Session DL-05

Unlocking the Potential of Direct Loan Reports

Julie AloisioBarbara Davis David Hebrank

U.S. Department of Education

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We Will Cover:

• The lineup – available direct loan reports

• Just the facts – setting report options and accessing reports

• Searching for clues – on the case with direct loan reports

• Mystery solved – locking up the case

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We Will Learn:

• What Direct Loan reports are available• Where to get them• When and how frequently reports are

received• Why this information is useful to

school processing• How the reports can assist in issue

identification and the recon/closeout process

The Lineup

Direct Loan Reports – The What, Where, When, Why,

and How

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30 Day Warning• What –

unbooked loans/MPNs

• When - monthly

• Where – SAIG or COD web

• Why – identify and resolve unbooked loans on COD

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Inactive Loans• What –inactive

loans• When -

monthly• Where – SAIG

or COD Web• Why – identify

inactive loans that should be active or vice versa

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Funded Disbursement Listing

• What –funded disbursements for that day

• When – daily, as needed

• Where – SAIG or COD web

• Why – identify disbursements used in funding calculation

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Pending Disbursement Listing• What –pending

disbursements for that period

• When – weekly• Where – SAIG

or COD web• Why – identify

disbursements to be used in funding calculations

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School Account Statement• What –cash

and loan summary and detail

• When – monthly

• Where – SAIG only

• Why – reconcile with school data

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Duplicate Student Borrower• What –list of

students at your school with awards at another school

• When – monthly

• Where – SAIG and COD web

• Why – identify potential overawards

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SSN/Name/DOB Change• What –list of

individuals at your school with identifier changes

• When – weekly• Where – SAIG

and COD web • Why – monitor

changes & prevent rejects

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MPN Discharge Report• What –list of

mpns inactive due to discharge

• When – weekly• Where – SAIG

and COD web • Why – identify

mpns no longer available for linking

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Expired MPN Report• What –list of

mpns that have expired

• When – weekly

• Where – SAIG and COD web

• Why – identify MPNs no longer available for linking

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MPN Due to Expire Report• What –list of

mpns about to expire

• When – monthly

• Where – SAIG and COD web

• Why – identify MPNs that will be expiring in next 60 days

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Direct Loan Rebuild• What –detailed

origination and disbursement data on COD

• When – as needed

• Where – SAIG • Why – rebuild

lost DL data

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School Monitoring Email Report

• What – information on:– Unbooked loans (DL only)– Unsubstantiated funds (DL and grants)– POP (Pell only)

• When – weekly, as needed• Where – email from COD customer service• Why – alerts schools to potential

processing issues

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School Monitoring Email Report11

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School Monitoring Email Report11

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Direct Loan Servicing Reports• What – reports covering:

– Entrance counseling– Exit counseling– Delinquency– Portfolio

• When – as needed• Where – DL servicing website• Why – to monitor borrower activity

at DL servicing

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Detailed Exit Counseling by Date12

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The Lineup: More Information

• COD Technical Reference Volume 6 Section 8

• COD Customer Service• COD Website• Direct Loan Servicing School

Services• Direct Loan Servicing website

Just The Facts

Setting DL Report Options and Accessing Reports

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Setting Report Options in COD

https://cod.ed.gov

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Setting School Account Statement (SAS) Options

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Accessing Direct Loan Reports Online

• Accessed through COD Web site–Opens in new window–Pop up blockers must be turned off

• Users can continue working in the COD web and in reports–Users must log out of both sites separately

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Accessing DL Reports Online

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Direct Loan Newsbox

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Viewing/Selection Options

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Accessing DL Servicing Reports Online

• FAA login through the COD Web site

• Users can continue working in COD and the Servicing Web sites as needed

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Accessing DL Servicing Reports

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Accessing DL Servicing Reports

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Entrance Counseling

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DL Servicing Report Choices

•Choose by main campus or branch•Select date range/or predefined date range

Searching for Clues –

On the Case with Direct Loan Reports

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• How can I determine if a student identifier has been changed on COD?

The Case of Mistaken Identity

CASE

FILE

??

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Mistaken Identity

• Change sent by my school:–Common Record Acknowledgment

• Change sent by my school or another school:–SSN/Name/DOB Change Report

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Mistaken Identity

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Mistaken Identity

• How do I use this information?–Monitor identifier changes made by my school

–Update my school records to prevent future rejects

CASE FILE

Case Closed

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The Case of the Unbooked Loan

• How can I determine what piece is missing to book a loan?

• How can I determine why an MPN is not linked to available loans?

CASE

FILE

??

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Unbooked Loan/MPN Issues

• Where should I look?–30-Day Warning–MPN Reports (Discharge, Expired, Due to Expire)

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1

Unbooked Loan/MPN IssuesPieces Needed

by COD to Book a Loan

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1

Unbooked Loan/MPN Issues

Unlinked MPNs

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Unbooked Loan/MPN Issues: Expired MPN Report

Expired MPNs Not

Available for Linking

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Unbooked Loan/MPN Issues: MPNs Due to Expire Report

MPNs Available for Linking

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Unbooked Loan/MPN Issues• How do I use this information?

–Look for:•Pieces missing to book the loan•MPNs without origination records•Unbooked loan amounts•MPNs still available for linking

–Send in additional data or MPN to book the loan

CASE FILE

Case Closed

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The Case of the Cash Balance

• Why does my school have an Ending Cash Balance (ECB) at the end of each month?

CASE

FILE

??

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Ending Cash Balance (ECB)

• Where should I look?–School Account Statement (SAS)–Pending Disbursement Listing–School Records

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ECB: SAS Cash Summary5

Do the totals match school

records? Can you explain

the ECB?

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ECB: SAS Cash Detail5a

Match School Records?

Timing Differences?

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5b

ECB: SAS Disb Detail

Match School Records?

Timing?

Missing Data?

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ECB: SAS (Alternate Formats)5c

Fixed Length Unformatted

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5d

5e

5f

ECB: SAS (Alternate Formats)

Fixed Length Formatted in

Excel

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ECB: SAS (Alternate Formats)

5g

Booked

Fixed Length Formatted in Excel

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ECB: Pending Disb Listing

4 Pending Disbs that Should be Actual?

Disbs that Should be Reduced to Zero?

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ECB: School Records

• Compare business office to financial aid office

• Look for:– Disbursements or adjustments on

one system but not the other– Funds in one year but used for

disbursements in another– Other issues

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ECB

• How do I use this information?–Look for:

•Reconciling differences•Outstanding rejects or unbooked •Reasons for Ending Cash Balance

–Resolve all issues prior to the next run of the SAS

CASE FILE

Case Closed

Mystery Solved -

Locking up the Case

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We covered:

• The What, Where,When,Why, and (most importantly) the How of Direct Loan Reports

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For More Information:

• COD Technical Reference Volume 6 Section 8

• COD Website Reports Link (Services Menu)

• Direct Loan Servicing Website

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Other Sessions:

• DL- 1 Direct Loan Fundamentals• DL- 2 Direct Loan Servicing

Fundamentals• C- 04 COD Web (hands-on)• DL- 3 Direct Loan Tools (hands-on)• DL- 6 Title IV Funding to Schools:

From COD Through GAPS

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Contact InformationWe appreciate your feedback and

comments. We can be reached at:

• Julie.Aloisio@ed.gov• Barbara.Davis@ed.gov• David.Hebrank@ed.gov

Questions

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