barbara davis and wood mason | nov. 2012 u.s. department of education 2012 fall conference hands-on:...

Barbara Davis and Wood Mason | Nov. 2012

U.S. Department of Education

2012 Fall Conference

Hands-On: COD

Session 11

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•Pell Lifetime Eligibility Used screens and data•Accessing COD reports: What’s new?•Funding & Cash Management screens

What Does a COD Expert Need to Know?

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Pell Lifetime Eligibility Used (LEU)

• COD is THE system of record for Pell Grants• 600% LEU applies to all recipients regardless of when they first

began receiving Pell Grants

• LEU report useful prior to Disbursing• Redefined edit codes

• Warning edit 177- Lifetime Eligibility Used within 450-600%• Warning edit 178- Lifetime Eligibility Used exceeds 600%

• Where to view Pell LEU on COD

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Locating Pell LEU on COD – Person/Pell

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Locating Pell LEU on COD - Applicant Search

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Locating Pell LEU on COD

Full Pell LEU HistoryRemaining Eligibility?600-474.185=125.815%

TECHNICAL INSTITUTE

TECHNICAL INSTITUTE

COUNTY COLLEGE

STATE UNIVERSITY

TECHNICAL INSTITUTE

University of the Sun

COUNTY COLLEGE

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Locating Pell LEU on COD

Export summaryIn Excel format

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Locating Pell LEU on COD via Edit Code Rejects

Batch Menu- either School or Person Search

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Locating Pell LEU on COD via Edit Code Rejects

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COD CBT- Download from IFAP

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“Pro” Practice Time

• If you are sharing a computer with a colleague from your school• Log into COD and practice locating Pell LEU data for a student or students

• Or, use the COD CBT to learn more about Locating Grant Information• Icon will be on your desktop

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Accessing COD Reports

• SAIG mailbox• COD website/Services tab• Separate databases

• Can have both COD and reports open at same time

• Must log off each separately

Services/COD Reports

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COD reports – Program Selection

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10000466-DL10000466-PL

10000466

COD reports – Pell Reports

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COD reports – School Monitoring

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COD Reports – School Monitoring, Cont.

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Pell Lifetime Eligibility Used Report

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Pell LEU Report

• Current Pell LEU on the web will be discontinued after 2012-13 award year

• Pell LEU Report will continue to be produced for future awards years in SAIG format• CSV Format• SAIG Message Class: PGLEYYOP • Where “YY” is award year • Example: PGLE14OP for award year 2013-14

COD Reports – Direct Loan

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COD reports – Actual Disbursement

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COD reports – Interest Rebate Report

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Setting report options

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“Pro” Practice Time

• If you are sharing a computer with a colleague from your school• Log into COD and practice accessing your school’s reports via the services menu

• Or, use the COD CBT to learn more about Grant or Direct Loan reports• Icon will be on your desktop

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Locating Funding and Cash Management Screens on COD• School Summary• Funding Information• Summary Financial Information• Cash Activity• Yearly Totals• Balance Confirmation• Correspondence

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School Summary

Check this screenfrequently for allAward years and programs

Negative cashmay indicate a drawhas not yet postedor downward disbursementadjustments needed

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Funding Info

Use this screento monitor availablebalance

Also to view GrantACA and unduplicatedrecipients

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Summary Financial Info

For Direct Loansthis screen mirrorsthe SAS Cash summaryinformation. Use itto monitor your dailycash and disbursement summary information.

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Cash Activity

Review to monitordays left for on timereporting and to ensurethat refunds haveposted in the correctprogram and awardyear

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Yearly Totals

Great way tomonitor if thereare pending disbursementsremaining for a program year.

Best practice tip=Zero out any pendingdisbursements that will not be made

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Balance Confirmation- DL

COUNTY COMMUNITY COLLEGE

Direct Loan Closeout should be able to be completed within 30 days followingthe Latest Reported Award End Date

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Balance Confirmation- DL, continued

Wait until your final SAShas a $0 endingCash balance

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Correspondence

Contains both Grantand Direct Loan Correspondence

Key funding reductioncommunications

Key Direct Loancommunications

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View Correspondence

Note the Pell GrantVerificationReduction of$71,338.00

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“Pro” Practice Time

• If you are sharing a computer with a colleague from your school• Log into COD and practice locating school cash information

• Or, use the COD CBT to learn more about Managing School Information• Icon will be on your desktop

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QUESTIONS?

Barbara.davis@ed.gov678-721-4452

Wood.mason@ed.gov770-383-9662