Compare Transactions and Adjust Other Grants

If the grant is a COD grant, you can use the Awards tab on the Awarding page to: 

• Review the disbursements, refunds, and stipends paid to the student from grant or scholarship funds (The transactions have been processed by the Student Accounts department.) 

• Compare the disbursements and refunds to the records at COD

• If the records do not match, add the adjustments that are sent to COD. For example, you can add adjustments for TEACH grants.

• If the grant is a COD grant, you can delete adjustments. For example, you can delete adjustments for TEACH grants.

Prerequisites

You must have:

• Common - Student - View authorization

• Financial Aid - Student Award - Edit authorization

If your institution has configured permissions for fund sources and you want to:

• Compare transactions, you must be in a staff group that has permission to view the fund source

• Add or delete adjustments, you must be in a staff group that has permission to edit the fund source

To add adjustments: 

• The award must be a COD grant
• The award must have an origination status of Accepted

To delete adjustments:

• The award must be a COD grant
• The adjustment must not have been sent to COD

The student must not be in a financial aid hold group.

Access Method

Select the Students tile > select the name in the Students list > expand Financial Aid > select the Awarding tile > Awards tab.

Procedure to Review and Compare Transactions

1. Verify that the program version is correct. If not, select the specific program version in the Program Version drop-down list.

2. Select the year in the Academic Year The academic year configured by your institution. list.

3. Select the record for the COD grant in the list.

4. Select the Received Disb and Refunds/Stipends tab.

5. Review the values in the Received Disbursement & Refunds/Stipends grid.

   Amount The amount in dollars. Batch ID The batch ID of the transmission file. Check Number The check number used for the payment. This is displayed only if you select Check as the Payment Method. Date Deposited The date when a receipt was deposited in the bank. Date Received Sent The date when the disbursement was received, the refund was sent, or the stipend was paid.

   Date Signed The date when the student signed for the disbursement received. Refunds/Stipends Due Date The date the refund is due to be sent to COD or the date the stipend is scheduled to be paid to the student. Status The status of the disbursement. For Direct loans, the statuses are Scheduled (S), Paid (P), or Canceled (C). For all other awards, the statuses are Scheduled (S), Ready to Pay (R), Paid (P), and Canceled (C). Term The available terms with start date and end date of each term. The start date must be before the end date of the award year. Type The type of transaction. D indicates a disbursement. R indicates a refund. S indicates a stipend. A indicates an adjustment.

6. Compare the values in the Received Disbursement & Refunds/Stipends grid to the values in the Disbursements at COD grid.

   Amount The amount that was sent to COD. Campus The campus where the student or students were enrolled. COD Comment Codes The Central Processing System (CPS) adds comment codes and text to the student’s transaction to provide information to the student and the Financial Aid Administration (FAA) about the student’s processed FAFSA. COD Status Status of the transaction at COD. The statuses are: A=Approved; B=Batched sent; E=Error; R=Received Date Sent The date when the transaction was sent to COD. Disbursement Number The sequence number for the disbursement. For Pell grants, if there are disbursements from other enrollments, the numbering scheme picks up where the previous disbursements left off.

   Disbursement Reference A 2-digit number that Anthology Student can assign to a disbursement in the FA Pell Disbursements table. Disbursement Sequence If more than one adjustment for a disbursement number, the sequence number for the adjustment. Enrollment Intensity Enrollment intensity is the percentage of full-time enrollment at which a student is enrolled, rounded to the nearest whole percent. For example, if full-time enrollment is 12 credit hours and the student is enrolled in 12 credit hours, the enrollment intensity would be 100%. If the student is enrolled in 7 credit hours, the enrollment intensity would be 7 ÷ 12 × 100% = 58%. Pell Grants are prorated according to the student’s enrollment intensity rounded to the nearest whole percent. The Enrollment Intensity field will be presented for every financial aid term, however, for FA terms falling in an award year prior to 2024-25, the field may not have a value. A value could be populated for prior terms if enrollments are unregistered or dropped.  See Note. Note: If you manually post a Pell disbursement for the 2024-25 award year or later to the ledger and the Pell award Is in Approved status, or Is Origination Accepted, or Has not been released to COD (no record in the FaPellDisb table), then Anthology Student will create a record in the FaPellDisb table and add the packaged Enrollment Intensity (EI) from the FaSched record to the new record in the FaPellDisb table. The Disbursements at COD section of the Pell award will: Display an EI value for a term-based disbursement. Not display an EI value for a non-term disbursement. The Enrollment Intensity field contains the value that was exported against that disbursement sequence. Export Batch ID A unique export batch ID is associated with each export batch and used for tracking purposes. Prev Disbursement Sequence Record number for the previous transaction associated with the disbursement provided by COD. YTD Amount Accepted Total year-to-date Pell amount accepted by COD.

Procedure to Add Adjustments

1. Select the New Adjustment button. Anthology Student displays a dialog. The fields in the dialog depend on whether you have configured financial aid to use Anthology Student Pell software for the award year.

2. Review the Total Accepted Disbursement Amount The disbursement amount accepted by COD. or Current Accepted Amount The disbursement amount accepted by COD..

3. Specify the values.

   Adjustment Amount The amount of the adjustment. When the disbursement is adjusted by the amount you specify, it cannot be less than $0. For Pell grants, when the disbursement is adjusted by the amount you specify, it cannot exceed the maximum Pell amount calculated by Common Origination and Disbursements (COD). Adjustment Date The date when the adjustment is effective. Disbursement Date The date the disbursement was paid. Disbursement Number The sequence number for the disbursement. For Pell grants, if there are disbursements from other enrollments, the numbering scheme picks up where the previous disbursements left off.

   Disbursement Reference A 2-digit number that Anthology Student can assign to a disbursement in the FA Pell Disbursements table. Disbursement Sequence If more than one adjustment for a disbursement number, the sequence number for the adjustment. New Disbursement Amount The revised disbursement amount. Prev Disbursement Sequence Record number for the previous transaction associated with the disbursement provided by COD.

4. Select the Save button.

Limitations

You cannot add an adjustment for a disbursement that: 

• Is waiting on a response from COD (Anthology Student automatically adds a record to the COD disbursement file when the disbursement is posted as received to the ledger card for the student.)

• Has another pending adjustment that has not been sent to COD

Procedure to Delete Adjustments

1. Verify that the program version is correct. If not, select the specific program version in the Program Version drop-down list.

2. Select the year in the Academic Year The academic year configured by your institution. list.

3. Select the record for the COD grant in the list.

4. Select the Received Disb and Refunds/Stipends tab.

5. Select the record for the disbursement in the Disbursements at COD grid.

6. Select the Delete Adjustment button. The adjustment is removed from the grid.