Item Type Passes Authorization for Disbursement Despite Initiated Checklist Linked in the Disbursement Rule that Should Prevent Authorization (Doc ID 2991885.1)

Last updated on JANUARY 25, 2024

Applies to:

Symptoms

When running authorization and then disbursement,  some item types are passing authorization and being disbursed with certain checklists still in 'initiated' status. In these cases, the checklists linked in the disbursement rules for the item type are expected to stop authorization when the checklist status is still 'initiated' and not completed.

For example, in one reported case, the issue was seen to occur with the authorization and disbursement of Direct Lending (DL) item types with checklists corresponding to the Entrance Interview requirement still in initiated status. 

The issue can be reproduced at will with the following steps:

1. Run batch authorization from Financial Aid > Disbursement > Process Award Authorizations > Authorize Aid.
2. Run batch disbursement from Financial Aid > Disbursement > Process Disbursements > Disburse Aid. 
3. For the Item Types that disbursed after the prior two steps, identify any with a checklist assigned in the Set Up SACR > Product Related > Financial Aid > Disbursement > Define Item Type Rules > Checklists/Tracking page for the same matching Aid Year; and where the checklist is still showing initiated status on Campus Community > Checklists > Person Checklists > Person Checklist Detail > Checklist Detail 1. To identify such records in batch, run a query joining the PERSON_CHECKLST, VAR_DATA, and DISB_RULE_CHK tables. Note that the specific VAR_DATA table will vary depending on which Administrative Function is linked to the checklist. For authorization and disbursement, there is no requirement to use one specific Administrative Function, but the most common ones to be used would likely be VAR_DATA_AWRD, VAR_DATA_LOAN, or VAR_DATA_FINA.

Cause

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