Managing External Award Reporting

This chapter describes methods for entering and processing external award data into the core set of External Award Staging records. After external award transactions are posted to the External Award Staging table, you load external award transactions and finally post a new or updated award to the student award tables.

This chapter provides an overview and discusses how to:

Manually add external award data.
Manage existing external award transactions.
Process data from a file.
Process Student Financial payments.
Load data to the Student Award table.

Understanding External Award Processing

A core set of External Award Staging records maintain the external award transaction data. Each transaction is keyed with a set of values and has a processing status that indicates the loading of that transaction into the student award records.

The following diagram provides a high-level flow the of various data sources that update the core set of External Award Staging tables. Once external award data or transactions have been updated to the staging tables, a separate External Award Load process is run to determine if and how the external award data is to update the student award tables.

Flow of External Award Data

Manually Adding External Award Data

This section discusses how to:

Add external awards by type.
Add award disbursement details.
Add external awards by student.
View Award Summary.

Pages Used to Add External Award Data

Page Name	Object Name	Navigation	Usage
Add External Awards by Type	SFA_EA_STAGE_ADD	Financial Aid, Awards, External Awards, Add External Awards by Type	Add an external award type and source to one or multiple students.
Award Disbursement Detail	SFA_EA_DISB_DTL1	Click the Award Detail link from the Add External Awards by Type page.	Enter optional award disbursement details.
Add External Awards	SFA_EA_STAGE_STDNT	Financial Aid, Awards, External Awards, Add External Awards to Student, Add External Awards	Add one or more external awards for a single student.
View Award Summary	SFA_EA_AWARD_SUMVW	Financial Aid, Awards, External Awards, Add External Awards to Student, View Award Summary	View student's award record and need summary totals to make an overall assessment before manually adding a new external award transaction.

Adding External Awards by Type

Access the Add External Awards by Type page.

Use this page to quickly enter external awards with the same external award attributes, such as a list of students who are recipients of a graduate departmental award. You can identify the attributes or directly indicate Item Type and then list the Student IDs and award amounts. You can also enter specific award details beyond the annual award amount.

Award Type	(Optional) Select an Award Type defined on the External Award Type page. The financial aid item types associated with the combination External Award Type and Source on the External Award Cross Reference setup page are displayed in the Item Type lookup.
Source	(Optional) Select an Award Source defined on the External Award Source page. The financial aid item types associated with the combination External Award Type and Source on the External Award Cross Reference setup page are displayed in the Item Type lookup.
Program	(Optional) Use if there is more than one Program defined for a Source.
Item Type	(Optional) If you entered an Award Type and Source, select an associated Item Type. If you did not enter an Award Type and Source, your list of Item Types displays all active item types for this aid year. Note. You can specify either the Item Type or the Award Type and Source (and Program). To save the data on the page, choose one.
Loan Certification	If this external award is a School Loan Certification Request, select this check box. When this check box is selected, the Related Item Type field appears: If your Loan Certification Request is for a Stafford loan, select a Related Item Type value that evaluates both subsidized and unsubsidized Stafford item types. The External Award Load process evaluates federal need eligibility, as if awarding a subsidized and unsubsidized Stafford on the standard award entry pages. If your Loan Certification Request is for a federal PLUS or alternative loan, identify the item type. Note. Identify an external award as a Loan Certification only after you have completed the necessary steps to process School Certification Request Applications for CommonLine. If the external award process determines the student's loan eligibility and successfully posts a loan award, then continue to process the loan certification according to the steps outlined in the Processing CommonLine Loans chapter. See Setting Up External Awards. See Processing CommonLine Loans.
Entry Code (Reporting Code in the record layout)	(Required) Determines how transaction data is posted to the student’s award package. Append: Use this value to increase an existing award. Append transactions can increase annual award amounts to specific Disbursement ID amounts. If Item Type to be posted does not already exist, the External Award Load process treats the transaction as if Entry Code were New. New: Use for external awards reported once each aid year. If the Item Type to be posted already exists, the External Award Load process sets the transaction to Error. Replace: Default value when entering transactions manually. Use this value to change an existing annual and disbursement details of an award. If Item Type to be posted does not already exist, the External Award Load process treats transaction as if the Entry Code value is New.
Award Amount	(Optional) Enter the annual amount of the award in US dollars and cents. The Entry Code value determines how the amount impacts an existing award.
Award Detail	Click on the Award Detail link to access the Award Disbursement Detail page.

Adding Award Disbursement Details

Access the Award Disbursement Detail page.

Use the Award Disbursement Detail page to enter additional details relevant to the external award transaction.

Description	Enter a description of the external award to display on student self-service pages.
Award Amount	(Optional) Annual amount to be posted. If scheduled disbursement amounts are provided, the cumulative scheduled disbursement amounts must equal the annual award amount. If this is blank, and scheduled disbursement detail is provided, then the annual award amount is assigned the sum of scheduled disbursement amounts.
Disbursed Amount	(Optional) Total disbursed amount to be posted. If disbursement detail amounts are provided, the cumulative amounts must equal the disbursed amount. If this is blank and disbursement detail is provided, then Disbursed Amount is assigned the sum of the disbursement detail amounts. The Disbursed Amount displays based on row order after the External Award information is saved. Note. Disbursed Amount is updated only when the Item Type has a Disburse Method value of No.
Academic Career	Defaults to the student's active career. If the student has multiple careers within an aid year, select the career to which the external award should be posted.
Disbursement Plan	(Optional) If provided, then Disbursement Plan (DP) is used. If not provided, the default DP from the item type’s career default DP/Split Code (SC) is used. If the default DP/SC does not work with the student’s active term enrollment, the External Award Load process attempts to locate an appropriate DP/SC based on the student's active term enrollment. If a DP/SC is not found, the External Award Load process creates an error transaction. For Replace/Append transactions, this must be the same value used on the posted (non-cancelled) award. Note. A Split Code does not need to be provided if a Disbursement Plan code is provided. Providing only a Disbursement Plan code allows the External Award Load process to establish the term disbursement structure and define the specific distribution based on amounts provided in the transaction.
Split Code	(Optional) If provided, this Split Code is used to determine the disbursement split formula. Split Code is set to XX if disbursement data is provided on the External Award transaction.
Disb Nbr (Disbursement Number)	System assigned. After the External Award information is saved, Disb Nbr displays based on row order. It is the award disbursement to be processed for this external award transaction.
Disb ID (Disbursement ID)	(Optional) If known, allows for specific award disbursement detailed amounts to be processed. Typically used to append a disbursement amount to a specific Disbursement ID on an existing award.
Scheduled Award	Scheduled or allocated disbursement amount.
Disbursed Amount	Disbursed or paid amount at the disbursement sequence level. Note. Disbursed Amount on the posted award is updated only when the Item Type has a Disburse Method value of No.
Term	(Optional) If provided, the External Award Load process determines if the term is valid with student’s enrollment. If a Disbursement ID value is not provided, then the first Disbursement ID for that term is updated.
Comments	Enter a comment of any length.
Visible in Self Service	Select this check box to display this comment on the student’s self-service page.
OK	Click this button to save the entered information and return to the Add External Awards by Type page.
Cancel	Click this button to delete any entered information and return to the Add External Awards by Type page.

Adding External Awards by Student

Access the Add External Award page.

Use this page to enter one or more external awards for a specific student.

See Also

Adding External Awards by Type

Viewing Award Summary

Access the View Award Summary page.

The View Award Summary page provides current award and need summary information. Use this page to estimate or anticipate the possible impact of an external award on a student's award package.

Managing Existing External Award Transactions

You can view transactions, correct data, and execute the External Award Load process for a specific student using Manage External Award components. These pages contain similar information, but vary by the search record used.

This section discusses how to:

Manage external award data.
Manage external award data by type.
Manage external award data by status.
View and load student external award data.

Pages Used to Manage Existing External Award Transactions

Page Name	Object Name	Navigation	Usage
Manage External Award Data	SFA_EA_STAGE_MGMT	Financial Aid, Awards, External Awards, Manage External Award Data	View and update external award data in the External Award Staging Table. Retrieve search results by transaction number, transaction date, source (external file, Self Service, manual entry, Student Financials, or loan certification file), or file mapping ID.
Award Disbursement Detail	SFA_EA_DISB_DTL1	Click the Detail link from the Award tab of the Manage External Award Data page.	Enter additional details relevant to the external award transaction.
Manage External Award Data by Type	SFA_EA_STAGE_MGMT1	Financial Aid, Awards, External Awards, Manage External Awards by Type	View and update external award data in the External Award Staging Table. Retrieve search results by the type categories entered in the External Award Type page.
Manage External Awards Data by Status	SFA_EA_STAGE_MGMT3	Financial Aid, Awards, External Awards, Manage Awards by Status	View and update external award data. Retrieve search results by processing status.
Manage Student External Awards	SFA_EA_STAGE_MGMT2	Financial Aid, Awards, External Awards, Manage Student External Awards, External Awards	View and update external award data by student. When you use the page to make a remote call of the External Award Load process for a specific student, only external award transactions with an Unprocessed status are loaded.
Award Summary	SFA_EA_AWARD_SUMVW	Financial Aid, Awards, External Awards, Manage Student External Awards, Award Summary	View all existing awards and need summary for a student.
Award Disbursement Detail	SFA_EA_DISB_DTL2	Click the Detail link from the Award tab of the External Awards page.	Enter additional details relevant to the external award transaction.
Enter comments for this award	SFA_EA_COMMENT_SEC	Click the Comments link from the Status tab of the External Awards page.	Add a comment and optionally choose to display it on the student’s self-service page.

Managing External Award Data

Access the Manage External Award Data page.

The Manage External Award Data page displays all external award transactions (sequence numbers) associated with the Transaction Number. Each row of data is associated to an EMPLID and has segmented all relevant external award fields into three grid tabs: Student Information, Award, and Status. Click the icon to the right of the tabs to display all columns of data.

You can update the external award transaction until it has a status of Processed or Adjusted.

Student Information tab

Status

Indicates status specific to an external award transaction:

Adjusted: System assigned. Assigned during batch External Award Load process if transaction encountered condition as noted in the Multi-Career batch run control option or Term Mismatch batch run control option. Options allow transactions to be set to either Adjusted or Error.
Duplicate: Either set manually or set when multiple transactions with the same attributes are found during External Award Load process.
Error: Transactions with an Error status have an accompanying Error Code located on the Status tab. Assigned during the External Award Load process if transaction encountered an error.
Processed: Assigned by the system to indicate a successful External Award Load run.
Reported: Assigned to all new External Awards with a Data Source value of Self Service.
Skip: Based on Search/Match option.
Suspend: Based on Search/Match option, Multi-Career batch option, or Term Mismatch batch option.
Unprocessed: Indicates no attempt was made by the External Award Load process. All transactions start with this value except student-reported aid (Self Service).

Award tab

Item Type	(Required) If blank, the External Award Load process uses the External Award Item Type Cross Reference setup to determine the Item Type to be added or updated, based on the Award Type and Source provided. If neither is provided or the Item Type is not found in setup, the External Award Load process returns an Error Code of Error with accompanying Error Message Code 606 (Item Type not found).
Rel Item (Related Item)	Only available when the Loan Cert check box is selected. Use to determine Stafford Subsidized and Unsubsidized eligibility. Related Item Type group should identify both a Subsidized and Unsubsidized Stafford Item Type for potential awarding.
Loan Cert (Loan Certification)	Indicates a Loan Certification Request with a corresponding Related Item Type Group or Item Type. Loan Certification always uses an Entry Code value of New. If the Item Type to be posted already exists on the student’s award record, the External Award Load process returns a status of Error with accompanying Error Message code 612 (Invalid Report Code of New.) If the Packaging process determines that the student is not eligible for the loan, the External Award process returns an error code of Processed with accompanying Error Message Code 646 (Student is not eligible for this award).
Description	Displays on student self-service page to describe external award.
Detail	Click the Detail link to access the Award Disbursement Detail page.

Status tab

Entry Code (Reporting Code in the record layout)

(Required) Used to determine how transaction data is posted to the student’s award package.

New: If Item Type to be posted already exists, the External Award Load process sets the transaction to Error. Use for external awards reported once each aid year.
Replace: Default value when entering transactions manually. Use this value to change an existing annual amount and disbursement details of an award. If the Item Type to be posted does not already exist, the External Award Load process treats this transaction as if the Entry Code value is New.
Append: Use this value to add to an existing award. Append transactions can increase the annual award amounts, specific Disbursement IDs, or both. If Item Type to be posted does not already exist, the External Award Load process treats transaction as if the Entry Code value is New.

Managing External Award Data by Type

Access the Manage External Award Data by Type page.

The Manage External Award Data by Type page displays all external award transactions (sequence numbers) associated with the Transaction Number. Each row of data is associated to an EMPLID and relevant external award fields are displayed in three grid tabs: Student Information, Award, and Status. Click the icon to the right of the tabs to display all columns of data.

You can update the external award transaction until it has a status of Processed or Adjusted.

You can filter results by Processing Status, Entry Code, or both.

See Also

Managing External Award Data

Managing External Award Data by Status

Access the Manage External Award Data (by status) page.

The Manage External Award Data (by status) page displays all external award transactions (sequence numbers) associated with the Transaction Number. Each row of data is associated to an EMPLID and all relevant external award fields is segmented into three grid tabs: Student Information, Award, and Status. Click the icon to the right of the tabs to display all three sets of fields.

You can update the external award transaction until it has a status of Processed or Adjusted.

You can filter results by Processing Status, Entry Code, or both.

See Also

Managing External Award Data

Viewing and Loading Student's External Award Data

Access the External Awards page.

The Manage Student External Award Data page displays all external award transactions for this ID. Each row of data is keyed by Transaction Number and Sequence number. All relevant external award fields are segmented into three grid tabs: Student Information, Award, and Status. Click the icon to the right of the tabs to display all three sets of fields.

You can update the external award transaction until it has a status of Processed or Adjusted.

You can filter results by Type, Source, and Processing Status.

See Managing External Award Data.

Aid Processing Status (Also known as Package Status)

Display only field.

If the Aid Processing Status is Packaging Completed and you click the Load button to execute an online External Award Load process, the value changes to Repackage, making the student a candidate for the batch Repackaging process.

That is, this field is updated after running the External Award Load process only if the prior status was Packaging Completed. You can change the status on this page. During the batch External Award Load process, use the Exclude Equation parameter to prevent selected IDs from having the status change to Repackaging.

See Loading Data to the Student Award Table.

Load

Click the Load button to run the External Award Load process for all transactions, for this student, with an Unprocessed status.

Processing Data from a File

This section lists prerequisites and discusses how to:

Load external award data from a data file.
View summary results of a file load.
View award disbursement details.

Prerequisites for Loading External Data

Before you can load external data from an external data file, you must:

Define a Mapping Definition in the File Parser Utility.
Associate a Search/Match parameter set to the Mapping Definition on the External Award Search Match Rules setup.

Pages Used to Process Data for the Staging Table

Page Name	Object Name	Navigation	Usage
External Award Staging Process	SFA_RUN_EA_STAGE	Financial Aid, Awards, External Awards, Process External Award File	Load external award data from a data file into the External Award Staging Table.
External Award File Summary	SFA_EA_STAGE_INQRY	Financial Aid, Awards, External Awards, View Data File Staging Results	View summary results of processing a data file into the External Award Staging Table.
Award Disbursement Detail	SFA_EA_DISB_DTL3	Click the Disbursement link on the Award tab of the External Award File Summary page.	View award disbursement details.

Loading External Award Data from a Data File

Access the External Award Staging Process page.

File Mapping ID

Select File Mapping ID (Definitions) created in File Parser. Only mapping definitions created with the External Award Context Definition are available for selection.

File Path

Location of the external file or file list name.

File List Indicator

Select this option if you have created a file list to be loaded.

Viewing Summary Results of a File Load

Access the External Award File Summary page.

The External Award File Summary page displays all external award transactions for this Transaction Number and specific File Mapping ID. Each row of data is keyed by a Transaction and Sequence number. The displayed data has been read from an external data file and loaded into the External Award Staging Tables. Fields are segmented into three grid tabs: Student Information, Award, and Status. Click the icon to the right of the tabs to display all three sets of fields.

To view disbursement details, click the Disbursement link on the Award tab. To check for errors, click the Status tab and then click the Error link to view the message number.

See Managing External Award Data.

Process Instance	Generated by the Process External Award request.
Status	Displays overall status associated with the loading of external data file.
Student Count	Represents the mapped total row count as read directly from file. If this field value is not mapped, it is set to Actual Count.
Actual Count	Calculated count for rows with unique sequence numbers.
Award Total	Represents the total award amount for all transactions as read from the file. If this field value is not provided on the file, it is set to Actual Total.
Actual Total	Calculated sum of award amount for all rows.

Viewing Award Disbursement Details

Access the Award Disbursement Detail page.

You can view the information, but you cannot edit it.

See Also

Adding Award Disbursement Details

Processing Student Financial Payments

Student Financial payments already posted to a customer account are not automatically recognized on a student's aid package. Payment transactions such as waivers, third-party credits, and direct payments must be accounted for and posted to a student's award package to ensure the true effect on a student's total financial aid package and financial need.

The Student Financial Award Feed process takes these steps:

Selects students based on the Population Selection query and Aid Year entered on run control page.
Evaluates payments or waivers from the (SF) PAYMENT_TABLE for the selected students.
Focuses on (Financial Aid) Item Types identified on the run control page.
Gathers (Student Financial) payments with External Award attributes enter in the Item Type setup that are mapped to selected (Financial Aid) Item Types.
Sums all (Student Financial) payments, both new and changed, by terms applicable to the Aid Year.
Posts the summed term amount as an external award transaction to the appropriate (Financial Aid) Item Type.
Posts the External Award with an Entry Code value of Replace since all new and changed (Student Financial) payments are summed.

This section discusses how to receive Student Financials payments as external awards.

Page Used to Receive Student Financial Payments

Page Name	Object Name	Navigation	Usage
SF External Award Feed	SSF_RUNCTL_EXT_AWD	Financial Aid, Awards, External Awards, Process SF External Award	Add external awards transactions based on Student Financial payments already posted to a student's account.

Receiving Student Financials Payments as External Awards

Access the SF External Award Feed page.

The Student Financial External Award Feed process sends payments, waivers, and third party credits associated with the financial aid item type or item group on the run control, based on the aid year and institution. When more than one business unit maps to the same institution, all eligible credits stored on the PAYMENT_TBL are evaluated for each business unit to report back to financial aid as an External Award transaction.

Only students with valid FA_TERM records are considered. Aid year is associated with a payment by comparing the payment's term with the student's FA term record. Financial aid item types are mapped to the payment through the (Student Financial) Item Type setup for the payment, third party credit, or waiver. If there is any change in the student's eligible credits, all student credits mapping to the same (Financial Aid) Item Type for the term and aid year are evaluated to derive the full amount to be sent to the External Award staging tables. Changes are determined by comparing the Payment table Payment Amount to SSF_PMT_AMT_SENT, which contains the amount that was last sent to Financial Aid.

Note. Since the Student Financial External Award Feed derives the full amount, when any change is identified in the student's eligible credits, each External Award transaction posted is updated with an Entry Code value of Replace to present the most current status of payments mapped to appropriate (Financial Aid) Item Type.

Population Selection

Population selection is a method for selecting the IDs to process for a specific transaction. The Population Selection group box is a standard group box that appears on run control pages when the Population Selection process is available or required for the transaction. Selection tools are available based on the selection tools that your institution selected in the setup of the Population Selection process for the application process and on your user security. Fields in the group box appear based on the selection tool that you select. If your institution uses a specific delivered selection tool (PS Query, Equation Engine equation, or external file) to identify IDs for a specific transaction, you must use it.

See Using the Population Selection Process.

Selection Tool	Select from PS Query. Depending on your selection, other fields are displayed.
Query Name	Displays only when PS Query is selected. Select a PS Query that selects a population using the bind record SSF_EA_BIND.

Parameters

Report Items by Group	Select this radio button to identify a range of (financial aid) item types to be evaluated. The Student Financial External Award process evaluates which Student Financial payments to include as an external award, based on the External Award Item Type Cross-Reference setup and the External Award attributes entered on the (student financial) item type setup.
Report Specific Items	Select this radio button to identify a specific (financial aid) item types to be evaluated. The SF External Award process evaluates which SF payments to include as an external award, based on the External Award Item Type Cross-Reference setup and the External Award attributes entered on the (student financial) item type setup.
Item Type Group	Select an item type group previously defined on the Item Type Group setup. Only item types in the Financial Aid category are considered and must be identified in the External Award Item Type Cross-Reference setup.
Item Type	Select a financial aid item type.

Example of Reporting a Student Financial Payment as an External Award

The following table shows three Student Financial waivers mapped to the same financial aid item type, 900000000470. The financial aid office determines how much detail it needs to provide in a student's award package and therefore how many FA item types to use and if a one-to-one or many-to-one relationship is established.

Financial Aid Item Type Mapped to a Student Financial Payment Item Type

(FA) Item Type	Description	EA Type	EA Source / Program Code	(SF) Item Type	Description
900000000470	Waiver	WVR	SF	350000010100	FA EA Waiver #1
900000000470	Waiver	WVR	SF	350000010200	FA EA Waiver #2
900000000470	Waiver	WVR	SF	350000010300	FA EA Waiver #3
900000000471	General	TPC	SF/C	360000010010	FA EA TPC #1
900000000471	General	TPC	SF	3600000101020	FA EA TPC #2
900000000472	TPC Army	TPC	SF/A	360000010030	FA EA TPC #3
900000000473	Dept Scholarship	SCH	SF	320000000100	FAEA Dept Aid #1
900000000473	Dept Scholarship	SCH	SF	320000000200	FAEA Dept Aid #2
900000000473	Dept Scholarship	SCH	SF	320000000300	FAEA Dept Aid #3

After you determine a high level mapping strategy, update the External Award Cross-Reference setup and the (SF) Item Type-External Award tab with the correct values.

Example of Student Financial Payment

This example shows payments posted in Student Financials and then reported as an external award in the External Award staging tables.

Date	Activity	SF Item Type	Term	Amount	FA Item Type	Term	Amount
09/01/2006	Post Tuition Waiver in Student Financials to fall 2006 (0570) term	350000010100	0570	510.00 USD
09/03/2006	Post Tuition Waiver in Student Financials to fall 2006 (0570) term.	3500000010200	0570	100.00 USD
09/03/2006	Post Department Scholarship directly to Customer Account by Student Financials office.	320000000100	0570	980.00 USD
09/15/2006	Run Process SF External Award to create External Award transactions in External Award Staging tables.				900000000470 900000000473	0570 0570	610.00 USD 980.00 USD
12/01/2006	Post Tuition Waiver in Student Financials to spring 2007 (0580) term.	350000010100 350000010200	0580 0580	522.00 USD 100.00 USD
12/15/2006	Run Process SF External Award to create External Award transactions in External Award Staging tables.				900000000470	0570 0580	610.00 USD 622.00 USD

On 9/15/2006, the SF External Award process is run and two external award transactions are posted:

External Award transaction for the Financial Aid Item Type 900000000470 is based on combining the two different Waiver Items (350000010100 510.00 USD and 350000010200 100.00 USD), which are combined as a total 0570 term amount of 610.00 USD.
External Award transaction for the Financial Aid Item Type 900000000473 is based on the SF posted department scholarship (320000000100 980.00 USD), which is posted as a total 0570 term amount of 980.00 USD.

On 12/15/2006, the SF External Award process is run and one external award transaction that represents the prior 0570 term amounts now contains the 0580 term Waivers Items.

External Award transaction for the Financial Aid Item Type 900000000470 is based on combining the two different Waiver Items (350000010100 510.00 USD and 350000010200 100.00 USD), which are combined as a total 0570 term amount of 610.00 USD.
External Award transaction for the Financial Aid Item Type 900000000470 is based on combining the two different Waiver Items (350000010100 522.00 USD and 350000010200 100.00 USD), which are combined as a total 0580 term amount of 622.00 USD.

Loading Data to the Student Award Table

The External Award Load process is available as a batch routine and online from the Manage Student External Award component. The External Load process posts new and updated external award data to the student award records. Selected external award transactions from staging tables are read based on filtering options selected on the run control and evaluated for posting. All posted transactions are posted to the top of a student's award package except for loan certifications or financial aid item types with the auto-cancel attribute. In the latter case, the award is posted and sequenced immediately after cancelled financial aid item types.

The External Award Load processing takes these steps:

Moves the data from the Staging Table to the Student Award table.
For missing EmplIDs, ensures students are active in the Campus Solutions database.
Ensures each student applied for financial aid for the given institution and aid year.
Maps external awards to financial aid item types.
Determines action to take for duplicate awards.
Assigns a disbursement plan and split code for each award.
Takes any necessary packaging actions.
Posts error-free awards to the Student Award table.
Updates Need Summary.
Sends processing status and any accompanying error codes to the Staging Table.

This section discusses how to:

Load external awards in batch.
View External Award Load summary data.

Pages Used to Load Data to the Award Staging Table

Page Name	Object Name	Navigation	Usage
Load External Awards	SFA_RUN_EA_LOAD	Financial Aid, Awards, External Awards, Load External Awards	Evaluate External Award transactions to post or update student award tables.
External Award Load Summary	SFA_EA_LOAD_HDR	Financial Aid, Awards, External Awards, External Award Load Summary	View summary data, such as the number of students selected, processed, and skipped.
External Award Load Detail	SFA_EA_LOAD_DTL	Financial Aid, Awards, External Awards, External Award Load Detail	View status of each External Award transaction processed during the External Award Load process.

Loading External Awards in Batch

Access the Load External Awards page.

Run control provides filtering parameters to focus the selection of external award transactions to be processed. Other parameters control how the Aid Processing Status will get updated and set rules that guide the External Award Load process when certain student conditions are encountered.

Report Request Parameters

Status	(Required) Select the processing status of external award transactions to be processed.
Data Source	(Optional) Select a value to narrow the selection of transactions to be processed. If you select External File, also select a specific File Mapping ID to identify the Search/Match parameter rule.
File Mapping ID	(Optional) Select File Mapping ID to narrow the selection of transactions to be processed. See Data Source.
Transaction Date	(Optional) Select a specific transaction date to narrow the selection of transactions to be processed.
Transaction Nbr (Transaction Number)	(Optional) Select a specific transaction number to narrow the selection of transactions to be processed.
Award Type	(Optional) Select an external award attribute value to narrow the selection of transactions to be processed.
Source	(Optional) Select an external award attribute value to narrow the selection of transactions to be processed.
Program Code	(Optional) Select an external award attribute value to narrow the selection of transactions to be processed.

Update Aid Processing Status

Exclude

Select a group of IDs to exclude having the Aid Processing Status value change from Packaging Completed to Repackage. after the External Award Load process completes. These groups are defined using the Equation Editor (Set Up SACR, Common Definitions, Equation Engine, Equation Editor).

To decide whether to provide an equation for this option, consider how your institution will identify students as possible candidates for the batch Repackaging process. For example, if you identify all overaward students, regardless of the size of the overaward amount, you would not provide an equation in the Exclude option. If a student's aid package is updated with an external award and has an overaward greater than zero and Aid Processing Status is Packaging Completed, then the student's Aid Processing Status is changed to Repackage.

Or, if you identify students whose overaward is greater than 200.00 USD, you would use the Exclude option and an equation that identifies IDs with an overaward less than 201.00 USD.

Note. This option considers only students whose Aid Processing Status is Packaging Completed before the External Award Load is run. All other Aid Processing Status values remain unchanged.

Load Processing Rule

Term Mismatch

Select an action to take when there is a mismatch between the term on the external award disbursement data and the actual enrollment data. A term mismatch exists when a term defined on an external award transaction does not match a student's actual enrollment. If a term mismatch condition is met, this option instructs the External Award Load process to set the processing status to one of the following:

Error: Default. Set the processing status to Error and do not update the student’s award package. This option is only available during online execution of the External Award Load process.
Suspend: Set the processing status to Suspend and do not update the student’s award package.
Adjust: Set the processing status to Adjust. External Award Load process posts award disbursement data into the student's first Disbursement ID of Term.

Multi-Career

Select an action to take when there is a conflict between the career on the external award disbursement data and the actual enrollment data. A multi-career condition exists when a career defined on an external award transaction does not match a student's actual enrollment. If a multi-career condition is met, this option instructs the External Award Load process to set the processing status to one of the following:

Error: Default. Set the processing status to Error and do not update the student’s award package. This option is only available during online execution of the External Award Load process.
Suspend: Set the processing status to Suspend and do not update the student’s award package.
Adjust: Set the processing status to Adjust. The External Award Load process posts award and disbursement data into the student's first career found.

Posted External Awards

All new or updated awards posted as a result of a successful External Award Load process are sequenced above existing awards, except for Loan Certifications, which are sequenced below all awards. New or updated awards are assigned an External Award lock attribute, which is displayed on the Student Aid Package page, Status tab. The lock prevents the award from being overwritten by the Auto or Mass Packaging and Repackaging processes.

Loan Certification Requests

Loan certification transactions are evaluated for eligibility. In the case of a Stafford Loan Certification with a Related Item Type identified on the external award transaction, if the existing package has already been awarded a subsidized or unsubsidized Stafford, the External Award Load process returns a status of Processed and an Error Message number 646 (Student is not eligible for this award).

Note. Loan Certification Requests awarded during the External Award process should only be performed for loan certification request applications that have already been inbound into the Loan component.

Auto-Cancel Awards

An external award posted with an Auto Cancel Item Type cancels the Auto Cancel Item Type and then sequences the external award immediately following the cancelled award.

Viewing External Award Load Summary Data

Access the External Award Load Summary page.

The External Award Load Summary page lists the criteria used to select transactions to be processed. It also shows the Selected, Processed, Skipped, and In Error process counts. Verify that the criteria is correct and that the counts are correct. If there are transactions Skipped or In Error, use any of the Manage Existing External Award pages to correct wrong data and address any errors reported.

External Award Error Messages

The following table lists and explains possible External Award Load error messages. These messages are contained in Message Set Number 14402.

Message Number	Message Text	Message Explanation
601	Student is not active for Aid Year specified.	Student is not active for Aid Year specified. No row found in PS_STUDENT_AID.
602	Student not active for Aid Year specified.	Student is not active for Aid Year specified. No row found in PS_STDNT_AID_ATRBT.
603	Student not active for Aid Year specified.	Student is not active for Aid Year specified. No row found in PS_STDNT_AWD_PER.
604	No valid FA Term data found.	No valid FA Term data found. No rows found in PS_STDNT_FA_TERM.
605	More than one active academic career found.	More than one active academic career found.
606	Item Type not found.	Item Type not found. A valid Item Type for the external award could not be found. Check the external award type and source defined and the Item Type being used.
607	Item Type could not be assigned.	Item Type could not be assigned. Multiple values map to the specified external award type and source.
608	Invalid Disbursement Plan and Split Code.	Invalid Disbursement Plan and Split Code. The specified disbursement plan and split code would result in invalid disbursement rows for the student.
609	Unable to assign disbursement plan and/or split code.	Unable to assign disbursement plan, split code, or both. Multiple values meet student's attributes.
610	Invalid term specified.	Invalid item specified. The term specified on a disbursement entry is not a valid term for the student.
611	External Award Report Code not found.	External Award Report Code not found. The report code is required when the same item type has already been awarded.
612	Invalid Report Code (N = New).	Invalid or incorrect Report Code (N = New). This item type already exists in the student's award package and is therefore a duplicate entry.
613	Disbursement IDs not found for specified Disbursement Plan.	Disbursement IDs that correspond to student's term enrollment were not found for specified Disbursement Plan.
614	Unable to create disbursement rows. SQL error on disbursement row insert.	Disbursement IDs that correspond to student's term enrollment were not found for specified Disbursement Plan.
615	Missing or invalid Disbursement ID for an Append or Replace transaction.	When using a Report Code of Append or Replace, the Disbursement ID was missing or invalid.
616	The sum of scheduled disbursements does not equal the total award amount.	The sum of scheduled disbursements does not equal the total award amount.
617	Unable to assign valid Disbursement IDs.	Unable to assign valid Disbursement IDs for the Term specified on the staging table.
618	Invalid Report Code for loan certification award.	Invalid Report Code used for loan certification award. Loan certifications must use a Report Code value of New.
619	Invalid Disbursement Plan for append transaction.	Invalid Disbursement Plan for append transaction. The Disbursement Plan for the append transaction must match the Disbursement Plan for the exiting award.
620	Invalid Disbursement Plan for replacement transaction.	Invalid Disbursement Plan for replacement transaction. The disbursement plan for the replacement award has to match the disbursement plan on the existing, non-zero award.
621	Invalid Disbursement Plan for replacement award.	Invalid Disbursement Plan for replacement award. The disbursement plan for the replacement award is different from the disbursement plan for the existing award and the existing award has non-zero authorized and/or disbursed balances.
622	Charge Priority not found for Item Type.	Charge Priority not found for Item Type.
623	Missing disbursement schedule.	Missing disbursement schedule. The disbursement information must be specified when adjusting or replacing an award with a Split Code value of XX (Custom Split).
624	Disbursement Term mismatch.	Disbursement Term mismatch. Unable to find a valid split code for disbursement allocation.
625	Invalid transaction amount.	Invalid transaction amount. The annual award amount, annual disbursement amount, or both is zero.
626	External Award Load	Process completed successfully.
627	External Award Load ERROR	Award accept amount can never be negative on the Assign Fiscal Limits page.
628	External Award Load ERROR	SQL error encountered by FAPPKEAL. Check the log for details.
629	External Award Load ERROR	Application Engine program SFA_EA_LOAD encountered errors. Check the log for details.
630	External Award Load ERROR	The external award load process did not run to successful completion. Check the log for errors.
631	Record Insert Error.	Error creating Application Engine state record SFA_EALOAD_AET.
632	External Award Load ERROR	Error encountered during award Posting process (FAPPKPST).
633	External Award Load ERROR	Error encountered during award Validation process (FAPPKCTL).
634	Same award already exists with non-zero authorized and/or disbursed balances.	The loan certification award already exists with non-zero authorized, disbursed balances, or both.
635	Insufficient process run parameters.	Insufficient parameters. Institution, Aid Year, and Mapping ID are required to run the process.
636	Search/match parameter not found.	Search/match parameter not found. Unable to assign EMPLID.
637	Zero award amount. Award was not posted.	A new award with a zero amount cannot be posted.
638	Award Amount has been adjusted to reflect the Disbursed Amount.	Disbursed Amount is greater than the Award Amount. The award amount has been adjusted to reflect the disbursed amount.
639	Invalid award amount for a Replace transaction.	The transaction award amount is zero, but the disbursed amount is non-zero. The award cannot be posted as it will replace the existing award with a zero award. A disbursement amount greater than the zero award amount cannot be processed.
640	Invalid number of disbursements specified.	The number of disbursements specified is greater than the number of scheduled disbursements for the disbursement plan on the existing award. Either fix the number of disbursements to match the existing award or choose a new disbursement plan. Note that a new disbursement plan can only be used if payments have not been made against the award and it has not been disbursed.
641	Missing or invalid Term for an Append or Replace transaction.	When using a Report Code of Append or Replace, the disbursement detail must have the correct terms specified when the disbursement IDs are not known. Otherwise, specify the disbursement IDs for all rows.
642	Missing or invalid Term.	When specifying the disbursement allocation, all entries must have the correct term specified if at least one allocation has a term defined. Otherwise, specify the Disbursement IDs or leave both the Disbursement ID and Term fields for all allocations blank.
643	Missing or invalid Disbursement ID.	When specifying the disbursement allocation, all entries must have the appropriate Disbursement ID specified if at least one allocation has a Disbursement ID defined. Otherwise, specify the Term instead or leave both the Disbursement ID and Term fields for all allocations blank.
644	Invalid disbursement allocation specified.	The disbursement allocation is invalid. The Disbursement IDs specified do not match the student's enrollment terms.
645	Invalid Disbursement IDs specified.	One or more Disbursement IDs do not match the Disbursement IDs for the Disbursement Plan assigned.
646	Student is not eligible for this award.	The award has been processed but it was not posted to the student's financial aid package. The student is not eligible for this award.
647	External Award Load error.	Error encountered during call to Equation Processor (FAPEQRUN).
648	Sum of disbursed term amounts does not equal the total amount disbursed.	The sum of the disbursed balances in the disbursement detail does not equal the total amount disbursed.
649	Invalid amount specified. Amount is less than zero.	Invalid amount specified. Amount is less than zero.
650	Zero amount for Append transaction.	Zero amount for Append transaction. To set the award amount to zero, use an Entry Code value of Replace. Otherwise update the transaction to reflect the correct amount to append.
651	New award with zero amount not posted. This award cancels an existing award (auto-cancel).	The award was processed but was not posted to the student's financial aid package. The zero amount indicates student is not eligible for this award and canceled an existing award matching the auto-cancel item.

File Mapping ID	Select File Mapping ID (Definitions) created in File Parser. Only mapping definitions created with the External Award Context Definition are available for selection.
File Path	Location of the external file or file list name.
File List Indicator	Select this option if you have created a file list to be loaded.