Steps to Un-Disburse and/or Re-Disburse to Resolve Discrepancy Between Financial Aid (FA) and Student Financials (SF) Where Disbursement Amounts in SF Customer Accounts Don't Match FA Disbursements (Doc ID 2561577.1)

Last updated on JANUARY 25, 2024

Applies to:

Goal

A student ends up with a posted amount on the SF account that is different than the actual disbursed amount of the item type on the FA side. This usually occurs due to an unusual sequence of activity for an item type, sometimes involving a timing issue between FA disbursement and SF group post.

Here is an example scenario:

1. A previously disbursed item type is cancelled, unauthorized, undisbursed. SF group post completes the process.
2. Same item type is subsequently re-awarded, authorized, and disbursed. However, some problem occurs with the SF Group Post process, and the amount is never posted.
3. The item type is once again cancelled, unauthorized, and disbursed. However, because the re-posting of the funds to the account never occurred, the SF Group Post process, run after disbursement, does not find anything to back off.
4. The item type is once again re-awarded, authorized, and disbursed. After running SF group post, the amounts from both sides are in sync.
5. An audit of the account catches the problem that occurred with step 2. The issue is corrected and the 'leftover' amount is found and posted. However, that results in the account amount now reflecting double what is supposed to have been disbursed.

Typically the amount on the SF account will be higher than what is reflected in FA, such as in the scenario just described, or other "duplicate disbursement" situations that may have occurred for a reason(s) not always well understood.

How can the amounts be reconciled in situations like these, including un-disbursing any excess amount on the SF account?

Solution

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