Policy: Reconciliation of Direct Loans

Document Number: 2.036
Title: Reconciliation of Direct Loans Policy and Procedure
Effective Date:
Revised Dated: 10/2/18; 10/12/18

POLICY

It is the policy of the Office of Financial Aid to reconcile the Direct Loan programs on a monthly basis, and at the end of the academic year. Reconciliation is the responsibility of the Director of the Office of Financial Aid in conjunction with the Restricted Funds Accountant in the Business Office. Reconciliation ensures that funds are disbursed accurately and that fund accounts are balanced with records from the Common Originations and Disbursement section of the Federal Department of Education.

Procedures

RPCC uses Banner to process all aspects of federal financial aid. The procedures for reconciliation are as follows:

1. A year to date file is requested from COD monthly.
2. Once the COD file dsyh (Loans) is received, it is compared to Banner Cognos Report FA_by_Year Report.
3. The Director meets with the Restricted Funds Accountant to compare the results in Banner with COD and G5 to ensure the systems are balanced. Any discrepancies are resolved as soon as possible, and if necessary, the reconciliation process is repeated.