring or Reimbursement indicator, the institution must pay
Pell funds to the student account prior to sending in the request for payment from COD. If
there is a check in this field, the COD extract process will report the payment period start
date with the disbursement record (READIxx), upon extracting the record.
If your school is participating in the Department of Education’s Just in Time program for
Pell for this aid year, check the Just in Time or Advance Pay for Pell Indicator field. You
can also check this field if your school wishes to follow the JIT rules for Pell for the aid year
as far as reporting the expected Pell payment and requiring the receipt of an
acknowledgement back prior to allowing Banner to disburse the Pell funds.
If you check the Just in Time or Advance Pay for Pell Indicator field, enter the number
of days prior to the scheduled disbursement date in the Just in Time or Advance Pay for
Pell Indicator Number of Days field to allow the disbursement record to be extracted.
Based on the value in the Just in Time or Advance Pay for Pell Indicator Number of
Days field, the REREXxx Process allows a Just in Time school’s Pell funds to be
extracted. The REREXxx Process picks up these records to submit for funding prior to
payment. Valid values are 0 - 7.
The Alternate Pell Schedules Used field is used by the Pell Calculation Process
(RPEPELL) to identify students who require the use of the Alternate Pell Schedules for
determination of their Pell award. Students who qualify for the Alternate Pell Schedules
will receive a lower maximum Pell Grant in some of the payment cells on the schedule.
Because these reductions are not consistent across the impacted cells, a different
schedule is used. Check this field to identify students who require the Alternate Pell
Schedules for determination of their Pell award. Also check this field if you wish to use
both the Alternate Pell and the Regular Pell schedules. When the field is unchecked, only
the regular Pell Schedule will be used to calculate Pell awards.
Note: The Alternate Pell Schedules Used field has been disabled -
beginning with the 2007-2008 and 2008-2009 aid years.
Check the Use Pell Less than Half Time Calculation box if you wish to automatically
calculate a less than half time Pell Cost of Attendance. For processing using Aid Year
Budgeting, check the Use for < 1/2 Pell indicator for the components to be included in the
less than half-time Pell budget. For processing using Period Based Budgeting, check the
Use For < 1/2 Pell indicator for the components on the Components tab of RBRPBYR.
Campus Defaults tab
The values displayed on the Campus Defaults Tab are those associated with the selected
Attending ID.
Check the Prevent Automatic Pell Calculation field only if you wish to prevent the Pell
calculation for the designated campus and you did not check this box on the Institutional
Defaults window.
Banner Financial Aid User Guide
| Processing
290
For additional information about the ROAUSIO form, refer to the U.S. Specific Institution
Financial Aid Options (ROAUSIO) form information in Banner Financial Aid Online Help.
Packaging Options (RPROPTS)
Main window
Options on the first window affect all funds, but certain options are necessary for Pell
awarding. The Use Estimated Enrollment field and Default Estimated Enrollment
options, if checked, are used if the selected enrollment option in the Grant Options window
is not defined for a period.
The Enrollment Option for Disbursement field is used by other funds and is used by the
Pell process if the disbursement enrollment options are not populated on the Grant
Options Window for any period.
Enrollment Cutoff Date Rules window
The Period on the Enrollment Cut Off Date Rules window has been modified to allow the
entry of Pell crossover periods. If the period already exists in another aid year and it is a
crossover period, the cutoff date used in the other aid year will be automatically populated.
Crossover periods must be added for the RPEPELL process to determine the most
advantageous award.
Grant Options window
The RPROPTS form allows you to select options that control how certain packaging and
disbursement options function. Crossover periods must be added here to be used by the
RPEPELL process to determine the most advantageous award. The Pell crossover
periods must also be listed for each aid year that includes the crossover period.
The Grant Options Window contains a Pay Grant if Disbursement Amount Differs from
Award Amount option. Since the Pell calculation is done both at the time of awarding and
at the time of disbursement, it is possible that the award amount and the calculated
disbursement amount (the amount the RPEDISB process calculates for Pell) will not be
equal. For example, if a student was awarded with a Default Estimated Enrollment of
Full Time and the student enrolled Half Time, the award amount and calculated
disbursement amount would be different. When these two amounts differ you have the
option to (N)ever disburse under such circumstances, (A)lways disburse the calculated
disbursement amount (RPEDISB amount), or disburse the (L)esser of the award amount
and calculated disbursement amount.
If you choose to not use the Pell Less than Half Time Calculation you should populate
the Default Less Than Half Time Pell COA with the standard less-than-half time Pell
COA used by the majority of an institution’s less-than-half-time students. This amount
should be a full year COA as the Pell Payment Schedule uses the full year COA. The
RPEPELL process will use this COA when referencing the Pell Payment Schedule Value
Banner Financial Aid User Guide
| Processing
291
for a student who has been identified as less than half time. If this field is null, the Pell
process will use the Full-time Pell COA.
The Pell Crossover Cutoff Date was added to indicate the date after which summer
crossover Pell awards will no longer be automatically calculated by the Pell process. The
cutoff date is defined by the Department of Education each year.
If the Pay Pell If System EFC and SAR EFC Are In Same Payment Cell field is not
checked, the disbursement process requires the SAR EFC and System EFC to be exactly
the same number for payment to occur. If you do check this field, the disbursement
process recognizes the payment cell, so that when these numbers vary within the 100
point range of the cell, the disbursement process treats the EFC numbers as equal values.
Check the Delete Pell Award if Zero box if you want Pell awards to be deleted from the
database if the award is reduced to 0 by the Pell calculation. The award will be deleted
only if no locks, origination, memo, authorization, or paid amounts exist. If the award has
disbursement activity on the student account it will not be deleted to preserve the
appropriate audit trail.
Check the Use NSLDS for Pell box if you wish to use current year Pell payments reported
on the Student Loan Data (RNASLxx) form from other schools. The Pell process will
award Pell based on the calculated remaining percentage of the scheduled annual award.
Since the Banner Financial Aid 8.16 release (January 2013), the Pell process
automatically uses NSLDS data from prior schools in determining the eligibility for Pell in
Banner. It is no longer necessary to check the Use NSLDS for Pell checkbox.
Grant Options window - Enrollment Options
The Enrollment Options allow you to define the type of enrollment load that you want to
use for awarding and disbursement of Pell (Pell Calculation Process - RPEPELL) and
TEACH (Grant Calculation Process - RPRGRNT) funds. You can select separate options
for awarding and disbursement such as award based on Full time enrollment and disburse
based on adjusted hours.
The Periods entered on the Enrollment Cut-Off Date Rules window will automatically be
populated in the Enrollment Options block. You may then select the enrollment options for
awarding and disbursement of the grant funds for each period. If options for awarding and
disbursement are not selected for your grant funds in the Enrollment Options block, the
awarding option selected on the Packaging Options window and the disbursement option
selected on the Enrollment Cut-Off Date Rules window will be used. For disbursement, if
an enrollment option has not been selected on the Enrollment Cut-Off Date Rules window,
the Disbursement Option defined on the first window of RPROPTS will be used.
The enrollment options for awarding and disbursement of Pell and TEACH funds are:
1
Full-time
2
¾ Time
3
½ Time
4
Less than ½ Time
Banner Financial Aid User Guide
| Processing
292
A
Adjusted Hours
B
Billing Hours
E
Expected Enrollment
I
Period Expected Enrollment (for 2014-2015 forward) and Est ISIR/FAFSA
Enrl (for aid years prior to 2014-2015)
(None)
When selecting either the Adjusted Hours or Billing Hours option, the process will first look
for Financial Aid hours in the RORENRL table or RORATND table if disbursing using
Attending hours. If Financial Aid hours do not exist for the period, the process will look for
student registration hours (SFRSTCR) for the terms associated with the period. If neither
Financial Aid nor Student hours exist for the period, the Expected Enrollment for the aid
year will be used for awarding of the grant funds. For the disbursement process, if neither
Financial Aid nor Student hours exist for the period, an error message will be displayed,
indicating the applicant is not enrolled.
The Expected Enrollment option for awarding and disbursement of the grant funds will use
the Expected Enrollment for the aid year. If the Expected Enrollment for the aid year is
NULL for the applicant, the Default Estimated Enrollment entered on Packaging Options
will be used.
• For aid years prior to 2014-2015, the Expected Enrollment for the aid year is the Full
Year enrollment from RNANAxx (RCRAPP1_EXP_ENROLL_STATUS).
• For aid years 2014-2015 and forward, the Expected Enrollment for the aid year is the
Expected Enrollment Status from ROASTAT (RORSTAT_XES). The expected
enrollment status for an applicant may be assigned when the Applicant Status record
(RORSTAT) is created for the aid year using an algorithmic rule to calculate the value or
a default status defined on ROAINST. You may also maintain the expected enrollment
status on ROASTAT or by using the Batch Posting process.
The Period Expected Enrollment/Est ISIR/FAFSA Enrl option allows you to stipulate using
the expected enrollment by period. If the Expected Enrollment Status for the associated
period is NULL for the applicant, the Expected Enrollment Status for the aid year will be
used. If the Expected Enrollment Status for the aid year is also NULL, the Default
Estimated Enrollment entered on Packaging Options will be used.
• For aid years prior to 2014-2015, the expected enrollment for the period, Est. ISISR/
FAFSA Enrl, is determined by associating the period with a semester/term enrollment
from the Need Analysis record on RNANAxx. You must define the appropriate
semester/term in the GRANT ISIR Term to be used for the period when this option is
selected. The allowable values for the ISIR/FAFSA terms in the GRANT ISIR Term field
are:
• S2 = Summer Term (pre Fall)
• F = Fall Semester/Qtr.
• W = Winter quarter
• S = Spring Semester/Qtr.
• S1 = Summer Term (post Spring) and (None).
Banner Financial Aid User Guide
| Processing
293
• For aid years 2014-2015 and forward, the expected enrollment for the period is
determined using the Expected Enrollment Status for the period on the Period tab
(Applicant Period Status table RORPRST) of ROASTAT (RORPRST_XES). The period
expected enrollment status for an applicant may be assigned when the Applicant Period
Status record (RORPRST) is created for the aid year using an algorithmic rule to
calculate the value or a default status defined on ROAINST. You may also maintain the
expected enrollment status on ROASTAT, Period tab, or by using the Batch Posting
process. The Applicant Period Status (RORPRST) records are created when the
RORSTAT record is created and maintained when the aid period is changed to
correspond to the periods that are part of the applicant's aid period or Pell aid period.
If the school uses Attending Hours functionality for disbursement, the Use Attending
Hours (RFRASPC_ATTENDING_HR_IND) must be checked for the appropriate fund
codes on the Fund Management (RFRMGMT) form or the Funds Management
(ROAMGMT) form. The fund code may also use the +/- Days for Attending Hours
(RFRASPC_DISB_NO_DAYS) functionality to indicate a disbursement prior to of after the
Attend Date. If Attending Hours functionality is used, the process searches for the
Attending Adjusted and Billing Hours (RORATND_FINAID_BILL_HR and
RORATND_FINAID_ADJ_HR) first. If the Financial Aid Adjusted and Billing Hours do not
exist, the process will use the Adjusted or Billing hours calculated from the Student
Registration hours.
In the past, when disbursing Pell, any period enrollment could be less than half time and
still be paid. However, with Two Pell Grants in an Award Year, at the point in time when
you are disbursing a second Pell award, enrollment must be at least ½ time. RPEDISB
has been updated to verify that a student is enrolled at least ½ time prior to disbursing Pell
funds from a second Pell award within an aid year.
The Period on the Grant Options window has been modified to allow the display of Pell
crossover periods. Once a period has been entered in the Enrollment Cut Off Date Rules
window, it will automatically display on the Grant Options window. You have to update the
Grant Award Enrollment Option, Grant Disbursement Enrollment Option and the Grant
ISIR Term.
For additional information about the RPROPTS form, refer to the Packaging Options form
(RPROPTS) information in Banner Financial Aid Online Help.
Aid Period Rules (RORTPRD)
This form enables you to specify the periods that you want to associate with an aid period.
The Pell Full Year Percent designation from ROBAPRD displays on this form.
This form also allows crossover summer periods when the Crossover indicator is
checked for the period on RORPRDS.
Standard aid periods, as well as Pell Aid Periods, will have to be set up on RORTPRD. For
each of your aid periods, assign the periods and update the start and end dates as
necessary to reflect the correct dates of the payment period.
Note: An Aid Period used as a default on ROAINST should be created on
RORTPRD with appropriate Periods to ensure the Applicant Period
Status records (RORPRST) are created properly.
Banner Financial Aid User Guide
| Processing
294
Examples:
Trailer School
10-11 Standard Aid Period - Fall, Spring, Summer
11-12 Pell Aid Period - Summer, Fall, Spring, Summer
11-12 Standard Aid Period - Fall, Spring, Summer
Header School
10-11 Standard Aid Period - Summer, Fall, Spring
10-11 Pell Aid Period - Summer, Fall, Spring, Summer
11-12 Standard Aid Period - Summer, Fall, Spring
Default Award and Disbursement Schedule Rules
(RFRDEFA)
Enter a percentage in the Grant Award Percent column for each period in the aid period
displayed. Entry represents the portion of the Pell Full Year Percent designation from the
ROBAPRD form that a student could receive if enrolled in the period. The total of all
percentages must be greater than or equal to 100% and less than or equal to 200%.
Example 1: A student enrolled for Fall/Spring/Summer – Fall 50%, Spring 50%,
Summer 50%. The student could get 50% of the 100% scheduled for this period on
ROBAPRD in any of these periods if enrolled for an appropriate number of hours and
the total award has sufficient funds remaining from prior periods. The initial award will
be scheduled for 50% Fall and 50% spring. Up to 50% for Summer will be awarded
only if sufficient unused funds exist after Fall and Spring have been awarded or if a
student qualifies for a second scheduled Pell award for the award year.
Example 2: A student enrolled for Spring Only – Spring 100%. The student could get
100% of the 50% scheduled for this period on ROBAPRD.
Fund Award and Disbursement Schedule Rules
(RFRASCH)
Use the RFRASCH form to enter award and disbursement schedules for a specific Pell
fund code.
Enter a percentage in the Grant Award Percent column for each period in the aid period
displayed. Entry represents the portion of the Pell Full Year Percent designation from the
ROBAPRD form that a student could receive if enrolled in the period. The total of all
percentages must be greater than or equal to 100% and less than or equal to 200%.
Example 1: A student enrolled for Fall/Spring/Summer – Fall 50%, Spring 50%,
Summer 50%. The student could get 50% of the 100% scheduled for this period on
ROBAPRD in any of these periods if enrolled for an appropriate number of hours and
Banner Financial Aid User Guide
| Processing
295
the total award has sufficient funds remaining from prior periods. The initial award will
be scheduled for 50% Fall and 50% spring. Up to 50% for Summer will be awarded
only if sufficient unused funds exist after Fall and Spring have been awarded or if a
student qualifies for a second scheduled Pell award for the award year.
Example 2: A student enrolled for Spring Only – Spring 100%. The student could get
100% of the 50% scheduled for this period on ROBAPRD.
Academic Year Rules (RORACYR)
The RORACYR form is used to define the academic years by academic level. The
academic year hours will be used during Pell processing to determine if a student qualifies
for a second scheduled award based on the number of credit hours in the institutions
academic year. If the institution defines their academic year as 24 credits hours and the
student is starting at least the 25th credit hour, they will be evaluated for a second
scheduled award.
Key block
The following items are contained in the key block:
• KEYBLCK_ACAD_YEAR
• DISPLAY_ROBACYR_DESC
The following fields are updateable in the key block of the RORACYR form:
Rules block
The following items are included in the Academic Year Rules block:
• RORACYR_AIDY_CODE
• RORACYR_LEVL_CODE
• RORACYR_HOURS
• RORACYR_WEEKS
Note: Currently, the RORACYR_WEEKS field is not being used in Pell
processing. This field is intended for future use.
• RORACYR_COMMENT
Applicant Pell Grant (ROAPELL)
The ROAPELL form allows you to view and enter specific information related to Pell,
including the entry of a Pell aid period when a crossover period is not part of the standard
aid year.
Banner Financial Aid User Guide
| Processing
296
Note: The Aid Period Description (RTVAPRD_DESC) corresponding to
the student’s PELL Aid Period Code (RORSTAT_APRD_CODE_PELL)
will be displayed at the right of the list icon.
The Aid Period Description (RTVAPRD_DESC) corresponding to the
student’s Aid Period Code (RORSTAT_APRD_CODE) will be displayed at
the right of the item.
The Pell aid period code can only be manually inserted into the ROAPELL form or via the
use of Batch Posting Process (RORBPST).
Budget Component Validation (RTVCOMP)
For Aid Year Budget processing, check the Used for Alt Pell field to select the value of
this component for the calculation of alternate Pell low tuition and fees. This amount is
used in the determination of whether the student is eligible for the Alternate Pell
Schedules and, if so, the correct amount of the Alternate Pell award.
Note: Alternate Pell Schedule functionality has been disabled - beginning
with the 2007-2008 and 2008-2009 aid years.
Check the Used for <½ Pell box to select the value of this component for the automatic
calculation of a less than half-time Pell cost of attendance. If you checked the Use Pell
Less than Half Time Calculation box on ROAUSIO, the Banner Pell process (RPEPELL
via UCPRTNB) uses these components and posts the calculated budget on the ROAPELL
form.
Period Budgeting Aid Year Rules (RBRPBYR)
For Period Based Processing, check the Pell indicator on the Budget Types tab for the
budget type that will be used to identify a Pell budget. The EFC indicator for this budget
type must be set to (N)one. On the Budget Components tab, check the Use For
< 1/2 Pell indicator to select the value of the component for the automatic calculation of a
less than half-time Pell cost of attendance. If you checked the Use Pell Less than Half
Time Calculation box on ROAUSIO, the Banner Pell process (RPEPELL via UCPRTN)
uses these components and posts the calculated budget on ROAPELL form.
Period Budget Group Aid Year Rules (RBRPBGR)
Assign the budget type defined to identify the Pell budget for each period budget group
eligible for Pell consideration. On the Pell tab for these groups, create the Full-time/FullYear cost of attendance to be used for awarding Pell. Amounts or algorithmic budgeting
rules should reflect the full-time/full-year amount for each component.
Banner Financial Aid User Guide
| Processing
297
Applicant Immediate Process (ROAIMMP)
If a student is in a crossover period, the Immediate Pell Calculation will be run for both aid
years that contain the crossover period. For example, Pell Calculation is run for 10-11 on
ROAIMMP and the student has both a 10-11 and 11-12 EDE record with the same
crossover period in each aid period. The process will compare the crossover period
between the two years and award the most advantageous Pell grant for that period.
Federal Rules Inquiry (RPIFEDR)
Access this form to review the federal rules for Pell delivered with the system.
Pell procedures
Batch Pell Awards
The Pell award may be awarded online, or in batch, by the RPEPELL Process. See the
Pell Processing section for how the award is calculated.
Batch grouping to assign budget groups and components does not initiate the Pell award
process. The RPEPELL process must be run to assign Pell Awards to any students who
were assigned budgets using the batch process (RORGRPS or RBRPBGP). RPEPELL
automatically runs online to account for EFC recalculations, budget and aid period
changes and after changes are made to FAFSA data that would impact the Pell award if
the Prevent Automatic Pell Calculation is not checked on the Grant and EDE Options
tab of ROAUSIO or, if applicable, on the Campus Defaults tab. You can run RPEPELL for
all students or you can run the process using a population selection.
Override a Bachelors Degree
Check the Post Bachelor’s Degree Pell Override field in the Pell and Loan tab of the
Award Maintenance tab of the award form (RPAAPMT and RPAAWRD) to award Pell
Grants to Teacher Certification and other students with a previous Bachelor's degree who
may qualify for Pell under federal regulations.
Manual adjustments to Pell grants
Once awarded, if you need to make any manual changes to the Pell award you will need
to access the Award Schedule tab (RPAAPMT and RPAAWRD). You may only change the
award amount, not the distribution percent. Keep in mind the distribution percent takes
into consideration the aid period and the period award percents. Once you change an
award manually you will get a dialogue box requesting you confirm your changes. Once
Banner Financial Aid User Guide
| Processing
298
you have committed your manual changes you must lock the award so that it is not
recalculated if the RPEPELL Process is run on this student again.
Why and how to lock Pell grants
In the past schools manually adjusted Pell awards to account for Pell received at another
school. Once the manual change was complete, you would lock the record. Banner now
allows the use of NSLDS data to dynamically calculate the correct Pell award. So locking
the record is no longer necessary for this purpose.
Also schools used locks when manually awarding summer periods, but now the Pell
calculation correctly awards a summer session without manual modifications, or the need
for locks. Locks are still available in Banner Financial Aid for exception cases.
Lock types
There are 2 types of locks in Banner — the Y lock and the E lock.
• A Y (always pay) value in the Lock field locks the award and pays what has been
awarded, without exception.
• An E (adjust for lower enrollment status) value in the Lock field pays the amount
awarded unless the student's enrollment drops at the time of disbursement; if enrollment
drops, the amount calculated at the time of disbursement is paid.
Warning! If you make a manual change to an award and place an E lock
on the award, make sure that you have also manually changed the
enrollment on the Award Schedule - Options tab (RPAAPMT and
RPAAWRD) to correspond with the new award. This is necessary
because with an E lock, the Disbursement Process checks the enrollment
level at the time of disbursement and compares this to the enrollment
level at the time of awarding when determining if enrollment has dropped
and if it should pay the calculated disbursement amount or the award
amount. So if you make a manual change and use an E lock, make sure
that you manually adjust the enrollment level to correspond with the
manually adjusted award amount.
Fund locks
A fund lock is placed on the Award Maintenance - Locks/Indicators tab of the award form
Award Schedule tab (RPAAPMT and RPAAWRD) in the Lock field. If you place a Y or an
E lock in this field and will apply to all period awards within the aid period. See the
preceding text for information on using a Y or E type lock.
Banner Financial Aid User Guide
| Processing
299
Period locks
A period lock is placed on the Award Schedule - Options tab (RPAAPMT and RPAAWRD)
in the Period Lock field. A Y or an E lock may be placed in this field and will apply to only
the period for which the lock has been placed. The period lock allows you to lock one
period in the aid period, but not another. For example, if you have a student who attends a
Fall/Spring aid period and is undergraduate Fall and graduate Spring, you can award the
Fall as an undergraduate and lock the award, correctly update the spring grade level to
graduate, and allow the process to remove the Pell award for the Spring only.
Note: Both fund and period locks may be used for all funds, however the
E type lock works only for Pell funds. In addition, at this time, period locks
on non-Pell funds work the same as fund locks.
Lock functionality
• Packaging (RPEPCKG) and Pell Awarding (RPEPELL) do not update awards with a
fund lock of Y or E for Pell and non-Pell funds.
• Packaging (RPEPCKG) and Pell Awarding (RPEPELL) do not update awards with a
period lock of Y or E for Pell and non-Pell funds.
• Disbursement (RPEDISB) for non-Pell funds do not pay the locked value and will pay as
if the fund was not locked.
• Disbursement (RPEDISB) for Pell with a fund or period lock of Y always pay the locked
value.
• Disbursement (RPEDISB) for Pell with a fund or period lock of E adjust downward if the
enrollment has dropped from the time the Pell was awarded.
Package Maintenance (RPAAPMT) and Award
Maintenance (RPAAWRD)
The RPAAPMT and RPAAWRD forms display and maintain packaging information for an
applicant. The forms have been updated to add the Crossover Pell Award, Crossover Aid
Year and Pell Aid Period, enhanced Award Lock functionality, new Post 9/11 Pell
Eligibility indicator, and the Additional Eligibility Indicator.
Award Maintenance tab
The form will allow an update of the award Status (RPRAWRD_AWST_CODE) field for a
fund where:
1. The award Lock (RPRAWRD_LOCK_IND) field is Y (lock and always pay the locked
amount) or E (adjust for lower enrollment status) or the Period Lock
(RPRATRM_LOCK_IND) field is Y or E
and
Banner Financial Aid User Guide
| Processing
300
2. The Allow Award Status Updates When Locked
(ROBINST_UPD_LOCKED_AWARD_IND) field on the ROAINST Form is checked
for the aid year.
You cannot update any of the other fields when the award is locked.
All occurrences of the warning message:
*WARNING* Fund Award record locked; only lock indicator updateable were changed
to: *WARNING* Fund Award record locked.
All occurrences of the warning message:
*WARNING* Fund Award Period record(s) locked; only lock indicator updateable were
changed to: *WARNING* Fund Award Period record(s) locked.
Summary tab
Processing Note: When a Crossover Pell Award amount appears for the aid year, the
amount will be deducted from the student’s EFA. However, the period amount for the
award is part of the Crossover Aid Year and will be displayed in the applicable period in
that aid year.
For the Crossover Aid Year, the Crossover Pell Award amount will not be deducted from
the EFA for the student.
Example
For the 09-10 aid year the student is attending Fall, Spring, Summer. On STVTERM,
the summer period is part of the 09-10 Financial Aid Process Year. Student’s
scheduled Pell award for 09-10 is 5,350. For the 10-11 aid year the student’s
scheduled Pell award is 5,550. Since the 10-11 summer period would result in a
higher Pell award (2,775 versus 2,675), the 10-11 award would be given to the
student.
09-10 would be as follows:
• Crossover Pell Award = 2,775
• Crossover Aid Year = 1011
• Offered: This would include the total awards, resources and crossover pell award.
Also, the 2,775 amount would be reflected in the amount of unmet need.
10-11 would be as follows:
• Crossover Pell Award would be null
• Crossover Aid Year would be null
• Offered: Even though the Pell amount awarded would be 8,325 (assuming the student
was in summer, fall, spring aid period), only 5,550 would be counted here and in the
unmet need.
Banner Financial Aid User Guide
| Processing
301
In addition, if a student has two summer crossover periods in their aid year, the earlier aid
year Crossover Pell Award and Crossover Aid Year will be displayed on RPAAWRD/
RPAAPMT/ROARMAN.
Example
1011 has summer crossover with 0910 and 1112. The data on 1011 RPAAWRD/
RPAAPMT/ROARMAN will display Crossover Pell Award and Crossover Aid Year
from 0910.
Pell and Loan tab
The Pell and Loan tab displays the Post 9/11 Pell Eligibility indicator and the Additional
Eligibility Indicator.
Additional Eligibility Indicator (RORSTAT_ADDL_PELL_ELIG_IND)
The Pell process will automatically set this indicator to checked if the student is receiving a
second scheduled Pell award for the aid year. This indicator is then used to communicate
to COD that the student is eligible to receive a second scheduled award (the AEI tag will
be set to True if checked and False if not checked).
Post 9/11 Pell Eligibility indicator (RORSTAT_POST_911_PELL_ELIG)
Current legislation allows an otherwise eligible student whose parent or guardian died as a
result of U.S. military service in Iraq or Afghanistan after September 11, 2001, may be
eligible to receive increased amounts of Title IV student financial assistance. Students are
eligible for this increased aid, providing the student was:
• Less than 24 years of age when the parent or guardian died.
or
• 24 years of age (or older) and was enrolled at an institution of higher education at the
time of the parent or guardian’s death.
For those students who are eligible for additional financial assistance (according to the
rules above) and have been confirmed by the Department of Defense (DoD), you should
check the Post 9/11 Pell Eligibility indicator. For students whose Pell Expected Family
Contribution (EFC) is within Pell eligible limits, the school must also treat the students as
having a zero EFC for the awarding of Direct Lending (DL) and other campus-based
programs. Students who meet these standards require that you manually process their
Post 9/11 financial assistance on an individual basis.
Banner Financial Aid User Guide
| Processing
302
When a RORSTAT record is created for a student for the aid year, the
RORSTAT_POST_911_PELL_ELIG value from the latest aid year end year for which
the student has a RORSTAT record will be passed in.
Warning! The Department of Education has stated that the Central
Processing System (CPS) will not recalculate a student’s EFC when the
student’s record matches the DoD file. Schools should not make any
changes to the student’s CPS record to adjust the EFC. The fact that the
DoD flag is “Y” and the student is receiving Pell is enough for COD to
accept these records.
Processing Post 9/11 Students who do not have a Pell eligible EFC (IASG):
Warning! It is extremely important that you do not check the Post 9/11
Pell Eligibility for students who do not have a Pell eligible EFC (IASG) at
this time because Banner does not currently support IASG processing. If
you do, Pell will be awarded and will be permitted to be disbursed.
However, Pell Grant origination will not allow the origination to be created
so nothing will be sent to COD. If you need to award and pay these
students, you can do so but once functionality is delivered to support
IASG, these students may need to have Pell reversed and properly
awarded using the IASG process that will be developed. This should have
very minimal impact on users because there are very few IASG recipients
across the country.
Post 9/11 eligibility processing
If an otherwise eligible student is Federal Pell Grant (Pell Grant) eligible with a Pell eligible
EFC and the student is post 9/11 Pell eligible, the student’s eligibility for all Title IV aid
must be based on an EFC of zero and not on the EFC calculated by the CPS.
On a regular basis, the DoD identifies and reports those individuals who have lost a parent
or guardian as a result of military service in Iraq or Afghanistan. The Department of
Education uses this information in an attempt to match those individuals (identified in the
DoD file) with current applicant data (via FAFSA records). When a match is identified, the
student’s calculated EFC is evaluated (from the highest CPS transaction). If that EFC is
greater than zero, the school the student attended during 2009-2010 is notified that it must
make an adjustment to the student’s financial aid package.
Additionally, the financial aid administrators at the schools listed on the student’s FAFSA
are also contacted, first by telephone and then with a follow-up e-mail. If the student’s EFC
is already zero, an e-mail notification is sent only to alert the school that, while there is
nothing that must be done for the 2009-2010 Award Year, the student’s eligibility may
change in future award years.
Note: The Department of Education does not recalculate a student’s EFC
when the student’s CPS record matches the DoD file. In addition, a
school should not make any changes to the student’s CPS record to
adjust the EFC. Instead, the school should award the student the types
Banner Financial Aid User Guide
| Processing
303
and amounts of Title IV aid for which the student is eligible, based upon
an EFC of zero. In the phone call and e-mail to schools, the Department
of Education will provide a contact name and number for handling unique
2009-2010 circumstances (subsidized and unsubsidized loans, late
disbursements, student not enrolled for the full year, Return of Title IV
aid).
As part of ongoing Department of Education dialog with schools with students eligible for
this special 2009-2010 benefit, a password-protected file is provided, containing the
student’s identifying information, including the student’s date of birth and the parent or
guardian’s date of death.
Based on this information, the Secretary of Education will send a personal letter to each
student for whom a match was made, regardless of EFC. The Secretary’s letter will
acknowledge the loss of the student’s parent or guardian and provides the student with
information about a possible increase in eligibility for Title IV aid. The letter also includes
additional information about the program’s provisions and advises the student to contact
their financial aid administrator for more information.
This process, as described for the 2009-2010 Award Year, will continue through
processing of the DoD file received in September 2010. Institutions that have Post 9/11
Pell Eligibility students can use the Post 9/11 Pell Eligibility indicator to award maximum
Pell for 2009-2010.
Department of Education Eligibility Processing for 2010-2011 and
beyond
Beginning with the 2010-2011 Award Year, this increased aid may include assistance from
the new Iraq and Afghanistan Service Grant Program (IASG).
Financial aid benefits available and provided under this statute for students with a
calculated Pell Grant eligible EFC for the 2010-2011 (and future Award Years) are treated
in the same manner as that described for the 2009-2010 Award Year,. That is, all Title IV
aid is to be awarded using a zero EFC. However, beginning with the 2010-2011 Award
Year, students who are otherwise Pell Grant eligible (undergraduate, etc.), but whose EFC
is not Pell eligible, may receive the new IASG equal to the amount of the maximum Pell
Grant for the award year, adjusted for enrollment status.
Note: For these students, all other Title IV aid must be based on the EFC
calculated by the CPS.
Going forward, the Department of Education has implemented an automated process for
the 2010-2011 Award Year. This new process notifies schools when a match is made
between a CPS record and that from the DoD file. Processing allows the Department of
Education to evaluate DoD data whenever a student submits or corrects a FAFSA.
Additionally, with each monthly DoD file, the Department of Education will evaluate all
CPS records. If a DoD/CPS match is noted, a new CPS transaction is generated for the
student. In either case, the resulting ISIR includes the new “DoD Match Flag”, associated
comment code 298, and the parent or guardian’s date of death. The DoD Match Flag is
printed with the other ISIR match flag information and can be used by schools to identify
affected students. The School uses the flag and date of death (parent or guardian), along
Banner Financial Aid User Guide
| Processing
304
with the student’s calculated EFC, to determine whether the student is eligible for a zero
EFC for all Title IV aid or for an IASG.
As in the 2009-2010 Award Year, the Secretary of Education will send a personal letter
and additional program related information to each student for whom the match is made.
As before, the letter informs the student of their possible increase in eligibility for Title IV
aid. The student is also advised to contact their financial aid administrator for more
information.
Note: If the student had previously received a letter from the Secretary of
Education, this subsequent correspondence does not include a letter from
the Secretary, but does include the additional program related
information.
Financial Aid Record Maintenance (ROARMAN)
This form is used to review and update important aspects of a student’s financial aid
record. The ROARMAN form displays the Pell Aid Period, Crossover Aid Year and
Crossover Pell Award information for a student in addition to the normal aid period. These
fields will allow you to tell if the student is receiving Pell funds from a crossover term that is
not part of the Financial Aid process year.
Batch Posting Rules (RORPOST)
The RORPOST form allows you to batch post specific data in many different areas.
• R – Requirement Code/Status
• This type code will only create a requirement when one does not already exist. You
can no longer use this type code to update an existing requirement. A message is
provided in the output file if the requirement already exists for the applicant and no
update occurred.
• RA – Requirement/Access Ind
• This type code provides the ability to check or uncheck a RRAAREQ Info Access
Indicator for a tracking requirement. The requirement code to update will be entered
in the Miscellaneous Code 1 field.
• RF – Fund Specific Requirements
• This type code will only create a fund specific requirement when one does not
already exist. You can no longer use this type code to update an existing
requirement. A message is provided in the output file if the requirement already
exists for the applicant and no update occurred. When this requirement is created,
the Batch Posting process no longer checks that the fund exists in the applicant’s
package.
Banner Financial Aid User Guide
| Processing
305
• RFA – Fund Req/Access Ind
• This type code provides the ability to check or uncheck a RRAAREQ Info Access
Indicator for a fund specific tracking requirement. The requirement code will be
entered in the Miscellaneous Code 1 field and the fund code will be entered in the
Miscellaneous Code 2 field.
• RFS – Fund Req Status
• This type code will update the status of existing requirements. The status for both
satisfied and unsatisfied requirements will be updated. You can also use Batch
Posting to post a status code of unsatisfied to requirements previously satisfied. If
the requirement has the status code being posted, the status will not be updated.
This type code cannot be used to create requirements.
• RFT – Fund Period Specific Reqs
• Provides the ability to create a fund period specific requirement if it does not
previously exist. When this requirement is created, the Batch Posting process no
longer checks that the fund exists in the applicant’s package.
• RFTA – Fund Period Req/Access Ind
• This type code provides the ability to check or uncheck a RRAAREQ Info Access
Indicator for a fund and period specific tracking requirement. The period will be
entered in the Period field, the Requirement Code will be entered in the
Miscellaneous Code 1 field and the Fund Code will be entered in the
Miscellaneous Code 2 field.
• RFTS – Fund Period Req Status
• This type code will update the status of existing requirements. The status for both
satisfied and unsatisfied requirements will be updated. You can also use Batch
Posting to post a status code of unsatisfied to requirements previously satisfied. If
the requirement has the status code being posted, the status will not be updated.
This type code cannot be used to create requirements.
• RS – Requirement Status
• This type code will update the status of existing requirements. The status for both
satisfied and unsatisfied requirements will be updated. You can also use Batch
Posting to post a status code of unsatisfied to requirements previously satisfied. If
the requirement has the status code being posted, the status will not be updated.
This type code cannot be used to create requirements.
• RT – Period Specific Requirements
• Provides the ability to create a period specific requirement if it does not previously
exist.
• RTA – Period Req/Access Ind
• This type code provides the ability to check or uncheck a RRAAREQ Info Access
Indicator for a period specific tracking requirement. The Period Code will be entered
in the Period field and the Requirement Code to update will be entered in the
Miscellaneous Code 1 field.
Banner Financial Aid User Guide
| Processing
306
• RTS – Period Req Status
• This type code will update the status of existing requirements. The status for both
satisfied and unsatisfied requirements will be updated. You can also use Batch
Posting to post a status code of unsatisfied to requirements previously satisfied. If
the requirement has the status code being posted, the status will not be updated.
This type code cannot be used to create requirements.
• YICL - Period Year in College Lock
• *****
• YICP - Period Year in College
• *****
Two Pell Grants in an Award Year processing is supported by the following:
• The AP posting code allows you to post Pell Aid Period for a population of students.
• The Code to Post field validation for the AP posting code allows the posting of both Pell
crossover aid period codes and standard aid period codes to the student’s Pell aid
period.
• The Status or Period Code field validation will accommodate Pell crossover periods, as
applicable.
• The following posting codes may select valid Periods including Pell crossover periods:
Posting Code
Description
DD
Scheduled Disbursement Date
MD
Memo Expiration Date
TL
Period Lock
RFT
Fund Period Specific Requirements
RFTS
Fund Period Req Status
RFTA
Fund Period Req/Access Ind
• The following posting codes may select valid Term/Period codes not including Pell
crossover periods:
Posting Code
Description
S
Satisfactory Academic Progress
SL
SAP Code Lock / Unlock
HT
Hold Code/Period
RT
Period Specific Requirements
RTS
Period Req Status
Banner Financial Aid User Guide
| Processing
307
Posting Code
Description
RTA
Period Req/Access Ind
PNA
Fund Period Promissory Note/Access Ind
Updating award amounts to agree with actual
disbursement amounts
Use the procedure that follows if your institution needs to update the Pell awards to more
accurately reflect the Pell disbursement amounts.
The Pell Calculation Process (RPEPELL) may be re-run with the same enrollment option
as disbursement to more accurately reflect what has been paid. This allows any unused
eligibility to be awarded to the student for the period(s) that follow.
1. Run the Pell Calculation Process (RPEPELL) with a set awarding enrollment option
on the Packaging Options form (RPROPTS). Set the Pell Award Enrollment Option
on the Pell Options window to default Full Time, use Est. ISIR/FAFSA, etc.
2. Run Disbursement (RPEDISB) with a set enrollment option for disbursement. Set the
Pell Disbursement Enrollment Option on the Pell Options window of the Packaging
Options form (RPROPTS) to Adjusted Hours, Billing Hours, etc.
3. Institution’s Drop/Add period is over, enrollment is stable.
4. Institution changes the Pell Award Enrollment Option on the Packaging Options
(RPROPTS) form to match the Pell Disbursement Enrollment Option for a given
period.
5. Institution runs RPEPELL. Now that enrollment is pulled from the same place for both
awarding and disbursement, this allows for any unused Pell to be awarded to the
student in a following period.
The above procedures allow for the following.
A student is assigned a Fall/Spring/Summer aid period and the Pell award percent is
50/50/50 on either the RFRDEFA or RFRASCH form for the Pell fund. In this example, the
aid period Pell percentage listed on RTVAPRD is set at 150%.
• The Pell Award Enrollment Option on the Packaging Options form is set to Default Full
Time. The Pell Awarding Process awards $2,775 Fall, $2,775 Spring and $2,775
Summer.
• The student subsequently is enrolled half-time for Fall. The Disbursement Enrollment
Option for Pell on the Packaging Options form is set to Adjusted Hours, so
Disbursement uses Adjusted Hours. The Disbursement results are: Fall, part time,
$1,388; Spring, full time, $2,775; and Summer, full time, pays remaining eligibility of
$1,387 from the first scheduled award and $1,388 from the next scheduled award
(assuming the Pay Pell If Disbursement Amount Differs From Award Amount field is
set to Always or Lesser). This example assumes that the student is taking at least one
credit hour in the next academic period to be eligible for a 2nd scheduled award.
Banner Financial Aid User Guide
| Processing
308
Note: Institutions that do not have a need to have award amounts match
disbursement amounts may stop here. Schools that would like awards to
more accurately reflect what is disbursed and show an award for summer
may proceed.
• Update the Pell Awarding Enrollment Option on RPROPTS to Adjusted Hours
(same as disbursement). Re-run RPEPELL, which awards Fall $1,388, Spring $2,775,
and Summer $2,775. This example assumes that the student is taking at least one
credit hour in the next academic period to be eligible for a 2nd scheduled award.
Warning! Keep in mind that awarding and disbursement are snapshots of
information at a point in time. Institutions must decide the best time for
their institution to take these snapshots. For example an institution may
setup Fall, Spring and Summer awarding for Pell using estimated Full
Time enrollment. After drop/add for the Fall period, change the Fall Pell
enrollment option to Adjusted Hours and re-run Pell (RPEPELL).
After drop/add for the Spring period is over, adjust Pell awarding
enrollment option to Adjusted Hours and re-run Pell. The same
changes could be made for Summer. Also factor in if your institution
freezes enrollment or not.
Note: Some institutions may opt to change both Fall and Spring award
options at the same time after drop/add for Spring and prior to the start of
the Summer awarding cycle.
The award amount and the disbursement amount should now match unless the EFC,
COA, or enrollment has changed between running the disbursement process and Pell.
This is why it is important to check your school’s enrollment freeze process.
The above process only changes the award amounts. The disbursement process will
disburse funds per prior period-actual disbursement amounts. In other words, this allows
the awarding process to allocate funds to the Summer period in the above example, but
the disbursement process would pay the correct amount as long as RFRDEFA/RFRASCH
is set up correctly and the Pay Pell If Disbursement Amount Differs From Award
Amount field on the RPROPTS field is set to A - Always disburse or L - Lesser.
When identifying records, the Pell Awarding Process uses fund and period award locks. It
does not adjust awards with the lock set to Y or E, nor period awards set to a Y or E.
These were manual changes and the process will not overwrite such changes. Keep in
mind disbursement will still pay based on lower enrollment and reallocate funds to a
Summer period if the lock is set to E. This allows the correct amount to be disbursed while
still maintaining an audit trail of the manual changes you made to a Pell award.
Banner Financial Aid User Guide
| Processing
309
Reducing an award for Pell paid at another school in the
same aid year
This functionality is similar to that used for Stafford loan funds. The only difference is that
Pell uses percentages to determine the current institution’s award amount.
For example, a student has Pell eligibility at their prior school of $900. The student was
paid $450 at the prior school (450 / 900 = 50%). The student used 50% of their Pell
eligibility for the year. The new school does a professional judgment and the student now
has Pell eligibility of $4050. At the new school the student would be eligible for the 50%
not used at the prior school (100% - 50% = 50%). The student could receive up to $2025
($4050 X 50%).
A check in the Use NSLDS for Pell field indicates that NSLDS Pell award information is
used in the calculation of Pell awards. The Pell award is reduced by any NSLDS Pell
Scheduled award percentages received at other schools in the Pell Calculation Process
(RPEPELL) and the Disbursement Process (RPEDISB).
Since the Banner Financial Aid 8.16 release (January 2013), it is no longer necessary to
check the Use NSLDS for Pell checkbox. The Pell Calculation Process always uses
NSLDS Pell award information to determine the amount of Pell for which the student is
eligible. The calculation will also use the Pell LEU Percent field to determine if the student
has exceeded the 600% maximum lifetime Pell eligibility or is close to that limit, and will
adjust the Pell award accordingly.
Once the Use NSLDS for Pell field is checked, the RPEPELL Process checks to see if
any of the school codes listed in the in the School Code field of the Pell Payment Data
window of the RNASLxx form matches the Pell ID at either the institution or campus level.
If a match exists, the Pell award is calculated without factoring in the Pell award
percentage. If a match does not exist, the assumption is that another school has paid a
portion of the student Pell amount and the Pell calculation adjusts the Pell award
downward to account for the percentage received at the other school.
Note: The RNASLxx form has been updated to allow the Pell Percent
Scheduled Used field so that a maximum of 200% can be entered on a
Manual record.
Handling less-than-half time for Pell more efficiently
Previously, the Pell calculation used existing Default Less Than Half Time Pell COA on
the RPROPTS form and the Less Than Half Time COA field on the ROAPELL form when
calculating Pell awards for students who were enrolled for less-than-half-time status in a
period. These amounts were manually calculated and updated by the user on the
Packaging Options (RPROPTS) and Applicant Pell Grant (ROAPELL) forms, respectively.
The calculation of Pell less-than-half-time budgets has been automated through the
addition of a Use for < ½ Pell field on the Budget Components Validation form
(RTVCOMP) for Aid Year Budget processing or on the Period Budget Aid Year Rules form
(RBRPBYR) for Period Based Budget processing. With this indicator, you can specify
which budget components from a student’s full time Pell budget should be included in the
calculation of their less-than-half-time COA.
Banner Financial Aid User Guide
| Processing
310
If no components are identified on the Budget Components Validation form (RTVCOMP)
or Period Budget Aid Year Rules form (RBRPBYR) as applicable, and the Use New Pell
Less than Half Time Calculation indicator is not checked on the ROAINST form, the
process continues to look at the values on the Applicant Pell Grant form (ROAPELL),
Less Than Half Time COA, and then Default Less Than Half Time Pell COA on the
Packaging Options form (RPROPTS).
Warning! The Pell Less than Half Time COA is not updated if the
student’s Pell award is locked with a value of Y or E. The same applies to
a period lock of Y or E.
If you choose to have the system dynamically calculate the Less than Half Time COA the
system enters this value into the Less than Half Time COA on ROAPELL. Any manual
updates to this field are overwritten by the RPEPELL process, once you have indicated to
use the dynamic calculation of Pell less than half-time Cost of Attendance. If a different
Cost of Attendance is needed for the applicant, you must make updates to the actual
budget for the type defined for Pell processing using the Applicant Budget (RBAABUD)
form for Aid Year Budgeting or Applicant Period Budget (RBAPBUD) form for Period
Based Budgeting.
If the indicator for Use Pell Less Than Half Time Calculation is not set (unchecked) on
the U.S. Institution Financial Aid Options (ROAUSIO) form, the dynamic calculation by the
system for determining the less than half-time cost of attendance will not occur, even if
budget components have been defined to be used for the less than half-time Pell
calculation.
Controlling when the Pell calculation process is run
You can set an indicator to prevent the Pell Calculation Process (RPEPELL) from
executing automatically, either for an individual student, a group of students, a campus, or
an institution.
For example, you might want to run RPEPELL for continuing students, but delay running
the process for new students for a period of time. In this example, use a population
selection and the Batch Posting Process (RORBPST) to check/uncheck the Prevent
Automatic Pell Calculation indicator. For an individual student, you may check/uncheck
the Prevent Automatic Pell Calculation indicator on the Applicant Status (ROASTAT)
form.
Additionally, Pell processing may be controlled at the campus level. Some schools may
have a campus that is strictly Graduate and therefore does not need Pell to run for that
campus. The Prevent Automatic Pell Calculation indicator is updated for individual
campuses through the Campus Defaults tab on the U.S. Specific Institution Financial Aid
Options (ROAUSIO) form.
Finally, for a non-U.S. school you may choose to turn Pell off for the entire institution by
checking the indicator in the Grant and EDE Options tab on the U.S. Specific Institution
Financial Aid Options (ROAUSIO) form.
The information that follows describes how the Prevent Automatic Pell Calculation
indicator will impact the running of the Pell process if checked.
Banner Financial Aid User Guide
| Processing
311
ROASTAT student level prevent automatic Pell calculation is checked:
• the student will not be picked up in a batch run for RPEPELL
• the forms will not automatically run RPEPELL for this student
• running a Needs Analysis calculation will not run RPEPELL for this student
Banner Financial Aid User Guide
| Processing
312
• if the student is in a population selection used with a batch run of RPEPELL, the process
will calculate Pell for the student
• RPEPELL can be run directly from ROAIMMP or RPAAWRD for the student
ROAINST campus level prevent automatic Pell calculation is checked:
• the students in this campus will not be picked up if RPEPELL is run in batch without a
population selection
• the forms will not automatically run RPEPELL for students in this campus
• running a Needs Analysis calculation will not run RPEPELL for students in this campus
• if a student from this campus is in a population selection used with a batch run of
RPEPELL, the process will calculate Pell for the student
• RPEPELL can be run directly from ROAIMMP or RPAAWRD for students in this campus
and the process will calculate Pell for them.
ROAINST institutional level prevent automatic Pell calculation is
checked:
• all students will not be picked up if RPEPELL is run in batch without a population
selection
• the forms will not automatically run RPEPELL for any student
• running a Needs Analysis calculation for any student will not run RPEPELL
• if a student is in a population selection used with running RPEPELL in batch, the
process will calculate Pell for the student
• RPEPELL can be run directly from ROAIMMP or RPAAWRD for any student and the
process will calculate Pell for them.
Setup procedure for multiple Pell fund codes
1. Set up separate Pell funds on RFRBASE.
2. Set up the default Pell code in the Pell Fund Code field on the Institutional Defaults
tab of the U.S. Specific Institution Financial Aid Options (ROAUSIO) form.
3. Identify which campuses have a Pell fund code different from the default and populate
the correct campus with the corresponding Pell code in the Pell Fund Code field on
the Campus Defaults tab of the U.S. Specific Institution Financial Aid Options
(ROAUSIO) form.
4. Create and review carefully any special award schedules for Pell on RFRASCH.
Banner Financial Aid User Guide
| Processing
313
Note: Keep in mind if a student is assigned multiple Pell fund codes
within an aid year, the default award schedule is used. Review RPEPELL
and RPEDISB documentation.
5. Once students are assigned to a specific campus and RPEPELL is re-run, the process
automatically awards the correct Pell fund code for each period for the student.
6. Disbursement does not determine which Pell fund code is assigned as this is done in
awarding (RPEPELL). Remember that if a student changes campuses, you must
re-run RPEPELL to get the new campus Pell fund code to award.
Note: If you setup multiple Pell fund codes on RFRBASE you must go
back to prior years and populate the ROAUSIO form with the Pell Fund
code used for those years in the Institutional Defaults tab. This is
necessary because RFRBASE is not an aid year specific form. Otherwise
if you attempt to recalculate Pell for the prior years you will get the
following error message: Cannot Determine Default Pell Fund Code.
Pell Calculation Process (RPEPELL) for Pell processing
The following functionality is included with Pell/Multiple Pell fund codes.
Option to delete zero Pell awards.
Previously, once a Pell award existed for a student, the RPEPELL process would not
remove the award records from Banner, even if a recalculation resulted in a zero dollar
award amount.
The Delete Pell Award If Zero field in the Pell Options window of the RPROPTS form
now allows you to have RPEPELL delete awards if the awards are reduced to zero by
RPEPELL. This option controls the deletion of award records when a Pell award is
reduced to zero -- whether a school uses a single Pell code or multiple Pell fund codes.
If the option is checked and the Pell award record is reduced to zero AND the following are
all true:
• the award memo amount is null,
• the authorized amount is null,
• the paid amounts are null,
• the award is not locked,
• the award has no period locks set,
• no Origination record was created for the award,
then the award records on the award forms (RPRAWRD, RPRATRM, RPRADSB) are
deleted for that award. Otherwise, the award records remain in Banner.
Banner Financial Aid User Guide
| Processing
314
Note: There is one exception to the Delete Pell Award If Zero checkbox.
Even when this new indicator is checked (delete $0 Pell awards), if a $0
Pell award is created as a result of an NSLDS default, then the $0 Pell
award remains on the student’s award. This allows you to override on a
period-by-period basis the NSLDS default, if appropriate.
Recognizing co-existence of multiple Pells for same student
simultaneously.
The RPEPELL process recognizes the co-existence of multiple Pell funds on the same
student at the same time. The RPEPELL process combines the totals of any funds where
the Federal Fund ID is PELL. This means that if a student has two different Pell awards on
their account simultaneously, the RPEPELL process totals the awards together for
determining the correct amount for each period as well as for the entire year.
Multiple Pell award fund codes may exist for a student in an aid year. However, for any
period within that aid year, no more than one of those Pell awards will be allowed to have
a non-zero offer amount.
If multiple Pell Fund codes exist, the process to determine the appropriate Pell fund code
to be assigned follows the same hierarchy to be used when determining which Pell rules
to use when originating Pell records. This hierarchy is as follows:
1. Look to the General student record (SGBSTDN) to see in which campus the student is
enrolled.
2. If a Pell fund code has been added to the Campus Defaults tab of ROAUSIO for the
student’s campus, use that Pell fund.
3. If that campus does not have a Pell fund code defined on the Campus Defaults tab,
use the default Pell fund.
4. If the school does not define a default Pell fund code on the Institutional Defaults tab
of ROAUSIO, and there are multiple Pell funds, Pell is not awarded. Instead, an error
message prints to the log file indicating that the Pell fund to be used cannot be
determined.
5. However, if there is only one Pell fund defined on RFRBASE, the Pell process will
award that fund to all students who are eligible for Pell.
The above allows for students who have applied for admission but have not yet been
admitted to a campus to be awarded the default Pell. Once the student has been admitted
to a specific campus and RPEPELL is re-run, the Pell fund code for the assigned campus
is awarded and the default Pell fund code is zeroed out. If the Delete Pell Award If Zero is
set to Y, the default fund is removed.
Locked records
Fund or period locks still prevent changes to Pell award records. If a period lock exists, the
periods that are not locked may be awarded a different Pell fund code, which will result in
a $0 award amount for the locked period for the new Pell fund code. The non-zero award
for the locked period remains under the prior Pell fund code.
Banner Financial Aid User Guide
| Processing
315
Rounding 0ption
If only one Pell fund code exists, the rounding option selected for that fund code on
RFRMGMT is utilized. If multiple Pell fund codes exist, the rounding option selected is the
rounding option on RFRMGMT for the default Pell fund code from ROAUSIO.
Offered or auto accepted
Offered or Auto Accept status is reviewed on a period-by-period basis per the fund code
rules setup on RFRMGMT for the Pell Fund Code awarded for that period.
Award schedules
If only one Pell fund code exists, the RFRASCH schedule from that fund code is used if it
exists -- otherwise RFRDEFA. If multiple Pell fund codes exist for the aid period, the
RFRASCH schedule is used for the default Pell Fund Code on ROAUSIO -- otherwise
RFRDEFA.
Award change letter indicator
If no Pell previously existed on the student award, but one or more is now being created
and any of the Pell fund codes for this student have award letter indicators set to Y, the
RORSTAT Award Letter flag is set to Y.
If a Pell award previously existed for the student, and the new total award amount for all
Pell fund codes is different from the previous total award amount for all Pell funds, and if
any previous or new fund codes has the award letter indicator set to Y, the Award Letter
flag is set to Y.
Finally, if the Pell award previously existed for the student, but the Pell award now rejects,
and any of the fund code award letter indicators is set to Y, the student Award Letter flag is
updated to Y.
Disbursement Process (RPEDISB) for Pell processing
The RPEDISB process has been modified to determine if a Pell aid period has been
specified for a student. If it has, the disbursement process will use that aid period for
processing Pell awards.
The process also checks against RORTPRD to determine if an existing period award is
still valid for the student's aid period. The validation for Pell funds has been modified to
use the Pell aid period code rather than the student’s aid period code, as long as one is
present.
The disbursement process also requires that students accept changes in the Accounts
Receivable module. If the Disburse If Charges Not Accepted indicator
(RPBOPTS_USE_AR_IND) on the Packaging Options Form (RPROPTS) is unchecked,
Banner Financial Aid User Guide
| Processing
316
the load calculation will return 0 hours if changes are not accepted, resulting in the aid not
being disbursed.
Disbursement functionality for Pell / Multiple Pell fund codes is as follows.
Recognizing multiple Pell funds
The process combines the total of any funds with a Federal Fund ID of PELL. This means,
for example, if a student has two different Pell awards on their account simultaneously, the
process totals the awards for determining the correct amount for each period as well as for
the entire year.
Note: The Disbursement Process does not try to determine the correct
Pell fund to use for the student based on which campus he attends, but
instead pays whichever Pell fund code is awarded for the student for that
period. RPEPELL determines which Pell fund to use, not RPEDISB.
Back out of memo, authorizations, and disbursements
Support for multiple Pell funds requires that the same student cannot have two different
Pell funds in any state of payment (memo, authorization, or paid) in the same period
simultaneously. It is possible, however, that a student may be having aid reversed or
backed out at the same time the school wants to disburse a different Pell fund.
The disbursement process backs out memos, authorizations, and disbursements for Pell
awards whose period award has been reduced to zero, regardless of any Pell
disbursement option settings on RPROPTS. Pell awards with a zero period offer amount
are processed before Pell awards with non-zero period offer amounts. This ensures that
disbursements back out correctly, prior to attempting disbursement on the new Pell award.
For the disbursement process to work correctly, schools that disburse aid awards by fund
must include all Pell funds in the same run of the disbursement process. This permits the
back out of memo, authorization, and payment amounts for period awards that have been
reduced to zero, so that new, non-zero period award amounts can disburse.
Use disbursement enrollment edits for memo option
For Pell Processing -- regardless of how the Use Disbursement Enrollment Edits for
Memo field is set -- the RPEDISB process treats the Use Disbursement Enrollment
Edits for Memo as (checked) Y for Pell. This prevents Pell from overawarding when
memoing, authorizing, and disbursing. This is done for one Pell fund code as well as
multiple Pell fund codes. When no registration records exist for a student for a particular
period, the disbursement process will create a memo for Pell using the period's Pell Award
Enrollment options which are set up on the RPROPTS form.
Banner Financial Aid User Guide
| Processing
317
RPEDISB process reports
The Disbursement Reports use the Award Fund Code for all reports for all funds. This
allows each Pell fund code to be listed separately on the reports.
Disbursement Results (ROIDISB)
The ROIDISB form allows you to see disbursement processing errors by period. To
support Two Pell Grants in an Award Year processing, the Period field in the KEYBLCK
has been modified to allow the entry of Pell crossover periods as applicable. If a period
has been defined as a crossover period for the aid year in the key block, you are permitted
to enter it. Otherwise, you will receive an error message, as in the past, indicating that the
period exists but is not valid for the aid year.
Pell Edit/Error messages
With the addition of Two Pell Grants in an Award Year, various edit and error messages
have been added and modified within the Banner coding. The following is a list of edit/
error codes along with their resolution to assist institutions with correcting data issues.
Edit/Error Code(s)
Resolution
Pell fund to be used cannot be determined
or error selecting Pell fund from RFRBASE
or no Pell fund codes defined on RFRBASE
Setup error with Pell fund codes. Either no fund codes have
a Federal Fund ID of “Pell” on RFRBASE, or multiple Pell
fund codes have been set on RPRBASE but a default Pell
fund code has not been entered on ROAINST/ROAUSIO for
the aid year.
Error selecting aid year specific fund info
The Pell fund code has not been set up on RFRMGMT for
the aid year.
Error selecting standard award schedule
not found
No RFRDEFA default award schedule has been set up for
the student's aid period and the aid year being processed.
Error periods not equal input, RFRASCH, or
RFRDEFA
The periods created on the RFRASCH Fund Award
Schedule or RFRDEFA Default Award Schedule do not
match the periods set up on RORTPRD for the aid period
and aid year.
Pell calculation; RFRASCH/RFRDEFA
grant pct missing
The Grant Percent field was not entered on the award
schedule created on RFRASCH or RFRDEFA. This percent
value must be entered for Pell awards to be calculated.
Disbursement period not in aid period
Attempting to disburse Pell for a period which is no longer
part of the student's aid period. The aid period for the
student was changed, but the Pell award was not
recalculated to remove periods which are not part of the new
aid period. Run the Pell award process to delete the period
which is no longer part of the aid period.
Banner Financial Aid User Guide
| Processing
318
Edit/Error Code(s)
Resolution
Error selecting fund disburse schedule or
error selecting standard disburse schedule
A disbursement schedule must be set up on RFRASCH
Fund Award and Disbursement Schedule Rules for the aid
year, aid period, Pell fund code or on RFRDEFA Default
Award and Disbursement Schedule Rules for the aid year
and aid period.
RFRDSCH exceeds 20 scheduled
disbursements or RFRDEFD exceeds 20
scheduled disbursements
Although the RFRASCH and RFRDEFA forms allow
unlimited numbers of disbursements in the disbursement
schedules, COD will allow a maximum of 20. The number of
scheduled disbursements must be decreased to 20.
Error selecting next year award schedule
If calculating a Pell award including a crossover summer
period, valid award schedules must exist for the crossover
aid year. Add the missing award schedules on RFRASCH or
RFRDEFA and rerun the Pell process.
Error calculating next year less than half
time COA or Error selecting COA for less
than half time
If calculating a Pell award including a crossover summer
period and the enrollment for the summer period is less than
half time, data must be set up correctly on the RPROPTS
Packaging Options, RBRCOMP Budget Component Rules,
and RTVCOMP Budget Component Validation forms for the
crossover aid year.
Warning: cannot process > 15 periods in aid
period
Due to limitations in COBOL, internal processing tables
must be hard-coded with a specific number of entries.
Period processing is currently set to 15 periods in the
process. You must limit the number of periods in any aid
period to 15 or the Pell award may be processed incorrectly.
At least one term fails SAP validation on all
terms in aid period fail SAP validation
For each period being processed, the Pell calculation
checks the most recent Satisfactory Academic Progress
term record for the student. This information can be found
on the Eligibility Status tab of the ROASTAT Applicant Status
form. If the status (RTVSAPR) on the SAP record is set to
Prevent Packaging, and the Which Aid is a value which
includes Pell awards, that term will fail SAP validation and
will not be awarded. If one or more of the terms in the
periods in the student's aid period fail this validation, the
message “At least one term fails SAP validation” will be
returned. If all of the terms in the student’s aid period fail this
validation, the message “All terms in aid period fail SAP
validation” will be returned.
Banner Financial Aid User Guide
| Processing
319
Edit/Error Code(s)
Resolution
At least one period fails NSLDS/Banner
validation on all periods in aid period fail
NSLDS/Banner validation
These messages include Default, Overpayment and
Aggregate Limit validation results. For Default and Refund
validation, the Pell calculation checks the NSLDS Match
Indicator found on the RNASLxx Student Loan Data form
and RNARSxx Need Analysis Result form. A value of 1
(Default), 2 (Overpayment), or 4 (Both Default and
Overpayment) can result in one of the above messages. For
Aggregate Limits validation, the Pell calculation checks the
Exceeds Subsidized Limits and Exceeds Combined Limits
values on the Aggregate and Perkins Loan tab of the
RNASLxx form. A value of E (Exceeds) can result in one of
the above messages.
Note - These errors can be overridden by the user.
• A value of D (Default tests) or A (All tests) entered in the
NSLDS Override field on the RNARSxx form (Federal
Match Indicators tab) will override a Default error and allow
the Pell to be awarded for all periods.
• A value of D (Default tests) or A (All tests) entered in the
NSLDS Override field of the Award Schedule window of
the RPAAWRD or RPAAPMT forms will override the
Default error for an individual period.
• A value of O (Overpayment tests) or A (All tests) entered in
the NSLDS Override field on the RNARSxx form (Federal
Match Indicators tab) will override an Overpayment error.
• A value of O (Override tests) or A (All tests) entered in the
NSLDS Override field of the Award Schedule window of
the RPAAWRD or RPAAPMT forms will override the
Overpayment error for an individual period.
• A value of L (Limit tests) or A (All tests) entered in the
NSLDS Override field on the RNARSxx form (Federal
Match Indicators tab) will override an Aggregate Limit error
and allow the Pell to be awarded for all periods.
• A value of L (Limit tests) or A (All tests) entered in the
NSLDS Override field of the Award Schedule window of
the RPAAWRD or RPAAPMT forms will override the
Aggregate Limits error for an individual period.
To allow the user to access the award on the RPAAWRD or
RPAAPMT forms to override these errors for a period, the
Pell award will be created with a zero award in some or all
periods even when the above errors are returned.
Default aid period cannot be a Pell aid
period
The default aid period listed on the ROAINST form cannot
be the same aid period used as a Pell aid period. These aid
period codes must always remain different.
Term code, aid year on STVTERM must
match the key block aid year or have a
matching entry in period base data
(RORPRDS)
The period codes entered must have a matching period
created on RORPRDS, which consists of the base aid year
and crossover aid year.
Banner Financial Aid User Guide
| Processing
320
Pell processes
This section provides you with a description of each process and report that is associated
with calculating Pell. It is important to remember that the Pell award is calculated both at
the time of awarding and at the time of disbursement. These two calculations are then
compared, and based on your option in the Pay Pell If Disbursement Amount Differs
From Award Amount field in the Pell Options window of the Packaging Options form
(RPROPTS), determines how much Pell to disburse to the student. The options for this
field are as follows.
Never — will not disburse any Pell Funds if the award amount and the calculated
disbursement amount differ.
Lesser Amount — will pay the lesser of the award amount or the calculated
disbursement amount.
Always Disburse — will always pay the calculated disbursement amount.
Essentially the calculation is the same at the time of awarding as it is at the time of
disbursement, but the process uses enrollment as a separate option for awarding and
disbursement. The process may or may not be calculating with different enrollment levels
since the calculation is dependent on your Pell Award Enrollment Option and Pell
Disbursement Enrollment Option in the Pell Options window of the Packaging Options
form (RPROPTS).
For example, many standard full-time schools may choose to award with a default of
Full Time, yet will only disburse with Billing or Adjusted Hours. Review the
options for your institution and review the preceding Updating Award Amounts to agree
with Actual Disbursement Amounts section. This section discusses how to change your
enrollment options at specific times of the year to ensure that both awarding and
disbursement ultimately utilize the same enrollment option.
Pell Calculation Process (RPEPELL)
Changes in the law and regulations for calculating Student Pell Grant Eligibility Limits
indicate that a student can never receive more than 600% of Pell over their lifetime.
Note: 100% of Pell = one annual scheduled award.
These regulations are being applied retroactively, to include any Pell Grant awards a
student has received during their lifetime, since the Pell program’s inception. This means
that any Pell Grant award a student has ever received will be considered in the Pell Grant
eligibility calculation.
For the 1213 aid year, the Lifetime Eligibility Used (LEU) returned in the National Student
Loan Data System (NSLDS) information on the Institutional Student Information Record
(ISIR) and through Transfer Student Monitoring/Financial Aid History (TSM/ FAH) was not
always accurate. Common Origination and Disbursement (COD) needed time to collect
prior year Pell payment information and feed it to NSLDS for all students. That collection
and reporting to NSLDS was not completed until the June/July 2012 timeframe. Therefore,
NSLDS LEU information for many students in Banner was not accurate or as up-to-date
Banner Financial Aid User Guide
| Processing
321
as the data received by the school and loaded to Banner prior to information being
updated at NSLDS. For this reason no changes to the Pell Calculation were made for the
1213 aid year because the data was not reliable.
For the 1314 aid year, the LEU information in NSLDS has been updated for all prior years
and for all students and is thought to be reliable from the beginning of the aid year.
Therefore, LEU % information will be used by RPEPELL to determine a student’s Pell
award.
The Pell Calculation process performs the following functions:
• Calculates a Pell award based on the Pell Grant Payment Schedule table (RORPELL).
Pell awards are calculated outside of the normal Packaging process, due to their special
requirements.
• This process uses the enrollment option for awarding on the RPROPTS form. The
Attending Hours will be calculated for the number of hours which the student is
attending if Use Attending hours has been indicated on the RFRMGMT form.
Note: The RPEPELL program has been modified to use the Enrollment
Rule associated with the Pell fund on RFRMGMT when calculating the
Pell load.
• Online, the Pell Awarding process is performed whenever the Pell EFC, the Pell budget,
the estimated enrollment level, or the aid period changes for an applicant — unless the
Prevent Pell Calc field is checked on the ROAINST or ROASTAT form.
• In batch mode, all applicants with records on the Applicant Status table (RORSTAT) will
be processed.
• The Pell award may be auto-accepted on RFRMGMT, or may be accepted once a SAR
is received. Once a valid SAR Certified date is entered on ROAPELL, the offered Pell
grant will be accepted. A Pell award cannot be accepted manually.
• If the student has reached 100% of the scheduled Pell award for the aid year both
Banner and NSLDS data are checked, the student’s enrollment status is checked to
determine if the student is at least ½ time and the Pell Award Percent is checked to see
if it supports more than 100%. If the student is not enrolled (or is not expected to be
enrolled) at least ½ time for the period or the Pell Award Percent is not greater than
100%, the process does not award beyond the 100% scheduled award for the aid year
and places a 0 award in the applicable period.
• The Next Aid Year Code is an optional parameter 08. If entered, it must be a valid and
active aid year. The RPEPELL process first performs the Pell calculation for Aid Year
Code for a student, and immediately performs a Pell calculation for Next Aid Year Code
for the same student until all students have been processed. This will facilitate the
process of calculating the most advantageous Pell summer crossover period awards.
Always use the “lower” aid year in the Aid Year Code parameter and the “higher” aid
year in the Next Aid Year parameter. Example: 1011 should be used in the Aid Year
Code Parameter and 1112 should be used in the Next Aid Year Code parameter.
• The Pell specific aid period will be used for calculating Pell awards rather than the
standard aid period code, if a Pell specific aid period exists for the student.
Banner Financial Aid User Guide
| Processing
322
Note: Parameters are automatically created by the forms that call this
process (RBAABUD, RBAPBUD, RNANAxx, RNAOVxx, RNARSxx,
RNASUxx, RNAVRxx, ROAIMMP, ROAPELL), or are created manually
through the GJAPCTL form.
The RPEPELL process has been modified to automatically process both aid years when
executed from online forms whenever a crossover period is part of the student’s aid period
or Pell aid period. This ensures that the most advantageous Pell amount is awarded.
Processing Modifications
When the RPEPELL process is being run from the forms, either automatically from the
budget or need analysis forms, due to changes in data, from the Applicant Immediate
Process Form ROAIMMP, or when using RPEPCKG with Calculate Pell Award
parameter = Y:
• If the student being calculated has an aid period which contains a summer crossover
period
AND
• The period also exists in that student’s Pell aid period for the crossover aid year,
RESULT
The student’s Pell award will be calculated in both aid years.
Under these conditions, the calculation for the earlier aid year (the one with the earliest aid
year end year), will be calculated first, followed by the next aid year.
The earliest aid year end year will be processed first regardless of whether the institution
treats summer as a trailer or header.
Examples
Trailer School
Example
0910 Aid Period is Fall 2009, Spring 2010, Summer 2010
1011 Pell Aid Period is Summer 2010, Fall 2010, Spring 2011, Summer 2011
User goes to RPAAWRD for 1011 and chooses Pell Calculation from the options
menu.
The Pell calculation is automatically run for 0910 then for 1011 because the 0910 Aid
Period includes a period that crosses over with 1011.
Banner Financial Aid User Guide
| Processing
323
Header School
Example
1011 Aid Period is Summer 2010, Fall 2010, Spring 2011
0910 Pell Aid Period is Summer 2009, Fall 2009, Spring 2010, Summer 2010
User goes to RPAAWRD for 1011 and chooses Pell Calculation from the options
menu.
The Pell calculation is automatically run for 0910 then for 1011 because the 1011 Aid
Period includes a period that crosses over with 0910.
Students whose aid period does not contain a summer crossover period will only be
calculated for the aid year matching the key block of the form which is performing the
Pell calculation. Additionally, if a need analysis record does not exist for the student in
the second aid year, the Pell calculation will not be performed.
Note: Batch processing for crossover aid years has not been modified.
The Parameter 08 - Next Aid Year Code will continue to be used to
determine whether or not to calculate the next year award for students.
Parameter validation has been added to RPEPELL for Parameter 08 Next Aid Year Code. This is done to ensure that Next Aid Year Code must
be ROBINST_AIDY_CODE that corresponds to +1 of the
ROBINST_AIDY_END_YEAR from Parameter 01 – Aid Year Code.
Refer to the Reports and Processes Chapter of this User Guide for further information
regarding the Pell Calculation Process (RPEPELL).
Crossover period logic and calculation to determine most beneficial
aid year
A period which starts before July 1 and ends on or after July 1 is defined as a crossover
summer period. The period award is calculated using the most advantageous aid year. For
each period in the aid period, the routine determines whether or not the period is a
crossover period by checking ROBPRDS_CROSSOVER_IND.
If the period is not a crossover period, processing does not change.
However, if the period is a crossover period, the award is calculated for the current aid
year and an estimated period award is calculated for the summer period using information
from the next aid year, and the summer crossover period is awarded in the most beneficial
aid year of the two. This processing occurs automatically up to a date defined by the
Department of Education each year. This date will be maintained in the Grant Options
window of RPROPTS with a field labeled Pell Crossover Cutoff Date
(RPBOPTS_CROSSOVER_CUTOFF_DATE).
The processing described for most beneficial aid year is performed up to, but not including
that date. If the Pell Crossover Cut Off Date has been reached, Pell awards may no longer
be calculated nor disbursed for that aid year. If running the Pell Calculation Process
(RPEPELL), the message “CURRENT DATE PAST AID YEAR CROSSOVER CUTOFF;
NO PELL CALC.'” will be generated. If running the Disbursement process RPEDISB,
disbursement reject 82 “Pell disbursement not allowed after crossover cutoff date” will be
generated.
Banner Financial Aid User Guide
| Processing
324
The estimated next year period award is calculated as follows:
• The routine checks the student’s aid period (RORSTAT_APRD_CODE_PELL which is
defaulted to RORSTAT_APRD_CODE) in the next aid year.
• If the student has a RORSTAT record for the next aid year, and has a non-null EFC for
the next aid year, and has an aid period which contains the same crossover period being
processed in the current aid year, a scheduled Pell award amount is calculated for the
next aid year.
• If the student has a Pell budget in the next aid year, that budget amount is used in the
calculation. Otherwise, the budget is assumed to be the same as the current year
budget.
• After calculating a scheduled award for the next aid year, an estimated period award for
the summer period is calculated using the scheduled award, the period percent defined
for the summer period in the next aid year and aid period, and the enrollment load for
the summer period.
• If the current year calculated summer period award is greater than or equal to the next
year calculated summer award, the summer crossover period is awarded in the current
aid year based on the current year scheduled award. If the next year calculated summer
award is greater than the current year calculated summer award, the summer crossover
period for the current aid year is set to zero, allowing RPEPELL to award the period in
the next aid year when processing is done for that aid year.
• When RPEPELL calls UCPRTN for the Next Aid Year Parm, for any crossover period in
the aid year, the process will check for the same period in the prior aid year. If a nonzero Pell award exists in a prior year for the same crossover period, the assumption will
be that the prior aid year had a higher scheduled award and therefore a higher summer
period award in the crossover period. Pell is not awarded in the next aid year for the
crossover period.
Pell Lifetime Eligibility Used (LEU)
This section describes LEU information used during the Pell calculation processing to
properly calculate the student’s Pell eligibility for the year.
The related award forms, RPAAWRD, RPAAPMT, and ROARMAN include the High Pell
LEU field that is to indicate when the student has a HIGH Pell LEU that has reduced the
student’s Pell eligibility for the aid year.
The following values are required to correctly calculate LEU:
• Current Year Pell Already Used (from all institutions for the aid year)
• Beginning LEU
• Beginning Remaining Eligibility
• Current Year Eligibility
Note: This LEU calculation offers the ability to alter the current calculation
for current year eligibility to allow use of the Beginning Remaining
Eligibility, if less than 100.
Banner Financial Aid User Guide
| Processing
325
Current Year Pell Already Used
The sum of the most recent record for each unique school code in RCRLDS7
(RCRLDS7_PELL_PERCENT_SCHED).
Beginning LEU
Lifetime Eligibility Used
-
(RCRLDS4_PELL_LEU)
Current Year Pell Already Used
=
Beginning LEU
(RCRLDS7_PELL_PERCENT_SCHED)
Beginning Remaining Eligibility
600
-
Beginning LEU
(federally mandated maximum)
=
Beginning Remaining Eligibility
(see calc. above)
Current Year Eligibility
If the Beginning Remaining Eligibility >= 100:
100
-
Amount used at other schools
=
Current Eligibility
Note: This is the current calculation already performed in the Pell
calculation to determine a student’s remaining eligibility for the aid year.
If current eligibility is < 0, the value remains 0.
Or, if the Beginning Remaining Eligibility < 100:
Beginning Remaining Eligibility
-
Amount used at other schools
=
Current Eligibility
This replaces the value of 100 in the current logic in the Pell calculation with the new
Beginning Remaining Eligibility, which is less than a full year Pell award due to the
student’s beginning of the year LEU.
Banner Financial Aid User Guide
| Processing
326
Example 1
The student attended another school with Summer as a header and transfers in the
Fall to the Banner school. They attended ½ time over the Summer and used 25% of
their current year Pell eligibility at the other institution. The student is planning to
attend Fall and Spring at the Banner institution full time and has been paid 50% of
their current year Pell eligibility at the Banner school for the Fall term.
If Beginning LEU <= 500.00
(Beginning Remaining
Eligibility >= 100.00)
If Beginning LEU > 500.00
(Beginning Remaining
Eligibility < 100.00)
a. Max Allowed Eligibility
600.00
600.00
b. LEU from NSLDS
550.00
580.00
c. Banner Current Year Used
50.00
50.00
d. Other Schools Current Year
Used
25.00
25.00
e. Total Current Year Used (c + d)
75.00
75.00
f. Beginning LEU (b - e)
475.00
505.00
g. Beginning Remaining Eligibility
(a - f)
125.00
95.00
75.00
70.00
h. Current Eligibility %
(If g >= 100, 100 - d
Else If g < 100, g - d)
(100.00 - 25.00 = 75.00)
i. End Result in Banner
Fall: 50% awarded/paid
Spring: 25% awarded
(95.00 - 25.00 = 70.00)
Fall: 50% awarded/paid
Spring: 20% awarded
Example 2
The student attended another school Summer and Fall and transfers in the Spring to
the Banner school. The student attended Summer ½ time and Fall ¾ time and has
used 62.50% of their current year eligibility at the other institution. The student is now
attending Spring at the Banner school half-time and has been paid 25% of their
current year Pell eligibility.
If Beginning LEU <= 500.00
(Beginning Remaining
Eligibility >= 100.00)
If Beginning LEU > 500.00
(Beginning Remaining
Eligibility < 100.00)
a. Max Allowed Eligibility
600.00
600.00
b. LEU from NSLDS
550.00
598.00
25.00
25.00
c. Banner Current Year Used
Banner Financial Aid User Guide
| Processing
327
If Beginning LEU <= 500.00
(Beginning Remaining
Eligibility >= 100.00)
If Beginning LEU > 500.00
(Beginning Remaining
Eligibility < 100.00)
d. Other Schools Current Year
Used
62.50
62.50
e. Total Current Year Used (c + d)
87.50
87.50
f. Beginning LEU (b - e)
462.50
510.50
g. Beginning Remaining Eligibility
(a - f)
137.50
89.50
37.50
27.00
(100.00 - 62.50 = 37.50)
(89.50 - 62.50 = 27.00)
h. Current Eligibility %
(If g >= 100, 100 - d
Else If g < 100, g - d)
i. End Result in Banner
Spring: 25% awarded/paid
Unused Remaining
Eligibility: 12.5%
Spring: 25% awarded/paid
Unused Remaining
Eligibility: 2%
Example 3
The student attended another school Fall and Spring and transfers in the Summer to
the Banner school as a trailer. The student attended 3/4 Fall and 3/4 Spring at the
other institution. The student plans to attend full-time at the Banner institution but has
not received any Pell funds yet.
If Beginning LEU <= 500.00
(Beginning Remaining
Eligibility >= 100.00)
If Beginning LEU > 500.00
(Beginning Remaining
Eligibility < 100.00)
a. Max Allowed Eligibility
600.00
600.00
b. LEU from NSLDS
550.00
585.00
c. Banner Current Year Used
0.00
0.00
d. Other Schools Current Year
Used
75.00
75.00
e. Total Current Year Used (c + d)
75.00
75.00
f. Beginning LEU (b - e)
475.00
510.00
g. Beginning Remaining Eligibility
(a - f)
125.00
90.00
25.00
15.00
h. Current Eligibility %
(If g >= 100, 100 - d
Else If g < 100, g - d)
Banner Financial Aid User Guide
(100.00 - 75.00 = 25.00)
| Processing
(90.00 - 75.00 = 15.00)
328
i. End Result in Banner
If Beginning LEU <= 500.00
(Beginning Remaining
Eligibility >= 100.00)
If Beginning LEU > 500.00
(Beginning Remaining
Eligibility < 100.00)
Summer: 25% awarded
Summer: 15% awarded
Example 4
The student attended another school Summer as a header and transfers to Campus A
of Banner school Fall and then switches to Campus B of Banner school Spring. The
student attended Summer 3/4 time at the other institution and used 37.50% of their
current year eligibility. The student attended Campus A of the Banner institution 1/2
time using 25% of their current year eligibility and is attending Campus B 3/4 time in
the Spring but has not yet received any Pell funds.
If Beginning LEU <= 500.00
(Beginning Remaining
Eligibility >= 100.00)
If Beginning LEU > 500.00
(Beginning Remaining
Eligibility < 100.00)
a. Max Allowed Eligibility
600.00
600.00
b. LEU from NSLDS
550.00
590.00
c. Banner Current Year Used
25.00
25.00
d. Other Schools Current Year
Used
37.50
37.50
e. Total Current Year Used (c + d)
62.50
62.50
f. Beginning LEU (b - e)
487.50
527.50
g. Beginning Remaining Eligibility
(a - f)
112.50
72.50
62.50
35.00
(100.00 - 37.50 = 62.50)
(72.50 - 37.50 = 35.00)
h. Current Eligibility %
(If g >= 100, 100 - d
Else If g < 100, g - d)
i. End Result in Banner
Banner Financial Aid User Guide
Fall: Campus A 25%
awarded/paid
Spring: Campus B 37.50%
awarded
| Processing
Fall: Campus A 25%
awarded/paid
Spring: Campus B 10%
awarded
329
Example 5
The student attended another school in Fall but withdrew and had a return of title IV
calculation performed. The earned amount of Pell that the student used after the
return calculation was 17.73%. The student then transferred to the Banner school in
Spring and enrolled full-time receiving 50% of the current year eligibility.
If Beginning LEU <= 500.00
(Beginning Remaining
Eligibility >= 100.00)
If Beginning LEU > 500.00
(Beginning Remaining
Eligibility < 100.00)
a. Max Allowed Eligibility
600.00
600.00
b. LEU from NSLDS
550.00
578.50
c. Banner Current Year Used
50.00
50.00
d. Other Schools Current Year
Used
17.73
17.73
e. Total Current Year Used (c + d)
67.73
67.73
f. Beginning LEU (b - e)
482.27
510.77
g. Beginning Remaining Eligibility
(a - f)
117.73
89.23
82.27
71.50
h. Current Eligibility %
(If g >= 100, 100 - d
Else If g < 100, g - d)
(100.00 - 17.73 = 82.27)
i. End Result in Banner
Spring: 50%
Remaining Unused Eligibility:
32.27%
(89.23 - 17.73 = 71.50)
Spring: 50%
Remaining Unused Eligibility:
21.50%
Example 6
The student only attended the Banner school 1/2 time in the Fall and 1/2 time in the
Spring, thus using 50% of their current year eligibility. The student now indicates that
they plan to attend the Banner school 1/2 time during the Summer term.
If Beginning LEU <= 500.00
(Beginning Remaining
Eligibility >= 100.00)
If Beginning LEU > 500.00
(Beginning Remaining
Eligibility < 100.00)
a. Max Allowed Eligibility
600.00
600.00
b. LEU from NSLDS
550.00
578.00
c. Banner Current Year Used
50.00
50.00
d. Other Schools Current Year
Used
0.00
0.00
Banner Financial Aid User Guide
| Processing
330
If Beginning LEU <= 500.00
(Beginning Remaining
Eligibility >= 100.00)
e. Total Current Year Used (c + d)
If Beginning LEU > 500.00
(Beginning Remaining
Eligibility < 100.00)
50.00
50.00
f. Beginning LEU (b - e)
500.00
528.00
g. Beginning Remaining Eligibility
(a - f)
100.00
72.00
100.00
72.00
h. Current Eligibility %
(If g >= 100, 100 - d
Else If g < 100, g - d)
(100.00 - 0.00 = 100.00)
i. End Result in Banner
Fall: 25% awarded/paid
Spring: 25% awarded/paid
Summer: 25% awarded
(72.00 - 0.00 = 72.00)
Fall: 25% awarded/paid
Spring: 25% awarded/paid
Summer: 22% awarded
Example 7
The student attended another school in Summer as a header and transfers in the Fall
to the Banner school. They attended ½ time over the Summer and used 25% of their
current year Pell eligibility at the other institution. The student is planning to attend Fall
and Spring at the Banner institution full time and has been paid 50% of their current
year Pell eligibility at the Banner school for the Fall term.
If Beginning LEU <= 500.00
(Beginning Remaining
Eligibility >= 100.00)
If Beginning LEU > 500.00
(Beginning Remaining
Eligibility < 100.00)
a. Max Allowed Eligibility
600.00
600.00
b. LEU from NSLDS
550.00
605.00
c. Banner Current Year Used
50.00
50.00
d. Other Schools Current Year
Used
25.00
25.00
e. Total Current Year Used (c + d)
75.00
75.00
f. Beginning LEU (b - e)
475.00
530.00
g. Beginning Remaining Eligibility
(a - f)
125.00
70.00
75.00
45.00
h. Current Eligibility %
(If g >= 100, 100 - d
Else If g < 100, g - d)
Banner Financial Aid User Guide
(100.00 - 25.00 = 75.00)
| Processing
(70.00 - 25.00 = 45.00)
331
If Beginning LEU <= 500.00
(Beginning Remaining
Eligibility >= 100.00)
i. End Result in Banner
Fall: 50% awarded/paid
Spring: 25% awarded
If Beginning LEU > 500.00
(Beginning Remaining
Eligibility < 100.00)
Fall: 45% awarded/paid
Spring: 0% awarded
Fall has already been paid 50%
for the aid year, so 5% will need to
be backed off when disbursement
is run.
Example 8
The student attended another school summer as a header and transfers in the fall to
the Banner school. They attended ½ time over the summer and used 25% of their
current year Pell eligibility at the other institution. The student is planning to attend Fall
and Spring at the Banner institution full time and is Pell is being calculated for the first
time in Banner.
If Beginning LEU <= 500.00
(Beginning Remaining
Eligibility >= 100.00)
If Beginning LEU > 500.00
(Beginning Remaining
Eligibility < 100.00)
a. Max Allowed Eligibility
600.00
600.00
b. LEU from NSLDS
450.00
605.00
c. Banner Current Year Used
0.00
0.00
d. Other Schools Current Year
Used
25.00
25.00
e. Total Current Year Used (c + d)
25.00
25.00
f. Beginning LEU (b - e)
425.00
580.00
g. Beginning Remaining Eligibility
(a - f)
175.00
20.00
75.00
0.00
(100.00 - 25.00 = 75.00)
(20.00 - 25.00 = -5.00;
if <0, 0)
h. Current Eligibility %
(If g >= 100, 100 - d
Else If g < 100, g - d)
Banner Financial Aid User Guide
| Processing
332
If Beginning LEU <= 500.00
(Beginning Remaining
Eligibility >= 100.00)
i. End Result in Banner
Fall: 50% awarded/paid
Spring: 25% awarded
If Beginning LEU > 500.00
(Beginning Remaining
Eligibility < 100.00)
Fall: 0% awarded
Spring: 0% awarded
The prior institution has overpaid
this student resulting in -5%
current year eligibility. For Banner
purposes the student has 0%
eligibility and should not be
awarded any Pell funds for the aid
year.
Pell grant award calculation
The Pell grant award calculation section provides you with the Pell awarding calculations
and demonstrates the calculations with examples using Banner.
Pell grant calculations are based on the Pell Grant Schedule published by the Department
of Education for determining scheduled awards for the award period. These payment
amounts change for each award year but are always determined by the full-time Cost of
Attendance and Expected Family Contribution grid. The contents of this grid are stored in
the Banner RORPELL table and used in Pell Grant award and disbursement calculations.
Pell award enrollment is determined by the enrollment option for awarding on the
RPROPTS form. The enrollment is also determined based on the enrollment hours the
student is currently attending if the Use Attending hours indicator has been selected on
the RFRMGMT form.
100% Pell grant award calculation
The Pell grant award is calculated within Banner in the following manner.
1. Maximum dollar award for aid period
(Pell Full Year Pct field on the ROBAPRD form) x (Full-Time, Full Year
Scheduled Amount)
2. Period amount
(Pell Award Percent field for the period on the RFRDEFA or RFRASCH form) x
(period enrollment full year amount x Pell Full Year Pct amount on the
ROBAPRD form)
3. Remaining Pell dollars
Maximum Dollar Award for Aid Period - Prior Period Award(s)
4. Period award
Lesser of Period Amount and Remaining Pell Dollars
Banner Financial Aid User Guide
| Processing
333
Note: Similar logic is applied when awarding beyond 100% of Pell. When
the process get to a period where there is still remaining eligibility for the
100% award, it awards the remaining amount and then an amount from
the second scheduled award not to exceed the Period Amount.
100% Pell percentage awarding example
Aid Period: Fall/Spring/Summer. Pell Full Year Percent field on ROBAPRD = 100%
Pell Award Percent field on RFRDEFA = 50% Fall; 50% Spring; 50% Summer
Student Packaged using Full Time Estimate on RPROPTS
EFC = 0
Full Time Pell = 4050
¾ Pell = $3038
½ Pell = 2025
Maximum $award for aid period:
100% x 4050 = 4050 (a)
Fall Period Award Calculation:
50% x 4050 = 2025 (b)
4050 (a) - 0 = 4050 (c)
lesser of 2025 (b) or 4050 (c) = (d)
d = period award 2025
Spring Period Award Calculation:
50% x 4050 = 2025 (b)
4050 (a) - 2025 = 2025 (c)
lesser of 2025 (b) or 2025 (c) = (d)
d = period award 2025
Summer Period Award Calculation:
50% x 4050 = 2025 (b)
4050 (a) - 4050 = 0 (c)
lesser of 2025 (b) or 0 (c) = (d)
d = period award 0
**Total Initial Award for the aid period is $4050 ($2025 for Fall, $2025 for Spring, and $0
for Summer)**
Banner Financial Aid User Guide
| Processing
334
Note: In the case of a second scheduled award, the process would be
able to award 2,025 for the summer period since student at least half time
and assuming student is taking at least one credit hour in the next
academic period.
Student above actually registers for ¾ Time Fall, Full-Time Spring, & wants to register for
Summer next week. The student is paid Pell based on the adjusted hours and receives
$1519 for Fall & $2025 for Spring
School Changes Awarding Option for Pell on RPROPTS to Adjusted Hours for Fall &
Spring. This will allow any unused Pell from the Fall and Spring periods to be calculated
and awarded for the Summer period. When RPEPELL is performed the Pell Award for the
student is adjusted accordingly.
Maximum $award for aid period:
100% x 4050 = 4050 (a)
Fall Period Award Calculation:
50% x 3038 = 1519 (b)
4050 (a) - 0 = 4050 (c)
lesser of 1519 (b) or 4050 (c) = (d)
d = adjusted period award 1519
Spring Period Award Calculation:
50% x 4050 = 2025 (b)
4050 (a) - 1519 = 2531 (c)
lesser of 2025 (b) or 2531 (c) = (d)
d = adjusted period award 2025
Summer Period Award Calculation:
50% x 4050 = 2025 (b)
4050 (a) - 3544 = 506 (c)
lesser of 2025 (b) or 506 (c) = (d)
d = adjusted period award 506
**Total Adjusted Award for the aid period is now $4050 ($1519 for Fall, $2025 for Spring,
and $506 for Summer)**
Note: The above institution defines their academic year as 24 credit
hours. If the student earned 9 in the fall, 12 in the spring and was taking 6
(half-time) in the Summer, the student would then be awarded a second
scheduled award for 1,013 for the Summer (506 remaining first scheduled
award and 507 second scheduled award).
Banner Financial Aid User Guide
| Processing
335
Pell grant disbursement calculation
All normal Pell grant calculations are based on the Pell Grant Schedule published by the
Department of Education for determining full-time scheduled awards for the award period.
These payment amounts change for each award year but are always determined by the
full-time Cost of Attendance and Expected Family Contribution grid. The contents of this
grid are stored in the Banner RORPELL table and used in Pell Grant award and
disbursement calculations.
You will notice that the Pell Disbursement Calculation is very similar to the Pell Awarding
Calculation. The Pell Grant disbursement is calculated within Banner in the following
manner.
1. Full Year Maximum Dollar Amount
(Pell Full Year Percent field on the ROBAPRD form) x (Full-Time Full Year
Scheduled Amount)
2. Period Amount
Pell Award Percent field on the RFRDEFA or RFRASCH form x Full Year maximum
dollar amount per enrollment level = A
3. B = Total paid amount for other periods in aid period (excluding period being
disbursed)
4. Calculated Amount
If A + B > Full Time Full Year award:
Calculated period amount = FTFY award - B
Otherwise
Calculated period award = A
100% Pell percentage disbursement example
Aid Period: Fall/Spring/Summer Pell Full Year Percent field on ROBAPRD = 100%
Pell Award Percent field on RFRDEFA = Fall 50%; Spring 50%; Summer 50%
The sum of the Pell Award Percent fields on the RFRDEFA or RFRASCH form = 100%
Disbursement Option on RPROPTS set to ‘A’djusted Hours
Enrollment: ¾ Fall, FT Spring, FT Summer EFC = 0
Scheduled Pell: Full Time= 4050
¾ Time = 3038
½ Time = 2025
Fall Period:
1. 100% X 4050 = 4050
2. 50% x 3038 = 1519 = A
3. 0 = B
4. 1519 + 0 is not > 4050
Banner Financial Aid User Guide
| Processing
336
Fall Period Disbursement: $1519.00
Spring Period:
1. 100% x $4050 = 4050
2. 50% x 4050 =2025 = A
3. 1519 = B (prior disbursements)
4. 2525 + 1519 is not > 4050
Spring Period Disbursement: $2025.00
Summer Period:
1. 100% X 4050 = 4050
2. 50% x 4050 = 2025 = A
3. 3544 = B (prior disbursements)
4. 2025 + 3544 is > 4050
Therefore: Calculated period award = FTFY 4050 – (B) 3544 = 506
Summer Period Disbursement: $506
Pell grant award and disbursement processing
• You determine in the Packaging Options section on the Packaging Options (RPROPTS)
form whether to package with the estimated enrollment reported by the applicant or to
package an estimated Pell with the default enrollment for all applicants.
• You can run the Pell Calculation Process (RPEPELL) by itself, either online or in a
batch, or as an option when running the Packaging Process RPEPCKG in batch. When
you initially package Pell Grants for the year, run the batch Pell Grant Calculation
Process after you perform Batch FM Need Analysis calculations and budget
assignments since the creation of the Pell Expected Family Contribution (EFC) and Pell
Budget in batch does not automatically trigger a Pell Grant Calculation.
• There are many fields in the database which impact a student’s eligibility for a Pell
Grant. Therefore, when the information in one of those fields changes, Banner performs
the routine to calculate the amount and validate the student’s eligibility for a Pell Grant.
When any of the following database fields change, Banner performs RPEPELL, the Pell
calculation and award validation routine.
Fields that trigger a Pell when changed include:
Form
Field/Column Name
Need Analysis Result
(RNARSxx)
Primary Calculation Sys EFC
Banner Financial Aid User Guide
| Processing
337
Form
Field/Column Name
Applicant Budget
(RBAABUD)
Aid Period
Supplemental Need Analysis
(RNASUxx)
Expected Enrollment Status for the Yr
Need Analysis (RNANAxx)
Prior Bachelor's Degree
Class Code
Citiz. Status
Applicant Pell Grant
(ROAPELL)
SAR Certified Date
• You cannot add or accept a Pell award manually in the student’s aid package. If you
need to delete the Pell award from the student’s aid package, you must first set the
dollar amount to zero.
• During the disbursement process, the Pell Grant is recalculated based on the option to
disburse using an actual enrollment. If the award is calculated differently at that time, the
award amount is not updated. The new Pell award will only be used during the
disbursement process.
Note: If the Pell award is locked in the student's package, it is not
recalculated during disbursement.
• A Pell award will never be disbursed if the student is picked for verification, a SAR EFC
has not been received, and verification is not performed.
• Set the Equity Fund field to Y on the Funds Management (RFRMGMT) form for the Pell
fund code.
• If the Pell fund code is already included in the student’s package and is recalculated to a
zero (0) amount, it will remain in the package with a 0 dollar amount unless the setting
for Delete Award if Zero is checked on the Grant Options window of the Packaging
Options (RPROPTS) form. This amount is also included in the student’s award letter. If
the Pell Grant is initially calculated as a zero amount, it is not normally added to the
student’s package at all. The exception to this is when the SAP calculation or NSLDS
default, overpayment or limit tests result in some or all term awards being zero. In this
case, the award is created with a zero amount so that the individual term errors can be
overridden on the Award Maintenance (RPAAWRD) or Package Maintenance
(RPAAPMT) forms.
• Fund Management (RFRMGMT) form considerations include:
• If you check the Auto Accept indicator for an award, Banner automatically changes
an offered status for a fund to an accepted status.
Banner Financial Aid User Guide
| Processing
338
• The Change Load During Period, Payment Percent for Three Quarter Load,
Payment Percent for Half Load, and Payment Percent for less than Half Load
Disbursement Option indicators do not apply to Pell Grant processing.
• The Pell Grant Disbursement Process does use the If Ineligible Before Cut off
Date, If Ineligible After Cut off Date, If Selected for Verification but is Not
Complete, and Recoup When Award Reduced indicators.
• If you need to manually change a Pell grant amount for the year:
• Change the award offered/accepted amounts on the Award Schedule section of the
Award Maintenance (RPAAWRD) form or the Package Maintenance (RPAAPMT)
form.
• Lock the fund in the Fund Award section of the RPAAWRD, RPAAPMT, or the
ROARMAN form.
Note: The award amount is never changed by the disbursement process.
Note: The Pell fund is the only fund in which the disbursement process
can disburse more than the scheduled amount.
• Applicant Pell Grant (ROAPELL) form considerations include:
• The Scheduled Award is based on the student’s Pell budget and the full year, full
time Pell Grant Payment Schedule that the RPEPELL process uses.
• The Expected Disbursement prorates the amount in the Scheduled Award field if
the student is a part-time or part-year student based on the student’s enrollment
load.
• The Amount Paid to Date field indicates the Pell payments that have already been
disbursed for the student.
TEACH grant processing
Introduction
The Teacher Education Assistance for College and Higher Education (TEACH) Grant
program provides funds for graduate and undergraduate students who intend to teach fulltime in high-need subject areas for at least four years at schools that serve students from
low-income families. If the student fails to complete the four-year teaching obligation
within eight years of completing or ceasing their education, the grant will be converted to
an unsubsidized loan. The loan will need to be repaid by the student with interest.
Banner Financial Aid User Guide
| Processing
339
TEACH awarding and disbursing
This section provides you with information about student eligibility requirements for the
TEACH Grant and how you should set up Banner to award and disburse TEACH Grants.
Criteria for awarding and disbursing a TEACH grant
To qualify for a TEACH grant, a student must meet the following criteria:
• Complete a FAFSA
• Meet the general eligibility requirements for federal student aid
• Be enrolled in a program of study designated as TEACH Grant eligible. Eligible
programs are those that prepare a student to teach in a high-need area. For example, a
bachelor’s program with a math major could qualify for a student who intends to be a
math teacher
• Sign a TEACH Grant Agreement to Serve and respond to requests by the U.S.
Department of Education confirming continuing intention to meet the teaching obligation
• Complete TEACH grant entrance counseling prior to receiving each scheduled award
and complete exit counseling after completing or ceasing attendance.
• For undergraduate programs, meet one of the following academic achievement
requirements.
• Score above the 75th percentile on a college admissions test; or
• Graduate from high school with a cumulative GPA of at least 3.25 (on a 4.0 scale) to
receive a grant as a freshman; or
• Have a cumulative GPA of at least 3.25 (on a 4.0 scale) through the most recent
payment period on your college coursework to receive a grant for each subsequent
period
• For graduate programs, meet one of the following academic standards.
• Score above the 75th percentile on a college admissions test; or
• Have an undergraduate cumulative GPA of at least 3.25 (on a 4.0 scale) to receive a
grant in the first period; or
• Have a cumulative GPA of at least 3.25 (on a 4.0 scale) through the most recent period
in the Master’s degree program for subsequent payments; or
• Be a current teacher or be a retiree from another occupation with expertise in a highneed field, enrolled in a Master’s degree program; or
• Be a former teacher pursuing an alternative route to certification within a Master’s
degree program
Banner Financial Aid User Guide
| Processing
340
The following will be checked to determine if the student is eligible.
• Completed FAFSA
• U.S. Citizen or an eligible non-Citizen
The following is NOT required for TEACH.
• Does not need to be Pell eligible
• Does not need to be enrolled at a certain enrollment level – student can be enrolled
less-than-half-time and still receive TEACH.
• Verification is not required for TEACH
The following characteristics apply when calculating the TEACH award amount.
• Award amount replaces EFC
• Any amount above EFC must reduce need
• A maximum amount of $4,000 per scheduled award
• A student can receive up to 2 scheduled awards within one aid year. This results in a
maximum of $8,000 per aid year
• Awards must be split equally among the payment periods in the aid year
• The award amount must be prorated based on enrollment
• A maximum aggregate of $16,000 at the undergraduate level and of $8,000 at the
graduate level
Note: Federal regulations allow an institution to award and disburse up to
two scheduled TEACH awards within an aid year. With the current
maximum award amount of $4,000, that means a student could receive
up to $8,000 within an aid year. If your institution wants to award a second
TEACH Grant within the aid year, use the Federal Limits Award override
on the award forms to award the fund.
The following criteria are checked at the time of disbursement to verify the calculated
amount is still correct for the student and to verify the following additional eligibility criteria.
• Enrolled in a TEACH eligible program of study
• Enrolled in a TEACH eligible degree program
• Has completed an Agreement to Serve
When a student receives a TEACH grant, for the grant to not be converted to an
unsubsidized loan after the student ceases attendance, they must complete the following
service agreement.
Banner Financial Aid User Guide
| Processing
341
• Within eight years of completing their program, teach for at least four years as a highly
qualified teacher at a Title I school in one of the following specified subject areas.
• Mathematics
• Science
• Foreign Language
• Bilingual Education
• Special Education
• Reading Specialist
• Other “High Need” fields
TEACH grant setup
For specific setup procedures, please refer to the COD Handbook.
COD TEACH Calculation
This section addresses the calculation of load-based TEACH awards introduced for the
2009-2010 award year. The processing is modeled in a similar way to the existing Pell
Grant calculations.
To accomplish this, much of the existing rules data set up to support Pell processing is
used for TEACH awards. Pell Packaging Options on the Packaging Options (RPROPTS)
form, which were previously used exclusively for Pell award and disbursement
calculations, are now also used to calculate award and disbursement amounts for TEACH
awards.
Pell Award Percent values found on the Fund Award and Disbursement Schedule Rules
(RFRASCH) form and the Default Award and Disbursement Schedule Rules (RFRDEFA)
form are now also used in the calculation of TEACH awards.
Note: Prior to the 2009-2010 aid year TEACH awards could not be
calculated based on period load values. They were packaged by
RPEPCKG and could be added and updated on the award forms just like
any other fund.
Starting with the 2009-2010 aid year, the period awards can be calculated
and disbursed based on a variety of award and disbursement load
options from the RPROPTS form, similar to the way in which Pell awards
have been calculated. To accomplish this, a new database package
(RPK_GRANT_CALC) has been created, and will be used by the
Packaging Process (RPEPCKG) to calculate TEACH awards. In addition,
the Grant Calculation Process (RPRGRNT) may be used to calculate
TEACH awards outside of the packaging process.
Banner Financial Aid User Guide
| Processing
342
It is strongly recommended that you use the RPEPCKG and RPRGRNT
processes to calculate TEACH awards starting with the 2009-2010 aid
year. Creating, updating, or rescheduling of these awards from the Award
Maintenance windows of Award Maintenance (RPAAWRD), Package
Maintenance (RPAAPMT), and Mass Offer Mass Entry (RPAMOFF)
forms, or the creation or updating of these awards from the Batch Posting
Process (RORBPST) will not be prevented; however, these forms and
processes will bypass the new period load calculations and use the
standard Default Award and Disbursement Schedule Rules (RFRDEFA)
and Fund Award and Disbursement Schedule Rules (RFRASCH) forms
without regard to period load values, and may give unexpected results.
Calculations
If the award option is not enabled on the Grant Options window of the Packaging Options
(RPROPTS) form, the calculation uses the values from the Packaging Options window of
RPROPTS. If the disbursement options are not set on the Grant Options window of
RPROPTS, the calculation uses the disbursement option from the Enrollment Cutoff Date
Rules window of RPROPTS. If disbursement options are not set on the Enrollment Cutoff
Date Rules window, the calculation uses the default Disbursement Options from the
Packaging Options window of RPROPTS.
Note: Disbursement options for crossover periods must be setup the
same in both aid years. If different options are used, unexpected results
will occur.
The following is an overview of how the calculations are performed.
• The RPK_GRANT_CALC package calculates the correct TEACH grant award for each
period based on the student’s load (as defined on RPROPTS) and the Grant
Percentages as defined on RFRDEFA/RFRASCH.This new package is used by Auto
Packaging (RPEPCKG), the Grant Calculation Process (RPRGRNT), and Disbursement
(RPEDISB).
• You can still enter TEACH awards manually on the award forms.This allows for the use
of the award overrides, if needed.
When you enter awards manually, the RPK_GRANT_CALC package is not used.
Instead, award validation that uses the normal award percentages on RFRDEFA/
RFRASCH is used. This functionality is the same as before this enhancement.
• Batch Posting of TEACH awards is allowed.
However, just as with manual awards, Batch Posting does not use the
RPK_GRANT_CALC package and instead awards using the normal award
percentages on RFRDEFA/RFRASCH. This functionality is the same as before this
enhancement.
Banner Financial Aid User Guide
| Processing
343
• Because the RPK_GRANT_CALC is used by the Disbursement Process (RPEDISB),
these awards are recalculated at the time of disbursement - regardless of the method
used to award the funds. This ensures that a student is not overpaid for any period of
enrollment.
• You can use the Award and Period Locks on the award forms in the same way as you
can for Pell. This allows you to make changes to awards for a period and lock the
awards so that the awards are not recalculated at the time of disbursement.
Examples
Below are some examples of how TEACH is calculated.
Student packaged full-time, enrolled ¾ time
Based on the options set on the Grant Options window of RPROPTS, the student is
awarded full-time TCHU1 for both Fall and Spring periods.
At the time of disbursement for the Fall period, the student is only enrolled ¾ time.
RPEDISB calculates the eligible disbursement amount based on the disbursement
options on the Grant Options window on RPROPTS and only disburses a ¾ amount for
the period.
Student packaged full-time, enrolled < ½ time
Based on the options set on the Grant Options window of RPROPTS, the student is
awarded full-time TCHU1 for both Fall and Spring periods.
At the time of disbursement for the Fall period, the student is only enrolled < ½ time.
RPEDISB calculates the eligible disbursement amount based on the disbursement
options on the Grant Options window on RPROPTS which is $500. Starting with the
2013-2014 aid year, the calculation of TEACH grants will use the TEACH Reduction
Percentage on RFRMGMT/ROAMGMT to obtain the proper amount. Assuming a 6%
reduction, this $500 amount would actually be $470).
Student packaged ¾ time, enrolled full-time
Based on the options set on the Grant Options window of RPROPTS, the student is
awarded ¾ time TCHU1 for both Fall and Spring periods.
At the time of disbursement for Fall period, the student is actually enrolled full-time.
RPEDISB calculates the eligible disbursement amount based on the disbursement
options on the Grant Options window on RPROPTS and disburses a full-time amount for
the period.
Note: The award is not increased, only the disbursement is increased.
Award increases must be made by either running RPRGRNT or manually
updating the award.
Banner Financial Aid User Guide
| Processing
344
Student receiving more than one TEACH grant scheduled award within the
aid year
Student is packaged with TCHU1 full-time for Fall and Spring.
Institution knows that the student will also be enrolled full-time for the summer period.
On the award form, you can manually add TCHU2 and use the Federal Limits Override to
award the proper amount for the second scheduled TEACH award for the aid year. This
override must be updated on both the TCHU1 and TCHU2 fund codes.
Note: Adjustments must be made on the period window to ensure the
proper amount is associated with the summer period.
Student with prior enrollment and payments
Student received $1000 in TCHU1 at a prior institution.
The student is anticipating full-time enrollment at your institution.
The student is auto-packaged.
Based on the calculations in the RPK_GRANT_CALC package, the student is awarded
$1000 for the Fall period, and $2000 for the Spring period. Starting with the 2013-2014 aid
year, the calculation of TEACH grants will use the TEACH Reduction Percentage on
RFRMGMT/ROAMGMT to obtain the proper amount. Assuming a 6% reduction, the
$1,000 amount would be $940 and the $2,000 amount would be $1,880 for a total of
2,820.
TCHU1 is batch posted to a student using the F batch posting type
Warning! This method is not recommended for TEACH grants.
Student passes award validation and TCHU1 is added to the student’s award.
Note: Adjustments must be made on the period window to ensure the
proper amount is associated with the period(s).
When Disbursement is run, the RPK_GRANT_CALC package calculates whether or not
the student is eligible for the scheduled disbursement and only pays the eligible
disbursement amount.
TCHU1 is batch posted to a student using FN batch posting type
Warning! This method is not recommended for TEACH grants.
Banner Financial Aid User Guide
| Processing
345
Award validation is not used, so the TCHU1 is added to the student’s award.
Note: Adjustments must be made on the period window to ensure the
proper amount is associated with the period(s).
Note: The award must be reviewed to ensure that the student is actually
eligible for the award.
When Disbursement is run, the RPK_GRANT_CALC package calculates whether or not
the student is eligible for the scheduled disbursement and only pays the eligible
disbursement amount.
Student in a 150% aid period
Student is awarded 50% of TCHU1 in the Fall period, 50% of TCHU1 in the Spring Period,
and 0% in the Summer period as all of TCHU1 has been awarded.
Note: If the student becomes eligible for a second scheduled award in the
Summer period, use the Federal Limits Override to award the TCHU2 for
the Summer period.
Student in a 50% aid period
Student is only awarded 50% of TCHU1 as that is the maximum for the aid period.
Awards are locked on the period window
Locks are treated by Disbursement just as the locks are for Pell.
If the award lock is Y, the fund pays for the period being disbursed, regardless of any
recalculation by the RPK_GRANT_CALC package.
If the award lock is E, the fund is recalculated for the period being disbursed, but only for
the lower enrollment.
If the period lock is Y, the fund pays for the locked period, regardless of any recalculation
by the RPK_GRANT_CALC package. Any additional periods will not be affected by the
lock.
If the period lock is E, the fund is recalculated for the locked period, but only for the lower
enrollment. Any additional periods are not affected by the lock.
Additional examples
For the remaining examples, assume the student is in a Fall, Spring, Summer aid period
and there are no other factors such as prior school awards affecting the Banner award.
Also assume the following values on RPROPTS, RFRDEFA/RFRASCH, RNANAxx, and
ROAENRL:
Banner Financial Aid User Guide
| Processing
346
RPROPTS
Grant Award Enrollment Option is I (Estimated ISIR / FAFSA enrl) for all periods
Grant Disbursement Enrollment Option is A (Adjusted hours) for all periods
RFRDEFA/RFRASCH
Period
Award Percent
Grant Award Percent
Fall
50
50
Spring
50
50
Summer
0
50
RNANAxx
Student’s Expected Enrollment Status is 1 (Full Time)
Student’s Expected Period Enrollment Status
• Fall
2 (3/4 time)
• Spring
2 (3/4 time)
• Summer
2 (3/4 time)
ROAENRL
Financial Aid Adjusted Hours
• Fall
6 (1/2 time)
• Spring
6 (1/2 time)
• Summer
12 (Full Time)
Warning! Starting with the 2013-2014 aid year, the TEACH awarding
process will use the TEACH Reduction Percentage on RFRMGMT to
obtain the proper TEACH amount. Please note that the examples that
follow are pre-13-14 and therefore do not account for the TEACH
Reduction Percentage.
Manually enter a $4000 TEACH award on RPAAWRD (not recommended)
The RPAAWRD form will not use the rpk_grant_calc database package, which
calculates grants based on period load, and will not use the RPROPTS Grant Award
Enrollment Percent options.
Banner Financial Aid User Guide
| Processing
347
Based on RFRDEFA/RFRASCH Award Percent values, the student receives the full
$4000, with period amounts as follows:
Fall$2000(FT Expected Enrollment, 50% Award Percent)
Spring$2000(FT Expected Enrollment, 50% Award Percent)
Summer$0 (FT Expected Enrollment, 0% Award Percent)
Batch post a $4000 TEACH award using RORBPST (not recommended)
The RPAAWRD form will not use the rpk_grant_calc database package, which
calculates grants based on period load, and will not use the RPROPTS Grant Award
Enrollment Percent options.
Based on RFRDEFA/RFRASCH Award Percent values, the student receives the full
$4000, with period amounts as follows:
Fall$2000(FT Expected Enrollment, 50% Award Percent)
Spring$2000(FT Expected Enrollment, 50% Award Percent)
Summer$0 (FT Expected Enrollment, 0% Award Percent)
Use the RPEPCKG or RPRGRNT process to calculate the TEACH award
(recommended)
The rpk_grant_calc package will calculate the TEACH grant by period, based on
RPROPTS Grant Award Enrollment Options, RFRDEFA/RFRASCH Grant Award Percent
values, and the student enrollment load for each period,
The award will be calculated as $4000, with period amounts as follows:
Fall $1500(3/4 time ISIR enrollment, 50% Grant Award Percent)
Spring$1500(3/4 time ISIR enrollment, 50% Grant Award Percent)
Summer$1000(3/4 time, 50% Grant Award Percent, remaining amount)
Use the RPAAWRD Reschedule Indicator to reschedule the periods when
aid period did not change (not recommended)
Assume the existing award is $4000, and had been calculated by RPEPCKG as:
Fall
$1500
Spring
$1500
Summer
$1000
The form will not use the rpk_grant_calc database package which calculates grants
based on period load and will not use the RPROPTS Grant Award Enrollment options.
Banner Financial Aid User Guide
| Processing
348
The award is rescheduled based on RFRDEFA_AWARD_PCT or
RFRASCH_AWARD_PCT.
Fall
$2000
Spring
$2000
Summer
$0
Use the RPAAWRD Reschedule Indicator to reschedule the periods when
aid period changed (not recommended).
Assume the existing award is $3000 FA/SPR and had been calculated by RPEPCKG
using the rpk_grant_calc package and ISIR Term expected enrollment as:
Fall
$1500
Spring
$1500
The student changed from FA/SPR to FA/SPR/SUMMER. The student ISIR term
enrollment for summer is 2 (¾ time). RPAAWRD reschedules the award based on
RFRDEFA_AWARD_PCT or RFRASCH_AWARD_PCT.
Fall
$2000
Spring
$2000
Summer
$0
Use the RPRGRNT process to recalculate the award when aid period
changed (recommended).
Assume the existing award is $3000 FA/SPR and had been calculated by RPEPCKG
using the rpk_grant_calc package and ISIR Term expected enrollment as:
Fall
$1500
Spring
$1500
The student changed from FA/SPR to FA/SPR/SUMMER. The student ISIR term
enrollment for summer is 2 (¾ time). RPRGRNT reschedules the award using the
rpk_grant_calc package and calculates the TEACH grant by period, based on
RPROPTS Grant Award Enrollment Options, RFRDEFA/RFRASCH Grant Award Percent
values, and the student enrollment load for each period,
Fall
$1500
Spring
$1500
Summer
$1000
Banner Financial Aid User Guide
| Processing
349
Use the RPRGRNT process to recalculate the award when aid period
changed (recommended).
Assume existing award is $3000 FA/SPR, and had been calculated by RPEPCKG using
the rpk_grant_calc package and ISIR Term expected enrollment as:
Fall
$1500
Spring
$1500
The student changed from FA/SPR to FA/SPR/SUMMER. The student ISIR term
enrollment for summer is 2 (¾ time). Assume by the time this occurred, the school had
chosen to change the RPROPTS Grant Award Enrollment Percent values to A (Adjusted
hours). RPRGRNT reschedules the award using the rpk_grant_calc package and
calculates the TEACH grant by period, based on RPROPTS Grant Award Enrollment
Options, RFRDEFA/RFRASCH Grant Award Percent values, and the student enrollment
load for each period,
Fall$1000 (based on ½ time Adjusted hours)
Spring$1000 (based on ½ time Adjusted hours)
Summer$2000 (based on Full Time Adjusted hours)
Disbursement
Assuming the RPROPTS Grant Award Disbursement Percent values were also set to A
(Adjusted hours) for all periods, the student would be paid the same amounts as were
awarded:
Fall$1000 (based on ½ time Adjusted hours)
Spring$1000 (based on ½ time Adjusted hours)
Summer$2000 (based on Full Time Adjusted hours)
Use the RPRGRNT process to recalculate the award when the aid period
changed (recommended).
Assume the existing award is $3000 FA/SPR, and had been calculated by RPEPCKG
using the rpk_grant_calc package and period expected enrollment as:
Fall
$1500
Spring
$1500
The student changed from FA/SPR to FA/SPR/SUMMER. The student period expected
enrollment for summer is 2 (¾ time). Assume at the time this occurred, the school had not
changed the RPROPTS Grant Award Enrollment Percent values.They are still set to I
(Period Expected enrollment). RPRGRNT reschedules the award using the
rpk_grant_calc package and calculates the TEACH grant by period, based on
RPROPTS Grant Award Enrollment Options, RFRDEFA/RFRASCH Grant Award Percent
values, and the student enrollment load for each period:
Fall$1500 (based on ¾ Period Expected enrollment)
Banner Financial Aid User Guide
| Processing
350
Spring$1500 (based on ¾ Period Expected enrollment)
Summer$1000 (based on ¾ Period enrollment and remaining amount)
Disbursement
Assuming the RPROPTS Grant Award Disbursement Percent values are set to A
(Adjusted hours) for all periods, the student is paid based on the setting on RPROPTS for
Pay Pell if Disbursement Amount Differs from Award Amount.
If the Pay Pell if Disbursement Amount Differs from Award Amount is A (Always
Disburse):
Fall$1000 (based on ½ time Adjusted hours)
Spring$1000 (based on ½ time Adjusted hours)
Summer$2000 (based on Full Time Adjusted hours)
If the Pay Pell if Disbursement Amount Differs from Award Amount is L (Lesser
Amount):
Fall$1000 (Lesser of 1500 award and 1000 calculated disbursement)
Spring$1000 (Lesser of 1500 award and 1000 calculated disbursement)
Summer$1000 (Lesser of 1000 award and 2000 calculated disbursement)
If the Pay Pell if Disbursement Amount Differs from Award Amount is N (Never
Disburse):
Fall$0 (1500 award amount differs from 1000 calculated disbursement)
Spring$0 (1500 award amount differs from 1000 calculated disbursement)
Summer$0 (1000 award amount differs from 2000 calculated disbursement)
State grant award processing
In many states, the state grant program is handled by a state financial aid agency. This
agency processes state grant applications, calculates award amounts, and disburses the
funds directly to students or to schools for payment to students. Though the amount of the
grant is calculated by the state agency, financial aid offices may need to estimate the
award amount prior to the actual awarding by the state grant agency. Since this award can
affect the student’s need for other aid, aid officers typically try to estimate the amount of
the state grant prior to its official calculation by the state grant agency.
Although it is disbursable, schools would not want to disburse an estimated award. They
need to make sure that only the official amount calculated by the state grant agency for
the period is disbursed.
Banner Financial Aid User Guide
| Processing
351
These concerns can be handled by Banner in the following manner:
1. On the Fund Management (RFRMGMT) form, set up the fund accepted award status
code to be something such as ESTD (Estimated). The Disburse indicator should be
set to System. The Memo Credit indicator can be set either way, and the Automatic
Acceptance indicator can be either checked or unchecked.
2. On the Financial Aid Selection Rules (RORRULE) form, create a disbursement rule
that says:
RPRAWRD_AWST_CODE = CERT (Award Status Code = CERT)
This will prevent the fund from being paid or authorized unless the award status code
is intentionally changed to CERT (a code meaning accepted on RTVAWST). The
normal processes of awarding or accepting the award would post different status
codes so the fund could be packaged and memoed, but not disbursed.
3. When the official award is known, then the actual amount is posted, replacing the
estimated award, and the status code is changed to CERT. The award is then eligible
for disbursement and only the actual/official amount will be paid.
If actual/official state grant award data is received electronically, a customized process
to post the data to the student’s award record (RPRAWRD) and award by period
record (RPRATRM) can be developed. A customized process should also change the
award status code to identify the amount as the official amount and make it
disbursable.
Resources, contracts, and exemptions
Contracts
Note: To interface third-party payments from Banner Student to Banner
Financial Aid, the Interface Third Party Cont indicator must be checked
on the Packaging Options (RPROPTS) form for those aid year you wish
to interface.
1. Contract Authorization (TSACONT).
To interface contracts, the contract must first exist on SPRIDEN as a Non-Person
record and on TSACONT for authorization. The Person Authorization window of
TSACONT provides for the authorization of contracts for specific students.
2. Third Party Contract Rules (RPRCONT).
Define the valid third party contracts which will be in effect for the specified terms.
Estimate a standard amount for each contract within the defined terms.
Note: On RPROPTS, if the Always Use Estimated field is checked, then
the estimated amount will always be used as a resource for students
authorized for the contract. If the Always Use Estimated field is not
checked, the estimated amount will be used until the actual amount is
Banner Financial Aid User Guide
| Processing
352
available from Banner Accounts Receivable.
If the Assume Full Time field is checked, the full estimated amount will
always be used regardless of estimated enrollment. If Assume Full-Time
is set to N, then the percentage specified will be used to prorate the
estimated contract amount.
RPIARPY – The Contracts and Exemptions Payment Inquiry form allows
you to view Third Party Contracts that have been applied to the student's
account.
RPAARSC – The Exemptions and Contracts window of the Resource
Maintenance form enables you to view a student's exemptions and third
party contracts for an aid year.
Exemptions
Note: To interface Exemptions from Banner Student to Banner Financial
Aid, the Interface Exemptions indicator must be checked on the
Packaging Options (RPROPTS) form for the Aid Year in which you want
to interface.
1. Exemption Authorization (TSAEXPT).
To interface exemptions, the exemption must be set up on TSAEXPT in Banner
Student. The Person Authorization window of this form provides for the authorization
of exemptions to specific students.
2. Exemption Rules (RPREXPT).
Define the valid exemption codes which will be interfaced for specified terms.
Estimate a standard amount for that exemption within the defined terms.
• On RPROPTS, if the Always Use Estimated field is checked, the estimated
amount of exemption will always be used as a resource for students authorized for
exemptions. If the Always Use Estimated field is not checked, then the estimated
amounts will be used as a resource until the actual amount is available from Banner
Accounts Receivable.
• The estimated amount can be prorated based on estimated enrollment. If the
Assume Full Time field is checked, the full estimated amount will be used. If the
Assume Full Time field is unchecked, then the percentage specified will be used to
prorate the estimated amount of the exemption.
• RPIARPY – Contracts and Exemptions Payment Inquiry form allows you to view
exemptions that have been paid to the student’s account.
• RPAARSC – The Exemptions and Contracts window of the Resource Maintenance
enables you to view a student’s exemptions and third party contracts for an aid year.
Banner Financial Aid User Guide
| Processing
353
Excluding contracts and exemptions
The Higher Education Reconciliation Act of 2005, HERA, changed the way Coverdell
education savings accounts, prepaid tuition plans offered by a State, and qualified tuition
programs (known as 529 prepaid tuition plans and 529 savings plans) were treated in the
determination of a student’s financial aid package.
Previously, prepaid tuition plans were treated as an adjustment to the student’s cost of
education, estimated financial aid, or as a resource. Many institutions used Third Party
Contract processing in the Accounts Receivable system of Banner to process students
who benefited from these plans. By using the Third Party Contract process, the benefits
received by the student were then reported as a resource for financial aid and properly
reduced the student’s need.
The changes made by HERA require that prepaid tuition plans no longer be treated as
adjustments to the cost of education, estimated financial aid, or resources. All qualified
educational benefits or education savings accounts are now treated as assets of the
owner of the plan in the calculation of the student’s EFC, unless the plan is owned by a
dependent student.
• Even if the beneficiary of the plan is someone other than the student (for example, a
sibling) it is counted as an asset belonging to the plan’s owner.
• The value (refund value for 529 prepaid tuition accounts) of all plans owned by the
parent of a dependent applicant must be reported as an asset of the parent.
• The value (refund value for 529 prepaid tuition accounts) of all plans owned by the
independent student applicant or spouse must be reported as an asset of the student.
• If the dependent student owns the plan, it is not included on the FAFSA nor is it included
as an adjustment to the COA or considered as a resource or estimated financial
assistance.
Specific resources identified as a qualified tuition program must be excluded from being
considered as resources when they have been processed using Third Party Contracts in
the Accounts Receivable system.
Previously, if you opted to interface Contracts and/or Exemptions on the Packaging
Options (RPROPTS) form, when a student was authorized and received payment from a
Third Party Contract or Exemption, the amount paid on the student's account was included
in the determination of actual resources for financial aid.
The resource amount was interfaced into the Resource Maintenance (RPAARSC) form
and included in the calculation of need for financial aid in the following award forms:
Award Maintenance (RPAAWRD), Packaging Maintenance (RPAAPMT), and Financial
Aid Record Maintenance (ROARMAN) with the resource amount displaying in the
Resource field.
In response to the changes required by HERA, Banner Financial Aid allows you to exclude
specific contracts and/or exemptions from being counted as a Financial Aid Resource. In
addition, you can roll contracts and exemptions from one term to a new term.
Banner Financial Aid User Guide
| Processing
354
To properly process contracts and exemptions from being excluded as resources, you
must:
• establish a contract record on the Third Party Contract Rules (RPRCONT) form, for a
contract.
• establish an exemption record on the Exemptions Rules (RPREXPT) form, for an
exemption.
• select the new Exclude as Resource checkbox on RPRCONT or RPREXPT.
• set the estimated amount, or, if you choose not to use estimates, leave the amount
blank.
Note: If a Third Party Contract or Exemption is excluded as a resource, it
will not be visible on the Resource Maintenance (RPAARSC) form.
However, all Third Party Contracts and Exemptions which have been paid
to a student, including those that have been excluded, may be viewed on
the Contracts and Exemptions Payment Inquiry (RPIARPY) form which
uses the RPVARPY view. You can view Third Party Contracts or
Exemptions paid on the student's account.
The calculation of estimated resources for both contracts and exemptions uses the
maximum amount established on the student authorization for the contract and/or
exemption if it exists in Accounts Receivable (TSACONT/TSAEXPT). If no maximum
amount has been established, the calculation for estimated resources will continue to use
the estimated amount defined on RPRCONT for contracts and RPREXPT for exemptions.
Maintaining resources and calculation in unmet need
Resource Maintenance (RPAARSC)
Other Resources, Contracts, and Exemptions are created and maintained by term and will
display for terms that are associated with a period or crossover period for the aid year in
the key block.
Example
Term 201030 is associated with PERIOD SUMMER 0910 which has and aid year of 0910
and a crossover aid year of 1011.
A Resource, Contract, or Exemption for the 201030 term will be displayed for both the
0910 and 1011 aid years.
Other Resources block
The block’s Other Resources Calculated Total field has been modified to allow mouse
navigation and will represent the total amount of all resources displayed including
crossover terms and resources for the aid year (null term).
Banner Financial Aid User Guide
| Processing
355
For example, a student has other resources entered for the fall, spring, and summer terms
and a resource which does not have a term and is for the aid year. The Other Resources
Calculated Total value will show the sum of all records displayed (fall, spring, summer
terms + record without term attached). However, only the term which belongs to a period
that is part of the student’s aid period plus the resources for the aid year (no term exists)
will be used in the calculation of resources for need.
Additionally, “Other Resources” for terms that are associated with the Aid year specified in
the key block or crossover terms for another aid year can also be displayed.
When displayed for the crossover year, that record cannot be updated (or deleted). The
following error messages are displayed, accordingly:
• On Update:
• “Resource exists in &RPRARSC_AIDY_CODE; update not allowed.”
• On Delete:
• “Resource exists in &RPRARSC_AIDY_CODE; delete not allowed.”
Using details from the previous example, when RPAARSC is used for the 0910 aid year,
the resource for the 201030 term will be displayed and the record can be updated (or
deleted). However, when RPAARSC is used for the 1011 aid year, the resource for the
201030 term will be displayed but the record cannot be updated (or deleted).
Once a record exists in the RPRARSC table, update of the RPRARSC_TERM_CODE is
not allowed.
Note: When a record is inserted, the key block aid year is always used.
A record with a term code can only be inserted when the term code has been defined with
the STVTERM_FA_PROC_YR = key block aid year.
For example, Term 201030 has STVTERM_FA_PROC_YR = 0910.
From RPAARSC, enter “0910” in the key block along with a valid Student ID. The record is
allowed to be inserted into RPRARSC and will have RPRARSC_AIDY_CODE = ‘0910’
From RPAARSC, enter “1011” in the key block along with a valid Student ID. If an attempt
is made to add record with term code = 201030. The insert is not allowed, and in this case
would be followed by this error message:
• “Unable to create record. Use 0910 aid year for 201030 term.”
Summary block
The Summary block has been modified to provide the resource amount calculated from
Other Resources, Contracts, and/or Exemptions based on the aid period assigned to the
student for the aid year in the key block. See information provided in Resource
Calculation.
All fields in the Summary Block allow mouse over text help.
Banner Financial Aid User Guide
| Processing
356
Resource calculation
Because periods allow the ability to combine terms and the potential of a student changing
from one period to another period but both periods contain the same term code, resources
entered on RPAARSC will remain by term.
Note: The information from Accounts Receivable for contracts and
exemptions will remain by term.
With the delivery of enrollment/payment periods, the calculation for the amount of
resources changed to only include the resources for the terms which are part of the
periods making up the student’s aid period. Resources, which are for the aid year and not
defined with a term, will be included in the calculation of resources.
Example
• Period FALL/WINTR 1011 consists of terms 201110 and 201115
• Period SPRING 1011 consists of term 201120
• Aid Period FA/SPR consists of Periods FALL/WINTR 1011 and SPRING 1011
The Financial Aid office is provided information the student is going to receive an
outside scholarship for the upcoming 1011 aid year. The student is also receiving
training funds from SRS which are processed as contracts through Accounts
Receivable.
Term 201110
Term 201115
Term 201120
Total
Scholarship
300.00
200.00
500.00
1,000.00
SRS-Contract
300.00
250.00
550.00
Total
600.00
750.00
1,550.00
200.00
Resources calculated for the 1011 aid year would be 1550.00, the total of all terms
that exist for the aid year and this amount would then reduce the amount of need for
the student.
Budget
10,000.00
EFC
0
Resources
1,550.00
Gross need
8,450.00
Banner Financial Aid User Guide
| Processing
357
The student later decides they will not be attending in fall so the Financial Aid office
changes his aid period from fall/spring to spring only. The Spring aid period consists of
period SPRING 1011 with the 201120 term. The resource calculation will now only
include the resources which exist for the 201120 term
Budget
5,000.00
EFC
0
Resources
Gross need
750.00
4,250.00
Exemptions and contracts
Exemptions and Contracts are displayed for all terms that are associated with a Period for
the aid year entered in the key block. If the term is included in a Period which has been
defined as a crossover Period, the contract and/or exemption will be displayed in both
years.
Note: The Calculated Grand Total of All Resources may no longer equal
the Resources in the Summary block. The Other Resources Calculated
Total and the Exemptions and Contracts Calculated Total are totals for the
aid year. The Resources in the Summary block reflect the total for the aid
period.
Adding periods to an award schedule
The only time you can manually add a new period to a student’s award schedule is when
that new period is valid for the student’s current aid period but it wasn’t part of the
student’s aid period when the award schedule was originally created. When you add a
new period record to the award schedule, Banner does not change the way the other
periods were scheduled.
Instead, Banner sums up all the periods for the fund, puts the new total through the award
validation process and places the new total in the RPRAWRD table and then displays it in
the Fund Awards section of the Award Maintenance (RPAAWRD) form, the Package
Maintenance (RPAAPMT) form, and the Financial Aid Record Maintenance (ROARMAN)
form. This is the only situation which will cause the total award to change due to a change
in one of the period amounts. Normally, the total in the Fund Awards section needs to be
changed and the new total between periods in the award by period detail needs to be
rescheduled.
The function to add a new period record is used, for example, when a student who was
originally in one aid period later decides to also attend a Summer period. If the Summer is
the last period for the aid year, the student’s aid period can be changed to include that
period. To give the student an award for the new Summer period, insert a new period
record into the student’s award schedule in the award by period detail section with the new
Summer award amount.
Banner Financial Aid User Guide
| Processing
358
This will not change the way other periods have been scheduled (and possibly already
paid). Banner will automatically add up all period amounts and will package the new total.
If the total in the Fund Awards section is changed first, Banner might change the way other
period amounts have been scheduled.
If the new award total fails the award validation process, an error message will be
received. To override one of the permissible edits in award validation, you will need to
remove the award record for the period and select the appropriate override on the Award
Maintenance tab then save. Once the override has been updated, you may then add the
new period award record on the Award Schedule tab.
Rescheduling disbursement date using periods
When using the option to reschedule the disbursement date for non-loan funds based
upon the student’s earliest class start date either for the aid period (RFRDEFA) or for a
specific fund/aid period (RFRASCH), Banner will evaluate the class start dates for all
terms within the period to determine the earliest class start date.
If a student has the Consortium Indicator set to “Yes” for a term within the period, the
earliest class start date for the term will be determined by the earliest attending hours start
date, if they exist. Otherwise, the term start date will be used.
Period Based Awarding
Overview
Banner Financial Aid provides the ability to accept, decline, or cancel awards by period.
The functionality to allow awards to be created and maintained by period is optional and
defined by fund. This option is set on the fund management forms RFRMGMT or
ROAMGMT by updating the Allow Processing by Period checkbox.
When processing by period for an enabled fund, the status of the award can be
maintained by period, whether it is offered, accepted, declined, or cancelled. Additionally,
you are allowed to create an award for a specific period on the Award Schedule tab
(RPRATRM) of the award forms, rather than forcing the award to first exist for the aid year
(RPRAWRD). The Award Offer Mass Entry (RPAMOFF) and Award Acceptance Mass
Entry (RPAMACC) forms also provide you with the ability to offer, accept, and reject
awards either for an aid year or by period.
Note: Only funds where Allow Processing by Period has been checked
may be created as a new award on RPAAWRD and RPAAPMT Award
Schedule tab. Also, only funds where Allow Processing by Period has
been checked may be accepted or rejected by period on RPAMACC.
Banner Financial Aid User Guide
| Processing
359
Funds which allow processing by period and also are available to be accepted or declined
by the student in Self-Service have two options available for Self-Service processing.
• By Period: The applicant may accept or decline the award for each period.
• By Aid Year unless award status mixed: The applicant must accept or decline the award
for the aid year when all of the period award statuses are offered. If not all of the period
award statuses are offered, the applicant may accept or decline periods which are
offered. This provides the ability for an award to be offered for fall/spring and accepted
by aid year then an additional period is awarded as offered such as summer which may
be accepted or declined without impacting the fall and spring awards.
With the ability to have awards in different states for different periods of enrollment, a
hierarchy for determining the overall status of the award for the aid year is necessary. For
example, the Fall award could have been accepted while the Spring award had been
declined. When it is determined that multiple periods exist (RPRATRM table) with differing
values (offered, accepted, declined, or cancelled), the following hierarchy will be used to
determine the overall status for the award at the aid year level (RPRAWRD):
Overall Status
(award for the aid year)
Award condition(s)
• If any period has an accepted status and additional
periods exist that are not accepted.
Accepted
Example: Fall accepted and Spring offered.
The award is accepted for the aid year
• If any period has an offered status and no period is
accepted.
Offered
Example: Fall is declined and Spring is offered.
The award is considered offered for the
aid year
• If any period has a declined status, and no period is
accepted or offered.
Declined
Example: Fall is declined and Spring is cancelled.
The award is considered declined for the
aid year.
If any period has a cancelled status, and no period is
accepted, offered, or declined.
Cancelled
Example: Fall is cancelled and Spring is cancelled
The award is considered cancelled for the
aid year.
Note: A system delivered value for a Cancelled award status,
SYSC = System Cancelled, will be created with this release and will
Banner Financial Aid User Guide
| Processing
360
update a new field for the default Cancel status on the fund management
forms (RFRASPC table). This default Cancel status will be used for
updating the award level status code when different codes meaning
cancelled exist for period awards. The system delivered value may be
updated in the fund table, RFRASPC, to one established at your
institution.
If your institution currently has an award status defined of SYSC in the
RTVAWST table, this will be the value used for updating the Cancel
Status on the fund management forms (RFRASPC table). It is important
for you to verify the SYSC value has the Cancel indicator set and reflects
the status you want to use.
For example, Fall is cancelled with a status code of CNCL and Spring is
cancelled with a status code of CSAP, both having a value of cancelled.
The award status will be updated to the award status defined for Cancel
for the fund.
To help in identifying awards where the awards for periods differ, you have the ability to
define award status codes that represent a mixed status exist for the aid year. Mixed
award statuses will be defined on the fund management forms (RFRMGMT and
ROAMGMT) and assigned based on the award status hierarchy.
• Mixed Accept - The status defined for Mixed Accept will be assigned to the award for the
aid year if any period has an accepted status and additional periods exist that are not
accepted. If a Mixed Accept status has not been defined, the status defined for Accept
will be used.
• Mixed Offer - The status defined for Mixed Offer will be assigned to the award for the aid
year if any period has an offered status and no period is accepted. If a Mixed Offer
status has not been defined, the status defined for Offer will be used.
• Mixed Decline - The status defined for Mixed Decline will be assigned to the award for
the aid year if any period has a declined status, and no period is accepted or offered. If a
Mixed Decline status has not been defined, the status defined for Decline will be used.
You may offer, accept, decline, or cancel funds where period processing is enabled for the
aid year. However, once awards for the periods have been updated and are in different
states (Fall - accepted and Spring - declined), updates to the award status must be made
by period. As a result, an error message will be displayed if you are attempting to update
the aid year award status when all the period award statuses are not the same value.
Setting up funds for Period Based Processing
1. If you will be using the award status codes representing a Mixed Offer, Mixed
Accept, and Mixed Decline status, create award status codes for these new values
on the Award Status Validation (RTVAWST) form. The status for Mixed Offer should
be defined with the Offer indicator checked, the status for Mixed Accept should be
defined with the Accept indicator checked, and the status for Mixed Decline should
be defined with the Decline indicator checked. For each of these new status codes,
indicate if changing the award status to this value should update the Award Letter
indicator to Y (yes).
Banner Financial Aid User Guide
| Processing
361
2. After you have identified the funds you want to allow processing by period, you have
two options for setting up the fund for period processing:
• Single Fund Update - RFRMGMT/ROAMGMT
• Update the Allow Processing by Period indicator.
• Update the award status codes
• Update the web processing rules (see below for options)
• Mass Update - RFRMUPD
• Update the award status codes for multiple funds where you have queried the funds
based on criteria such as fund type or fund source.
• Enable Period Processing by updating the Allow Processing by Period indicator for
multiple funds where you have queried the funds based on criteria such as fund type
or fund source.
Note: The Allow Processing by Period indicator cannot be updated for
Direct, Electronic, or Manual loans at this time. The ability to process loan
funds will be provided in a future Banner Financial Aid Release.
• Update the Web Processing Rules (see information on Self-Service options, below).
3. Determine how the fund will be accepted or declined in Banner Financial Aid
Self-Service.
• For funds which do not allow processing by period (Allow Processing by Period is
unchecked), awards in Self-Service may only be accepted or declined for the aid year.
• Funds where you allow processing by period (Allow Processing by Period is checked),
have two options for how the fund is accepted or declined by the student:
• Award may be accepted or declined for each period separately (Allow Web Accept/
Decline by P = Period)
• Award must be accepted or declined by aid year unless a period is offered while
other periods for the fund are accepted, declined, or cancelled (Allow Web Accept/
Decline by A = Aid Year unless status mixed). For example:
– Student offered Merit for Fall and Spring, the award must be accepted or
declined for the aid year. The student accepts the award.
– Aid Period is changed to Fall/Spring/Summer and the Merit fund is offered to
the student in Summer (Fall and Spring remain as accepted). The student
now has the ability to accept or decline the Summer award without any impact
to the Fall and Summer award.
• Partial Acceptance
If you will allow a partial amount of an award to be accepted in Self-Service for the fund,
update the fund specific field, Allow Partial Amount Acceptance, on the fund management
form, RFRMGMT or ROAMGMT. The Fund Mass Update Rules form (RFRMUPD) may
also be used for update of multiple funds. The fund specific option replaces the Global
option Allow Partial Amount Acceptance on the Web Processing Rules tab of ROAINST.
Funds where period processing is enabled and the fund may be accepted or declined for a
Banner Financial Aid User Guide
| Processing
362
specific period will allow a partial amount acceptance by period when the Allow Partial
Amount Acceptance is checked for the fund.
Updating awards for enrollment changes
A quick award process exists which makes it easier to maintain awards which need to be
changed due to:
• a student’s change in anticipated course load affecting only one period, or
• a student’s change in enrollment plans so as not to be enrolled for all periods as
previously expected.
Consider the following two award maintenance scenarios and the current Banner
Financial Aid operational steps, either of which allow you to change the award to the
desired amount.
A student changes enrollment to half-time Fall and full-time Spring. The steps to change
the award were:
For Option 1
1. Change the student’s budget on the Applicant Budget (RBAABUD) form or Applicant
Period Budget (RBAPBUD).
2. Change the total award in the Funds Award section of the Award Maintenance
(RPAAWRD) form.
3. While still in the Funds Award section of the RPAAWRD form, save the change and
wait for award validation to accept the new award.
4. While on the RPAAWRD form, go to the Award Schedule window and change the
award by period records to reflect a half-time Fall award and a full-time Spring award,
ensuring that the sum of the period awards exactly equals the total that was entered in
the Funds Award section (or else the sum of the period offer amounts will be used as
the new award amount for the aid period). You may also need to update the
Enrollment Load for the periods to reflect the changes for the applicant's enrollment.
For Option 2
1. First enter the changed period award amounts on the Award Schedule window of the
Award form or Package Maintenance form.
2. Save the changes and Banner proceeds as follows:
• The sum the period awards for the changed fund is compared to the existing total
award (that would initially have been displayed in the Funds Award section).
• If the sum of the period awards differs from the (existing) award total, a pop-up
window is displayed with a warning message requesting verification that the award
total is to be changed to the sum of the changed period awards.
Banner Financial Aid User Guide
| Processing
363
To position your cursor on the proper choice you can use the Enter key or the Tab key.
Once you select your choice, press the Accept (Save) key.
• If you indicate that you want to change the award, the award is repackaged using the
new total which includes a validation against awarding rules, and all changes are
committed.
• If you do not want to change the award, the attempted period changes will be rolled
back.
• Banner recalculates the award percents for each period based on the new period
amount and updates those fields.
• The newly packaged amount can now be seen in the Funds Award section of the Award
form or the Package Maintenance form.
When you use the Award Maintenance (RPAAWRD) form, you can make changes to
multiple periods and multiple funds with a single Save. Since the Award Schedule Window
on the Package Maintenance (RPAAPMT) form only deals with one fund at a time,
multiple periods can be done only for the selected fund.
Manually scheduling awards
Banner initially distributes awards by periods according to rules set on the Fund Award
and Disbursement Schedule Rules (RFRASCH) form or the Default Award and
Disbursement Schedule Rules (RFRDEFA) form in the Funds Management Module. You
can change the award schedule for a specific student and fund on the second page of the
Award Maintenance (RPAAWRD) form or on the Package Maintenance (RPAAPMT) form.
Award Amount Change - When you manually change the amount of an award, it is
scheduled according to the distribution percentages previously entered for the fund on
page two, rather than the schedule defined on one of the award schedule rules forms.
Therefore, if a student should receive an award with the unique pattern of 25% in the Fall
and 75% in the Spring and the amount of the award changes, the new amount will still be
scheduled at 25% in the Fall and 75% in the Spring.
Aid Period Change - If you change the student’s aid period, both new awards and revised
awards will be scheduled according to the rules on the Fund Award and Disbursement
Schedule Rules (RFRASCH) form or the Default Award and Disbursement Schedule
Rules (RFRDEFA) form when the Schedule indicator is checked to reschedule non-Pell
funds on the award forms. A change in the student’s aid period is determined by
comparing the list of periods in the fund's award schedule to the list of periods for the
student’s current aid period.
An award status code change by itself does not cause the award to be rescheduled.
Banner Financial Aid User Guide
| Processing
364
Updating awards when locked
Global Institution Financial Aid Options (ROAINST)
The ROAINST form allows institutions to setup various financial aid options. Enter the
name of the financial aid director and the director’s phone number on the Institution
Demographics Tab. You can also enter campus demographic information in that area of
this window.
Award lock
The Allow Award Status Updates When Locked indicator is delivered with a default
value of unchecked (No). When you have the Allow Award Status Updates When
Locked indicator checked (Yes) on the Options tab of ROAINST, the award status may be
updated in Banner and the student able to accept or decline the award in Self-Service
when the award is locked (for the aid year or any period is locked). This functionality
allows the update of a period award status when the Allow Award Status Updates When
Locked indicator is checked and the award is locked for the aid year or the period if the
fund is set to allow processing by period. This will allow the student to accept or decline
the award in Self-Service but will not allow acceptance of a partial amount. Award
amounts may not be changed when the fund is locked either for the aid year or a period.
Identifying students needing new or revised award
letters
It is possible to identify students who may need a new or a revised award letter. The
Packaging Group Information section of the Award form (RPAAWRD), Packaging
Maintenance form, (RPAAPMT), and Financial Aid Record Maintenance (ROARMAN)
form display an Awrd Ltr field.
This field (RORSTAT_AWD_LTR_IND) is set to Y whenever the offered amount changes
on any fund in the student's package when you want changes to the fund to cause the
award letter indicator to be set. If you want changes to a particular fund to cause the
indicator for the student to equal Y, you must check the Award Letter field on the Fund
Management (RFRMGMT) form. Do not check this option if you do not want changes to a
particular fund to set the award letter indicator to Y.
You can use the Award Letter indicator (RORSTAT_AWD_LTR_IND) in population
selection to choose students who need a printed copy of an award letter. You could use
the following sample selection statement for this purpose:
RORSTAT_AWD_LTR_IND = Y.
You can manually change the award letter indicator on the three packaging forms. For
example, you may not want to send a new award letter to a student if an award only
changes by a small amount. You could change the indicator back to N so that you do not
Banner Financial Aid User Guide
| Processing
365
select the student for a new award letter. Or, if you want a particular student to receive a
duplicate copy of his latest award letter, change the indicator from N to Y. Banner now
selects the student for a new letter even though there were no changes to his award
package.
To create a population of students who should receive an award letter you should run the
GLBDATA process to find the students whose award letter indicator = Y. When you run the
letter extract process (GLBLSEL) for your award letter, you should use the population just
created. To reset the award letter indicator back to N you should run a report called
RLRLETR immediately following the letter print process (GLRLETR). The parameters for
this process must be the same as the population you just used to print the award letters. It
also asks for an aid year code so it knows which award letter indicator to reset. This report
will reset the award letter indicator back to N so the student will not be reselected for
another award letter unless there have been subsequent changes to the award package.
Banner Financial Aid User Guide
| Processing
366
Banner Financial Aid Global Disbursement
options
Policy Question
If Yes,
then use
form
Use Option
Set
Option To
Comments
If the student has
not accepted their
charges for the
period in which the
disbursement is run,
do you want to allow
the student to
receive the financial
aid credit on their
account?
RPROPTS
Disburse If
Charges Not
Accepted
a checked
box
If you do not check this box, the
fund is not paid if the student has
not accepted their charges for the
period in which you run
disbursements. In this case, the
financial aid could be authorized
but not paid.
If the student has an
unresolved SAR C
flag, do you want to
pay the student?
RPROPTS
Disburse if
SAR C Flag
Exists
a checked
box
If you do not check this box, the
fund is not paid.
Do you want to allow
the fund that was
previously paid to
memo?
RPROPTS
Allow Memos
When
Previously
Disbursed
a checked
box
If checked, it will allow a fund that
has previously paid for the period
you are trying to disburse, to
memo.This includes memoing
amounts that have paid or
authorized then backed out to
zero. It also includes memo
amounts that are for future
scheduled disbursements when
earlier scheduled disbursements
have been paid or authorized and
not backed out.
When you disburse
an award, which
enrollment do you
want to use to
determine the
student's load at the
point of the
disbursement as the
default value?
See Below
See Below
See Below
The value entered in this field will
only be used if there is not a
disbursement enrollment option
entered for the period of
disbursement on the Enrollment
Cut Off Dates Rules Window.
Banner Financial Aid User Guide
| Processing
367
Policy Question
If Yes,
then use
form
Use Option
Set
Option To
Comments
.... Expected
Enrollment?
RPROPTS
Enrollment
Option for
Disbursement
E xpected
Banner uses the student load from
the student reported expected
enrollment from the current Need
Analysis record, (if you check the
Estimated Enrollment - Pell field).
If this information does not exist, or
if you do not check the Estimated
Enrollment - Pell field, Banner
uses the Default Estimated
Enrollment.
.... Adjusted
Enrollment?
RPROPTS
Enrollment
Option for
Disbursement
Adjusted
Banner calculates the student’s
adjusted enrollment as the student
billing hours for the term minus any
courses listed on the Audit Grading
Mode (RPRAUDT) form, minus
any courses in the student’s
schedule where the course
registration status indicates that
the course should not count in
enrollment.
This means that dropped or
canceled courses for the term are
not counted in enrollment, but noncredit remedial courses are
counted even though these
courses do not carry real credit
hours. Banner uses adjusted
financial aid hours if this
information exists, otherwise it
uses current adjusted hours. The
adjusted hours are converted to
load based on the credit hour rules
specified on the ROAINST form.
.... Actual
Enrollment?
RPROPTS
Banner Financial Aid User Guide
Enrollment
Option for
Disbursement
| Processing
Billing
Banner uses the student’s financial
aid billing hours for the period of
disbursement if it exists, or else
Banner uses the current billing
hours. The billing hours are
converted to load based on the
credit hour rules found on the
ROAINST form.
368
Policy Question
Would you like to
setup different
values of enrollment
to be used when
disbursing funds on
a period-by-period
basis?
If Yes,
then use
form
RPROPTS
(Enrollmen
t Cut Off
Dates
Rules
window)
Use Option
Period and
Disbursement
Enroll Option
Set
Option To
Period for
this specific
enrollment
status and
the
enrollment
status you
wish to
have:
Comments
If a rule exists on this window for a
period, it will override the
Enrollment Status window on the
prior window of the form.
Expected
Adjusted
Billing
At what date in the
period do you wish
to treat aid that has
been paid differently
than at the
beginning of the
period?
RPROPTS
(Enrollmen
t Cut Off
Dates
Rules
window)
Cut Off Date
Date to be
used
This is a required field.
What criteria for
calculating
enrollment should
this fund use?
ROAINST
(Options
window)
Select the
Enrollment
Rule which
should be
used to
determine the
enrollment for
disbursement
of this fund.
LIST of
Values to
select the
valid
enrollment
rules for the
aid year
The Enrollment Rule must be
defined for funds which are paid
through the Disbursement process
(RPEDISB) or are loan funds.
Note - The
Enrollment rule
may also used
for awarding
Pell and Teach
Grant Funds.
Banner Financial Aid User Guide
| Processing
369
Banner Financial Aid Fund Specific Disbursement
options
Policy Question
Do you want to give
the student
anticipated credit for
the fund prior to
payment of the fund?
If Yes, then
use form
RFRMGMT
(Packaging
Options
window)
Use Option
Set Option To
Comments
Memo Credit
Accepted
or
Offered
If this field is set to
Accepted, the memo
goes out only if the
student accepts the
award and all memo
validation criteria have
been met.
If this field is set to
Offered, the memo goes
out if the status of the
award is either Offered or
Accepted and the student
has met all memo
validation criteria.
How do you want to
disburse the fund to
the student's
account?
RFRMGMT
(Packaging
Options
window)
Disburse
System
or
Manual
If this field is set to
System, Banner
automatically creates the
disbursement (from either
RFRDEFA or RFRASCH)
schedule when the
student accepts the
award.
If this field is set to
Manual, Banner does not
automatically create a
schedule, but does allow
you to manually create a
disbursement schedule
for the student and fund.
If the student is
enrolled, at the point
of disbursement, for
less hours than what
you anticipated when
you packaged, do
you still want to
disburse the fund?
See Below
Banner Financial Aid User Guide
See Below
| Processing
See Below
370
Policy Question
...No, do not
disburse.
If Yes, then
use form
RFRMGMT
(Disbursement
s
Option
window)
Use Option
Set Option To
Comments
If Disb Load
Code > Pckg
Load Code
N = No
Disbursement
By setting the option to
No Disbursements when
the Disb Load Code >
Pckg Load Code, a
Disbursement Error/
Reject is created and no
disbursement will occur.
If an amount has already
been paid, it may be
backed out based on the
back out options set in
the If Ineligible Before
Cut-Off Date and
Ineligible After Cut-Off
Date fields.
...Yes, disburse the
amount of the award.
RFRMGMT
(Disbursement
s
Option
window)
If Disb Load
Code > Pckg
Load Code
D = Disburse
100%
Disburse the amount of
the award in the student’s
package despite the load.
...Yes, but prorate the
amount of the award
that you want to pay
based on the load.
RFRMGMT
(Disbursement
s
Option
window)
If Disb Load
Code > Pckg
Load Code
P = Prorate
The amount of the award
in the student’s package
is prorated based on the
payment percentages for
the student’s load (load is
determined based on the
Enrollment Option for
Disbursement field).
If an amount greater than
the prorated amount has
already been paid, you
may back out the
difference based on your
back out options as set in
the Ineligible Before
Cut-Off Date and
Ineligible After Cut-Off
Date fields.
Banner Financial Aid User Guide
| Processing
371
Policy Question
If Yes, then
use form
Use Option
Set Option To
Comments
If you choose to
prorate the amount of
the award when the
student is enrolled at
less than the
anticipated amount
during packaging,
how do you want to
prorate the award?
RFRMGMT
(Disbursement
s Option
window)
Payment% for
3/4 Load
Payment% for
1/2 Load
Payment% for
Less 1/2 Load
Enter
percentages for
each load
option
When Banner calculates
the prorated amount
based on the load, it
determines the student’s
load based on the
Enrollment option for
Disbursement option.
If an award is
scheduled for
disbursement in
multiple payments
within a period, and
the student’s load
changes between
scheduled
disbursements, how
do you want Banner
to calculate the
amount of the
subsequent
disbursement?
RFRMGMT
(Disbursement
s Option
window)
Change Load
During Period
Based on the
If the Disb Load Code >
Pckg Load Code field is
either D or P, this
indicator calculates the
disbursement amount. If
it is set to A, the
scheduled award for the
period is multiplied by the
payment percentages
based on the student's
load and the result is
paid.
Do you want to
disburse based on
the enrollment
calculated for only
classes which have
begun for the
student?
RFRMGMT
(Disbursement
s Option
window)
A - (Award
Scheduled)
or on the
S - (Scheduled
Disbursement)
If it is set to S, the
scheduled disbursement
is multiplied by the
payment percentages
based on the student’s
load and the result is
paid.
Banner Financial Aid User Guide
Use Attending
hours
| Processing
a checked box
When the indicator is
checked, the student’s
enrollment will be
calculated based on the
number of billing/adjusted
hours which have a class
start date less than or
equal to the date the
Disbursement Process is
run.
372
Policy Question
If Yes, then
use form
Use Option
Set Option To
Comments
The Attending Hours is
calculated for either
adjusted or billing hours
based on the
disbursement options
defined on the
RPROPTS form. If the
Expected Hours is
chosen for the
Disbursement Option, the
Attending Hours will not
be used.
You may also establish
the number of days prior
to or after the earliest
class start date. To allow
disbursement to pay the
student prior to the
student beginning
attendance for the
calculated enrollment
load, you will enter a
positive number. To
withhold disbursement
until after the student
begins attendance, you
will enter a negative
number.
Do you want to
perform repeat
course checking
which will allow only
one repeat of a
previous passed
course to be included
in the calculation of
enrollment hours for
the fund?
RFRMGMT
(Disbursement
Options
window)
Are there any
institutional specific
disbursement rules
for the fund?
RORRULE
(using Rule
Type Fund
Disbursement)
Banner Financial Aid User Guide
Use Repeat
Course
Checking
| Processing
a check box
When checked (Yes),
the calculation of
enrollment hours will
include verification
against academic history
and registration that only
one repeat of a course
previously passed may
be counted towards
enrollment.
373
Policy Question
If Yes, then
use form
Use Option
Set Option To
Comments
Do you want to apply
the same enrollment
edits that are used for
disbursement for
determination of what
can be memo’d?
RFRMGMT
(Disbursement
Options
window)
Use Disb
Enroll Edits for
Memo
a checked box
When this box is
checked, it will prevent
aid from memoing if this
student is not enrolled. It
will use all of the same
edits for enrollment as
the disbursement
process, including at
least half time for loans.
If a student has
received a payment
for financial aid and
subsequently the aid
office reduces the
amount of the
student’s award, do
you want to reverse
the difference
between the paid
award and the new
award amount on the
student's account?
RFRMGMT
(Disbursement
Options
window)
Recoup when
Award
Reduced
a checked box
Use this option to recoup
aid from the account
when the award amount
is less than the amount
which has already been
paid. The disbursement
process places a
negative payment
amount on the student
account for the
difference.
If a student has
received payment
and their enrollment
changes, but the
student is still eligible,
do you want to pay
that portion of
eligibility to the
student account?
RFRMGMT
(Disbursement
Options
window)
Recoup
D = Disregard
Proration rules are used
when the student has no
disbursement errors.
If a student has
received payment but
now has
disbursement errors
(for example, Student
Not Enrolled,
Outstanding Tracking
Requirement) and
you want to leave
existing
disbursements?
RFRMGMT
(Disbursement
Options
window)
Recoup
D = Disregard
Disregard will make no
adjustment to student
account.
Banner Financial Aid User Guide
| Processing
374
Policy Question
If Yes, then
use form
Use Option
Set Option To
Comments
Backout will reverse
credit to student account
If a student has
received payment but
now has
disbursement errors
(for example, Student
Not Enrolled,
Outstanding Tracking
Requirement) and
you want to bring
disbursements for
period back to zero?
RFRMGMT
(Disbursement
Options
window)
Recoup
B = Backout
Disbursement
If a student has
received a payment
for an award in a
specific period, and
the student becomes
ineligible for the
award after it is paid,
do you want Banner
to back out the
payment which has
been made?
See Below
See Below
See Below
...No, do not back out
the payment that has
already been made.
RFRMGMT
(Disbursement
Options
window)
If Ineligible
Before Cut-Off
Date
If Ineligible
After Cut-Off
Date
D = Disregard
The disbursement
process does nothing if
the student becomes
ineligible after a payment
has been made.
Ineligibility is defined as
failing any of the
disbursement validation
criteria. (You can set this
option differently based
on if it is on or before or
after your system defined
cut-off dates on the
RPROPTS form.)
...Yes, backout funds
RFRMGMT
(Disbursement
Options
window)
If Ineligible
Before Cut-Off
Date
If Ineligible
After Cut-Off
Date
B = Backout
disbursements
If the student is ineligible,
regardless of why, funds
will be backed out with
the B option.
Banner Financial Aid User Guide
| Processing
375
Policy Question
If Yes, then
use form
Use Option
Set Option To
Comments
...Yes, back-out the
entire amount of the
payment which has
been made for the
period.
RFRMGMT
(Disbursement
Options
window)
If Ineligible
Before Cut-Off
Date
If Ineligible
After Cut-Off
Date
B = Backout
Disbursements
The disbursement
process backs out the
entire amount of the
payment for the period.
Ineligibility is defined as
failing any of the
disbursement validation
criteria. (You can set this
option differently based
on if it is on or before or
after your system defined
cut-off dates on the
RPROPTS form.)
...Yes, but back-out
only the amount of
the payment which
has not been applied
to a charge.
RFRMGMT
(Disbursement
Options
window)
If Ineligible
Before Cut-Off
Date
If Ineligible
After Cut-Off
Date
P = Payment
not Applied
The disbursement
process backs out the
amount of the payment
which has not yet been
applied to a charge
through the application of
payments process. This
option is designed to
reverse the amount of the
payment that you could
potentially refund back to
the student without
changing the amount that
you already used to pay
the charges.
If you run disbursements
online, this option puts
out a request to include
the student in the next
run of the application of
payments process. This
option only performs a
back out when it is run in
batch mode.
If the student’s
enrollment changes
and they are eligible
for additional funds
and you want to apply
Proration rules to
these funds
RFRMGMT
(Disbursement
Options
window)
If Ineligible
Before Cut-Off
Date
If Ineligible
After Cut-Off
Date.
D = Disregard
checked
If no disbursement errors
exist and disbursement
options are set to Recoup
and Disregard, proration
is applied for enrollment
changed.
Recoup when
award is
reduced.
Banner Financial Aid User Guide
| Processing
376
If Yes, then
use form
Use Option
Set Option To
Comments
If a student has been
selected for
verification, and the
student’s verification
has not yet been
completed, do you
want to disburse the
aid to the student
anyway?
RFRMGMT
(Disbursement
Options
window)
If Selected for
Verification but
Verification is
not complete
Y = Yes, allow
disbursement
For students who are
selected for verification,
you may select Yes, to
allow disbursement of the
fund when the verification
process has not been
completed. If you select
No, Banner will not allow
disbursement of the fund
to the student. You may
select to allow
disbursement of the fund
pending verification for
those students where the
verification status has
been set to W (Without
documentation) on
ROAPELL by setting this
field to W-Incomplete
with verification status of
W, allow disbursement.
If a student has any
general unsatisfied
tracking requirements
on their tracking
record which prevent
disbursement, do you
want to pay the nonFederal fund
anyway?
RFRMGMT
(Disbursement
Options
window)
Override
General
Tracking
Require-ments
a checked box
You can only use this
option for non-Federal
funds. (If the fund is a
Federal fund, you cannot
override general tracking
requirements which
prevent disbursement. A
general tracking
requirement is defined as
one which is not fund
specific.)
When you disburse
the award, is a
promissory note
required for
disbursement?
RFRMGMT
(Packing
options, Loan
Options sub
tab)
Promissory
Note Required
a checked box
If this field is checked,
this option creates
promissory note
requirements for all
periods in which the
student receives the fund
when the award is
accepted in the student's
package.
Policy Question
N = No do not
allow
disbursement
W = Incomplete
with a
verification
status, allow
disbursement
This option should
not be used for
Federal Perkins and
Federal Direct Loans.
The disbursement
process assures that the
student has signed
(satisfied) that
requirement prior to the
payment of the fund.
Banner Financial Aid User Guide
| Processing
377
Policy Question
If Yes, then
use form
Use Option
Set Option To
Comments
Is there a period
where all
disbursement activity
should be prevented
or stopped for a
period of time?
RFRMGMT
Disbursement
Locks
Period
a checked box
When this box is
checked, all
disbursement activity for
that period will be
prevented.
Does the fund have a
limit on how much
you can disburse to
the student based on
the actual tuition and
fees, etc.?
RFRMGMT
Detail Code
Rules window
Valid Detail
Codes defined
as charges
When you disburse the
fund, Banner only pays
an amount up to the sum
of the defined detail
codes for the period.
These rules only specify
the maximum amount
you can pay to the
account and in no way
determine how to apply
the payment to specific
charges. This function
occurs in the Accounts
Receivable Application of
Payments Process.
Are there any fundspecific tracking
requirements that
should be created
when the fund is
awarded that should
prevent the
disbursement of this
fund?
RFRMGMT
Tracking
Requirements
Tracking Code
Appropriate
Tracking
Requirement
Code
If populated, a new
requirement will be
created when the fund is
awarded and will not
allow disbursement
(setup on RTVTREQ) of
this fund until satisfied.
Rules can be set on
RTVTREQ to prevent
memo or disbursement
until satisfied.
Note - If the fund is
removed from the
student’s award and the
requirement has not been
satisfied, it will
automatically be
removed.
Note: If an award is cancelled, declined, or reduced to a zero award
amount, the Disregard setting will be ignored and the previous payment
will be backed out.
Banner Financial Aid User Guide
| Processing
378
Note: The Disregard setting will only affect awards which have been
partially disbursed.
Disbursement validation edits
The disbursement validation process checks user-defined rules, hardcoded rules, and
federal rules before Banner actually processes a payment or authorization. The following
list outlines the items that the disbursement validation process checks before processing a
payment or an authorization. The Disbursement Process (RPEDISB) process and the
Disbursement Validation Report (RPRVDIS) lists the reject messages associated with
each fund if the disbursement is not paid or authorized. The disbursement and memo
reject messages may also be viewed for a specific student using the Disbursement
Results (ROIDISB) form.
Reject
Number
Reject Message
Disbursement Validation Condition
2
Applicant has financial aid holds
Determines whether there are active holds that
prevent disbursements on the ROAHOLD form.
3
Outstanding non-fund tracking
requirements
Checks for non-fund specific tracking
requirements that prevent disbursements on the
RRAAREQ form. (Also checks to see if the fund is
supposed to override non-fund specific tracking
requirements.)
4
Outstanding fund tracking
requirements
Checks fund-specific tracking requirements that
prevent disbursements for that fund on the
RRAAREQ form.
5
Not in eligible degree program
Checks that the student is enrolled in an eligible
major for the primary curriculum. The Major, Minor,
Concentration Code Validation (STVMAJR) form
defines the eligible programs for financial aid.
6
Not a citizen or eligible non-citizen
Validates citizenship from RNANAxx (RCRAPP1
table) for the current record. Use the RNANAxx
form to view and update citizen information.
7
Not Making Sat Acad Prog (All Aid)
Checks the satisfactory academic progress of the
student. This is determined by the satisfactory
academic progress code for the highest term code
that is less than or equal to the term code where
the SAP indicator has been checked for the period
(on RORPRDS) which is being disbursed. Use the
ROASTAT form to view or update SAP codes.
Banner Financial Aid User Guide
| Processing
379
Reject
Number
Reject Message
Disbursement Validation Condition
8
Applicant in default
Ensures that the student is not in default on a
Federal title IV loan. Banner uses the information
from NSLDS to determine if the student is in
default or owes a refund. Use RNASLxx and
RNARSxx to view and update this information.
You may also override default/refund errors by
fund and period on the period schedule window of
the award forms RPAAWRD or RPAAPMT.
9
Applicant owes refund
Ensures that the student does not owe a refund on
a Federal title IV grant. Banner uses the
information from NSLDS to determine if the
student is in default or owes a refund. Use
RNASLxx and RNARSxx to view and update this
information. You may also override default/refund
errors by fund and period on the period schedule
window of the award forms RPAAWRD or
RPAAPMT.
10
Cannot get class code
Unable to determine the class code for the
student. Verify the appropriate class code
translations have been established on RPRCLSS.
11
Cannot get federal rules
Verifies the Federal Rules exist for the aid year
(RPIFEDR/RPRFEDR).
12
Applicant is not enrolled
If the institutional option is set to disburse using
actual enrollment (Code A - Adjusted hours or B Billing hours on RPROPTS), Banner checks for
the actual enrollment of the student. If there is no
actual enrollment, the Disbursement Load is set to
5. If the institutional option is set to use expected
enrollment, then it uses the expected enrollment
from the RCRAPP1 table. If there is no expected
enrollment in RCRAPP1 then it uses the default
enrollment from the RPBOPTS table (Packaging
Options form- RPROPTS).
13
Enrollment invalid for federal fund id
Verifies that the minimum required enrollment for
the fund has been reached (as defined on the
Federal Rules Table - Federal Rules Inquiry
[RPIFEDR] form).
14
Student has or will have a prior
degree
If the fund is Pell, the disbursement validation
process verifies the non-receipt of a degree by
7/1/xx in the RCRAPP1 table. Use the RNANAxx
form to view this information.
15
SAR received date not present
If the fund is Pell, Banner searches for the receipt
of a SAR (SAR certified date on the Applicant Pell
Grant [ROAPELL] form) if you are not auto
accepting Pell.
Banner Financial Aid User Guide
| Processing
380
Reject
Number
Reject Message
Disbursement Validation Condition
16
SAR EFC not equal to System EFC
If the fund is Pell, Banner checks that the Primary
SAR-EFC matches the Primary System-EFC. Use
the ROAPELL form to view this information
17
PELL eligibility has not been
determined
If the fund is SEOG, Perkins, Stafford, the
validation process checks whether or not Pell
Grant eligibility has been determined (SystemEFC is not null). Review Pell Grant eligibility
information on the RNARSxx form.
18
Violates fund disbursement rules
Violates user-defined fund disbursement rules
(Fund Disbursement Rule Type) on the Financial
Aid Selection Rules (RORRULE) form.
19
Verification required but incomplete
for fund
Determines if verification is required/completed. If
the fund disbursement rule on the Fund
Management form (RFRMGMT) is set to not
disburse with an incomplete verification and
verification is incomplete, then a disbursement will
not take place. Otherwise, the verification of the
required/completed information is ignored and the
disbursement takes place.
20
Fund disbursement rule cannot be
executed
There is a problem with your fund disbursement
rule on RORRULE
21
Award has not been accepted
Ensures that the award is in an accepted status.
Use the RPAAWRD, RPAAPMT, or RPAMACC
form to update the award status.
22
Student/Parent contribution is
estimated
If the fund is a Title IV Federal fund, Banner
ensures that the student and parent contributions
are official. Review student and parent
contribution information on the RNARSxx form.
23
Promissory note requirement is not
satisfied
Checks for the receipt of a promissory note for the
period being disbursed if the fund requires a
promissory note. Promissory notes are listed on
RPAPROM, ROASMRY, and the Additional
Requirements tab of RRAAREQ.
24
Disbursement load is greater than
packaging load
The disbursement process compares a student’s
enrollment load at the time of disbursement to the
enrollment load assumed at the time of packaging
if the institutional option is set to disburse using
actual enrollment. If the code for the student's load
at the time of disbursement is greater than the
code for the expected load at packaging time, the
disbursement process does not disburse the fund
if the If Disbursement Load Code greater than
Package Load Code field is set to N (No
Disbursement) on the RFRMGMT form.
Banner Financial Aid User Guide
| Processing
381
Reject
Number
Reject Message
Disbursement Validation Condition
25
Error retrieving basic student data
During the validation of Title IV Federal funds,
Banner requires data from the General Student
Table (SBGSTDN) such as the Level Code, Major
Code and Student Type Code. Banner displays
the ERROR - BASIC STUDENT DATA message
when a general student record does not exist for
the student in the Student System.
26
Unofficial source for Title IV funds
If the fund is a Title IV Federal fund, Banner
ensures that the Official Source Indicator on the
RNARSxx form is set to 1 for Official. Check the
value of this field on the RNARSxx form.
27
Origination Record not acknowledged
by servicer
Origination record not acknowledged.
28
Promissory Note not acknowledged
by servicer
Promissory Note not acknowledged.
31
PLUS loan requires approved credit
check
PLUS credit check is not in approved status.
Review on RPALORG
32
No Authorization for EFT
Disbursement
No authorization for EFT disbursement.
33
Loan Status is Held/Inactive - No Disb
The loan status is on hold or inactive, no
disbursements.
34
Loan Award Status is Cancel/Decline
- No Disb
Award status for loan has been canceled or
declined without disbursements.
35
Award not Disbursed - SAR C-Flags
exist
Award was not disbursed; SAR C flags exist.
36
Not Making Sat Acad Prog
(Institutional)
The student is not making satisfactory academic
progress for an institutional program. Review the
student’s status in the Satisfactory Academic
Progress window of the Applicant Status
(ROASTAT) form.
37
Not Making Sat Acad Prog (State Aid)
The student is not making satisfactory academic
progress for a state program. Review the student’s
status in the Satisfactory Academic Progress
window of the Applicant Status (ROASTAT) form.
38
Not Making Sat Acad Prog (Title IV)
The student is not making satisfactory academic
progress for a Title IV funded program. Review the
student’s status in the Satisfactory Academic
Progress window of the Applicant Status
(ROASTAT) form.
Banner Financial Aid User Guide
| Processing
382
Reject
Number
Reject Message
Disbursement Validation Condition
39
Not Making Sat Acad Prog (Federal)
The student is not making satisfactory academic
progress for a Federal program. Review the
student’s status in the Satisfactory Academic
Progress window of the Applicant Status
(ROASTAT) form.
40
Disburse Rule = (N)ever;
Disbursement Zeroed
On RPROPTS the Pay Grant if Disb Amt differs
from Award Amt is set to Never Disburse.
43
Level/Period Data Missing from
RORCRHR (ROAINST)
The educational level of the student does not exist
in the Credit Hours window of ROAINST for the
period being disbursed. Verify the appropriate
level/period record exists.
44
Disbursement Amount is Greater than
Loan Amount
The disbursement amount is greater than the loan
amount. The indicator to prevent disbursement if
the disbursement amount is greater than the loan
amount is checked on RPRLOPT for the fund.
45
Charges have not been accepted
Charges have not been accepted. If the
institutional option is set to not disburse unless
charges have been accepted, Banner checks to
see if the student's charges have been accepted.
46
COD rejected disbursement record
The disbursement record was rejected by COD.
47
Disbursement Requires Approval
from COD
Disbursement requires approval from COD.
48
Disbursement Reference No. System
Generated or MRR blocked
Disbursement reference number 91-99 or MRR
block.
49
A previous DL disbursement number
is undisbursed
A previous Direct Loan disbursement number is
undisbursed.
50
A disbursement with earlier date is
undisbursed
A disbursement with an earlier date is
undisbursed.
51
Pell not disbursed, Pell award percent
not defined
Pell percent must be defined on either RFRASCH
or RFRDEFA
53
Disb not processed - Sum of
disbursements exceeds Endorser Amt
You cannot disburse more than the amount
endorsed
54
Disbursement not processed Borrower's PLUS MPN not accepted
Borrower's MPN must be accepted on the Direct
Loan Origination (RPALORG) form.
55
Award period does not exist in aid
period
Check your aid period setup on RFRDEFA/
RFRASCH.
56
NSLDS Indicates Aggregate Limits
Exceeded
Check RNASLxx for aggregate overages
57
Student required to complete Perkins
MPN
Perkins not complete on RRAAREQ
Banner Financial Aid User Guide
| Processing
383
Reject
Number
Reject Message
Disbursement Validation Condition
58
Disc Stmt has not been requested
from COD or printed by school
The disclosure statement must be requested from
COD or printed by school
59
No hours currently attending
You have RFRMGMT set to disburse only on
attending hours. Attendance has not yet started
per ROAENRL.
60
Attending hours invalid for Federal
Fund ID
Not enough class hours have started per
ROAENRL for this fund.
61
Attending hours < packaging hours
Attendance hours are less that the hours at which
student was packaged.
62
Must have a Pell disbursement for this
aid year
Pell must have disbursed in order to disburse this
fund.
63
Not a citizen
The student has indicated that they are not an
eligible citizen nor eligible non-citizen
65
Requires rigorous high school
program
Program on ROAHSDT must be eligible
67
Must be associate or baccalaureate
degree
Degree not aid eligible for ACG
68
Major does not qualify for SMART
grant
Major does not qualify.
69
Graduate class level invalid for Parent
PLUS loan
Student has indicated they are a graduate level.
70
Undergraduate class level invalid for
Graduate PLUS loan
Student indicated they are an undergraduate level
71
Must be baccalaureate degree
Must be in a baccalaureate degree for SMART
grant
72
RFRBASE A/R detail code for fund is
invalid or inactive
Detail Code is invalid or is inactive in A/R
73
RPRLOPT A/R detail code for fund is
invalid or inactive
Detail code on RPRLOPT is either invalid or
inactive in A/R
74
Award violates federal fund ID limits
Award exceeds the Federal Fund ID limits. Review
the fund limits on RPIFEDR
75
Award invalid; Student has received
higher grade level ACG/SMART
Cannot receive award, as higher level was
received.
76
Major does not qualify for TEACH
See RPRMAJR. Teach column must be checked.
77
Degree does not qualify for TEACH
See RPRDEGR. Teach column must be checked.
78
Student does not have a valid ATS
Agreement To Serve (ATS) must be accepted.
Review RPATATS for status of ATS
Banner Financial Aid User Guide
| Processing
384
Reject
Number
Reject Message
Disbursement Validation Condition
79
Disbursement violates federal fund ID
limits for enrollment level
Check fund limits on RPIFEDR
80
Major not eligible for 5th Year SMART
grant
See RPRMAJR. 5th year Smart column must be
checked.
81
Class level invalid for TEACH level
Class level does not match level on RFRMGMT
for fund.
82
Pell disbursement not allowed after
crossover cutoff date
Pell disbursements may not be made after the
crossover cutoff date. Review date on RPROPTS
100
Fund has been locked
The disbursement validation process checks that
sufficient funds are available to process the
disbursement. If these funds are not available,
Banner places a lock on the fund for the period.
You
must add more money to the fund and manually
remove the lock on the Disbursement Locks
window of the Fund Management (RFRMGMT)
form.
999
Fatal disbursement validation error for
award; see disb report.
Review disbursement (RPEDISB) output.
Note: If the fund is associated with detail codes on the Detail Code Rules
window of the Fund Management (RFRMGMT) form, Banner determines
whether or not the student has those detail codes on his accounts
receivable record for the period. The process may reduce the amount of
the authorization/disbursement so that it does not exceed the sum of the
detail codes on the student's account that are associated with the fund.
Other disbursement considerations
Regulatory compliance for Stafford disbursements
Banner disburses all financial aid based on the enrollment option selected on the
RPROPTS form. You decide whether to disburse aid based on expected enrollment,
billing hours, or adjusted hours. Along with this option is the decision of whether to freeze
hours at a specific point in time. The decision to capture hours at a specific time, most
likely at the census date, allows your institution the opportunity to set a constant
enrollment load for the determination of all aid disbursements, without continually
recouping monies every time a student drops a class.
Banner Financial Aid User Guide
| Processing
385
• In the case of the Stafford loans, the actual enrollment of the student must be checked at
the time of disbursement — requiring the use of Student system hours. However, the
process must take into account the consortium students who will not have these hours
for the periods in which they are in a consortium agreement.
Banner Student enrollment hours are maintained as records in the SFBETRM table. The
student could be attending another institution and should still get paid by the local
school.
The Consortium Indicator field on the ROAENRL form allows your institution to flag a
student as a consortium student for any one period. By setting the consortium indicator
flag, the Disbursement Process always checks the RORENRL hours for all funds, and
does not check for the flag for Charges Accepted.
Disbursement edits for loans to match edits for other
funds
• The Stafford disbursement process ensures that the award amount is not less than the
disbursement amount. No other funds disburse more than the award amount. However,
since these are loans and it is possible to have loans without awards, the edit checks
the loan amount instead of the award amount.
In those cases where you review this loan disbursement and determine that you still
want to disburse this loan, an override can be added on a loan disbursement by
disbursement basis to allow this to occur.
• There is also an edit for allowing you to determine whether to disburse or not when the
Package Load is greater than the Disbursement Load.
One of the fields in the Aid Year Specific Data - Disbursement Options window on the
RFRMGMT form, If Disbursement Load Code greater than Package Load Code,
functions and description for option D D - Do not Prorate to D - Disburse 100%. The
option is effective for loan funds for the options of D - Disburse 100% and N - Do not
Disburse.
Memo
This allows those funds, which have been disbursed in a period, and then for some reason
the disbursement is completely recouped, to allow that fund to continue to be a memo as
long as it meets the conditions for a memo. This can be set based upon an option on the
RPROPTS form.
Loan authorization to net returned amounts
Banner lets you create a return check record (sequence 2) on the RPALDSB form, prior to
having disbursed the loan proceeds in the sequence 1 record. This was not a problem, as
Banner Financial Aid User Guide
| Processing
386
many times it was known prior to the first disbursement that some of the monies would
need to be returned to the lender due to some change in eligibility.
However, when determining the amount of the loan to display as an authorization record,
the disbursement process only checked the sequence 1 transaction to determine the
amount to authorize. When, in fact it should have netted the amounts together from all
sequence records that met the conditions to allow authorization.
Using enrollment disbursement edits for funds in memo
status
Banner makes use of enrollment disbursement edits for funds in memo status. The
resulting memo funds are posted only in the amount to be paid. Banner’s enrollment
disbursement edits ensure that aid awards are applied accordingly, regardless of a
student’s enrollment status. Use the Memo Actual Loan Amount option on the Loan
Options (RPRLOPT) form to control this.
Note: For Direct Loan memo processing, the enrollment requirement is
only checked if a Direct Loan origination exists on the RPALORG form. If
no origination exists, a Direct Loan fund may memo even when the
student is not enrolled.
Recognition of Pell payment cell to disbursement
process
An option is available to allow Pell to disburse if the SAR EFC and System EFC differ - but
both are within the same Payment Cell. You may set this option on RPROPTS.
Part-Time proration
The disbursement process compares a student’s enrollment load at the time of
disbursement to the enrollment load assumed at the time of packaging if the institutional
option is set to disburse using actual enrollment.
• If the code for the student’s load at disbursement time is less than or equal to the code
for the expected load at packaging time, the disbursement process will process the
amount packaged for the period without any adjustments.
• If the code for the student’s load code at disbursement time is greater than the code for
the expected load at packaging time, the disbursement process performs one of the
following options.
N
No Disbursement (do not process any disbursement for the fund for the
period),
Banner Financial Aid User Guide
| Processing
387
D
Disburse 100% (process the amount packaged for the period and do not
prorate the amount), or
P
Prorate (prorate the amount packaged for the period by multiplying the
packaged amount by a user specified percentage).
The choice to use one of the preceding options is determined by your institution on a
fund-by-fund basis.
The enrollment code in this comparison is the code that means full-time (1), three-quartertime (2), half-time (3), less than half-time (4), and no enrollment at all (5). The code for a
student enrolled on a half-time basis (3) is greater than a student enrolled on a full-time
basis (1). This is an important distinction since it is the opposite of when you compare the
number of credit hours for which a student is enrolled.
For example, if you package a student under the assumption of full-time enrollment (code
1) and that student is actually full-time at the time of the disbursement (code 1),
disbursements will process the amount of the award that was packaged for the period
without any proration because the two enrollment codes are equal. If you package the
student under the assumption of half-time enrollment (code 3) and that student actually
enrolls as a full-time student (code 1), disbursements processes the amount of the award
that was packaged for the period without any proration because the disbursement code
(1) is less than the packaged code (3).
However, if you package the student as a full-time student (code 1) and that student
actually enrolls as a half-time student (code 3), the disbursements process uses one of the
three options as stipulated by your institution for the fund because the disbursement code
is greater than the packaged code. The three options are N - do not disburse anything
(and possibly back out any previous disbursements for the fund and period), D - disburse
100% the amount of the award and allow a disbursement, or P - prorate the amount of the
disbursement by multiplying the scheduled amount for the disbursement by the proration
percentage entered on the Fund Management (RFRMGMT) form based on the student’s
actual enrollment load.
The Disbursement Load Code greater than Package Load Code field on the Fund
Management (RFRMGMT) form collects your option if the disbursement load is greater
than the packaged load. The Packaging Load field on the Award Maintenance
(RPAAWRD) form and the Package Maintenance (RPAAPMT) form identifies how a
particular fund was packaged for a specific period. The packaged load field for each
period in the student’s schedule initially defaults to the load you select for the calculation
of Pell Grants. The Packaging Options (RPROPTS) form establishes this rule. The
defaulted load is derived from either the student’s expected enrollment load as reported
on the need analysis application or the default estimated enrollment on the Packaging
Options form.
You must remember to manually change the packaged load indicator for the appropriate
period and fund whenever you change the student’s award based on a different
enrollment status. For example, assume that John was originally packaged as a full-time
student (packaged load = 1). At the time of the disbursement, John is enrolled as a halftime student (disbursement load = 3). If the option set on RFRMGMT was set to N (Do not
disburse), John would not receive a disbursement from the fund since the disbursement
load is greater than the packaged load. Assume that you now access the Budget form and
recalculate John’s budget as a half-time student, and later access the Award form to
repackage John with half-time awards based on a half-time need. If you fail to also change
Banner Financial Aid User Guide
| Processing
388
the packaged load to a code 3, John will still not get the half-time awards just packaged
since the disbursement load is still greater than the packaged load. The half-time awards
will be paid when you change the packaged load to a code 3 since the disbursement load
is now equal to the packaged load.
Memos processed after scheduled disbursement date
If the calendar date is past the scheduled disbursement date and the student was not
eligible for a real payment to the account because the payment fails one or more of the
disbursement validation rules, the student can receive a memo. If you do not want to
process memos after the scheduled disbursement date, you can set the memo expiration
date to be the same as the scheduled disbursement date.
VA Chapter 30 - prior to the 2010-2011 aid year
A provision of the 1998 reauthorization of Title IV financial aid is the treatment of VA
Chapter 30 and AmeriCorps Educational Benefits in determining subsidized student loan
eligibility. This provision requires that Chapter 30 and AmeriCorps benefits be excluded as
resources when determining eligibility for subsidized loans.
The maximum exclusion is equal to the amount of the subsidized loan, but the budget can
never be exceeded. Although these benefits must be excluded in the determination of a
subsidized loan, they must still be used as resources when determining other federal
need-based aid, such as SEOG, FWS, and Perkins Loans. If they so choose, schools may
award other federal aid first utilizing 100% of the above benefits as resources.
The award validation for a Stafford Subsidized loan checks the amount entered in the
Subsidized Loan Exclusion Amount field and uses the amount to automatically
calculate the amount of Subsidized Stafford loan for the student. Enter the exact amount
of VA Chapter 30 or Americorps benefits in the Subsidized Loan Exclusion Amount field
on the Packaging Group tab of the RPAAWRD form at any time prior to awarding the
Stafford Subsidized loan to ensure the correct calculation.
Note: This provision does not affect unsubsidized or PLUS loans.
If other federal aid is awarded, the order of the awards will affect the amount that can be
considered as a subsidized loan.
Voiding excess payments for students no longer eligible
Banner has a fund disbursement option to void a financial aid payment previously paid to
a student who is now ineligible for the fund. The options on the Fund Management
(RFRMGMT) form are to:
• Back out the full amount of the payment.
• Disregard the fact that the student is now ineligible (do nothing).
Banner Financial Aid User Guide
| Processing
389
• Payment Not Applied - void the amount of the payment that has not yet been applied to
a charge through the application of payments process.
The last option is designed to cancel the amount of the award that is to be paid back
directly to the student without changing the amount that has already been used to pay the
student’s bill.
When the Back out option is used, a reversal for the full amount of previous financial aid
payments for the fund is generated. When the Payment Not Applied option is used, the
disbursement process calculates the total of previous financial aid payments for the fund
which have not yet been applied to Accounts Receivable charges, and generates a
reverse payment for that amount. If disbursements are run online from the Student
Payment form, the form puts out a request for the student to be included in the next run of
the application of payments process. If the fund disbursement option is set to B or D on
RFRMGMT, the requested function works as usual when disbursements are run online or
in batch.
Disbursement validation reject messages
You can run online disbursements from the Applicant Immediate Process (ROAIMMP)
form in the Financial Aid System, or from the Student Payment (TSASPAY) form in the
Accounts Receivable module of the Student System. Whenever you run the disbursement
process, the program creates a log file with information about the execution of the
program. The online disbursement process places messages in the log file
(RPEDISB.log) for funds that could not be disbursed or to see the reject messages
online, using the Disbursement Results (ROIDISB) form.
Disbursement reports generated by disbursement
process
The Disbursement Report (RPBDISB) is created if you enter Y for the Print Report
parameter. No report is created when you enter N for the Print Report parameter. You can
sort this report either by student name or ID. The sort option is selected via the Disb
Report Sort parameter. You enter N for name sorting or I for ID sorting. That report prints
the period in the heading of all pages and includes a special message in the comment
column to indicate if the amount disbursed was different from the amount awarded.
Other disbursement reports include the Student Award and Disbursement Report
(RPRAWDB) which prints the summary by fund of the accepted amount, memoed
amount, authorized amount, and disbursement amount, as well as the Applicant
Disbursement Report (RPRADSB), which provides detailed information on applicant
disbursements.
Banner Financial Aid User Guide
| Processing
390
Final Disbursement - optional processing
Final Disbursement processing can be used for end of year or end of period clean up. In
addition there may be times that you want to finalize disbursements for an individual
student; for example, a student who has been processed for Return of Title IV funds.
Final Disbursement processing can only be used in batch and not from the on-line forms.
A disbursement can only become “final” when it has already been paid using
disbursement validation. Once the disbursement has been finalized for a fund, the
disbursement process will not automatically adjust the amount paid. It must be manually
updated at that point on the disbursement tab of RPAAWRD.
Running the Disbursement Process in Final Mode will delete all remaining Memos and
Authorizations that exist for the period entered in the parameter. It will also set the
Finalized indicator on the options tab of the Award Schedule tab of the RPAAWRD form
to Y.
Rescheduling disbursement date using periods
When using the option to reschedule the disbursement date for non-loan funds based
upon the student’s earliest class start date either for the aid period (RFRDEFA) or for a
specific fund/aid period (RFRASCH), Banner will evaluate the class start dates for all
terms within the period to determine the earliest class start date.
If a student has the Consortium Indicator set to “Yes” for a term within the period, the
earliest class start date for the term will be determined by the earliest attending hours start
date, if they exist. Otherwise, the term start date will be used.
Student employment procedures
Student employment implementation
1. Referral Status Validation (RTVRFST) form
This form maintains the various statuses of job referrals. Define all possible statuses
which referral records may have.
2. Employment Authorization Status Validation (RTVAUST) form
This form maintains various statuses of work authorizations. Generally, work
authorizations are used to define those students who are authorized to be paid for a
specific time period and pay period. Define all possible statuses for work
authorizations; indicate whether or not the status means the authorization is Active or
Inactive. Examples may include statuses such as Authorized, Terminated, Resigned,
etc.
Banner Financial Aid User Guide
| Processing
391
3. Placement Basic Data (RJAPLBD) form
This form stores name and address information for all locations (both on- and offcampus) that employ students. The supervisor is the name of the person responsible
for supervising the student employees at that job location. This is also the form that
you use to define the placement codes.
4. Placement Rules (RJRPLRL) form
This form maintains placement information regarding allocation, employee class,
position, chart of account code, and organization code.
Note: If you use Banner Human Resources, then the List function is
available for indicating valid values for these fields. If you do not use
Banner Human Resources, these fields are free-format and have no
validation. It will be necessary to meet with your HR and GL colleagues to
determine appropriate coding for accounting purposes.
5. Student Employment Default Rules (RJRSEDR) form.
This form maintains information which is defaulted into student authorization records.
Define the common start and end dates of authorizations, common start and end pay
dates, and default authorization status.
6. Payroll Load Control (RJRPAYL) form.
Note: This form is necessary only when Banner Human Resources is
used.
Identify those payrolls which are to be interfaced to the Student Employment Module.
The Payroll Year, ID, and No. can be brought forward from the Calendar Rules form
via List.
7. Job Title Base Data (RJRJOBT) form.
This form defines the individual job titles that you use when you refer or authorize a
student for a particular job. The Job Title Code controls the default pay rate and
eligible range of pay rates for the job title.
8. Job Title Requirements (RJRJREQ) form.
Use this form to identify the job skills/levels that are required for a Job Title Code.
9. Student Employment Referral (RJASERF) form
Complete this form for a student when he or she is referred to a job location for
possible employment. (The use of this form is optional.)
10. Student Employment Authorization (RJASEAR) form.
Complete this form for students that you have determined to be eligible to work at a
particular job. You can automatically create this data from the Student Employment
Referral form (if you completed this optional form).
11. Student Employment Mass Entry (RJASEME) form.
Use this form to enter payroll data if your institution does not utilize Banner Human
Resources, or if you do not choose to run the process that automatically loads payroll
data from the Human Resources System to Banner Financial Aid.
12. Payroll Load Process (RJRLOAD).
Use this process to interface payroll data from Banner Human Resources to Banner
Financial Aid.
Banner Financial Aid User Guide
| Processing
392
The ability to run RJRLOAD in Audit mode is provided so you may view any potential
issues with loading the payroll. You will enter the Period as part of the parameter
options for RJRLOAD to specify the Period to post to the student's award record.
Note: Parameter 05, Ignore Missing Period record, allows you the ability
to load the payroll to only the award table (RPRAWRD) if you do not
automatically schedule Work Study funds. If you select this option as Yes,
and the Period that you have entered into the parameter for RJRLOAD
does not exist for the student, the payroll will only be posted to the award
table (RPRAWRD) and not the Award by Period table (RPRATRM) nor
will the Period be posted to the workstudy table.
Note: You can use the Student Employment Work History (RJISEWH)
form to verify a student's work history.
Scholarship and athletics processing by period
You can count scholarships by period and define how many periods a student can receive
a scholarship. Use the Scholarship Period Information (RPASTRM) form to view the
maximum periods, amount paid, loss of eligibility, and remaining periods of eligibility. This
form displays all periods for which the student received the scholarship.
Use the Donor and Scholarship Demographics (RFADSCD) form to provide you with a
place to capture the following donor and scholarship information.
Donor Information
• Donor ID and Name
• Reception Invite
• Anonymous
• Thank you letter
• Primary Donor
• Deceased
• Grades to donor
• Donor selects recipient
• Link to address, telephone, and
e-mail information
Scholarship Information
• Minimum enrollment
• Tuition waiver
• Multiple donors
• Scholarship source
• Restricted
• Maximum number of periods
You can auto-populate or manually enter specific student athlete data by period on the
Sport Aid by Period (RAASPTM) form. In addition, use the Team Sport Period Aid
(RAITMTM) form to provide you with the ability to identify specific team sport information
by period.
Banner Financial Aid User Guide
| Processing
393
Potential Athletic Grant Defaults (RAAPAGD)
Use this form to enter default award year values for potential athletic grant amounts. The
form is split up into two blocks. The first block allows you to enter potential athletic grant
default amounts for in-state and out-of-state athletes. The second block allows you to
enter sport-specific default amounts for in-state and out-of-state athletes. If a sport is
defined in the second block, then the appropriate default amount is used for the student on
the Sport Aid by Period (RAASPTM) form otherwise, the appropriate default amount from
the first block gets populated.
Sport Aid by Period (RAASPTM)
Use this form to view and enter student athletic aid information for a specific period.
Information on the Aid for Sport tab is a combination of manually entered and
system-populated data. Institutional award, outside award, resource and contract/
exemption information is populated when the Default Aid Values button is clicked.
Team Sport Period Aid (RAITMTM)
This form displays and totals, within sport and period, the Potential Athletic
Grant - Year amount, Athlete's Actual Grant - Period amount and percentage of the
potential and actual amount based on data from RAASPTM.
Donor and Scholarship Demographics (RFADSCD)
Use this form to view and enter donor and scholarship demographic information. The
Scholarship Demographics block allows you to identify specific information related to the
Scholarship and the Donor Demographics block allow you to identify specific Donor
information.
Scholarship Period Information (RPASTRM)
The Scholarship Period Information (RPASTRM) form enables you to view scholarship
information for a student. The information on this form is obtained from various sources.
The Maximum comes from RFADSCD (Maximum Number of Periods), the Paid amount
comes from RPRATRM, the Loss of Eligibility number is manually entered, and the
Remaining number is a calculation of Maximum - Paid - Loss of Eligibility.
Athletic Aid Type Validation (RTVAATP)
This validation form allows you to set up the Athletic Aid Types to be used on RAASPTM,
for example: Medical Release, Injured Reserve, Redshirt.
Banner Financial Aid User Guide
| Processing
394
Financial Aid Sport Validation (RTVFASP)
This validation form allows you to designate Financial Aid sport codes to be used on
RAASPTM, as they may differ from what is used in Banner Student.
Grades to Donor Validation (RTVGRDD)
This validation form allows you to designate specific categories of grades that a donor
wishes to receive, if any. For example, a donor may wish to receive grades only for the
freshmen students or only for students in a specific program.
Scholarship Source Validation (RTVSSRC)
This validation form allows you to designate the source of a scholarship, for example:
donor, gift, or institution.
Reviewed Validation (RTVREVW)
This validation form allows you to designate the review status of an athlete’s institutional
award, outside award, resource, and/or contract or exemption. For example, you might
use this form to designate that the information for the fund, resource, and contract/
exemption has been reviewed and is complete.
Thank You Letter Validation (RTVTYLT)
This validation form allows you to designate specific categories of a thank you letter that a
donor wishes to receive, if any. For example, a donor may wish to receive a thank you
letter only from the freshmen students or only from students in a specific program.
Third Party Contract Rules (RPRCONT)
Use the Count for Athletics field on RPRCONT to indicate if a contract should be counted
for Athletic reporting purposes.
Exemption Rules (RPREXPT)
Use the Count for Athletics field on RPREXPT to indicate if the exemption should be
counted for Athletic reporting purposes.
Banner Financial Aid User Guide
| Processing
395
Resource Code Validation (RTVARSC)
Use the Count for Athletics field on RTVARSC to indicate if the resource should be
counted for Athletic reporting purposes.
Athletic Grant Period Roll (RAPAGRL)
Use this process to roll athletic grant period information on RAASPTM from one period to
the next.
Athletic Aid Discrepancy Rpt (RARATAD)
Use this report to display the discrepant information between the actual fund/resource
amounts and the reported amounts on RAASPTM. This report should be used to
determine if a student’s award information has been updated since this information was
originally reported to Athletics.
Loan processing
Manual loans
Disbursing manual loan checks through Banner
Occasionally a student’s eligibility for a Subsidized Stafford or Unsubsidized Loan
changes after the loan has been certified but before the check is disbursed. If the student
is no longer eligible for any of the loan, you simply return the entire check to the lender. If
the student remains eligible for an amount that is less than the amount of the check, then
the excess can be returned to the lender and only the proper amount disbursed to the
student.
1. On the Loan Disbursement (RPALDSB) form, enter:
• the full amount of the check into Check/Net Amount.
• the amount the student does not qualify into Returned Amount
2. After the check has been endorsed by the student, set the Feed indicator to Y
3. Run the disbursement process.
The process will disburse the difference between the full check amount and the returned
check amount to the student’s account.
Banner Financial Aid User Guide
| Processing
396
For example, if a full loan check is for $500, but the student is only eligible for $400, enter
$500 into Check/Net Amount and $100 into Returned Amount. Only the difference of
$400 will be paid.
To recover a partial or full loan amount after the full amount of the check has been paid to
the student account, use the Returned Amount field and change the feed indicator from
F to Y (the feed indicator previously read F to indicate that the loan check had already
been fed to the student’s account). When the disbursement process is run again for the
student, the process will put out an adjusting entry on the student’s account for the amount
returned.
Once a loan check has been fed to a student’s account, it will not be backed out
automatically if the student becomes ineligible for the fund. Other non-loan funds may be
“backed out” automatically as per rules on the Fund Management (RFRMGMT) form. The
only way to cancel a payment for a loan check that has been fed to the student’s account
is to use this Check Returned feature.
U.S. Specific Institution Financial Aid Options
(ROAUSIO)
Set the Loan Process Type drop-down box on the Institution Financial Aid Options II
window of this form to Electronic for Electronic only or Both if processing Electronic and
Direct loans. This box is accessed during online and batch processing.
Note: If your institution has an EL School code which is different than the
Pell ID and your school is not processing for multiple campuses, enter the
Electronic School Code and Electronic Branch ID in the Institution
Financial Aid Options II window. Loan applications will then be created
correctly with these values.
Conversely, if your institution will be processing Electronic loans for
multiple campuses, establish the Electronic School Code and Branch
ID for each campus on the Campus/EDE Defaults window. The loan
application records will then be created with the correct Electronic
School Code and Branch ID for the Campus code on the student’s
General Student record. Loan applications can then be extracted based
on individual Electronic School Codes and/or Electronic Branch IDs.
Aid Period Rules (RORTPRD)
Associate periods with aid periods on this form.
Banner Financial Aid User Guide
| Processing
397
Default Award and Disbursement Schedule Rules
(RFRDEFA)
Establish award distributions for each aid period. Memo expiration dates must be
established here for loan memos to work correctly. Dates entered here are used for loan
periods associated with an aid period.
Detail Code Control Form - Student (TSADETC)
Ask Student Accounts personnel to establish loan fund detail codes as well as detail codes
to use in the refund process on this form.
Fund Base Data (RFRBASE)
Establish loan fund(s) and associate them with Federal loan identifiers.
Separate loan funds must be established for Direct, Electronic and Manual loans and must
be different for each loan type (Subsidized Stafford, Unsubsidized Stafford, Parent PLUS,
Graduate PLUS and Alternative).
Banner loan applications can be created and sent for all funds using electronic processes.
Codes for subsidized funds should precede unsubsidized funds in the RFRBASE listing,
since batch processes select funds in alphabetical order.
Funds Management (RFRMGMT)
1. Create a separate RFRMGMT form for each loan fund.
2. Allocate dollars to the fund on the first window.
3. Complete the following Packaging Options fields applicable to loans in the Aid Year
Specific Data - Packaging Options window:
• Enter the maximum loan that could be made to any student during the combined
periods of the aid year.
• Check Replace EFC for unsubsidized and PLUS Loans.
• Check Reduce Need for subsidized loans.
• Check Need Analysis Indicator.
• Check Loan Process for all Electronic loans.
• Complete Loan Fee Percentage.
• Select the correct Electronic Loan Indicator for electronic loans to process.
• Select the correct Direct Loan Indicator for direct loans to process correctly.
• Select the correct Manual Loan Indicator for manual loan processing to work
correctly.
Banner Financial Aid User Guide
| Processing
398
• The Direct Loan Indicator, Electronic Loan Indicator and Manual Loan Indicator
are mutually exclusive.
• Memo Credit block (optional). (1) To memo gross: RFRMGMT memo = Offered,
RTVLNST code = Approved, RPRLOPT Memo Actual Amount = blank; (2)To memo
net: RFRMGMT memo = Accept, RTVLNST code = Approved, RPRLOPT Memo
Actual Amount = checked.
• Set Disburse block to None if using the Loan Process Manual. Loans are disbursed
from RPALDSB by entering the information for checks received at the school. Direct
loan disbursement records are created by the RPRLORC Direct Loan Record
Creation process. Electronic loan disbursement records are created by the
RPRELAP Electronic Loan Application process.
4. Complete disbursement option fields applicable to loans in the Aid Year Specific Data
- Disbursement Options window.
For If Disbursement Load Code greater than Package Load Code, choose
Disburse 100% (disburses total amount available for the current disbursement) or No
Disbursement (no disbursement if the disbursement load code is greater than
packaging load code indicating that student has dropped hours). Proration is not
applicable to loan disbursement.
5. Set Use Disbursement Enrollment Edits for Memo field option. The checked field
works in conjunction with the Disbursement Load Code field option to create/not
create memos under the same condition as the Disbursement Load option. If
unchecked, this field results in memos at gross prior to creation of the loan application
and at net after the application is created.
Note: For Direct Loan memo processing, the enrollment requirement is
only checked if a Direct Loan origination exists on the RPALORG form. If
no origination exists, a Direct Loan fund may memo even when the
student is not enrolled.
6. Other required fields must be filled to exit the form, including those not used in loan
processing.
7. Optionally, enter any tracking documents or messages applicable to each fund.
Packaging Options (RPROPTS)
The expected annual enrollment on RNANAxx is used for loan awarding.
Check the Additional Stafford Eligibility Default box to control awarding of
unsubsidized amounts above the grade-level maximum to independent students.
Note: The override field for dependent unsubsidized professional
judgment is on the two award forms: RPAAWRD and RPAAPMT.
Banner Financial Aid User Guide
| Processing
399
Class Code Translation (RPRCLSS)
Equate Student System Class codes with Financial Aid class Codes as defined on
RNANAxx for Banner Year in College. A default Student Level code with a null Student
Class code should be established with a Financial Aid Class Code.
Note: Electronic certification and disbursement processes and direct loan
disbursement use the Student System’s class information.
Certification Initials Validation (RTVCINT)
This is an optional form used also in short-term credit processing.
Enter the initials of staff members authorized to certify loans on this form. Entering and
saving initials in the Loan Certification section of a loan application locks the form and
prevents additional editing.
Loan Status Validation (RTVLNST)
Enter status codes for loans here. An Initial status defaults when a loan application is
created. An Approved status may be posted during the response file upload. An Inactive
code prevents disbursement memos. A Hold code stops processing until resolved and
replaced with an Active code. Institutions may wish to create loans in an Inactive status
until an approval is received from the processor.
Lender Base Data (RPRLNDR)
This form is used to create a lender listing for use on manual and Electronic loans and to
associate a Lender ID with a Guarantor ID. Use official lender/guarantor identification
codes.
Loan Period Base Data (RPRLPRD)
Year-specific loan period names help you to distinguish loans on the RPALDSB
disbursement form. Memo expiration dates used for period-based loans should match
those used for the same period on RFRDEFA.
1. Create loan periods associated with regular aid periods in Loan Period.
2. Enter disbursement dates in Start Date and End Date.
For Loan Periods that Match Aid Periods:
• Enter the Aid Period to be used for certification.
Banner Financial Aid User Guide
| Processing
400
Note: A period schedule for each aid period must exist on RFRDEFA.
Loan applications will create automatically based on the student’s aid
period. The loan period may be changed to a period-based period once
the application is generated.
For Loan Periods that Do Not Match Aid Periods:
• Create additional loan periods associated with a period to be used for students in multiperiod aid periods who want one-period loans (for example, Fall/Spring aid period;
wants loan for Fall only).
• Enter disbursement dates. Costs for period-based loans must be established manually.
Note: If Summer is counted in two different aid years, you must have two
Summer periods with one attached to each aid year to process Summeronly loans.
3. Create a disbursement schedule for each loan period. Up to four disbursements may
be entered per loan period; the total must equal 100 percent. Date(s) entered here will
be transmitted to the lender as the dates that funds are released to the school.
Note: The Number of Days for Memos field is used in the manual loan
process if the application is created prior to the award to indicate the
length of time from the scheduled disbursement date that memos should
expire.
Loan Options (RPRLOPT)
Values established on this form are used as defaults when applications are created.
1. Establish a null value for both Create Application options by checking each box,
saving, unchecking each box and saving. These options are used only for paper
applications.
2. Enter an Initial Loan Status.
3. Enter a Default Return ID (for refund checks), Default Lender ID (to receive loan
applications), and Default Guarantor ID (associated with Lender IDs) to be used as
defaults for new borrowers. For the guarantee only and guarantee/print options, a
lender/guarantor must be specified. When the print/guarantee is used, these fields
may be left blank or may be populated with the default Lender(s) ID information from
the school’s lender list. Some schools rotate preferred Lender IDs here.
For continuing students, Banner defaults the most recent lender/guarantor information
to the application. These fields may be left blank if the school has multiple lenders and
wishes to enter them manually after applications are created online or in batch.
Guarantors who require students to continue with the same lender may change the
Banner-supplied data, or new students may change it. The Lender ID will be loaded
during the response file update process.
Banner Financial Aid User Guide
| Processing
401
4. Check in the Satisfy Loan Application Requirement checkbox and the specific
requirement and status codes if you wish to use this option.
5. Check the Memo Actual Loan Amount checkbox to memo the net loan amount
(calculated as Disbursement Amount on RPALDSB disbursement form) when the
application is created. Packaged amount will be memoed if box is unchecked.
6. Check the Authorize Loan checkbox to create loan authorizations for this year. For
loans, authorization indicates that a check or EFT funds have been received, but the
check has not been endorsed and /or the disbursement date has not arrived.
7. Check the Request Amount Required for Certification checkbox, if necessary. This
prevents entry of certification initials on the RPALAPP form unless a requested
amount is present. Not applicable for use with RPAELAP.
8. Check the Disbursement Amount greater than Loan Amount checkbox if you wish
to prevent disbursement if a loan amount is greater than the award amount. The
process uses net of all period disbursements up to and including period in which
disbursement is being made.
9. Refund detail codes may be established for automatic generation of return checks to
lenders through Banner Accounts Receivable as described below.
10. Complete the Student Charge or Payment code. A negative payment detail code
should be used to net down the payment to the student. A negative charge detail code
appears like a refund to the student.
11. Enter a Return Payment code to be used by RPEDISB that represents a payment to
the return lender’s account.
12. Enter the Return Refund code that represents the charge to the Refund account for
the return to the lender. This code must be set up as a Charge, and the Refund code
must be set to Y on TSADETC.
Lender/Disbursing Agents Rules (RPRLNDA)
This optional form links a lender code with service provider code to expedite transmission
of hold/release records directly to the service provider rather than to the lender or
guarantor.
1. Enter the Lender ID.
2. Enter the Guarantor ID (optional)
3. Enter the Disbursing Agent ID.
First-year, first-time borrower loan rule
Overview
Schools who are required to delay the first disbursement of a Federal Stafford loan 30
days for a first year undergraduate student, may implement the first-year, first-time
borrower loan rule by campus or as an institutional default (ROAUSIO). When the Apply
Banner Financial Aid User Guide
| Processing
402
First-year, First-time Borrower Rule is checked (yes), the following steps are used to
determine if the student meets the criteria which will require the 30 day delay:
1. Determine whether the student has been disbursed a prior Stafford, SLS, Direct
Subsidized, or Direct Unsubsidized loan using:
(a) Current NSLDS record
(b) Banner award record
If the student has received a Stafford, SLS, Direct Subsidized, or Direct Unsubsidized
loan, no 30-day delay will be processed.
If the student has not received a prior Stafford, SLS, Direct Subsidized, or Direct
Unsubsidized loan, go to the next step.
2. Determine whether the student is an undergraduate first-year student using the class
calculation and class translation rules.
If the student's financial aid class is calculated as 1 (1st time freshman, no prior
college) or 2 (freshman, prior college), the 30-day delay will be applied.
If no student record exists, the 30-day delay will be applied.
When the option to use the Apply First-year, First-time Borrower Rule is checked at the
campus level, the student record where the effective term is less than or equal to the first
term of the loan period being processed will be used to determine if the student is
attending that campus. If no corresponding campus has been defined or there is no
General Student or Admissions record, the institution default for Apply First-year, Firsttime Borrower Rule will be used.
The first-year, first-time borrower loan rule is also used when you change loan periods for
a student.
Note: First-year, first-time borrower rule processing is not supported for
manual loans. When processing a loan manually, you must determine if
the first-year, first-time borrower rule applies and set the disbursement
date accordingly.
Crosswalk Validation (GTVSDAX)
Electronic loan processing requires that foreign country addresses contain the State code
of FC and zip code of 99999. To correctly identify which addresses are foreign when
addresses are not created with a country code of US, you must establish the crosswalk
validation of GTVSDAX. Without GTVSDAX being populated, the null nation code on
RPAELAP will be converted to FC for foreign country and transmitted in the datafile.
GTVSDAX should be populated with 157 for the US Nation code or the appropriate value
as established by your institution.
Application Creation, Extract, and Response Processing
The annual Spring Banner Financial Aid release contains updates for federal loan
processing. It is best to process loans for the coming year after this release is installed.
Banner Financial Aid User Guide
| Processing
403
This section discusses each process followed by a section showing fields that update on
RPAELAP as a result of each process.
(A) Creating and Certifying Electronic Loan Applications)
forms involved in creating and certifying Electronic loan applications include:
Applicant Requirements (RRAAREQ)
This form lists tracking requirements that could prevent disbursement and/or packaging if
not satisfied.
Award/Package Maintenance (RPAAWRD)/(RPAAPMT)
This form is used to award loan(s) to a student. Loans must be in an accepted state to
create an electronic application. Banner awards based on expected enrollment level from
RNANAxx.
Note: Parameters for the online RPRELAP process must be created for
each user authorized to create loan application records.
Electronic Loan Application (RPRELAP)
Electronic loan applications must be created online (through the Create App button on
RPAAWRD or RPAAPMT) or in batch mode.
Note: Parameters for the online RPRELAP process must be created for
each user authorized to create loan application records.
1. Access the GJAPDFT form and enter parameters for the process.
Warning! Leave the Parameter Set field in the Key block blank. The
online process may not be run with a parameter set.
2. Once the parameters have been established for one user, use the Copy function on
GJAPDFT to establish the default parameters for all users who will be using the online
process.
3. The following parameters for batch RPRELAP should be established and saved by
each user as a parameter set:
• Aid Year Code.
• Fund Code. Applications for multiple funds may be created simultaneously. Use the
Insert Record function to enter additional 02 Fund Code parameter lines.
• Default Process Type. This parameter varies by school (for example,
GP - Guar/Print; GO - Guarantee only, and so on). If a school has paper applications
Banner Financial Aid User Guide
| Processing
404
on hand for some students, then award the loan, generate the application, change
this option to guarantee only, and mail the certified paper form to the lender.
• Application Code, Report Selection Query ID, and Creator ID of Selection ID. These
parameters may be used in batch mode.
• Process Indicator. Enter Batch. The online process will ignore this parameter.
• Permanent Address Type Default and Local Address Type Default. These are
Student-system addresses. Use the address hierarchy as in letters (for example,
1PR, 2MA, and so on).
• Loan Status Default. Enter a default initial loan status.
• EL (Electronic) Application Status Default. Enter Ready to send or N if applications
must be reviewed prior to transmission to the lender.
Note: PLUS Loans are not ready to send until parent data has been
entered on the resulting RPAELAP form. This status must be changed
from R to N to use the Delete/Replace function.
• EFT (Electronic Funds Transfer) Authorization Default. Enter Y if the majority of
students choose this option. Can be changed for individual students before records
are sent.
• Lock Indicator Default. This parameter can be set if you wish to stop the Delete/
Replace function so that manually entered data is not lost. If award amounts are
changed on the award form, Banner will delete/replace amounts on an application
unless it is locked or has a status of Sent. The application is recreated during this
process and previous data is removed.
• References Default. Enter N for the Reference parameter if your lender/guarantor
will mail notes to the student. Enter Y if you have collected the references.
• Deferment Request Default and Capitalize Interest Default. Enter Y if the majority of
your students use these options. May be changed individually on RPAELAP form.
• Default Lender ID, Default Guarantor ID, Default Return ID. Defaults may be
specified here.
• Default Loan Period. Leave this blank to use the loan period associated with the
student’s aid period. This parameter is only valid for Batch processing.
• Default PN (Promissory Note) Delivery Code. Specify an Email, Paper, or Web PN
Delivery code as guarantor method of promissory note delivery to the student.
• Default Federal Application form Code. Enter B Old PN, MPN (all applications
processed as combined, request amount set to 99999),or Plus.
• Default Serial Loan Code. Enter New note for each loan or Serial MPN. PLUS loans
will be created with a value of None.
• Default Hold/Release Status. Initial status may be HR (Hold Request) or RR
(Release Request). Status may be updated individually on RPAELAP.
• Source of Lender ID. Use NSLDS or prior Banner as source for student’s lender.
• User ID. The ID of the person using the sub-population rule.
Banner Financial Aid User Guide
| Processing
405
Note: Regarding the Delete/Replace function, applications that are not
locked or sent may be deleted or replaced as awards are adjusted or
canceled. Change the Application Status to N (Not Ready to Send), adjust
the award, and recreate the application by clicking the Create Application
button.
New applications will be created for additional award amount(s) after an
application is sent.
Parent Loan demographic data from a prior application is transferred to
the new application during the replace function. The application number is
updated with each replacement and is not to be used as a counter. The
batch RPRELAP process will delete applications where awards have
been cancelled.
RPAELAP fields updated by RPRELAP process
RPAELAP displays the latest loan application first. Arrow down to see additional
applications. Windows updated on this form include:
Application window
• Loan ID. RPRELAP generates a temporary Loan ID for each subsidized, unsubsidized,
and PLUS loan in the batch being run. It has a B (for Banner) in the Loan Type field
within the number and S, U, or P following the B to indicate the type of loan.
The S is replaced with O in the combined subsidized Loan ID during the RPRELAX
process.
• Fee Percent.
• Lock (if selected). This locks the application from getting deleted and replaced when an
award is changed or canceled.
• Fund Code/Name.
• Process Type.
• Aid Year.
• Lender/Return/Guarantor ID. Official federal Lender ID is used and is left justified. Do
not fill in remaining spaces.
• Record Type. A indicates a new application.
• Loan Period Start/End Dates. This can be changed manually.
• Loan Status.
• System Indicator. It is set to B for online and batch processes.
Banner Financial Aid User Guide
| Processing
406
• Recommended and Requested Amounts. These come from the RPAAWRD,
RPAAPMT, and ROARMAN award amounts. The recommended amount stays the
same, but the requested amount will update.
• Maximum Eligibility Amount. This is calculated from certification data (that is, Cost EFC = Estimated Aid) but not sent to the guarantor.
• Expected Amount. This is the amount the student is eligible to receive based on
amount awarded and student’s grade level.
Promissory Note/Miscellaneous Information window
• Promissory Note Delivery. Choices are: Email, Paper, Web
• Federal Application form. Choices are: B Old PN, Master PN, PLUS note.
• Serial Loan. Choices are: New MPN, Serial Note.
• Electronic Funds Transfer Authorization.
• References.
• Deferment Request.
• Capitalize Interest.
Certification Data window
Note: The RPQLELG form may be accessed from this window to check
certification data.
• Budget.
• Estimated Financial Aid. This includes all aid except this fund.
• Expected Family Contribution. This is derived from the RNARSxx form. Budget,
Estimated Aid, and EFC for period-based loans must be entered manually.
• Maximum Eligible Amount.
• Adjusted Gross Income.
• Expected Amount. This is the amount the student will receive. Use the lesser of
maximum eligibility from delivered rules table, calculated maximum amount, or
requested amount.
• Grade Level. Uses Student System class level (translated on RPRCLSS).
• Expected Grad Date. Accesses Student system data first. If there is no data, Banner
adds years to FAFSA class level and uses hardcoded date of 5/31; for example, 200001 FAFSA class 1 + 3 years = 5/31/2004 graduation date.
• Enrollment Status. From the annual expected enrollment on RNANAxx.
• Dependency status. From the RCRAPP record.
Banner Financial Aid User Guide
| Processing
407
Student Data window
• Social Security Number
• Address
• Local Address
• Date of Birth
• Citizenship
• Driver’s License Number
• Loan Default
• Dependency
Parent Data window
Enter parent data in this window. Banner will carry forward parent data to revised
applications.
Period Schedule window
Data defaults into this window. The Memo Amount displayed is for the period.
Note: The optional Certified Hours field may be populated manually with
the number of hours used as a basis for loan certification. Hours entered
here will appear on the RPALDSB form.
Disbursement Schedule window
The net amount will display if Memo Actual was chosen. Adjustments will result in
additional disbursement transactions. Initial HR (Hold Request) or RR Release Request)
status in the Hold/Release Status field.
Loan Parent Inquiry (RPILPAR)
Use this form to view parent names associated with a student. This form may be accessed
from the ROASMRY or RPALDSB forms.
Extracting Loan Applications from Banner
The following forms are used for extracting loan applications:
Banner Financial Aid User Guide
| Processing
408
Unmatched COD Records (REAUCOD)
The REAUCOD Main window displays unmatched MPN records and also displays the
reviewed indicator for both the Unmatched MPNs and Unmatched PLUS Application
records.
The REAUCOD form allows you to enter, view, and manually match Direct Loan PLUS
Application, Direct Loan Entrance Counseling and TEACH Entrance Counseling data
received from COD in the SP, AC, and EC document types for which a matching student
or loan record was not found when imported through the RERIMxx process.
The PLUS Applications have been updated for a redesigned Direct Loan table structure
and functionality.
Note: Functions of the Unmatched COD Records (REAUCOD) are based
on the aid year specified in the key block. If the aid year entered does not
meet requirements, you will be instructed to use the Unmatched COD
Records (RPAUCOD) form, instead.
The REAUCOD form makes use of the D - Direct Loan Entrance Counseling differently,
separating the value into two different types:
• Stafford Entrance Counseling
• PLUS Entrance Counseling
The REAUCOD form also includes the MPN types for unmatched MPN records.
• When D is selected, records displayed will be those where:
RPTUECS_COUNSELING_TYPE = S only.
• When L is selected, records displayed will be those where:
RPTUECS_COUNSELING_TYPE = P.
Also, the following is used to properly display the new unmatched MPN records:
• When M is selected, records will be displayed on the form from the Direct Loan
Unmatched MPN Table (RLTUMPN) where RLTUMPN_MPN_TYPE = S.
• When N is selected, records will be displayed on the form from the Direct Loan
Unmatched MPN Table (RLTUMPN) where RLTUMPN_MPN_TYPE = P.
• When R is selected, records will be displayed on the form from the new Direct Loan
Unmatched MPN Table (RLTUMPN) where RLTUMPN_MPN_TYPE = G.
Options menu
The following forms have been included in the options menu for the REAUCOD form:
• Direct Loan Origination (RLADLOR)
Banner Financial Aid User Guide
| Processing
409
• Award Maintenance (RPAAWRD)
• Electronic Counseling Status (RPILECS)
• Applicant Requirements (RRAAREQ)
• Applicant Comments (RHACOMM)
• Applicant Messages (ROAMESG)
Unmatched COD Records (RPAUCOD)
The RPAUCOD form displays the data loaded via RERIMxx from the SP, AC and EC
document types for which a match is not found in Banner. The data on this form includes
the following information:
• Direct Loan PLUS Applications
• Direct Loan Entrance Counseling
• Teach Entrance Counseling
Note: Information on this form may be viewed or manually matched to
records in Banner.
Unmatched PLUS Application records are loaded to the RPTUAPP table through the
RERIM11 process. They can be loaded to the table with a pidm if a matching student was
found or without a pidm if no matching student record was found. In either case, the
records are displayed on this form.
On the second page of the form, you can match to a student if necessary by using the
Student ID field and saving the record. If the record has already been matched to a
student and the Student ID is displayed, you can match the record to an existing PLUS
origination record. If the record is matched, once the match is saved the record is removed
from the RPTUAPP table and the RPAUCOD form and the data is updated in the
RPRLAPP table and displayed on the RPALORG form.
Unmatched TEACH and Direct Loan Entrance Counseling records are loaded to the
RPTUECS table through the RERIMxx process. Records loaded to RPTUECS have not
been matched to a student and are displayed on this form. From the second page of
RPAUCOD, you can match the Entrance Counseling record to an existing student by
using the Student ID field. When the match is saved, the record will be removed from the
RPTUECS table and the RPAUCOD form and the data will be updated in the RPRLECS
table and displayed on the RPILECS form.
Options menu
The following forms have been included in the options menu for the RPAUCOD form:
• Direct Loan Origination (RPALORG)
• Award Maintenance (RPAAWRD)
Banner Financial Aid User Guide
| Processing
410
• Electronic Counseling Status (RPILECS)
• Applicant Requirements (RRAAREQ)
• Applicant Comments (RHACOMM)
• Applicant Messages (ROAMESG)
Electronic Loan Appl Extract (RPRELAX)
1. Check loan applications prior to transmission. Applications will extract if:
• The loan is not canceled.
• The loan status is Ready to Send.
• The Batch ID is null.
• The Loan ID is not null.
• The student is in the population selection (if used).
2. Select the printer on the GJAPCTL form. Output can be viewed on GJIREVO when
saved to a database. Funds may be entered individually or as a multiple entries
3. Establish parameters on GJAPCTL form as below:
• Aid Year Code.
• Fund Code. Funds may be entered individually or as multiple entries.
• Enter the File Identifier parameter as Production or Test.
• Spell out the school name in the School Name parameter.
• Recipient Name and Recipient ID. These identifiers are placed in the Header record
of the file to direct the electronic file to the proper guarantee/lending agency for
processing. Check with the provider of your vender software to see if it will insert this
information after the FTP process.
• Select Media type. It usually is PC.
• Select population selection identifiers.
• Combine Sub/Unsub Stafford. All loans with Application Code of M process as
combined loans.
• Version Number. Extract changes supported with Version 4.
• EL (Electronic) School Code. Enter the code for the loan applications to be
extracted if you are multi-campus and want each campus extracted correctly.
• EL (Electronic) Branch ID. Enter the corresponding Branch ID for the EL School
Code to be extracted.
Review Output window
This window displays:
• RPRELAX.log, when the process is completed.
Banner Financial Aid User Guide
| Processing
411
• RPRELAX.lis includes student ID, name, and loan fund(s) extracted. Parameters
used and a summary of total applications are included. Report shows loans selected for
transmission as well as missing data.
Note: ELAPxxIN_xxxxx.DAT data file is produced to be transmitted
to the guarantor/lender.
Batch Control (RPIBATC)
This form is used to view a record of Electronic loan batches created.
RPAELAP fields updated by the RPRELAX process
Application window
• Loan Status changes to Sent.
• Version Number checkbox.
• Submission Date.
• Cross Reference Loan ID. The subsidized Loan ID is used on combined loan
applications. The cross-reference loan ID links the unsubsidized loan to the subsidized
loan and is the Loan ID assigned to the subsidized loan. The cross reference ID of the
subsidized loan will be updated with the Loan ID of the unsubsidized loan. The Loan ID
is given a unique one-up number when RPRELAX extracts the loan application.
Electronic Loan Response Upload (RPRELRU)
1. Run the RPRELRU process after setting the single parameter to the desired Approved
loan status.
2. Review output in the Review Output window:
• RPRELRU.log will show process completion.
• RPRELRU.lis shows all records loaded with adjustment indicators if the amount
certified or requested was changed along with error messages. Error code
descriptors are found in the Electronic Loan Manual.
Note: Uploading loan response files is not required for disbursement.
Schools that wish to memo loans based on an Active status may wish to
upload response files to identify approved loans and response files
containing records with special status notifications.
Responses are received at the individual loan level (subsidized and
unsubsidized) for combined loans.
Banner Financial Aid User Guide
| Processing
412
More than one response record may be received for the same loan
application (one per batch). The Application Status field is updated.
To upload data to Banner, the files received electronically must be moved
to the same directory used for all other data uploads (DATAHOME).
The incoming file name expected by the RPRELRU process is
elupdtop.dat. Once processed by Banner, the first nine characters of
the Header records are changed to Processed to prevent accidentally
reloading the same data again.
RPAELAP fields updated by the RPRELRU process
Application window
• Loan Status. This field updates with the loan status defined in the parameter of
RPRELRU.
• Application Status. This field shows latest guarantor statuses including:
• Submitted
• Guaranteed
• PN received/approved
• Pending
• Denied/Rejected
• Modified
• Cert. Request.
• Terminated
• Not Ready
• Ready
• Sent
• Application Accepted.
Note: Certification requests and modification records are not loaded into
Banner. These records will appear in the output with a message of the
type of record received.
• Application Phase Code.
• Approved Amount.
• Approval Date. Approval amount and date can be updated manually if school does not
load response files.
Banner Financial Aid User Guide
| Processing
413
• Lender ID. If no non-person record exists for lender, error message appears in .lis
file.
Promissory Note/Miscellaneous Information window
• Master Promissory Note Confirmation Code. This indicates the MPN existed at the
time of certification.
• Borrower Confirmation Code. This indicates borrower confirmation of loan was
received.
Disbursement Schedule window
• Hold/Release Status updates to HA (Hold Accepted), RA (Release Accepted).
Parent Data window
• Parent data will be returned including Social Security Number, name, and date of birth
(check Electronic Loan Manual for additional information).
Note: The RPRELRU process does NOT update the RPAAWRD,
RPAAPMT, and ROARMAN award amounts or change the requested
amount or certification record.
Disbursement/Adjustment
Banner CommonLine Electronic processing includes EFT, Master Check, and individual
check record upload capability. An EFT file may contain any or all of these types of
disbursements. Banner Hold/Release may be used to update the initial Hold/Release
status to permit or prevent the receipt of scheduled loan disbursements depending upon
the option of the school.
Disbursement Process (RPEDISB)
• Run the disbursement process online or in batch to generate memos, authorizations,
and disbursement error messages if the disbursement edit optional parameter is being
used for the RPRHDRL process.
For Revised Disbursement amount processing:
1. Enter changes to disbursement amounts on RPAELAP as net amounts. Banner will
convert it to the gross amount if the revision is included with the RPRHDRL record.
Loan memos will use Revised Disbursement amounts if present in RPAELAP
Disbursement window.
2. Review disbursement error messages on the disbursement report or on ROIDISB.
Banner Financial Aid User Guide
| Processing
414
Hold/Release Process (RPRHDRL)
This process captures changes to the initial Hold/Release status and creates a data file for
transmission to the service provider or lender.
1. Run the process after receiving the response file. The Guarantor sequence number is
needed.
2. Batch update of status by fund/period updates all available undisbursed records or
use Disbursement Edit.
Note: The Disbursement edit (which is optional) requires at least one
disbursement reject in the Disbursement Results Table to hold a loan, and
that no rejects be found to release a loan. Revised Disbursement dates
and /or revised Disbursement amounts will be included in Hold/Release
transmissions if present.
3. Update the Hold/Release Status field on RPAELAP to HS Hold Sent or RS Release
Sent.
4. Output files include the RPRHDRL.xxxxx.DAT data file and .lis file with the
Control Report and records not processed (with reasons).
Electronic transfer
EFT/Disbursement Roster Upload (RPREFTL)
This process should be run to load student detail data to the temporary RPREFTD table
and cash data to the RPREPMT table.
To transferring file(s) to the Banner dataload directory:
Note: Multiple files may be placed in the directory, but will be processed
one at a time.
1. Rename each file to eftxxx.dat where xxx is a school-maintained sequence
number. After the file is processed, the first nine characters of the Header are
changed to Processed to prevent a duplicate upload.
2. Enter the single parameter file name and run the process.
Electronic Payment Receipt (RPAEPMT)
1. Review summary cash information.
• Single record for all EFT payments in the file.
• Single record for all Netted EFT payments in the file. If netting is used, the school
retains and recycles funds recovered from loan adjustments. Student records in the
file which represent the netted fund total will have a file code of A.
• Single record for all Master Check payments in the file.
Banner Financial Aid User Guide
| Processing
415
• Individual records for each Individual Check payment in the file. If the check number
field is blank on the incoming file, Banner will generate a Reference ID number.
Banner Reference IDs will have the @ sign.
2. Contact the Accounting Office to confirm that EFT funds have been received in the
bank account.
3. Confirm receipt of checks/master checks.
4. Enter a checkmark by the summary EFT, master check, or netted amount to indicate
receipt of funds so that records will upload during the posting process.
Note: Be certain to mark the receipt flag on $0 payment rosters if netting
so that funds will post to student(s).
5. Enter a checkmark by each individual check received so that the amounts will post.
EFT Posting Process (RPREFTP)
This process matches student records using the unique loan identifier and uploads the
data to the RPRLDSB table. If the record loads successfully, it is deleted from the
temporary table.
1. Enter parameters and run the RPREFTP process.
2. Select a Distribution Method (that is, E, I, M, N) or leave blank to post all types of
student detail records at once.
3. Enter a specific Reference ID or leave blank to process all records.
4. Review output. Verify the process completed by viewing the .log file. The .lis file
will show all students processed in the run including error messages for those that did
not load to the permanent tables.
5. Re-run RPREFTP to generate a report listing the names of only those students whose
records did not match. Resolve on RPAELDB suspense form.
Note: If there are multiple records for the same student in the file,
additional record(s) will be inserted on RPALDSB.
RPAELAP fields populated by RPREFTP process
In the Disbursement Schedule window, the Confirmation Flag indicates the service
provider has borrower confirmation of loan request (for Loan Pilot Program schools). The
Confirmation Flag will be used during the RPEDISB process for non-PLUS loans when
the Direct Loan indicator is not null.
Electronic Loan Disbursement (RPAELDB)
To resolve suspended loan records, blank out the ID in the key block to enter a query. You
can sort on the record types shown on RPAEPMT (that is, E, M, I, N).
Banner Financial Aid User Guide
| Processing
416
We recommend performing a Print Screen for each suspended record and comparing it to
the loan application.
• If the Loan ID is incorrect, change the Loan ID on the RPAELDB record and re-run
RPREFTP.
• If there is a Social Security Number mismatch, manually enter data on RPALDSB and
delete the loan record from the temporary tables.
• If there is a Birthdate error (most common), correct the Birthdate and re-run RPREFTP.
• If the EFT authorization block is not checked on RPAELAP, for funds received via EFT,
obtain authorization from the student, check the RPRELAP block, and re-run RPREFTP.
• If the EFT block is checked on RPAELAP and funds were received as a paper check,
remove the EFT indicator on RPAELAP and re-run RPREFTP. If you have separate
funds for paper checks, you must cancel the EFT fund application and award, reaward/
recreate the application from the paper check fund, and re-run the posting process.
• If the record is not your student, use the Print Screen of RPAELDB as authorization for
the Finance Office to cut a check from the EFT account back to the lender. Delete the
record on RPAELDB.
1. Rerun RPREFTP after data correction or deletes.
Note: Multiple records for the same student in the same batch will result
in multiple disbursement records on RPALDSB.
To determine fees subsidized by the guarantor/lender, you must verify that:
• Response files include fees to be subsidized by the guarantor/lender for each loan
disbursement.
• Fee subsidies are loaded to the Loan Disbursement (RPRLABD) table and are visible in
the Fees Paid field on RPAELDB only while the Response records are in the temporary
tables. Schools may wish to write a program to capture the fees and calculate a new net
amount for memos.
Disbursement form field population
Loan Disbursement (RPALDSB)
This form displays the historical loan record for a student. Disbursement data populated
by the Electronic Loan Application Process (RPRELAP) include:
• Fund
• Period
• Schedule Date
• Sequence Number
Disbursement data populated by the EFT Posting Process (RPREFTP) include:
Banner Financial Aid User Guide
| Processing
417
EFT Records
• Reference ID (from the roster)
• EFT (Electronic Funds Transfer) Amount/Date
• Electronic Funds Transfer Indicator checked
• Feed Indicator set to Y
• Individual Checks
• Reference ID (check number)
• Check Amount/Date
• Feed Indicator IS NULL (must sign check)
Master Check
• Reference ID (master check number)
• Amount/Date
• Feed Indicator IS NULL (must sign for proceeds)
When checks/master check forms are signed:
• Feed Indicator (manual)
• Feed Date
By the RPEDISB disbursement process:
• Transaction Number from the Student Account posting.
• Disbursement Load (load code) and Option (type of hours used for calculation)
Due to non-enrollment/withdrawal adjustments:
• Returned Amount for refund amounts calculated after the check is fed.
• Returned to Lender for return of unclaimed checks that have not been fed.
• Returned Date. (Date returned to lender).
Note: Create a separate disbursement record on RPALDSB using the
Insert Record function to post refunds/returns to the lender. Amounts to
be returned can be posted prior to receipt of funds.
Other:
• Certified Hours. This is the credit hours used for eligibility on the loan application
(entered manually on RPAELAP period schedule window)
• Student Received. An optional field populated manually to show date student received
balance of loan proceeds.
• Disbursement Bypass. Used with adjusting entries to correct data entry errors.
Banner Financial Aid User Guide
| Processing
418
• Disbursement Override.Permits disbursement when the loan amount is greater than
the award amount. Edit uses total of all period disbursement amounts up to and
including the period in which the disbursement process is being run.
Disburse to student account
Disbursement Process (RPEDISB)
• Run the disbursement process online or in batch to release memos, authorizations, and/
or payment information to the student account. Disbursement may also be run in the
Student Accounting Office if loan checks or Master Check forms are signed there.
2. Check error messages on report or on the ROIDISB form.
Note: This process uses the Financial Aid Consortium enrollment first if
the Consortium Indicator is checked. It uses the actual Student System
enrollment (billable or adjusted per RPROPTS option) as of date of
disbursement run.
RPEDISB/RPALDSB Disbursement/Authorization calculates from the net
of all loan disbursement records for period on the RPALDSB
disbursement form and allows Payment and Authorization in the same
period when two disbursements are scheduled.
3. Process checks for EFT code or MPN Federal Application code of M.
4. Fees paid by the lender captured during the RPREFTL process are used to calculate
loan memos.
Note: Loan disbursements for students who have not accepted charges
when the Accept Charges field on RPROPTS is checked will be
rejected. New error message will appear.
Loan adjustments
Returning individual checks prior to the accounting feed
1. Access the appropriate period record on RPALDSB.
If the student is not enrolled, enter the check amount on the Retn’d Lndr line on the
Original disbursement period record.
If the student is enrolled, use the Insert Record function to create a new period record
for the adjusting entry. Enter the check amount on the Retn’d Lndr line and save.
Entry on the Retn’d Lndr line prevents any further disbursement. Previous memos will
be backed out.
2. Cancel the award on RPAAWRD.
3. Return check to lender.
Banner Financial Aid User Guide
| Processing
419
Returning calculated refund amounts to lender
1. Access the appropriate period record on RPALDSB.
2. Use the Insert Record function to create a new period record for the adjusting entry.
3. Enter adjustment amount in Returned Amount field. If you are netting disbursements,
check the Disbursement Bypass field to prevent generation of a refund check to the
lender. Save the data.
4. Reduce the award amount on RPAAWRD so that future transcripts will be correct.
5. Run the RPEDISB process to back out excess loan funds.
Note: Banner does not support the return of refund amounts to lenders
via EFT. The posting to Finance for a refund check happens immediately
when an entry is made on RPALDSB and RPEDISB is run.The student ID
is NOT passed to Finance as part of the refund check process.
Correcting loans - received amount less than awarded amount
Reduce the awarded offer and accepted amounts on RPAAWRD or RPAAPMT to the
Approved amount so that the financial aid transcripts will be correct.
Loan reports
Loan Proceeds Aging Report (RPRLNAG)
This report displays the number of days between receipt of the loan funds and the date of
the report as well as basic loan information.
RPRLNEX exceptions-students not fully funded report
The Loan Funding Exception Report lists those students whose received amounts are less
than the amount on the loan by period table.
Parameters include:
• Tolerance Amount ($1.00 is used if no tolerance is entered).
• Process Type compares Pending, Actual, or Both disbursements.
• Process EFT Only allows you to disregard paper checks.
• Reference ID allows you to restrict report by batch.
Setting the Exclude Flag on the individual RPAELAP form will prevent the line from
displaying for a student who has appeared on an earlier report even if a discrepancy
between award/disbursement amount exists.
Review and adjust award form as needed so that transcripts will be correct or so that
future loans for the year will generate correctly.
Banner Financial Aid User Guide
| Processing
420
Loan Summary Report (RPRLSUM)
The Loan Summary Report lists loans for students and can be categorized in several ways
through report parameters.
CommonLine loan adjustment
• If the Approved loan amount is less than the recommended amount for adjustment of
RPAAWRD, create and run a population selection based on:
RPRLAPP_APPROVE_AMT < RPRLAPP_RECOMMENDED_AMT
RPRLAPP_APPROVE_DATE > & APPROVE_DATE
RPRLAPP_EL_STATUS = B
RPRLAPP_AIDY_CODE
• When canceling the Spring disbursement of a full-year loan (also may be used for other
funds on RPAAWRD):
1. Cancel the full amount to move award to the Cancelled column on RPAAWRD.
2. Change the status to ACPT and enter the Fall portion of the loan in the Offered and
Accept columns.
3. Adjust the Dollar Amount on RPAAWRD to the full amount Fall, $0 Spring.
4. Inactivate Spring loan disbursement (student not enrolled, no disbursement)
5. Access the period disbursement record on RPALDSB.
6. Enter the full, anticipated disbursement amount in the Returned to Lender field,
Save.
7. Recoup the Spring disbursement (loan disbursed).
8. Access the period disbursement record on RPALDSB.
9. Click Insert Record to duplicate the period record.
10. Enter the return amount in Returned Amount field, enter date, and set Feed
Indicator.
11. Run the disbursement to create a negative entry on the student account.
12. Cancel the disbursement with the guarantor.
• Delete/Replace Functions
Unsent Loan Application (create replacement application)
• Awarded loan and created original application.
• Increased award on RPAAWRD
• Changed Loan Status to Not Ready to send
• Clicked Create App button. Original application
Unsent Loan Application (create second application)
• Awarded loan and created original application.
• Increased award on RPAAWRD
Banner Financial Aid User Guide
| Processing
421
• Left status at Ready to Send
• Clicked Create App button. Created second application with Ready status.
Sent Loan Application (create second application)
• Awarded loan and created original application.
• Extracted Loan. Status Sent on original loan application.
• Increased award on RPAAWRD
• Clicked Create App button. Created second application with Ready status.
• Decline/Cancel Loan
Loan Not Disbursed
1. Enter CNCL or DECL status to move award to Cancel/Decline column.
2. Access RPAELAP form and enter CNCL status in left-hand status field to inactive.
3. Report cancellation to guarantor.
4. Watch for guarantor status on right hand side of RPAELAP to change to Terminate
Loan Disbursed
1. Reduce RPAAWRD Offer and Accept amounts to $0.
2. Recoup disbursement.
3. Access period disbursement record on RPALDSB
4. Click Insert Record to duplicate the period record.
5. Enter return amount in Returned Amt field, enter date, and set Feed Indicator.
6. Run disbursement to create a negative entry on the student account.
7. Cancel the disbursement with the guarantor.
Electronic loans as certification requests in common
response file
When a Loan application has been initiated by the student/parent with a Lender or
Guarantee Agency, the loan certification request is sent to the school in the CommonLine
Response file prior to the Electronic Loan application being created in Banner.
1. If possible, identify the loan from the third-party software report prior to running
RPRELRU. If no report is available, the loan will be identified on the report generated
by RPRELRU and will include the unique Loan ID assigned by the Guarantee Agency.
2. After the loan has been identified and the student’s eligibility determined, award the
student the appropriate fund and create the loan application in Banner using either the
online process or batch RPRELAP process.
3. From RPAELAP, change the process type to C - (Certification Request) and the record
type to CR - (Correct the Submission). This will then allow you to access the Loan ID
field on RPAELAP.
Banner Financial Aid User Guide
| Processing
422
4. Change the Loan ID to match exactly the Loan ID that has been assigned by the
Guarantee Agency/Lender.
5. Commit the change.
6. If the loan is a certification request, change the Loan Status to R - (Ready), for the
RPRELAX process to extract the loan to send in the Application Send File. The Loan
ID will not be changed as long as the first six positions are not the School Code as
entered on ROAINST as the Main Campus Pell ID.
If the Certification Request is for a Combined Sub/Unsub, the Loan ID of the
subsidized loan should be updated to match the Unique Loan ID assigned by the
Guarantee Agency/Lender. For the unsubsidized loan, the Cross-reference Loan ID
will need to be updated using SQL* Plus to match the Unique Loan ID assigned by the
Guarantee Agency/Lender and the non-unique Loan ID can remain.
Future Response, Change Transaction, and EFT Roster files will recognize the Loan ID
and will correctly process without further manual intervention.
Note: Parent and student data contained in the Response file will not be
loaded into Banner. This information must be manually entered.
Alternative loans
This section addresses Banner’s Electronic loan processing that allow clients to create
applications and receive response and disbursement files for Alternative Loans.
Alternative loan processing flow
The basic steps to process a Electronic Alternative Loan in Banner include:
1. Receive the loan application from the student or receive Certification Request for the
loan via the RPRELRU Electronic Response Upload file.
2. Award the loan on one of the Banner award forms (RPAAWRD, RPAAPMT, and
ROARMAN).
3. Create the RPAELAP Electronic loan application. If the loan involves a Certification
Request, then you must update certain fields on the RPAELAP form and replace the
Banner-generated unique loan ID to the unique ID created initially by the lender (sent
in the Response file).
4. Extract the loan application via the RPRELAX Electronic Loan Extract Process.
5. Receive a Response file via the RPRELRU Response Upload Process (this is optional
unless utilizing Certification Requests for Alternative Loans).
6. Receive EFT/individual check/Master Check payments via the RPREFTL/RPREFTP
processes.
Banner Financial Aid User Guide
| Processing
423
Global Institutional Financial Aid Options (ROAINST)
See the “Banner Electronic Loan Processing - Preliminary forms Setup” section for details
on setting up this form.
Fund Base Data (RFRBASE)
Establish a separate loan fund for any lender for whom you will process Alternative loans
using Electronic loan methodology.
Fund Management (RFRMGMT)
In the Aid Year Specific Data - Packaging Options window, enter the appropriate
Alternative Loan Program Type code for each Alternative loan fund. This code defaults
into the Electronic Loan Application form (RPAELAP).
Note: The Needs Analysis checkbox may be selected or deselected,
depending on the requirement for each lender. A checkbox in this field
causes the calculated Expected Amount on the RPAELAP Loan
Application form to be affected by EFC and prior aid received.
Loan Options (RPRLOPT)
Establish additional forms as needed for new Alternative loan funds. A separate form for
each federal and Alternative electronic loan fund is required. The Guarantor is known as
the Insurer for Alternative loans.
Loan Period Base Data Rules (RPRLPRD)
Create additional loan periods as needed to accommodate Alternative loans.
Electronic Loan Application (RPRELAP)
Enter Parameter 02 to include Alternative loan funds. If no needs analysis record is
present, the Social Security Number and Date of Birth are pulled from the SPBPERS
General Person table.
This process allows the creation of application with a negative or zero amount and prints
the message App created with an expected amount of zero or less in the .log file. These
will not extract.
Banner Financial Aid User Guide
| Processing
424
The process also populates null values in the Fed App form and Serial Loan fields, since
an MPN is not required. It will not replace data in the Parent Alternative Loan Data window
during delete/replace.
Electronic Loan Application (RPAELAP)
The unique Loan ID includes the institutional EL School Code/Branch code or Pell code
after extraction.
If a Certification Request record is received, the Loan ID field should be updated to the
Loan ID established by the lender/servicer. To manually update the Loan ID field, change
the process type to CR and the record type to C. You can then manually update the Loan
ID field.
Note: The RPRELAX process will not convert the Loan ID if positions 1-6
(agency code) do not match the School ID.
In the Alternative Loan Data window (which is accessible only if the Alternative Loan
Program Type code is populated on RFRMGMT form), the data incorporated as the
CommonLine @4 record is sent with the @1 record which includes basic CommonLine
loan information.
The Program Type code defaults from RFRMGMT according to the fund awarded. The
Total Student Debt is required if the Loan Process Type = GO, GP, PG. The remaining
fields must be entered manually if applicable to student.
In the Cosigner Information section, cosigner data may be blank. If it is required, you must
manually enter it.
Note: If the lender requires this data, be sure to enter all of it. Partial data
entry may cause the loan to reject.
In the Parent Loan Demographic Data window, populate the parent fields with third-party
borrower data if the parent is not actual alternative loan borrower.
Electronic Loan Appl Extract (RPRELAX)
Uses the Student/Bor Ind to extract either student or parent/third-party demographic
data. This process extracts @4 Alternative loan record data, and incorporates Campus
and EL School code data into unique loan ID. The process also ignores Hold/Release
codes for Alternative Loan funds.
Electronic Loan Response Upload (RPRELRU)
Certification Request records are identified via the message Cert Request, not processed.
The Load Alternative Loan Approved Amount and Date If Guarantee fields are not
populated.
Banner Financial Aid User Guide
| Processing
425
This process also processes @4 record data and loads data to relevant list fields on
RPAELAP the Loan Application form (RPAELAP).
Electronic Loan Load/EFT Posting Processes (RPEFTL/
RPREFTP)
This process posts EFT, individual check, or Master Check data received in an electronic
file. Data is visible on the Loan Disbursement (RPALDSB) form. Checks received that are
not part of the roster must be entered on RPALDSB by you.
Disbursement Process (RPEDISB)
This process disregards Hold/Release codes.
Disbursement/adjustment
Banner Commonline Electronic processing includes EFT, Master Check, and individual
check record upload capability. An EFT file may contain any or all of these types of
disbursements. Banner Hold/Release may be used to update the initial Hold/Release
status to permit or prevent the receipt of scheduled loan disbursements depending upon
the option of the school.
Disbursement Process (RPEDISB)
• Run the disbursement process online or in batch to generate memos, authorizations,
and disbursement error messages if the disbursement edit optional parameter is being
used for the RPRHDRL process.
For Revised Disbursement amount processing:
1. Enter changes to disbursement amounts on RPAELAP as net amounts. Banner will
convert it to the gross amount if the revision is included with the RPRHDRL record.
Loan memos will use Revised Disbursement amounts if present in RPAELAP
Disbursement window.
2. Review disbursement error messages on the disbursement report or on ROIDISB.
Hold/Release Process (RPRHDRL)
This process captures changes to the initial Hold/Release status and creates a data file for
transmission to the service provider or lender.
1. Run the process after receiving the response file. The Guarantor sequence number is
needed.
Banner Financial Aid User Guide
| Processing
426
2. Batch update of status by fund/period updates all available undisbursed records or
use Disbursement Edit.
Note: The Disbursement edit (which is optional) requires at least one
disbursement reject in the Disbursement Results Table to hold a loan, and
that no rejects be found to release a loan. Revised Disbursement dates
and /or revised Disbursement amounts will be included in Hold/Release
transmissions if present.
3. Update the Hold/Release Status field on RPAELAP to HS Hold Sent or RS Release
Sent.
4. Output files include the RPRHDRL.xxxxx.DAT data file and .lis file with the
Control Report and records not processed (with reasons).
Electronic transfer
EFT/Disbursement Roster Upload (RPREFTL)
This process should be run to load student detail data to the temporary RPREFTD table
and cash data to the RPREPMT table.
To transferring file(s) to the Banner dataload directory:
Note: Multiple files may be placed in the directory, but will be processed
one at a time.
1. Rename each file to eftxxx.dat where xxx is a school-maintained sequence
number. After the file is processed, the first nine characters of the Header are
changed to Processed to prevent a duplicate upload.
2. Enter the single parameter file name and run the process.
Electronic Payment Receipt (RPAEPMT)
1. Review summary cash information.
• Single record for all EFT payments in the file.
• Single record for all Netted EFT payments in the file. If netting is used, the school
retains and recycles funds recovered from loan adjustments. Student records in the
file which represent the netted fund total will have a file code of A.
Banner Financial Aid User Guide
| Processing
427
• Single record for all Master Check payments in the file.
• Individual records for each Individual Check payment in the file. If the check number
field is blank on the incoming file, Banner will generate a Reference ID number.
Banner Reference IDs will have the @ sign.
2. Contact the Accounting Office to confirm that EFT funds have been received in the
bank account.
3. Confirm receipt of checks/master checks.
4. Enter a checkmark by the summary EFT, master check, or netted amount to indicate
receipt of funds so that records will upload during the posting process.
Note: Be certain to mark the receipt flag on $0 payment rosters if netting
so that funds will post to student(s).
5. Enter a checkmark by each individual check received so that the amounts will post.
EFT Posting Process (RPREFTP)
This process matches student records using the unique loan identifier and uploads the
data to the RPRLDSB table. If the record loads successfully, it is deleted from the
temporary table.
1. Enter parameters and run the RPREFTP process.
2. Select a Distribution Method (that is, E, I, M, N) or leave blank to post all types of
student detail records at once.
3. Enter a specific Reference ID or leave blank to process all records.
4. Review output. Verify the process completed by viewing the .log file. The .lis file
will show all students processed in the run including error messages for those that did
not load to the permanent tables.
5. Re-run RPREFTP to generate a report listing the names of only those students whose
records did not match. Resolve on RPAELDB suspense form.
Note: If there are multiple records for the same student in the file,
additional record(s) will be inserted on RPALDSB.
RPAELAP fields populated by RPREFTP process
In the Disbursement Schedule window, the Confirmation Flag indicates the service
provider has borrower confirmation of loan request (for Loan Pilot Program schools). The
Confirmation Flag will be used during the RPEDISB process for non-PLUS loans when
the Direct Loan indicator is not null.
Banner Financial Aid User Guide
| Processing
428
Electronic Loan Disbursement (RPAELDB)
To resolve suspended loan records, blank out the ID in the key block to enter a query. You
can sort on the record types shown on RPAEPMT (that is, E, M, I, N).
We recommend performing a Print Screen for each suspended record and comparing it to
the loan application.
• If the Loan ID is incorrect, change the Loan ID on the RPAELDB record and re-run
RPREFTP.
• If there is a Social Security Number mismatch, manually enter data on RPALDSB and
delete the loan record from the temporary tables.
• If there is a Birthdate error (most common), correct the Birthdate and re-run RPREFTP.
• If the EFT authorization block is not checked on RPAELAP, for funds received via EFT,
obtain authorization from the student, check the RPRELAP block, and re-run RPREFTP.
• If the EFT block is checked on RPAELAP and funds were received as a paper check,
remove the EFT indicator on RPAELAP and re-run RPREFTP. If you have separate
funds for paper checks, you must cancel the EFT fund application and award, re-award/
recreate the application from the paper check fund, and re-run the posting process.
• If the record is not your student, use the Print Screen of RPAELDB as authorization for
the Finance Office to cut a check from the EFT account back to the lender. Delete the
record on RPAELDB.
1. Rerun RPREFTP after data correction or deletes.
Note: Multiple records for the same student in the same batch will result
in multiple disbursement records on RPALDSB.
To determine fees subsidized by the guarantor/lender, you must verify that:
• Response files include fees to be subsidized by the guarantor/lender for each loan
disbursement.
• Fee subsidies are loaded to the Loan Disbursement (RPRLABD) table and are visible in
the Fees Paid field on RPAELDB only while the Response records are in the temporary
tables. Schools may wish to write a program to capture the fees and calculate a new net
amount for memos.
Disbursement form field population
Loan Disbursement (RPALDSB)
This form displays the historical loan record for a student. Disbursement data populated
by the Electronic Loan Application (RPRELAP) process include:
• Fund
• Period
Banner Financial Aid User Guide
| Processing
429
• Schedule Date
• Sequence Number
Disbursement data populated by the EFT Posting Process (RPREFTP) include:
• EFT Records
• Reference ID (from the roster)
• EFT Amount/Date
• EFT Indicator checked
• Feed Indicator set to Y
• Individual Checks
• Reference ID (check number)
• Check Amount/Date
• Feed Indicator IS NULL (must sign check)
Master Check
• Reference ID (master check number)
• Amount/Date
• Feed Indicator IS NULL (must sign for proceeds)
When checks/master check forms are signed:
• Feed Indicator (manual)
• Feed Date
By the RPEDISB disbursement process:
• Transaction Number from the Student Account posting.
• Disbursement Load (load code) and Option (type of hours used for calculation)
Due to non-enrollment/withdrawal adjustments:
• Returned Amount for refund amounts calculated after the check is fed.
• Returned to Lender for return of unclaimed checks that have not been fed.
• Returned Date. (Date returned to lender).
Note: Create a separate disbursement record on RPALDSB using the
Insert Record function to post refunds/returns to the lender. Amounts to
be returned can be posted prior to receipt of funds.
Banner Financial Aid User Guide
| Processing
430
Other:
• Certified Hours. This is the credit hours used for eligibility on the loan application
(entered manually on RPAELAP period schedule window)
• Student Received. An optional field populated manually to show date student received
balance of loan proceeds.
• Disbursement Bypass. Used with adjusting entries to correct data entry errors.
• Disbursement Override.Permits disbursement when the loan amount is greater than
the award amount. Edit uses total of all period disbursement amounts up to and
including the period in which the disbursement process is being run.
Electronic Loan Disbursements
Disbursement Process (RPEDISB)
1. Run the disbursement process online or in batch to release memos, authorizations,
and/or payment information to the student account. Disbursement may also be run in
the Student Accounting Office if loan checks or Master Check forms are signed there.
2. Check error messages on report or on the ROIDISB form.
Note: This process uses the Financial Aid Consortium enrollment first if
the Consortium Indicator is checked. It uses the actual Student System
enrollment (billable or adjusted per RPROPTS option) as of date of
disbursement run.
RPEDISB/RPALDSB Disbursement/Authorization calculates from the net
of all loan disbursement records for period on the RPALDSB
disbursement form and allows Payment and Authorization in the same
period when two disbursements are scheduled.
3. Process checks for EFT code or MPN Federal Application code of M.
4. Fees paid by the lender captured during the RPREFTL process are used to calculate
loan memos.
Note: Loan disbursements for students who have not accepted charges
when the Accept Charges field on RPROPTS is checked will be
rejected. New error message will appear.
Banner Financial Aid User Guide
| Processing
431
Loan adjustments
Returning individual checks prior to the accounting feed
1. Access the appropriate period record on RPALDSB.
If the student is NOT ENROLLED, enter the check amount on the Retn’d Lndr line on
the Original disbursement period record.
If the student is ENROLLED, use the Insert Record function to create a new period
record for the adjusting entry. Enter the check amount on the Retn’d Lndr line and
save.
Entry on the Retn’d Lndr line prevents any further disbursement. Previous memos will
be backed out.
2. Cancel the award on RPAAWRD.
3. Return check to lender.
Returning calculated refund amounts to lender
1. Access the appropriate period record on RPALDSB.
2. Use the Insert Record function to create a new period record for the adjusting entry.
3. Enter adjustment amount in Returned Amount field. If you are netting disbursements,
check the Disbursement Bypass field to prevent generation of a refund check to the
lender. Save the data.
4. Reduce the award amount on RPAAWRD so that future transcripts will be correct.
5. Run the RPEDISB process to back out excess loan funds.
Note: Banner does not support the return of refund amounts to lenders
via EFT. The posting to Finance for a refund check happens immediately
when an entry is made on RPALDSB and RPEDISB is run. The student ID
is NOT passed to Finance as part of the refund check process.
Correcting loans - received amount less than awarded amount
Reduce the awarded offer and accepted amounts on RPAAWRD or RPAAPMT to the
Approved amount so that the financial aid transcripts will be correct.
Banner Financial Aid User Guide
| Processing
432
Loan reports
Loan Proceeds Aging Report (RPRLNAG)
This report displays the number of days between receipt of the loan funds and the date of
the report as well as basic loan information.
Loan Funding Exception Report (RPRLNEX)
The Loan Funding Exception Report lists those students whose received amounts are less
than the amount on the loan by period table.
Parameters include:
• Tolerance Amount ($1.00 is used if no tolerance is entered).
• Process Type compares Pending, Actual, or Both disbursements.
• Process EFT Only allows you to disregard paper checks.
• Reference ID allows you to restrict report by batch.
Setting the Exclude Flag on the individual RPAELAP form will prevent the line from
displaying for a student who has appeared on an earlier report even if a discrepancy
between award/disbursement amount exists.
Review and adjust award form as needed so that transcripts will be correct or so that
future loans for the year will generate correctly.
Loan Summary Report (RPRLSUM)
The Loan Summary Report lists loans for students and can be categorized in several ways
through report parameters.
CommonLine loan adjustment
• If the Approved loan amount is less than the recommended amount for adjustment of
RPAAWRD, create and run a population selection based on:
RPRLAPP_APPROVE_AMT < RPRLAPP_RECOMMENDED_AMT
RPRLAPP_APPROVE_DATE > &APPROVE_DATE
RPRLAPP_EL_STATUS = B
RPRLAPP_AIDY_CODE
Banner Financial Aid User Guide
| Processing
433
• When canceling the Spring disbursement of a full-year loan (also may be used for other
funds on RPAAWRD):
1. Cancel the full amount to move award to the Cancelled column on RPAAWRD.
2. Change the status to ACPT and enter the Fall portion of the loan in the Offered and
Accept columns.
3. Adjust the Dollar Amount on RPAAWRD to the full amount Fall, $0 Spring.
4. Inactivate Spring loan disbursement (student not enrolled, no disbursement)
5. Access the period disbursement record on RPALDSB.
6. Enter the full, anticipated disbursement amount in the Returned to Lender field,
Save.
7. Recoup the Spring disbursement (loan disbursed).
8. Access the period disbursement record on RPALDSB.
9. Click Insert Record to duplicate the period record.
10. Enter the return amount in Returned Amount field, enter date, and set Feed
Indicator.
11. Run the disbursement to create a negative entry on the student account.
12. Cancel the disbursement with the guarantor.
• Delete/Replace Functions
Unsent Loan Application (create replacement application)
• Awarded loan and created original application.
• Increased award on RPAAWRD
• Changed Loan Status to Not Ready to send
• Clicked Create App button. Original application
Unsent Loan Application (create second application)
• Awarded loan and created original application.
• Increased award on RPAAWRD
• Left status at Ready to Send
• Clicked Create App button. Created second application with Ready status.
Sent Loan Application (create second application)
• Awarded loan and created original application.
• Extracted Loan. Status Sent on original loan application.
• Increased award on RPAAWRD
• Clicked Create App button. Created second application with Ready status.
• Decline/Cancel Loan
Loan Not Disbursed
Banner Financial Aid User Guide
| Processing
434
1. Enter CNCL or DECL status to move award to Cancel/Decline column.
2. Access RPAELAP form and enter CNCL status in left-hand status field to inactive.
3. Report cancellation to guarantor.
4. Watch for guarantor status on right hand side of RPAELAP to change to Terminate
Loan Disbursed
1. Reduce RPAAWRD Offer and Accept amounts to $0.
2. Recoup disbursement.
3. Access period disbursement record on RPALDSB
4. Click Insert Record to duplicate the period record.
5. Enter return amount in Returned Amt field, enter date, and set Feed Indicator.
6. Run disbursement to create a negative entry on the student account.
7. Cancel the disbursement with the guarantor.
Electronic loans received as certification requests in common
response file
When a Loan application has been initiated by the student/parent with a Lender or
Guarantee Agency, the loan certification request is sent to the school in the CommonLine
Response file prior to the Electronic Loan application being created in Banner.
1. If possible, identify the loan from the third-party software report prior to running
RPRELRU. If no report is available, the loan will be identified on the report generated
by RPRELRU and will include the unique Loan ID assigned by the Guarantee Agency.
2. After the loan has been identified and the student’s eligibility determined, award the
student the appropriate fund and create the loan application in Banner using either the
online process or batch RPRELAP process.
3. From RPAELAP, change the process type to C - (Certification Request) and the record
type to CR - (Correct the Submission). This will then allow you to access the Loan ID
field on RPAELAP.
4. Change the Loan ID to match exactly the Loan ID that has been assigned by the
Guarantee Agency/Lender.
5. Commit the change.
6. If the loan is a certification request, change the Loan Status to R - (Ready), for the
RPRELAX process to extract the loan to send in the Application Send File. The Loan
ID will not be changed as long as the first six positions are not the School Code as
entered on ROAINST as the Main Campus Pell ID.
If the Certification Request is for a Combined Sub/Unsub, the Loan ID of the
subsidized loan should be updated to match the Unique Loan ID assigned by the
Guarantee Agency/Lender. For the unsubsidized loan, the Cross-reference Loan ID
will need to be updated using SQL* Plus to match the Unique Loan ID assigned by the
Guarantee Agency/Lender and the non-unique Loan ID can remain.
Banner Financial Aid User Guide
| Processing
435
Future Response, Change Transaction, and EFT Roster files will recognize the Loan ID
and will correctly process without further manual intervention.
Note: Parent and student data contained in the Response file will not be
loaded into Banner. This information must be manually entered.
Direct lending
Please see the COD Handbook for detailed instructions for working with Direct Loans.
Financial Aid common functions
Aid year default
Banner uses the current calendar year to try to default the global aid year code to be used
when you first start a Banner session. The first time you call a financial aid form (a form
starting with the letter R), Banner runs a form called ROQMENU in the background. One
of the things that this form does is to look at the current calendar year (based on Banner
date) and looks at the ROBINST table for an aid year code where the aid year start year is
the same as the current calendar year and the aid year end year is the same as the
current calendar year plus 1. So, if you are in 2011 it looks for an aid year code that was
defined as starting in 2011 and ends in 2012. After the start of the new year (2012) it looks
for an aid year code that was defined as starting in 2012 and ends in 2013. If it doesn’t find
one (because you haven’t defined the 1213 aid year code yet) then you will get the
message:
*ERROR* Could not calculate aid year code from today's date.
This error is not a serious one and will not prevent you from continuing your normal
activities. It just means that Banner could not determine a global aid year code. You would
have to manually set the global aid year code by entering it on a form that has aid year as
a key field or by calling any aid year specific form (like RNANAxx).
If you have defined your 1213 aid year code, Banner will use that aid year as the global
aid year code at start-up. If you wish to keep your global aid year code as 1112 you can
change the pivot date on the ROAINST form.
User-defined data
User-defined data is stored in a table called ROBUSDF. This table has 360 data fields
named ROBUSDF_VALUE_1 through ROBUSDF_VALUE_360 in addition to a field for
aid year, PIDM, and activity date.
Banner Financial Aid User Guide
| Processing
436
Each data field is 20 positions long and is defined as a character field. Values entered may
be character, integer, numeric, or date according to how each field is being used, however
editing for the proper format of integer, numeric, or date fields will not occur.
The Applicant User-Defined Data (ROAUSDF) form allows you to view, enter, and update
each of the 360 fields for an individual student for a particular aid year. Descriptions to
define how the institution uses each field are maintained on a form and table called
RORUSER. The descriptions for each field entered on RORUSER are displayed next to
the field number on the applicant form to aid the user. Field descriptions are maintained
separately for each aid year so you do not need to use the same descriptions for the same
field numbers each year. Even though descriptions are associated with each field, the data
stored in the field for a student is still referred to by its field number when used in selection
statements.
This design permits multiple user-defined fields to be used in a selection statement by
making it simpler to reference the data being stored. You are not required to use the same
fields in the same order each year.
To use these values in your rules, it is suggested that you run the RORUSER Process on
a regular basis such as weekly and after each Data Load. This will create a record in the
ROBUSDF table for every applicant with a RORSTAT record for the aid year.
General Algorithmic Rules
This feature is designed to facilitate the use of algorithmic rules within the Banner
Financial Aid to determine the value to be used for specific function by a process. General
Algorithmic rules are separate from the functionality and rules used for Algorithmic
Packaging and Algorithmic Budgeting. When creating the algorithmic rule, you will define
the process which will use the algorithmic rule.
The following are the processes and the functions of the process which allow the use of
general algorithmic rules.
Batch Posting Process
Aid year budget components. You may either use a specific amount for an aid year budget
component or an algorithmic rule to calculate the amount to be posted.
B - Budget Component/Amount
Aid period and Pell aid period. You may either use a specific code for the aid period or Pell
aid period code to be posted or an algorithmic rule to calculate the code that will be
posted.
A - Aid Period Code
AP - Pell Aid Period Code
Fund amount and status for a period with or without validation. You may either use a
specific amount and status to post to a period either using award validation or without
using award validation or you may use an algorithmic rule to calculate the amount to be
posted.
Banner Financial Aid User Guide
| Processing
437
FP - Fund/Period/Amount/Status
FPN - Fund/Period/Amt/Status/NoVal
Award Offer Expiration Date and Period Offer Expiration Date. You may either use a
specific date to post an award or period offer expiration date or you may use an
algorithmic rule to calculate the date that will be posted.
OE - Offer Expiration Date
OEP - Period Offer Expiration Date
Expected Enrollment Status
• Default Year Expected Enrollment Status (DYES Process Type)
• An algorithmic rule may be used to calculate the applicant’s expected enrollment
status for the aid year. The algorithmic rule code is entered on the Defaults tab of
ROAINST and will be executed when the Applicant Status record for the aid year is
created (RORSTAT).
• Default Period Expected Enrollment Status (DPES Process Type)
• An algorithmic rule may be used to calculate the applicant’s expected enrollment
status for each period that is part of the applicant’s aid period or Pell aid period. The
algorithmic rule code is entered on the Defaults tab of ROAINST and will be
executed when the Applicant Period Status record for the aid year is created
(RORPRST).
Default Aid Period
• Default Aid Period (DAPRD) Process Type
• An algorithmic rule may be used to calculate the aid period that should be assigned
to the applicant when the Applicant Status record (RORSTAT) is created for the aid
year. The algorithmic rule code is entered on the Defaults tab of ROAINST, Default
Aid Period Rule Code field, and will be executed when the Applicant Status record is
created.
Implementing General Algorithmic Rules
General Algorithmic Rule Validation - RTVALGO
Create the Code and Description for the general algorithmic rule. You may want to use a
naming convention or an adequate description to identify the purpose of the rule.
General Algorithmic Rules - RORALGO
Use the General Algorithmic Rules (RORALGO) form to create rules required for
calculating the value to be assigned to the individual student by the process defined for
the rule. General algorithmic rules can be rolled as part of the Financial Aid New Year Roll
Process (ROPROLL).
Banner Financial Aid User Guide
| Processing
438
• For the algorithmic rule you want to create for the aid year, define the Process which will
be using the algorithmic rule.
• For the Batch Posting Process, define the posting type that will use the algorithmic
rule
• Select the General Algorithmic Rule code for which the rules are written.
• Enter the sequence number and SQL statement to be used to calculate the value for the
rule.
• Multiple sequences should be used to establish all possibilities including a default
as the last sequence should the student not meet any criteria in calculating the
value. Rules are processed in sequence order.
• The Available for Lookup serves as a reference for valid tables, columns, and
parameters. Use the copy and paste function to enter the values into the SQL
Statement field of the Rule block.
• Save the SQL Statement.
• Select the Validate icon to ensure that the SQL statement's syntax is correct. All
sequences of the rule must be validated for successful rule execution. If a sequence is
not validated, it will be skipped when the rule is processed potentially causing incorrect
results.
• Once the syntax is validated, a check will appear in the Validated indicator. If the
syntax could not be validated, any errors will be displayed and must be corrected.
• The SQL statement's syntax must be validated prior to using the Test Rule function.
• Use the Test Rule icon to execute the rule to verify the expected results of the rule. You
must enter the appropriate values for any of the substitution variables to be used in the
rule. The calculated value and the sequence number of the rule which determined the
value will be provided when you execute the rule.
• Use the Copy To function under Options to copy a rule from one aid year, rule, and
sequence combination to another aid year, rule, and sequence combination.
Assign the General Algorithmic Rule as appropriate for the process that will
use the rule.
• Batch Posting Process
• General Algorithmic Rules are assigned to the batch posting type by entering the
rule code in the Code to Post Algorithmic Rule, Amount Algorithmic Rule or Date
Algorithmic Rule, as appropriate.
• Expected Enrollment
• General Algorithmic Rules are assigned for Default Year Expected Enrollment
Status (DYES) on the Defaults tab of ROAINST.
• General Algorithmic Rules are assigned for Default Period Expected Enrollment
Status (DPES) on the Defaults tab of ROAINST.
Banner Financial Aid User Guide
| Processing
439
• Default Aid Period
• General Algorithmic Rule to calculate the Aid Period (DAPRD) to assign when the
Applicant Status record is created is entered on the Defaults tab of ROAINST.
• Period Year in College Processing
• General Algorithmic Rule to calculate the Period Year in College when the Applicant
Period Status Record (RORPRST) is created.
Batch posting process
Note: The values of E and TE are only valid for aid years prior to
2014-2015.
The purpose of the Batch posting process is to allow you to post the same data to all
students who meet a common set of criteria at one time. For example, you can post a
tracking requirement for proof of citizenship status for all students who are permanent
resident aliens. In addition to posting the same data to all students, some batch posting
types allow you to use algorithmic rules to calculate an amount or the code to post, based
on the student meeting the criteria of the rules. This allows you to post different amounts
or codes, based on the rules using a single population of students. Use of Batch posting
can greatly reduce the number of budget or tracking groups that need to be defined.
The generic population selection process is used to identify the students to receive batch
posted data. The Batch posting process requires three steps and an optional step if you
will be using algorithmic rules to calculate the value to be posted.
1. Create a Population Selection ID to identify the sub-population of students to receive
the batch posted data. This is done on the Population Selection Definition Rules
(GLRSLCT) form. The process to extract the IDs of the students who meet the
Population Selection ID criteria is called the Population Selection Extract (GLBDATA)
process. Individual student IDs can be inserted into or deleted from the list of students
generated by using the Population Selection Extract Data (GLAEXTR) form.
2. Identify the type of data to be posted, the codes to be posted, and the information
showing where the IDs of the extracted students are being stored. This is done on the
Batch Posting Rules (RORPOST) form. The Batch Posting Type Indicator Validation
(RTVPTYP) form is used as a List form for the posting type code, but you cannot
update anything on this form. Multiple types of data can be set up to be posted during
the same run of the process.
For example, you can post tracking requirements, budget adjustments, and award
amounts all in the same run of the program. The Use Indicator field tells the batch
posting process which rules to execute during the next run of the program. You cannot
set the order in which multiple batch posting rules are executed. Therefore, if batch
posting of one type of data depends on the results of another type of batch posting,
you should run each batch posting rule by itself. This way you can control the order in
which they are processed.
Banner Financial Aid User Guide
| Processing
440
3. Optional step for using Algorithmic Rules
Based on the batch posting type, create an algorithmic rule to return the values you
want to post.
4. Run the batch posting process itself. This is done with a standard process called the
Batch Posting Process (RORBPST). The process uses the batch posting rules
established on RORPOST. The batch posting process creates RORSTAT records
when posting awards for students who don’t already have RORSTAT records for the
aid year. The only parameters for the process are for Aid Year to process and Print
Report (Y/N). The optional printed report shows a listing of students who received
each type of batch posted data with comments about anything unusual.
Many types of student data can be batch posted, each one identified by a unique type
code. The codes are listed on the Batch Posting Type Indicator Validation (RTVPTYP)
form and are discussed below:
A - Aid Period
To batch post an Aid Period you enter A under the Type Indicator column and a valid aid
period code under the Code to Post column or enter the algorithmic rule under the Code
to Post Algorithmic Rule on the Batch Posting Rules (RORPOST) form. Algorithmic
Rules to determine the Aid Period that should be posted to a student's record are created
and maintained on the General Algorithmic Rules (RORALGO) form. Students will be
rebudgeted if necessary, however, components with a system/manual indicator of Manual
or Batch will not have that component’s value changed. Awards in the student’s package
will not be rescheduled so batch posting of aid periods should be done before students are
packaged. Since changing a student’s aid period can change the amount of a Pell Grant,
users should perform a batch Pell Grant recalculation (RPEPELL) after batch posting a
new aid period. If you choose to batch post a new aid period, it is recommended that you
run that rule by itself before running other batch posting rules.
AA - Award Level Info Access Indicator
You may set the Award Level Info Access indicator to display (Yes) or to not display (No) a
specific fund on the Web for the population selection. Enter the fund code in the Code to
Post column. An update to the award table will not be made if the fund does not exist for a
student; an error message, Fund does not exist for student, info access indicator not
updated will be written on the output.
AP - Pell Aid Period Code
To batch post a Pell Aid Period you enter AP under the Type Indicator column and a valid
aid period code under the Code to Post column or enter the algorithmic rule under the
Code to Post Algorithmic Rule on the Batch Posting Rules (RORPOST) form.
Algorithmic Rules to determine the Pell Aid Period that should be posted to a student's
record are created and maintained on the General Algorithmic Rules (RORALGO) form.
Because changing a student’s Pell aid period can change the amount of a Pell Grant, you
should perform a batch Pell Grant recalculation (RPEPELL) after batch posting a new Pell
aid period.
AS - Student Info Access Indicator
You may batch post the Student Info Access Indicator to display (Yes) or to not display
(No) all award information for the population selection. The Student Info Access Indicator
is displayed on the Packaging Group Information tab on the award forms.
Banner Financial Aid User Guide
| Processing
441
B - Budget Component/Amount
The batch posted component amount replaces the existing amount in the student's
budget, with the exception of manually assigned amounts. If the requested component
does not exist in the student’s budget, it is created. The student’s non-Pell budget type is
updated (unless the Pell type is the only budget type). The student’s gross and unmet
need will be updated. If the student has not been budgeted yet, then the process will not
post the new component/amount. You may enter a specific amount to be posted for the
component for all students in the Amount to Post field or you can enter an Algorithmic
Rule code in the Amount to Post Algorithmic Rule to be used to calculate the amount to
be posted based on the student meeting the criteria of the rule. Algorithmic Rules to
determine the amount of the budget component that should be posted to a student's
record are created and maintained on the General Algorithmic Rules (RORALGO) form.
BA - Budget Level Info Access Ind
Use this batch posting type to update the Info Access indicator for an applicant’s budget.
BB - Borrower Based Indicator
This allows you to post a code to link students with the same Borrower-based loan periods
together. Can be seen on the Award forms.
BF - Budget Duration - FM
This allows the user to batch post a change to the student, number of months of
attendance for the Federal Methodology by calculation. Can be seen on RNAOVxx.
BI - Budget Duration - IM
This allows you to batch post a change to the student’s number of months of attendance
for the Institutional Methodology calculation. Can be seen on RNAOVxx.
C - Current Record Lock
This locks the need analysis record flagged as the Current Record from updates or
replacement until unlocked.
D - Packaging Completed Date
This process sets the existing date to null. A null packaging completed date allows
previously packaged students to be repackaged by the batch packaging process.
DD - Scheduled Disbursement Date
This allows you to post a disbursement date for a specific non-loan fund and period code.
E - Enrollment Status for Year
This allows you to post the enrollment status for the year used by the Packaging Process.
Note: The E value is only valid for aid years prior to 2014-2015.
EP - Exp Enroll Status-Period
This allows you to update the expected enrollment status for a student for a specific year.
Either a specific code for the enrollment status or an algorithmic rule to calculate the code
may be used. Algorithmic rules to calculate the expected enrollment status are written on
RORALGO. A Financial Aid record (RORSTAT/RORPRST) must exist prior to Batch
Posting the Period Expected Enrollment status.
EPL - Exp Enroll Status Lock-Prd
This process locks/unlocks the expected enrollment status for the student for a specific
year.
Banner Financial Aid User Guide
| Processing
442
EY - Exp Enroll Status-Year
This allows you to update the expected enrollment status for a student for a specific year.
Either a specific code for the enrollment status or an algorithmic rule to calculate the code
may be used. Algorithmic rules to calculate the expected enrollment status are written on
RORALGO. A Financial Aid record (RORSTAT) must exist prior to Batch Posting the
Period Expected Enrollment status.
EYL - Exp Enroll Status Lock-Year
This process locks/unlocks the expected enrollment status for the student for a specific
year.
F - Fund Code/Amount/Status
Batch posting of a specific fund, amount, and status allows you to award the fund to a
specific group of students identified in the population selection that is used. By entering
the amount in the Amount to Post field, all eligible students will be awarded that amount.
You may also use algorithmic rules to calculate the amount which should be awarded to
the student, providing greater flexibility to determine different award amounts for the fund
using a single population selection. Algorithmic rules, used to calculate the award amount,
are created and maintained on the Algorithmic Packaging Rules (RPRALGR) from. The
algorithmic rule to be used to calculate the award amount is then entered on the Amount
to Post Algorithmic Rule field of RORPOST. Award validation is performed to ensure the
student is eligible to receive the award when using the batch posting process for the F
posting type. If the award already exists for a student, the award will be updated with the
new amount and status. The fund award and disbursement schedule will be created
based on the rules defined for the fund on RFRASCH or the default rules defined on
RFRDEFA for the aid period assigned to the student. You can use the batch posting
process to cancel an award by entering the amount as $0.00. If a student does not have a
financial aid record for the aid year, RORSTAT record does not exist for the aid year, the
student will be awarded the fund if it passes award validation and a RORSTAT record will
be created.
Note: The fund will not be created or updated if the student’s package is
locked. No updates to an existing fund will occur if the fund is locked at
the award or period level.
FH - HPPA Indicator
Identifies students who qualify for the increased Health Profession Programs Amount
(HPPA) loan amounts for Stafford loans.
FL - Fund Lock
Use this batch type to batch post a fund lock value to the Lock field on the Award
Maintenance - Locks/Indicators window of the RPAAWRD and RPAAPMT form. When the
Type Indicator is FL, valid values for Code to Post are:
Y - Always pay the locked amount
E - Adjust for enrollment decreases only (Pell only)
N - Award is not locked
FN - Fund/Amt/Status no validation
The FN posting type allows the batch posting of a fund code, amount, and status for a
population selection of students without going through the award validation process. By
entering the amount in the Amount to Post field, all students will be awarded that
amount. You may also use algorithmic rules to calculate the amount which should be
Banner Financial Aid User Guide
| Processing
443
awarded to the student providing greater flexibility to determine different award amounts
for the fund using a single population selection. Algorithmic rules to calculate the award
amount are created and maintained on Algorithmic Packaging Rules (RPRALGR) form.
The algorithmic rule to be used to calculate the award amount is then entered on the
Amount to Post Algorithmic Rule field of RORPOST. If the award already exists for a
student, the award will be updated with the new amount and status. The fund award and
disbursement schedule will be created, based on the rules defined for the fund on
RFRASCH or the default rules defined on RFRDEFA for the aid period assigned to the
student. Since the FN posting type does not use award validation, batch posting an award
potentially could create over-awards and incorrectly award Federal funds. Caution should
be used when batch posting awards using the FN posting type. If a student does not have
a financial aid record for the year, RORSTAT record does not exist for the aid year, the
fund will be awarded and the RORSTAT record will be created.
Note: The fund will not be created or updated if the student's package is
locked. No updates to an existing fund will occur if the fund is locked at
the award or period level.
FP - Fund/Period/Amount/Status
The FP posting type allows batch posting of a fund code, amount, and status to a specific
period. Award validation will be used to ensure the student is eligible to receive the new or
updated award; if the award fails award validation, an error will be provided in the output.
By entering the amount in the Amount to Post field, all students will be awarded that
amount for the period entered. You may also use algorithmic rules to calculate the amount
which should be awarded to the student providing greater flexibility to determine different
award amounts for the fund using a single population selection. Algorithmic rules to
calculate the award amount are created and maintained on General Algorithmic Rules
(RORALGO) form. Batch Posting will utilize the RPTNEED table when processing the FP
posting type.
The algorithmic rule to be used to calculate the award amount is then entered on the
Amount to Post Algorithmic Rule field of RORPOST and the period to post the award to
is entered in the Period field. If the applicant does not have a record for the aid year
(RORSTAT), one will be created.
FPN - Fund/Period/Amt/Status/NoVal
The FPN posting type allows batch posting of a fund code, amount, and status to a
specific period without using award validation. Entering the amount in the Amount to
Post field, all students will be awarded that amount for the period entered. You may also
use algorithmic rules to calculate the amount which should be awarded to the student
providing greater flexibility to determine different award amounts for the fund using a
single population selection. Algorithmic rules to calculate the award amount are created
and maintained on General Algorithmic Rules (RORALGO) form. Batch Posting will utilize
the RPTNEED table when processing the FPN posting type.
The algorithmic rule to be used to calculate the award amount is then entered on the
Amount to Post Algorithmic Rule field of RORPOST and the period to post the award to
is entered in the Period field. If the applicant does not have a record for the aid year
(RORSTAT), one will be created.
FPS - Fund/Period/Status
Update the period award status for a fund. Only funds where processing by period is
allowed can be updated.
Banner Financial Aid User Guide
| Processing
444
FS - Fund Code Status
The FS batch posting type lets you cancel, decline, or accept a specific fund award in its
entirety. When you select the FS type indicator, do not enter an amount for the rule. You
can only enter an award status which has been designated as accepted, cancelled, or
declined on RTVAWST for the FS posting type. For rules of type FS:
• The Code to Post is the fund code of the award. The list of values for the code is drawn
from the Fund Code Validation Table (RFRBASE).
• The Status is the award status. The list of values for the code is drawn from the Award
Status Validation Table (RTVAWST).
The Status is invalid for specified Post Type Code error message displays if you enter an
offered award status.
GL - Group Code Lock
The Group Code Lock allows you to post a lock to the any of the three group locks:
tracking, budgeting, or packaging. When the Type Indicator is GL, the Code to Post field
indicates whether to add (Y) or remove (N) a tracking, budgeting, or packaging group lock.
For example, when Type Indicator is GL and the Code to Post field is Y, a lock is posted
to whatever group type (T (Tracking), B (Budgeting), or P (Packaging)) is indicated in the
Miscellaneous Code field. If the Code to Post field is N, the lock is removed from
whatever group type is indicated in the Miscellaneous Code field.
H - Hold Code
A financial aid hold can be placed or removed for a student. Holds are removed by making
them inactive. To remove a hold, use the value of R (release) in the Miscellaneous Code 1
field.
HN -A Non-Aid Year Specific, Non-Period Specific Hold
Use this batch type to post a hold which is non-aid year specific and non-period specific.
Note: Ability to Batch Post a hold without specifying an aid year or period.
The Miscellaneous Code 2 field was added as an optional field that can
be used to Batch Post a hold that is not associated with an aid year or
period for a specific fund. An end date may also be specified when Batch
Posting a hold that is not associated with an aid year or period.
HT -Hold Code/Period Code, Period-specific Hold
Use this batch type to post a hold which is period specific.
Ability to Batch Post a hold for a specific period. The Miscellaneous Code 2 field was
added as an optional field that can be used to Batch Post a fund-specific hold for a
period. An end date may also be specified when Batch Posting a hold for a period.
Note: For all Hold Type Codes, if no end date has been entered, the
31-DEC-2099 date will be used. When Batch Posting a release date for
any of the Hold Type Codes, the system date will be used.
If you are releasing a hold, you must include the fund code to release a
fund specific hold. If no fund code is entered when a hold is released,
fund specific holds will not be updated.
Banner Financial Aid User Guide
| Processing
445
I - Institutional Housing Code
You can batch post codes of 1-4. The codes are defined each year on the FAFSA
application. Only Current Records are updated. The institutional housing code can be
used in budget group selection and budget construction.
L - Letter Code
You can assign a student a letter to be sent the next time letters are run.
LS - Lender Status
Use this batch posting type to update the lender status to active/inactive for the lender by
loan type on Student Lender History Data (RPASLND) form.
M - Applicant Message
This allows the user to specify a user-defined message to print on letters along with the
expiration date of that message.
MD - Memo Expiration Date
This allows the user to post an expiration date for a specific fund code and period code.
OE - Award Offer Expiration Date
Update the award offer expiration date (RPRAWRD). Either a specific date may be
defined or an algorithmic rule used to calculate the date to be posted. Algorithmic rules to
calculate the date to be posted are written on General Algorithmic Rules (RORALGO).
The rule code is then entered in the Date Algorithmic Rule field on RORPOST.
OEP - Period Offer Expiration Date
Update the period award offer expiration date (RPRATRM). Either a specific date may be
defined or an algorithmic rule used to calculate the date to be posted. Algorithmic rules to
calculate the date to be posted are written on General Algorithmic Rules (RORALGO).
The rule code is then entered in the Date Algorithmic Rule field on RORPOST.
P - Package Lock
If a student’s package is locked, the student cannot be repackaged, either manually or in a
batch.
PB - Post BA Pell Override
This flags students who are eligible to receive Post BA Pell.
PBA - Period Budget Info Access Ind
This updates the information access indicator to allow or prevent the student’s budget
information to display in Self-Service
PBAA - All Types/All Periods (Period Budgeting)
This inserts or updates a period budget component to all non-Pell budget types and all
periods associated with the student for the aid year. You may enter a specific amount to be
posted for the budget component for all students in the Amount to Post field or you can
enter an Algorithmic Rule code in the Amount to Post Algorithmic Rule to be used to
calculate the amount to be posted based on the student meeting the criteria of the rule.
Algorithmic Rules to determine the amount of the award that will be posted to a student's
record are created and maintained on the Algorithmic Budgeting Rules (RBRABRC) form.
PBAS - Comp-All types/One Period (Period Budgeting)
This inserts or updates a period budget component for all non-Pell budget types for a
specific period. You may enter a specific amount to be posted for the budget component
for all students in the Amount to Post field or you can enter an Algorithmic Rule code in
the Amount to Post Algorithmic Rule to be used to calculate the amount to be posted
Banner Financial Aid User Guide
| Processing
446
based on the student meeting the criteria of the rule. Algorithmic Rules to determine the
amount of the award that will be posted to a student's record are created and maintained
on the Algorithmic Budgeting Rules (RBRABRC) form.
PBFI - Period Budget Freeze Ind
This updates the Freeze indicator for a specific period to freeze or unfreeze the budget for
recalculation of budget components.
PBPA - Comp-Pell/All Periods (Period Budgeting)
This inserts or updates a period budget component for the Pell budget type for all period’s
associated with the student for the aid year. You may enter a specific amount to be posted
for the budget component for all students in the Amount to Post field or you can enter an
Algorithmic Rule code in the Amount to Post Algorithmic Rule to be used to calculate
the amount to be posted based on the student meeting the criteria of the rule. Algorithmic
Rules to determine the amount of the award that will be posted to a student's record are
created and maintained on the Algorithmic Budgeting Rules (RBRABRC) form.
PBGL - Period Budget Group Lock Ind
This updates the Period Budget Group lock.
PBPS - Comp-Pell/One Period (Period Budgeting)
This inserts or updates a period budget component for the Pell budget type for a specific
period. You may enter a specific amount to be posted for the budget component for all
students in the Amount to Post field or you can enter an Algorithmic Rule code in the
Amount to Post Algorithmic Rule to be used to calculate the amount to be posted
based on the student meeting the criteria of the rule. Algorithmic Rules to determine the
amount of the award that will be posted to a student's record are created and maintained
on the Algorithmic Budgeting Rules (RBRABRC) fo