Update Disbursement Information

You can use the Update Disbursement Information page to display a list of disbursements for a student or gather a list of disbursements using other criteria and then update the information for those disbursements. For example, you can update the award years, disbursement status, disbursement date, and payment periods (if the disbursement is associated with a payment period or loan payment period).

You can change:

• The values for individual disbursements

• The disbursement dates and statuses for all the disbursements in the list

If a disbursement has a status of Paid and has transaction information, there is a transaction on the student ledger. The changes you make here are not linked to the student ledger. For example: 

• If you change the status of a Paid disbursement with a transaction on the student ledger to another status, you must first void or delete the payment on the student ledger.

  Example:

  Due to Origination Changes that were rejected and/or accepted, the Net Amounts on Paid Disbursements are incorrect for a student. In this case, you should void the payment on the student's ledger card (see Void Transactions). This will set the disbursement to a status of Scheduled. The scheduled amount can then be changed and posted again at the correct amount. When it is posted, an adjustment may appear on the Disbursements at COD section of the award, which you can delete to prevent it from exporting.

• If you change the disbursement status from Scheduled to Paid, a transaction is not added to the student ledger. You must first use the Link Payment to Scheduled Disbursement page to manually link a payment to the scheduled disbursement.

Prerequisites

You must have:

• Common - Processes - View authorization

• Financial Aid - Processes - Update Disbursement Information authorization

Access Method

Select the Processes tile > expand Financial Aid > select Update Disbursement Information.

Procedure to Update the Information

The table shows the conditions that make a payment period required. All the conditions must be met for a payment period to be required.

Type	Conditions That Make a Payment Period Required
Loan payment period	•   The fund source is not cash or configured to be Other. •   The disbursement is associated with a loan period.
Payment period	•   The fund source is not cash or configured to be Other. •   The status of the disbursement is Ready to Pay or Scheduled. •   The program version uses payment periods. •   Payment periods are specified for the academic year.

If a disbursement has a payment period, specify a disbursement date within the payment period.

1. Specify the filter criteria for the disbursements. The additional filters you can specify will depend on the value you select for Type.

   Type of Disbursement	Value to Select for Type The type of filtering you want to perform. To filter the disbursements by a student, select Student. To filter by an award year, term, or find source, select Award Year/Fund Source. To filter all the disbursements by the identifier for the batch, select Disbursement Batch.	Filters You Can Specify
   For a specific student	Student	Award Year The financial aid award year. Fund Source The source of this fund. If your institution is using fund source security, you must have permission to work with the fund source. Student The last and first name of the student. In some lists, the name of the student is highlighted. If it is highlighted, you can select the link and it will display the Student Profile or a page available from the profile (such as their Documents list in Contact Manager). To display the Student Profile, you must have Common - Student - View authorization. If the link takes you to a page available from the profile, you must have authorization for that page. For example, if it displays the Documents list, you must have Contact Manager - Student Document - View authorization. Term Available terms with start and end dates for each term.
   For one or more in an award year or fund source	Award Year/Fund Source	Award Year The financial aid award year. Campus The campus or campuses to which a person or item is assigned. It is filtered to display the campuses to which you have access. In some cases, it is also used to filter a list to only those items for the campus. In some lists, you can select more than one campus or select All. In lists that display columns, if the column contains more than one campus, you cannot sort or filter on that column. First Time Borrower The First Time Borrower flag is automatically selected when a student is enrolled and the Grade Level set during enrollment is "1st year, never attended college". Otherwise, the flag is not automatically selected. When selected, specifies that the student is a first time borrower and that you want to delay the first loan disbursement by xx number of days from the start date of the academic year that your institution has configured for financial aid packaging. Fund Source The source of this fund. If your institution is using fund source security, you must have permission to work with the fund source. Term Available terms with start and end dates for each term.
   For one or more in a batch of disbursements	Disbursement Batch	Disbursement Batch ID The batch ID of the transmission file.

2. Select the Apply Filters button. Anthology Student displays all the disbursements that meet the criteria.

3. Review the disbursements. You can change the values in the highlighted cells.

   Academic Year The academic year configured by your institution. Amount Paid Amount paid. Check Num The check number used for the payment. This is displayed only if you select Check as the Payment Method./Ref Num A reference value. Disb Amount The amount of the disbursement. If you are adding disbursements using Anthology Student, the total of the amounts should equal the amount of the award. Disb Date The date the disbursement was paid. Disb Status The status of the disbursement. For Direct loans, the statuses are Scheduled (S), Paid (P), or Canceled (C). For all other awards, the statuses are Scheduled (S), Ready to Pay (R), Paid (P), and Canceled (C). Fund Source The source of this fund. If your institution is using fund source security, you must have permission to work with the fund source. Loan Payment Period The payment period sequence for the loan period.

   Loan Period Number assigned by the system to the academic year, loan period, or payment period record. Payment Period The payment period associated with the enrollment. Payment periods only apply to program versions configured with an academic year. Student The last and first name of the student. In some lists, the name of the student is highlighted. If it is highlighted, you can select the link and it will display the Student Profile or a page available from the profile (such as their Documents list in Contact Manager). To display the Student Profile, you must have Common - Student - View authorization. If the link takes you to a page available from the profile, you must have authorization for that page. For example, if it displays the Documents list, you must have Contact Manager - Student Document - View authorization. Student Number If your institution assigns student numbers, the number your institution uses to identify the student. How the number is assigned is specified by your institution. For example, Anthology Student can be configured to assign the number, or your institution can use another method to assign it. Term Available terms with start and end dates for each term. Tran Date The date on which the transaction occurred. Tran Number The number of the transaction. Transaction The name or description for the transactions.

4. Take the appropriate action.

   Task	Actions to Take
   Change the values for individual disbursements	1.  You can change the values in the highlighted cells.
   Change the disbursement dates and statuses for all the disbursements in the list	1.  If there are disbursement records you do not want to update in the list, select the records and select the Remove button on the toolbar. 2.  Select the Update All Dates & Statuses button on the toolbar. 3.  In the dialog, specify the following values. ◦   Date The date the disbursement was paid. ◦   Disbursement Status The status of the disbursement. For Direct loans, the statuses are Scheduled (S), Paid (P), or Canceled (C). For all other awards, the statuses are Scheduled (S), Ready to Pay (R), Paid (P), and Canceled (C). 4.  Select the Update All button.

   If you change a date or the academic year, Anthology Student updates related dates automatically. For example, if you change the disbursement date, the academic year, payment period, and loan payment period dates are updated to be accurate for the date specified. Anthology Student also marks the top, left corner of the changed cells with a red change mark.

5. Select the Save button on the toolbar.

Anthology Student:

• Saves the changes and removes the change marks from the changed cells

• If you removed records, redisplays the records you removed

• Updates the disbursement information in other locations in the system other than the student ledger

For example, if the disbursement had a status of Paid and you changed it to Scheduled, Anthology Student: 

• Removes the disbursement from the Received Disb and Refunds/Stipends tab on the Awards tab (Select the Students tile > select the name in the Students list > expand Financial Aid > select the Awarding tile > Awards tab.)

• Changes it back to Scheduled

• Adds it to the Scheduled Disbursements section on the Awards tab