Edit Disbursements for Pell Grants

You can use the Awards tab on the Awarding page to:

Review the scheduled disbursements for a Pell grant and their status
Review the scheduled disbursements for a Pell grant from other enrollments
Add or edit the disbursements
Automatically recalculate the scheduled disbursements for the award and reset them to total the value for Origination Amount (Recalculating the disbursements does not change any other values for the disbursement, such as the value for Exp Date or Enroll Status.)
Calculate the amount and add the additional disbursement for students who are eligible for year-round Pell grants (You can also use the Recalculate Pell Eligibility button.)

When you edit awards, you may have to change the award amounts on the NSLDS Information form to $0.00 or delete records on the Current Data tab of the NSLDS form. See NSLDS.

You can also update disbursement information for individual students or multiple students using the Update Disbursement Information process.

Prerequisites

You must have:

Common - Student - View authorization

Financial Aid - Student Award - Edit authorization

If your institution has configured permissions for fund sources, you must also be in a staff group that has permission to edit the fund source. See Fund Source Security.

If your institution has configured the award to require a disbursement schedule when awarding new aid, you must be allowed to edit disbursements when packaging.

The award must have a status of Estimated, Pending Approval, or Approved if you add, edit, or recalculate disbursements. You cannot add a disbursement to a canceled award.

The disbursements must have a status of Scheduled or Ready to Pay if edit or recalculate disbursements. You cannot edit a disbursement that has a status of Canceled or Paid.

The student must not be in a financial aid hold group.

You should be familiar with the Background for Pell Grants.

Access Method

Select the Students tile > select the name in the Students list > expand Financial Aid > select the Awarding tile > Awards tab.

Procedure to Add or Edit Disbursements for Pell Grants

Follow these guidelines.

For academic calendars that use clock hours or credit hours without terms that have been configured to use payment periods, one disbursement per payment period is recommended.
The maximum number of disbursements for a Pell grant is 15.
If your institution has configured the fund source for the award to require a scheduled disbursement and disbursements were not added automatically, you must specify a minimum of 1 disbursement. (There must be at least one disbursement for the award year specified for the award.)

Notes:

If you are trying to add or edit an award and you receive a message indicating that:

"The total of scheduled amounts cannot exceed the net amount.", verify that the academic year associated with the award is populated on the Academic Year form.
"The total Clock Hours do not equal the Academic Year x Pay Period x Clock Hours (nnn)." on an award in Paid status, you need to add a Payment Period to schedule the next disbursement.
"The current Pell award amount of <amount> exceeds the maximum Pell amount for the Award Year of <amount> by <amount>. Adjust the gross amount and the origination amount and try again."

If this message is displayed:
- When the system has determined that the origination amount does not match the scheduled disbursements in the academic year. when there are multiple academic years in the award year. When financial aid is awarded across academic years, the Gross Amount/Award Amount field is specific to an academic year. The Origination Amount is specific to the award year and can be a greater amount than the award amount since it can contain amounts from two academic years.
- For a partial Pell payment that was sent to COD and accepted in a previous enrollment and you want to increase the origination amount, you need to add a new disbursement, select the Additional Eligibility Indicator check box, and then save the additional disbursement.
- Upon adding a Summer disbursement and canceling the other disbursements to an already originated Pell award, you can either reduce the "Months in Academic Year" on the Academic Year form for the term so that the Pell COA increases, or you can add the Pell COA configuration under the Program Version. The message is displayed because the COA is low and the student is not eligible for Pell.
- Select the NSLDS tile and check the Grants/Perkins Information section. You may need to remove award amounts the student received at a previous institution. See NSLDS.
The award amount is higher than what the student is eligible for even though the student's EFC/SAI is zero ($0.00), you can use the Override COD Originations process to synchronize the student's record with the COD information and then add a disbursement with the available remaining amount.

Verify that the program version is correct. If not, select the specific program version in the Program Version drop-down list.
Select the Academic Year.
Select the record for the Pell grant in the grid.

If you selected a disbursement schedule or the disbursements were calculated, review the disbursements in the Disbursements from Selected Enrollment grid.

Acad Year The academic year configured by your institution.

Actual Enroll Intensity The Actual Enroll Intensity displays the value based on courses the student is taking in the term. This field is not editable and is used to help guide users in determining if they want to manually change the Packaged Enrollment Intensity and recalculate.

Disb The sequence number for the disbursement. For Pell grants, if there are disbursements from other enrollments, the numbering scheme picks up where the previous disbursements left off.

Enroll Status The enrollment status for the student after the add and drop period. It is the status that determines whether a student is eligible to receive the federal aid that was packaged for the academic year. If a student has registered for a course but never attends that course, institutions can still charge the student for the course but might need to reduce federal aid. For an award, the default is the status on the enrollment record. If there is no status on the enrollment record, the default is Full Time. For a disbursement, the default is the value specified for the award.

Enroll Intensity The Enroll Intensity column is displayed only for Pell awards. Enrollment Intensity will be used when calculating Pell disbursements for term-based programs in 2024-25 and later. The field will be displayed for any award year but only used in the amount calculations for 2024-25 and beyond. For new Pell awards, the default value is 100%. The field is editable. When you specify a percentage value and select Save or Recalculate Pell Eligibility, the Enrollment Intensity value you specified is saved and stored in the database. The database stores the percentage values as decimal values (e.g., 80% is saved as 0.80).

Exp Amount The expected amount to be disbursed. If it is calculated by Anthology Student, Anthology Student divides the total award amount by the number of payment periods in the academic year. When disbursement amounts cannot be divided evenly, the first payment is the highest. For example, for a $2,000 award, the first two disbursements are $667 and the last disbursement is $666. For a $1000 award, the first disbursement is $334 and the last two disbursements are $333. The auto package features use the same method.

Exp Date The date on which the disbursement is to be paid. For grants and Perkins loans, it must be before the end of the award year and academic year. For Direct loans, the date can be changed to a date outside both the loan period and academic year dates for non-term program versions.

Override Disb Date If the scheduled disbursement date was overridden during the COD export process, the date specified during export. For example, if a disbursement date is a holiday, it can be changed during the export. This is only displayed if Student Financial Aid Awarding (SFAA) is enabled and configured to exclude weekends and holidays and your institution has configured multiple disbursement rules.

Packaged Enroll Intensity The Packaged Enrollment Intensity defaults to 100% during initial packaging since institutions often package Pell Grants before students are registered into courses. When registration/un-registration events occur, the system recalculates the Actual Enrollment Intensity and displays it in the Term Summary. To enable this calculation, the field "Pell Enrollment Intensity - Packaged = Actual" must be selected in the Disbursement Approval Criteria policy under Configuration > Financial Aid > Disbursement Approval Criteria and the Disbursement Approval Criteria policy must be associated with the Pell fund source.

Pmt Begin Date The start date of the payment. It must be before the end of the academic year. If you also select a payment period, the date must also be in the award year.

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).

Term The available terms with start date and end date of each term. The start date must be before the end date of the award year.

Review the disbursements from other enrollments in the Disbursements from Other Enrollments grid.

Amount The amount in dollars.

Campus The campus where the student or students were enrolled.

Disbursed Date The date on which the disbursement is to be paid. For grants and Perkins loans, it must be before the end of the award year and academic year. For Direct loans, the date can be changed to a date outside both the loan period and academic year dates for non-term program versions.

Disbursement Number The sequence number for the disbursement. For Pell grants, if there are disbursements from other enrollments, the numbering scheme picks up where the previous disbursements left off.

Term The available terms with start date and end date of each term. The start date must be before the end date of the award year.

Take the appropriate action.

Task You Want to Perform	Action to Take	Result
Add a disbursement	Select the New button on the toolbar.	Anthology Student adds a new row to the grid for the disbursement so that you can specify the values.
Edit a disbursement	Select the value you want to change for the disbursement in the grid.	Anthology Student makes the cell editable.
Recalculate the scheduled disbursements for the award and reset them to total the value for the Origination Amount	Select the Recalculate Pell Eligibility button on the toolbar.	Anthology Student recalculates and redisplays the disbursements.

If you are adding or editing the disbursement, specify or change the values in the row for the disbursement. The fields that are displayed can vary.

Academic Year The academic year configured by your institution.

Act Disb Date The Automated COD Export Process enables users to configure if the COD Export Process should exclude Holidays and/or Weekends when determining the Actual Disbursement Date (calculation) that is reported to COD for the day disbursements are to be paid. When the Financial Aid Automation license is activated, authorized users can view the calculated date in the Act Disb Date column in the Scheduled Disbursements grid. If neither option is selected, NA is displayed in this column.

Amount The amount in dollars.

Enrollment Status The enrollment status for the student after the add and drop period. It is the status that determines whether a student is eligible to receive the federal aid that was packaged for the academic year. If a student has registered for a course but never attends that course, institutions can still charge the student for the course but might need to reduce federal aid. For an award, the default is the status on the enrollment record. If there is no status on the enrollment record, the default is Full Time. For a disbursement, the default is the value specified for the award.

Expected Date The date on which the disbursement is to be paid. For grants and Perkins loans, it must be before the end of the award year and academic year. For Direct loans, the date can be changed to a date outside both the loan period and academic year dates for non-term program versions.

Override Disbursement Date If the scheduled disbursement date was overridden during the COD export process, the date specified during export. For example, if a disbursement date is a holiday, it can be changed during the export. This is only displayed if Student Financial Aid Awarding (SFAA) is enabled and configured to exclude weekends and holidays and your institution has configured multiple disbursement rules.

Payment Period Start Date The start date of the payment period. It must be before the end of the academic year and award year.

Term The available terms with start date and end date of each term. The start date must be before the end date of the award year.

Select the OK button.
Select the Save button on the toolbar for the Pell grant.

If the total of the scheduled disbursements does not equal the value of the Amount of the award, Anthology Student recalculates the value of the Amount when you save the award.

If the values for Amount and Origination Amount are not the same and your institution has configured Anthology Student to automatically update the origination status, the origination status is changed to Ready to Send. If your institution is not automatically updating the origination status, Anthology Student gives you the option to change the status.

Scenario:

You want to recalculate a student's Pell eligibility for multiple disbursements in a payment period. Disbursements have already been made for 3 quarters. You want to add a disbursement for the 4th quarter with half-time enrollment status.

Select the Pell award to edit it.
Select the Additional Eligibility Indicator check box.
Select New to add a 4th disbursement.
Change the enrollment status of the disbursement to Half-Time.
Select the Term.
Select Recalculate Pell Eligibility.
Select Save.
Select Yes on the prompt to change the Pell amount.

If You Add or Edit and Manually Override the Values

If you add or edit a Pell grant and manually override the amount of Pell from the Pell tables, you must calculate the correct amounts for:

The Origination Amount field
All of the disbursements on the Scheduled Disbursements tab

Do not select the Recalculate Pell Eligibility button if you manually change the:

Origination Amount field
Disbursements on the Scheduled Disbursements tab

If you select the button, Anthology Student recalculates the amounts based on the standards in the Pell tables and can change the amounts you manually overrode. Recalculating the disbursements does not change any other values for the disbursement (such as the value for Exp Date or Enroll Status).

You can use the Override COD Originations process to synchronize the Anthology Student data with the COD information.

Procedure to Edit Special Disbursements for Pell Grants

Special disbursements are automatically created when you specify a value for Num or Payment Periods in AY The number of payment periods in the academic year. The default is the number of payment periods you specified on the Academic Years tab. The maximum is 15. when you add the Pell grant and your institution selected Is your Institutional ineligible Select the check box if your institution is ineligible for COD grants. If an institution is ineligible, the only additional piece of information the school must report is the payment period begin date. in Settings > Financial Aid > COD.

This option is only applicable to an institution if it is required to report special disbursements and the award year for the student is before 2001-2002.

The total of all special disbursements must equal the Pell cost of attendance (COA).

Verify that the program version is correct. If not, select the specific program version in the Program Version drop-down list.
Select the Academic Year.
Select the record for the Pell grant.

Select the Special Disbursement Information tab. The Special Disbursement Information tab is displayed if the award year for the Pell award is 2001-02 or earlier.
If you want to:
- Add information for a special disbursement, select the New button
- Edit information for a special disbursement, select the number in the Payment Period Number column

Specify or change the values.

Academic Calendar The academic calendar. The values correspond to calendar options required by the Department of Education. They are non-standard terms, standard terms of quarters, standard terms of semesters, standard terms of trimesters, clock hours, and credit hours without terms. The default is the academic calendar configured for the program version. If you are configuring program versions from Financial Aid, the list is filtered to show the academic calendars appropriate for the Curriculum Standard selected when the program version was configured from Academic Records.

Cost of Attendance The cost of attendance. The source of the value can be the budget configured for the program version.

End Date The end date of the payment period.

Payment Methodology Select the Payment Methodology that applies to this grant. The default is the payment methodology selected for the program version.

Payment Period Number The number assigned to the payment period. The start date of the payment period must be before the end of the academic year and award year.

Start Date The start date of the payment period.

Total Payment for Payment Period The total the student received for the payment period.

Weeks Used Weeks from the academic year to the payment period.

Select the OK button.