Direct Loans: Reconciliation, Putting the Pieces Together - A Case Study
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Transcript of Direct Loans: Reconciliation, Putting the Pieces Together - A Case Study
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Direct Loans: Reconciliation, Putting the Pieces Together -
A Case Study
Allison Richards
Julie Aloisio
Session 7
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Reconciliation: A Definition
The process by which the Direct Loan Cash Balance recorded on the Department of Education system is reviewed and compared with a school’s internal records on a monthly basis. The school must identify and resolve all discrepancies, and explain any reason for their Ending Cash Balance.
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Reconciliation: Three Key Systems
BusinessOffice
FinancialAid
Office
COD
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School Receives
SAS
Match?
Resolve Issues
Compare Cash Detail
Compare Loan Detail
NO
YESYES
Resolved?
NOCompare
Cash Summary
DONEDONE
Reconciliation: A Process Flow
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Electronic University
A Case Study
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Reviewing the SAS
Year-To-Date Cash Summary
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Reviewing the SAS
Monthly Cash Summary
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Reviewing the SAS
Year-to-Date Disbursement Summary by Loan Type
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Reviewing the SAS
Monthly Disbursement Summary by Loan Type
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Reviewing the SAS
Cash Detail
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Reviewing the SAS
Disbursement and Loan Detail
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Reviewing the SAS
Disbursement and Loan Detail
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What Did You Find?
SAS shows:– Ending Cash Balance (ECB) = $7253– Total Net Unbooked = $3264– Cash>Accepted and Posted
Disbursements = $3989
Why?
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Comparing Cash Summaries
Electronic University
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Cash Summary from School Records
Booked + Unbooked
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Compare School Records to SAS Cash Summary
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What Did You Find?
Discrepancies:– Difference in Refund of Cash = ($725)– Difference in Booked Adj = $1250– Difference in Unbooked Disbs = $862
Why?
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Cash Discrepancies
Electronic University
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Cash Discrepancies: Common Causes
Timing IssuesCash transactions in wrong year or split
between yearsFunds sent as refunds of cash that should
have been a payment (or the reverse)Funds recycled for disbursement in a
different award year
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Refund of Cash Discrepancies: Research Tools
Cash Detail Comparison Report (DL Tools) FAO Cash Report COD Website – Refund of Cash/Cash Activity SAS Cash Detail (previously shown) Business Office Cash Report Bank Statements Cancelled Checks
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Refund of Cash: Cash Detail Comparison
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Refund of Cash: FAO Cash Report
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Refund of Cash: COD Website
04/15/2004 101100 $1000 0909 SF215
04/18/2004 101101 $350 0909 SF215
05/07/2004 101102 $725 0909 SF215
ELECTRONIC UNIVERSITY
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Refund of Cash: Explaining Discrepancies
Sent Refund of Cash on 4/29/04 for $725 to COD. Check deposited 5/7/04. Track Timing Difference for May SAS Reconciliation.
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Refund of Cash: Documenting Discrepancies
1 discrepancy – school sent Refund of Cash to COD on 4/29/04 for $725.
COD Received and Processed on 5/7/04.
Add to Action Item List:– Track RF timing difference for May SAS
Reconciliation.
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Disbursement Discrepancies
Electronic University
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Disbursement Discrepancies: Common Causes
Unsent/unacknowledged disbursement batches
Rejected disbursementsDisbursements recorded in business office
but not in DL/Financial Aid SystemUnbooked RecordsSchool Data Loss
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Disbursement Discrepancies: Research Tools
Disbursement Detail Comparison Report (DL Tools)
FAO Disbursement Report Business Office Disbursement Report COD Website – Award/Disbursement Detail SAS Disbursement Detail Student Account Files Business Office Ledgers/Statements of
Account
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Disbursement: Disbursement Detail Comparison
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Disbursement: Disbursement Detail Comparison
??
= ($1250)
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Disbursement: Disbursement Detail Comparison
= $3264
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Disbursement: Disbursement Detail Comparison
= $862
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Disbursement: FAO Disbursement Report
$862 Not at COD
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Disbursement: FAO Disbursement Report
$1632 No MPN
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Disbursement: FAO Disbursement Report
+$1632 $3264 No MPN
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Disbursements: Explaining Discrepancies
($1250) in adjustments done via COD web, not entered in school database.
$862 in Disbs for Jesse James not sent/accepted at COD. Send Disb/MPN.
$3264 Missing MPNs at COD. Research MPNs at school, obtain new notes.
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Disbursements: Documenting Discrepancies
2 discrepancies– ($1250) in booked adjustments entered via COD
web. – $862 disbursed is still in “B” status, and is not on
COD (unbooked). Additional $3264 Unbooked on SAS due to
missing MPNs on COD. Add to Action Item List:
– Record ($1250) Adjustments on EDExpress.– Send $862 Disbs for Jesse James to COD.– Obtain MPNs for $3264 unbooked loans.
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Ending Cash Balance
Electronic University
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Ending Cash Balance: Documenting Reasons
SAS ECB $7253
-$725 RF Timing Diff
-$3264 Need MPN
-$862 Send/Book Disb
$2402
What is the cause of remaining balance?
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FinancialAid
Office
COD
Three Key Systems: Where to Look Next
BusinessOffice
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Perform Internal Reconciliation
Compare Business Office/Financial records to Direct Loan System– Develop procedures/schedule for internal
reconciliation and assign responsibilities– Compare based on overall
cash/disbursement totals and/or student detail
– Troubleshoot discrepancies
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ECB: Business Office Report
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ECB: Compare Business Office to FAO Cash Summary
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ECB: Business Office Disb Detail
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ECB: Compare Business Office to FAO Disb Detail
x
x
x
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Ending Cash Balance: Explaining Reasons
ECB $7253 =
-$725 RF Timing Diff
-$862 Send/Book Disb
-$3264 Need MPN
-$2402 Disbs not in DL System and not at COD
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Documentation
Electronic University
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Ending Cash Balance: Documenting Differences & Reasons for ECB
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Reconciliation: Action Item List
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Monthly Reconciliation: How do I Know I am Finished?
All discrepancies have been identified and resolved.
Timing issues are tracked for reconciliation in next month’s SAS.
Reasons for any Ending Cash Balance have been identified.
All monthly reconciliation efforts have been documented.
DONE
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Additional Information
Reports and Tools
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30 Day Warning Report (COD) Booked Status Report (EDExpress or custom) Pending Disbursement List
(EDExpress: List - Anticipated Disbursements, Pending Actual Disbursements)
Funded Disbursement List (EDExpress: List - Actual Disbursements, Booked and
Unbooked) Disbursement Measurement Tool Report (DL Tools) Cash Summary Report (DL Tools – optional) Ledgers, Bank Statements, Cancelled Checks Other Internal School Reports
Monthly Reconciliation: Other Reports and Tools
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Monthly Reconciliation: Other Reports and Tools
COD Resources and Tools– COD Customer Service, 1-800-848-0978
• Issue identification and resolution• Outreach emails• Adhoc Reports
– COD website, https://cod.ed.gov
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PC Lab– COD Customer Service– Direct Loan Operations
Additional Information
Session 6, Balancing the Books for 2003-2004 and Beyond–Day 2, 1:30-2:45 pm–Day 4, 10:30-11:45 am
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