1. Direct Loans Banner Financial Aid
Presenter - Carol Linsley, Sungard Higher Education Consultant

2. Agenda Set-Up Reminders What’s New Banner 8.7 and 8.8 Making Changes
Reconciliation
Resources
Question and Answer

3. Direct Loan
Set-Up Reminders

4. ROAUSIO (US Specific Institutional Options Form)
Loan Options Tab
Select Loan Process Type of Both (or Direct) – this tells Banner what processes to run for online loan creation from the award forms. It Does not affect batch processing
Indicate Multi-Year Note Eligibility
Enter Stafford Entrance and Exit Requirement Codes and Status

5. RFRMGMT (Funds Management Form)
Allows students to accept the loans via Self-Service

6. RFRMGMT Funds Management Form - Packaging Tab
Loan Options for Self Service Tab
-Check Display PN Requirement on Web
-Enter Promissory Note Description
-Enter URL
-Enter Instructions
Loan Options Tab
-Select Direct Loan Indicator
-Enter Rebate Fee Percentage
-Enter Loan Fee Percentage

7. RTVLNST (Loan Status Validation)
“Info Access” permits loans to appear in Self-Service
Prevents disbursement memos.
“Hold” codes stop processing until removed.
Create Loan Statuses
Note: Initial Loan Status should be Active

8. Direct Loan Setup (cont.)
The COD records must contain the state and nation codes from these validation tables
RTVCDST – COD State Codes
RTVCDNT – COD Nation Codes
If the institution uses other codes for states/nations, the crosswalk field on GTVSDAX can be updated to translate for COD
REREXxx process will translate the school’s codes to the correct values needed for COD

9. GTVSDAX/RTVCDNT Crosswalk

10. GJAPDFT for Loan Application Creation
Use the GJAPDFT form to create the parameters for the RPRLORC Loan Origination Process for each user
This enables the user to create the origination record by clicking on ‘Create Loan Applications’ in the options menu on the award form (RPAAWRD)
Default parameters must exist for each user who has authority to create loan applications on-line
Parameter set can be copied from one user to another

11. GJAPDFT – Default Parameter Value Validation

12. Origination Activity Batch Posting (Optional)
Banner uses the RNANAxx record for Year In College when determining loan amount when awarding the loan and creating the loan origination.
Population selections may be used to batch post a value to the Year in College field on the Need Analysis form (RNANAxx) before creating loan records to ensure correct academic level for origination

13. Direct Loans
Managing Loans
Day to Day

14. 3 Steps to Booking a Loan
A booked loan is the point at which an obligation has been established between the borrower and the ED to repay a Direct Loan
There are 3 basic components that must be established before a loan is declared as booked by ED:
Loan Origination Record in ‘A’ Status
MPN in ‘A’ Status
First Actual Disbursement Record in ‘A’ Status
Once COD has received and accepted a loan origination record, a completed and signed promissory note, and a disbursement record, it books the loan. COD will send you a Booking Notification file CRBNxxOP

15. View Booked Loans - RPALORG
Booking Information
-Options Menu
-Select Booking Information
View Booking Information View Booking Information on RPALORG
Select Options
Booking Information on RPALORG
Booking Information

16. Origination Activities
RPALORG - Federal Direct Loan Origination Form
Major blocks of RPALORG
Loan Information Summary block
Promissory Note Summary block
Loan Disbursements block
Student Info block
Parent Info block
Term Detail block

17. Direct Loan - Release 8.8 Update
Parent Data Window Still a Defect
All edits related to the Loan Default indicator have been removed. Starting with the Aid Year, you are no longer required to enter the Parent Loan Default indicator (RPRLAPP_PAR_IN_DEFAULT) when saving Parent PLUS loan records.
RPAUCOD Unmatched COD Records Form
Changes made to support longer column lengths of the updated
Direct Loan Unmatched Application Temporary Table (RPTAUPP).
RPALORG –Credit Action Option
Modified to update RPRLAPP_CR_ACTION_OPT (new Credit Action field) on RPALORG when a PLUS Application record is manually matched from the form.

18. New Credit Action field added; Loan Status field moved

19. Origination Activity - REREXxx Process
New in 8.7 Release REREXxx extracts loan originations to be sent to COD for all records in a Ready or Not Ready or Both status on the RPALORG form
Can be run by fund code or with population selection to exclude selected students
Can be run to extract all Direct Loan activity, changes only, or loans without changes
Output
crdlxxin
Transfer File to PC to send to COD via EdConnect
REREXxx Process updates the REICODD form
Note: Although you can extract grants and loans together and get a craaxxin output file, SunGard highly recommends that grants and loans be extracted separately

20. Origination Activity - RERIMxx Process
COD returns file as crdlxxop
RERIMxx loads incoming file into Banner
Forms updated with this process
RPALORG
REICODD
REASTID (if necessary)

21. PLUS Loan Processing
Parent and Graduate PLUS Loans require a credit check
New for 1011 – PLUS Borrower can initiate this process directly with COD online and school will receive this information electronically and upload this into Banner
Information will be received in a CRSPxxOP message class and will load into Banner Parent can initiate the Credit Check when completing the application at COD
School can do the credit check online with COD if received written statement authorizing the school to do this credit check. This credit check is valid for 90 days.
School can send in origination without a prior credit check and COD will do the credit check. Parent/Student signing the MPN authorize the credit check.

22. Matching PLUS Apps on RPAUCOD
When PLUS applications are imported, they are matched to RERSTID (REASTID COD Identifier) or RCRAPP1 to find the matching student PIDM.
Matching Student ? If No then: the application data is imported to the RPTUAPP table with a NULL PIDM (reviewed on RPAUCOD)
Matching Student ? If Yes then:
Match to existing Direct Loan origination record RPALORG
No matching origination record? Then the application data is imported to RPTUAPP with the PIDM populated for the matching student (reviewed on RPAUCOD)
Data imported to RPTUAPP/RPAUCOD can be manually matched or can be
matched by RPRLORC when a matching Direct Loan origination
record is created. When the record is matched, the data is updated
to the matched RPRLAPP record and deleted from RPTUAPP table.

23. Manual Matching - RPAUCOD
Data imported to RPTUAPP/RPAUCOD can be manually matched to the correct student ID.
Running RPRLORC for the student will match the student.
When the record is matched, the data is updated
to the matched RPRLAPP record and deleted from RPTUAPP table.

24. Promissory Note Activities – Paper MPN
R – Paper MPN
REREXxx – Parameter 5: Promissory Note Print
O = Schools prints from Banner
R = COD prints, sends to school
S = COD prints, sends to borrower
Paper promissory notes will print for all students whose prom note status on RPALORG is “R”eady to Print
Loans with a prom note status of “Q” EMPN Ready will be excluded from printing
If student opts to sign paper MPN, prom note status is manually changed to “R” if school is printing

25. RPAUCOD - Entrance Activity – XML File Format
COD will send the Entrance Counseling Information in XML file format (CRECMYOP)
When these records are imported, they are matched to RERSTID (REASTID COD Identifier) or RCRAPP1 to find the matching student PIDM.
Matching Student? If No then: Entrance counseling data is imported to the RPTUECS/RPAUCOD table with a NULL PIDM
Matching Student? If Yes then: thedata is imported into the RPRLECS table and tracking requirement is satisfied (if it exists on RRAAREQ) 25

26. Manual Matching - RPAUCOD
Data imported to RPTUECS table can be manually matched on the RPAUCOD form and data is then updated to the RPRLECS table and deleted from RPTUECS. (Tracking requirements will not be updated when match manually, you will need to update your tracking document.)

27. Disclosure Statement Printing - RPRDSPT Process
Schools usually request COD print the Disclosure Statements but if necessary a school can print them using the RPRDSPT Disclosure Statement Printing job.
If first Origination is reported to COD within less than 5 days of first disbursement date school should print disclosure
Request Reprinting on the RPALORG form

28. Disclosure Printed by COD

29. Direct Loan Changes

30. DL Change Activity Start RPADLCR RPEDISB RPADLCR REREXxx RPALORG
Updated by changes made on
RPRLORG
RPADLCR
RPEDISB
If making a change to
Disbursement, you must
also run the disbursement
process
RPADLCR
REREXxx
Create change extract
file CRDLxxIN
Start
Records that were extracted
are now removed from form
Create change
information
RPALORG
REICODD
FTP CRDLxxIN
file to local PC.
Send file to COD
Updated with
batch information
Receive acknowledgement
FTP CRDLxxOP file to
DATAHOME directory
RPALORG
REICODD
RERIMxx
Import origination
acknowledgement
file into Banner
Updated with data from acknowledgement file

31. What is a Direct Loan Change?
Remember!
If an Origination was NEVER accepted, updates to RPALORG are not changes, they are updates to Originate.  COD does not have any record on their system if an Origination was not accepted. 
To make changes before Origination is Accepted make any necessary changes on RPALORG. put the loan in ‘Ready to Send’ status and REREXxx will extract the Origination again to see if it can be accepted. 
Once an Origination has been accepted by COD it will be visible on COD and everything from this point forward becomes a CHANGE.
Wait to make changes in Banner until the Origination is Accepted (some changes cannot be made till Origination is returned). 

32. Change Activity RPADLCR – Change Form
Changes are made on the RPALORG Direct Loan Origination form and automatically show on RPADLCR Direct Loan Corrections Form
Changes may be reviewed/deleted on the RPADLCR form before extracting
Changes are specifically geared to origination activity
Note: Disbursement adjustments go out as either positive or negative disbursement records, not as DL Changes

33. How to Make Direct Loan Changes
Update award on RPAAWRD
Update RPALORG Direct Loan Origination
Run RPEDISB
Extract change records with REREXxx
Transmit file to COD
Receive receipt/response files
Transfer to Datahome directory
Import receipt/response files with RERIMxx

34. Review Direct Loan Changes
RPADLCR Direct Loan Corrections – view changes pending extract
Check the delete box to remove pending change before extracting
All pending changes are deleted once extract is run
NOTE: changes for loan period start AND end dates log regardless of which one was changed
Change to a Loan Amount will log the amount and a disclosure statement print flag for COD

35. RPADLCR (Direct Loan Corrections Form)

36. Extract/Import Changes
REREXxx Extract Process
DL Records to Extract parameter options
B Extract all records
C Extract only records with changes
O Extract only records without changes
Updates RPADLCR Direct Loan Corrections, REICODD COD Document Control, ROAALOG Applicant Data Log Applicant
Output:
CRDLxxIN
Transfer File to PC to send to COD via EdConnect

37. Extract/Import Changes
ROIALOG/ROAALOG Review changes
Change files are received through EdConnect and upload into Banner
Message Class:
CRDLxxOP
RERIMxx Import Process
Updates RPALORG Direct Loan Origination, REICODD, ROAALOG
Always review records returned with reject messages

38. Sample Changes Change to Loan Amount before Origination is Sent
Changes when Loan in Sent Status
Loan Increase after Disbursement
Loan Decrease after Disbursement
Refer to the SunGard 1011 COD Handbook for more information on Direct Loan Changes

39. Change Loan Amt before Origination is Sent
Make change to award on RPAAWRD and run RPRLORC either on-line or in batch
RPRLORC will delete and replace the existing origination record if:
The promissory note has not been manually updated
The record is not locked
If the promissory note status has been manually updated, then the change must also be made manually on RPALORG Direct Loan Origination by changing the gross disbursement amount(s) on page 3
If record is locked, the record must be manually unlocked on RPALORG Direct Loan Origination and then the gross disbursement amount(s) manually changed on page 3

40. Changes once Loan in Sent Status
When record is in ‘Sent’ status changes can be made to:
grade level on page 1
Promissory note status on page 2
student demographic data on page 4
These changes will be logged on RPADLCR but will not be extracted until the record is no longer in Sent status

41. Increase Loan After Origination
Note: You can increase a current origination or create a new origination for the difference
Increase the amount of the accepted loan on RPAAWRD and save.
Click on ‘Create Loan Application’ on the Options menu to run the RPRLORC process on-line (or run in batch to pick up the new loan.)
A new loan application has been created on RPALORG for the additional amount of the loan and will be picked up in the next run of REREXxx

42. Loan Increase after Disbursement
Increase the award on RPAAWRD
Increase the approved amount on page one of RPALORG Direct Loan Origination
Increase the disbursement amounts on page 3 of RPALORG Direct Loan Origination by inserting a record and enter a positive gross amount
Run RPEDISB to adjust disbursements to student accounts
Run REREXxx to extract the changes

43. Loan Decrease after Disbursement
Decrease the award amount on RPAAWRD
Decrease the disbursement amounts on page 3 of RPALORG Direct Loan Origination by inserting a record and entering a negative gross amount
Reduce the approved amount on page 1 of RPALORG Direct Loan Origination
Run RPEDISB to adjust disbursements to student accounts
Run REREXxx to extract the changes
If downward adjustments result in excess cash, the funds must be returned to COD unless the school can disburse the funds to another borrower during the required timeframe

44. Logging Changes - RORDATA
RPALORG Direct Loan Origination Direct Loan Origination– changes update ROBALOG directly, no logging switch needed on ROAINST
RORDATA Data Log Rules – fields that will be automatically logged are listed on this form (SGHE delivered)

46. Logging Changes - ROAALOG
Direct Loan changes are logged and acknowledged on ROAALOG
Can see status updates on ROAALOG
Can use the Resend feature to send individual changes back for processing
Logged changes are visible on these forms as an audit trail
ROIILOG Data Log Inquire,
ROIALOG Applicant Data Log Inquiry
ROAALOG Applicant Data Log Application

47. Logging Changes - Resend
ROAALOG Applicant Data Log Application – check resend field to resubmit a change
Change status of ‘S’ after extract
Change status of ‘A’ or ‘R’ after acknowledgment loaded

48. Changes Log to ROAALOG

49. Direct Loan Reconciliation

50. DIRECT LOAN RECONCILIATION
What constitutes Reconciliation?
Ending Cash Balance of -0-
School’s cash drawdowns should equal booked disbursements, less cash returned
If not equal, school should be able to identify and justify any differences
Monthly reconciliation is required as part of the Direct Loan Program
Keeping on top of all and resolving all rejected originations/disbursements/student identifiers as you process Direct Loans daily will help considerably in the monthly and year end reconciliation process.

51. DL Reconciliation Process
Start
COD sends SAS for prior month’s transactions
SAS – School Account Statement
Receive fixed length SAS files on local PC via EDConnect
DSDFxxOP.DAT
DSLFxxOP.DAT
Use Institutional procedures to reconcile SAS data with Business Office records on a monthly basis
Transfer files from local PC to Banner server
RPRDUxx
Upload files to Banner
Updates
RPIDLAS
RPALORG
RPACASH

52. School Account Statement Activity
SAS files are received via EDConnect and uploaded into Banner
DSDFxxOP.DAT
DSLFxxOP.DAT
Banner supports only these message classes for SAS file

53. Reconciliation Activities
Reconciliation Activity Forms
RPACASH
Direct Loan Cash Drawdown Form
RPIDLAS
Direct Loan Account Summary Form

54. RPACASH (Cash Drawdown Form)
Enables you to record the drawdown of cash from the Department (ED) and record the return of excess cash to the Department
This must be manually entered after each drawdown so the SAS will load in accordingly

55. RPACASH (Cash Drawdown Form)
Many schools choose to allow the staff member in charge of drawing down funds via G5 to update this form.
Manually Enter:
Date
Amount
Aid Year
Action
R – Receipt of Funds
X – Return of Funds
GAPS Control Number
Check Number – if Return of Funds by check
Remaining fields are populated by upload of dsasxxop.dat file
(School Account Statement) if RPACASH is entered correctly.

56. RPIDLAS - Account Summary Form
Displays account summary detail directly from the SAS Report

57. Direct Loan Reconciliation
DL Reconciliation Process in Banner
Compare FA totals in Banner to COD Totals – identify differences
RERCDxx
Report of detailed data for originations and/or disbursements by Document ID
Report of unsent origination records

58. Direct Loan Reconciliation
Compare FA totals to Finance Totals – Identify differences
Forms
ROAMGMT – Funds Management
RFIBUDG – Fund Budget Inquiry
RPACASH – Direct Loan Cash Drawdown
FGITBAL – General Ledger Trial Balance
FGIBDST – Organization Budget Status
Reports
RFRABAL – Account Balance
RFRBUDG – Fund Budget
FGRTBAL – Trial Balance
FGRGLTA – General Ledger Detail Transaction

59. RPRCPxx Direct Loan Compare
RPRCPxx is used to extract required data used with the ‘Compare reports for the SAS files’ using the Direct Loan Tools for Windows software.
Files that are exported include:
DLEXCASH — Provides data about the cash summary Note: the drawdowns that the school has made in G5 must be manually entered: date, amount, aid year, receipt or return and GAPS control number.  The Batch ID will populate when the DSDF file is loaded to Banner but only if there are exact matches to what's on RPACASH. 
DLEXLOAN — Provides a summary of loan disbursements
DLEXDISB — Provides data related to individual disbursement transactions
Note: The Direct Loan Tools for Windows software is available via the FSA download Web Site. Instructions for installing, using, and support of the software are available there. This software is not supported by SunGard Higher Education.
Direct Loan Tools can be used for monthly reconciliation as well as year end reconciliation.

60. RPRCPxx Direct Loan Compare Reconciliation Process
Run Banner Direct Loan Compare Extract (RPRCPxx) using the end date of the reports as the Matching End Date parameter
This produces the Cash Summary shown below, and the DLEXLOAN.DAT, DLEXCASH.DAT and DLEXDISB.DAT files to be used per the instructions on using the LOC Compare Application

61. Direct Loan Reconciliation
Sample Procedures are as follows:
1. Monthly, COD will send SAS (Statement of Account Summary) files with message class dsdfxxop.dat and dslfxxop.dat. Download these files via EDCONNECT
2. FTP these files from the IAM data folder and move them to Banner data load directory. Make sure they have the above file names. (transfer in binary mode)
3. Run RPRDUxx: If you have more than one file of the same type, load the first one, then rename the second one to have the .dat extension and load that file next.
4. Go to RPIDLAS and find the Statement End Date. This date will be used in the next process in the parameters and will be used in DL Tools reporting.

62. Direct Loan Reconciliation
5. Run RPRCPxx to create the following extract files:
• DLEXCASH – Provides cash detail records
• DLEXLOAN – Provides loan detail records
• DLEXDISB – Provides disbursement detail records
6. FTP these files from the Banner Server to your IAM Data folder
7. Open DL Tools: SYSADMIN/password
8. Choose File/Import and import the following files (choose the appropriate file type for each one in the dropdown menu): Click on “File” and look in “data”. Select the file and then click on “ok” then “print”.
• dsdfxxop.dat (under SAS)
• dslfxxop.dat (under SAS)
• DLEXCASH
• DLEXLOAN
• DLEXDISB

63. Direct Loan Reconciliation
9. Once all files are loaded into DL Tools, run the comparison reports by choosing File/Print
Cash Detail Comparison Report
Disbursement Detail Comparison Report
Loan Detail Comparison Report
Review output and determine if the unmatched are due to a timing issue (date similar to statement end date) or if it is something that needs to be resolved.
10. Go to the RFIBUDG in Banner and enter the DL fund codes (for the appropriate award year) and screen print the summary. Perform this action for all of the DL funds. Add up the total loans paid as of that date.
11. Log in to the COD website. Click on the School tab and type in the school name. Choose Direct Loans for the program and the appropriate award year. On the left side, click on “Summary Financial Info” and print the summary.
12. Compare the total from #11 with the amount in “total net booked disbursements” found in the printout from #12. At the end of the school year these two amounts should be the same.
Note: Keep all documentation and justification for the discrepancies as this is a federal requirement.

64. Direct Loan Reconciliation
DL Reconciliation Tips
Timing Issues – possible to not be in balance at any given time due to the timing of drawdowns, submission of disbursement records and adjustments
Key is to identify reconciling records
Closeout letter
Compares G5 Cash Balance to COD Booked Disbursements
Received from the Department of Ed once year is complete
Successful Closeout declared if equal

65. Direct Loan Resources RESOURCES TO REVIEW:
SGHE Publication “ COD Handbook”
Banner Financial Aid Direct Loans Training Workbook
Loan Processing Chapter 2, Banner Financial Aid User Guide
Annual COD Spring Banner Financial Aid Release contains updates for federal loan processing 65

66. School Resources
COD Known Issues
To update SAIG mailbox enrollment
To set up school to receive funds via GAPS
For full directions on becoming a DL participant
For COD Computer Based Training 66

67. Questions and Answers

68. Thank you for your participation

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