Disbursement Eligibility Jobs

You can create automated jobs for Disbursement Eligibility in the Automated Job Management form. You can also edit Disbursement Eligibility jobs already configured and saved in Financial Aid Automation.

Jobs you create or configure in this form automatically validate disbursement eligibility based on:

  • ISIR
  • Valid documents
  • C Codes
  • Professional judgment
  • Enrollment status
  • SAP (Satisfactory Academic Progress)
  • Payment formulas based on payment methodologies

The Student Eligibility process also identifies and generates exceptions to notify configured personnel of disbursements that need to be canceled, revised, or refunded.

When the Disbursement Eligibility job is run, student time attended for Non-SE9W Title IV Grants within a disbursement term and Direct Loans within a Payment Period is evaluated based on the Require Payment Period Attendance option configured within the disbursement approval criteria (DAC). This applies to students enrolled in an AC1 Non-SE9W term and an ELIGBLTY0078 exception ("The student has not met the required attendance in the payment period.") is created when the minimum value is not met.

ELIGBLTY0078 is auto-cleared when the required time attended is posted and meets the configured value for the disbursement's Payment Period/Term that is being evaluated.

Note: When the Disbursement Eligibility Job is run, the system logic used to identify and validate the award year of a disbursement against configured Hold Groups is award year-specific. This ensures that disbursements belonging to a student currently in a Hold Group fail the Disbursement Eligibility Job but only for the proper matching Award Year.

Prerequisites

You must have:

  • Common - Configuration - View authorization

  • Financial Aid Automation – Configuration – Automated Job Management - Run Now authorization

  • Financial Aid Automation – Configuration – Automated Job Management - View authorization

  • Financial Aid Automation – Configuration – Automated Job Management - Job Sequence - New and Save authorization

  • Financial Aid Automation - Configuration - Automated Job Management - Disbursement Eligibility - Edit and New authorization

Access Method

Jobs tab (Select the Configuration tile > expand Financial Aid > select Automated Job Management.)

Procedure to Add or Edit Disbursement Eligibility Jobs

  1. If you want to:

    • Add a new job, select the New Job button on the toolbar to open the New Job section

    • Edit an existing job, select the job link in the Name column to open that job in the Edit Job section

  2. Specify or edit the following values:

    Fields to Configure

    CampusesClosed The campus(es) the job is configured for. All campuses displayed and available for selection are filtered by the selected Reporting Entity ID.

    ProcessClosed The specific type of job process (COD Import, Disbursement Eligibility, SFAA Initial, etc...).

    Disbursement Eligibility Options

    Award StatusesClosed The options for disbursement eligibility award statuses are Approved (A), Estimated (E), and Pending Approval (P).

    Eligibility StagesClosed One of the six stages that disbursements can be classified into.

    Fund SourcesClosed The specific fund source(s) you wish to work with.

    Fund TypesClosed Specific classification for the fund source.

    The Eligibility Stages field provides 6 stages of eligibility, broken up into two separate tiers:

    Scheduled Disbursements

    • Stage 1 - Pre-Payment

      Select this option to specify that disbursements will be evaluated against eligibility criteria before being submitted for payment to COD recipients.

    Ready To Pay Disbursements

    • Stage 2 - Batched for Payment

      Select this option to specify that disbursements in a disbursement batch will be evaluated against eligibility criteria before the batch is posted.

    Paid Disbursements

    • Stage 3 - Immediate Post-Paid

      Select this option to specify that paid disbursements will be evaluated against eligibility criteria immediately after they have been posted to the student ledger.

    • Stage 4 - Census Date Post-Paid

      Select this option to specify that paid disbursements will be evaluated against eligibility criteria at the census date. You can configure the census date to be used by the Census Date Post-Paid Screen evaluation by campus. If you select the Census Date option, you have 3 choices as to when this will occur:

      • Scheduled Disb. Date + number of days
      • Term Start Date + number of days
      • Add/Drop Date + number of days

    • Stage 5 - Mid Term Post-Paid

      Select this option to specify that paid disbursements will be evaluated against eligibility criteria at the mid-term date.

    • Stage 6 - End of Term Post-Paid

      Select this option to specify that paid disbursements will be evaluated against eligibility criteria at the end-of-term date.

    Note: If a disbursement fails any eligibility validation, a new exception is created. A "Schedule Refund" check box enables users to choose whether refunds should be scheduled during any of the postpaid stages of that job. Selecting the check box causes the system to schedule refunds when the job is executed and create necessary eligibility exceptions. If the check box is cleared, refunds are not scheduled when that job is executed, any necessary eligibility exceptions are created, and the "Post Payment Enter number of days Schedule Refund Past System Date" field is disabled for a user adding or editing disbursement eligibility jobs. Exceptions will only be auto-cleared after the refunds are posted successfully to the ledger card. Until then, the exceptions will remain open even though the disbursements are paid.

    The following requirements must be met for the student to be validated by the Post-Paid job:

    • The student is in a status of Active, Enrolled, or Temporary Out
    • The paid disbursement's transaction date occurred after the Post-Paid job was created for any campus in the system
    • The term in question has ended or is ending today (system date)
    • The disbursement has not failed a previous Post-Paid Eligibility job
    • The disbursement has not already been evaluated for the Post-Paid stage
    • The disbursement is associated with a term

    Census Date

    Enter the appropriate number of days in the fields below:

    Enter number of days beyond the Scheduled Disbursement Date
    Enter number of days beyond the Term Start Date
    Enter number of days beyond the Add/Drop Date plus days

    Payment Options

    Enter the appropriate number of days in the fields below:

    Enter number of days Pre-Payment Excludes Disbursement days in the future to be reviewed
    Enter number of days Pre-Payment Excludes Disbursement days into the past to be reviewed
    Post Payment Enter number of days Schedule refund Past System Date

    Staff Notification

    Assignment MethodClosed Who the job is assigned to (Staff Group or Staff Member).

    Staff GroupClosed Group containing staff members in an institution. Typically, the groups are based on departments and job functions. Administrators can use staff groups to assign or revoke access privileges to all the members in the staff group.

    Staff MemberClosed The specific staff member.

    Task TemplateClosed The preconfigured template you wish to select for notification that is to be sent to the selected recipient (Staff Member or Staff Group). When selected, this template is updated with the specific details of the selected student.

    Based on your selection in the Assignment Method field, either the Staff Groups or Staff Member field appears.

    Schedule

    DaysClosed Select the number of days.

    End DateClosed The date you wish the automated job schedule to cease running.

    FrequencyClosed The frequency you would like the automated job to occur (Daily, Once, Weekly, or Monthly).

    RecurrenceClosed Specify when the job occurs. Your choices are based on the selection in the Frequency field. If it is Daily, choose either 'Every Weekday' or 'Rotation of Days'. If it is Monthly, choose 'Days from start of the month' or 'Days from end of the month'. If it is Weekly, choose the specific day(s) in the Select Days pop-up form that appears.

    Recurrence PatternClosed How often the scheduled job occurs (either 'At this time' or 'Every hour').

    Start DateClosed The specific date the automated job becomes active.

    TimeClosed The specific time you wish the automated job to be scheduled for.

    The Recurrence and Days fields only appear based on your selection in the Frequency field. You can configure the rotation of days using a Frequency of Daily. This allows you to configure a job to execute on the day specified under Days. The job will be executed and completed when the day and time occur. If you update the job schedule by changing the Start or End Date or the Days, the system creates new schedule entries and replaces the old schedule.

    Tip: If you try to create a job that is already saved with the same criteria, a duplicate job validation message is displayed. The message has links for each saved job. When you select any of the links, a new tab displays the job details for your review.

  1. If you want to save and: 

    • Continue making changes, select the Save button

    • Continue to add another item to the list, select the Save & New button

    • Close, select the Save & Close button