Datatel Potpourri Lisa Koretoff, Guilford Technical Community College Joey Trogdon, Randolph Community College.

Datatel PotpourriLisa Koretoff, Guilford Technical Community CollegeJoey Trogdon, Randolph Community College

Reconciliation

• Reconciliation – Financial Aid and Finance/Business office share this responsibility. Important to keep up with this for EAGLE, federal and state deadlines for reporting, audits, and federal program reviews.• Excellent Q&A on Pell reconciliation:

http://ifap.ed.gov/eannouncements/attachments/010214FederalPellGrantProgramReconciliation.pdf

• Fed presentation on Reconciliation basics:http://ifap.ed.gov/presentations/attachments/2012FSAConfSession16TitleIVReconciliation.pptx

• Be sure to clean up stale-dated checks within 240 days of disbursement. Unclaimed funds cannot be escheated to the State and must be returned to the source.

Reconciliation

• How do you know you have a problem? Use your reconciliation aids in Datatel • SCHMONOP text file on FAIM – Unidentified Text Files

Reconciliation

• Reconciliation aids in Datatel • PCRR – Pell COD Reject Report

Look at once a week at a minimum and resolve errors• DCRR – Direct Loan COD Reject Report

Look at once a week at a minimum and resolve errors• Compare totals once a week to stay on top of it!• Need to balance: FMGT report, G/L report if year-

specific (LGLA), and COD/CFNC.

Pell Errors• PCRR

Pell Errors• PCRR

Pell Errors• Use FCDC to correct ISIR ID information errors

(error code 011) instead of submitting manually on COD

Pell Errors• PCRR – Error code 014 errors (citizenship errors) are usually

due to the FMSI screen not being filled in. FMSI does NOT get filled in automatically so once you have confirmed the student’s correct citizenship status, go to FMSI to update.

Citizen = 1Eligible Non-citizen = 2

Pell Errors• Error 996 Invalid Value and 25 Duplicate Match on CPS can be

tricky! It’s usually one of the following:

• The demographic information has invalid values. Go to COD and pull up the demographic information. This information comes from the FAFSA. If the student forgot to list their zip code or put in an invalid address, this will cause an Error 996. Update the demographic information on COD.

• The student submitted one or more FAFSAs using the same SSN but different names. Fix this under “Batch” on the COD website. Enter the SSN at the bottom and pull up the student’s rejected record. Click on “rejected” which will take to detailed information on the record that was submitted by our college. On the Response screen, there will be a choice between two or more FASFA matches. Pick the correct one.

COD Figures

Electronic Statement of Accounts

ESOA

POP Reports

POP reports - Run MRLR

MRLR Report• MRLR report

Multiple Reporting RecordsReview the MRR - Multiple Reporting Record report and adjust aid as necessary

On the report, there are Record Types that will be helpful to determining whether these are issues with concurrent enrollment (cannot receive Pell at two or more institutions for the same time period) and/or if there is a POP (exceeds 100% of the student’s annual Pell entitlement between two or more institutions) that must be resolved. The codes in RED below indicate potential POPs and these must be resolved quickly to prevent overpayments!

• Record Type - The code that indicates why we are receiving the MRR. The following are valid codes:•RO – Originated Institution•RD – Disbursed Institution•RN – None Found•CE – Concurrent Enrollment Institution•PB – Blocked Institution•PR – Blocker Institution•PU – Unblocked Institution•BC – Blocked and Concurrent Enrollment•RC – Blocker and Concurrent Enrollment

PLEU• Using Datatel’s PLEU report

PLEU

• Why is the PLEU report helpful?

You cannot rely on NSLDS data alone!

NSLDS data only includes Pell figures back to the mid-1990’s. COD is the official record of PLEU data, but it’s NSLDS data, not COD, that shows up on the ISIR results.

PLEU• If you are catching comment code 346 (over 500%) students

during packaging, the PLEU report isn’t particularly helpful.

• However, once you have sent disbursement data to the Feds (CODE), the response files from COD populate the COD column on the PLEU report. Then, you can catch any differences between NSLDS and COD data.

• Good idea to run the PLEU report after each disbursement, after the response files have come back . Review the report BEFORE checks are mailed!

PLEU ReportLook for differences in the “Awarded” and “COD YTD Disb Amt” figures. I will check them if the student is at or near 600% and these figures do not match.

New R2T4 Letter

• Are you using the ROFC screen to calculate R2T4’s?• If you have been reluctant due to issues

with the correct amount of tuition and fees being used, check your setup on DRAC. You may need to work with your business office.

New R2T4 Letter• If you are using ROFC, then you can use the new, delivered

R2T4 letter.• To setup/modify, go to DOC and open FADR2TRT.• FADR2TRT was delivered with 3 paragraphs but no

LTREQ.CUSTOM in File Setup

New R2T4 Letter

•But, you may want to skip fixing that anyway because the paragraphs will merge into Word and need to be reformatted.• There is another way! Copy/paste the

paragraphs into Word directly.

New R2T4 Letter

• Geoffrey R. Abbott 7• XXX Hunt Rd• Pleasant Garden NC 27313 • • Dear Geoffrey,• • Our records show that you have withdrawn from all of your classes, or• stopped attending all of the classes you were scheduled to attend.• Federal and state regulations require the college to perform• calculations for a student that withdraws from all of their classes,• or stops attending all the classes scheduled to attend, during a• term. These calculations determine the amount of federal and/or• state aid the student has actually earned for a given semester, and• indicates what portion of aid must be returned by both the college• and the student to federal and/or state aid programs.• Date your status changed:• 11/06/14• Amount of tuition/fees you owe to YOUR SCHOOL:• Amount of federal aid overpayment you owe:• Percentage of financial aid earned: 71.70• Amount of financial aid earned:• Failure to remit the amount of tuition/fees due to YOUR SCHOOL will• result in a hold being placed on your record. You will not be able• to register, obtain your grades, graduate, or obtain a copy of your• official academic transcript until this is paid. Failure to respond• to this letter will result in the referral to the Debt Set-Off• Program for garnishment of your North Carolina State income tax• refund. Should it become necessary for YOUR SCHOOL to refer this• unpaid balance to a collection agency, you, the student, will be• • • • Sincerely,• • Financial Aid Office

Questions or Comments?Lisa Koretoff [email protected]

Joey Trogdon [email protected]