# Presentation: 305220

## Session #41

- Unlocking the Potential of Direct Loan Reports
- Julie Aloisio
- Barbara Davis
- Allison Richards

## We Will Cover:	

- The Lineup – Available Direct Loan Reports
- Just the Facts – Setting Report Options and Accessing Reports
- Searching for Clues – On the Case with Direct Loan Reports
- Mystery Solved – Locking Up the Case

## We Will Learn:

*What* Direct Loan reports are available
*Where* to get them
*When* and how frequently reports are received
*Why* this information is useful to school processing
*How* the reports can assist in issue identification and the recon/closeout process

## The Lineup

- Direct Loan Reports – The *What*, *Where*, *When*, *Why*, and *How*

## 30 Day Warning

- What –Unbooked Loans/MPNs
- When - Monthly
- Where – SAIG or COD Web
- Why – Identify and Resolve Unbooked Loans on COD

## Inactive Loans

- What –Inactive Loans
- When - Monthly
- Where – SAIG or COD Web
- Why – Identify Inactive Loans that should be active or vice versa

## Funded Disbursement Listing

- What –Funded disbursements for that day
- When – Daily, as needed
- Where – SAIG or COD Web
- Why – Identify disbursements used in funding calculation

## Pending Disbursement Listing

- What –Pending disbursements for that period
- When – Weekly
- Where – SAIG or COD Web
- Why – Identify disbursements to be used in funding calculations

## School Account Statement

- What –Cash and Loan Summary and Detail
- When – Monthly
- Where – SAIG only
- Why – Reconcile with school data

## Duplicate Student Borrower

- What –List of students at your school with awards at another school
- When – Monthly
- Where – SAIG and COD web
- Why – Identify potential overawards

## SSN/Name/DOB Change

- What –List of individuals at your school with identifier changes
- When – Weekly
- Where – SAIG and COD web
- Why – Monitor changes & prevent rejects

## MPN Discharge Report

- What –List of MPNs inactive due to discharge
- When – Weekly
- Where – SAIG and COD web
- Why – Identify MPNs no longer available for linking

**Notes:**
CD Report

## Expired MPN Report

**Expired MPN Report**

- What –List of MPNs that have expired
- When – Weekly
- Where – SAIG and COD web
- Why – Identify MPNs no longer available for linking

**Notes:**
PD Version

## MPN Due to Expire Report

**MPN Due to Expire Report**

- What –List of MPNs about to expire
- When – Monthly
- Where – SAIG and COD web
- Why – Identify MPNs that will be expiring in next 60 days

**Notes:**
FL version

## Direct Loan Rebuild

- What –Detailed origination and disbursement data on COD
- When – As Needed
- Where – SAIG
- Why – Rebuild lost DL data

**Notes:**
Schools must contact COD Customer Service to request a DL Rebuild Report.

## School Monitoring Email Report	

- What – Information on:
- Unbooked Loans (DL only)
- Unsubstantiated Funds (DL and Pell)
- POP (Pell only)
- When – Weekly, as needed
- Where – Email from COD Customer Service
- Why – Alerts schools to potential processing issues

## School Monitoring Email Report

## School Monitoring Email Report

## Direct Loan Servicing Reports

- What – Reports covering:
- Entrance Counseling
- Exit Counseling
- Delinquency
- Portfolio
- When – as needed
- Where – DL Servicing Website
- Why – To monitor borrower activity at DL Servicing

**Notes:**
More information available in the “How to Access” section under “Just the Facts (next section).

All reports:
What – reports showing key information from DL Servicing regarding your school’s borrowers
When – As needed
Where – DL Servicing Website
Why – to help schools monitor their borrower activity in DLSS

Specific Report Information:
Entrance Counseling Reports – reports showing borrowers at your school who have completed Entrance Counseling online.
Exit Counseling Reports – reports showing borrowers at your school who have completed Exit Counseling online.
Delinquency – Reports showing delinquency information for borrowers at your school, including Late Stage Delinquency information
Portfolio – Provide summary level statistics on borrowers/loans at your school

## Detailed Exit Counseling by Date

**Notes:**
Example Detailed Exit Counseling by Date Report:
in Excel Format (accessed via the Export link on previous page)
In PDF (Adobe Acrobat Format, accessed via the PDF link on previous page)

Information can be used to:
Document Exit Counseling Completion
Assist with Default Prevention (use references to contact borrower after they leave school if necessary)

## The Lineup: More Information

- COD Technical Reference Volume 6 Section 8
- COD Customer Service
- COD Website
- Direct Loan Servicing School Services
- Direct Loan Servicing website

## Just The Facts

- Setting DL Report Options and Accessing Reports

## Setting Report Options in COD

**https://cod.ed.gov**

**Notes:**
REMEMBER – You must set these report options for each award year on Award Year Specific Reports.  

Check with your software vendor, system programmers, or Third Party Servicer if you are unsure which format of the SAS you need to receive.

If you choose Do Not Distribute for any report, you will not receive the report via your school’s SAIG mailbox.

## Setting School Account Statement (SAS) Options

**Notes:**
REMEMBER – You must set these report options for each award year on Award Year Specific Reports.  This is particularly important for the SAS, since there are many options from which to choose.

If you wish to use DL Tools for comparing the SAS to school data, you will need to set your options for each award year to:
Report Format: Fixed Length
Report Activity Type: Year to Date (or both – need YTD file for compare)
Disbursement Detail: Year to Date Yes (although you can run a comparison in DL Tools if you only receive YTD Loan Detail, you have more flexibility with a YTD Disbursement Level Detail file.
Check with your software vendor, system programmers, or Third Party Servicer if you are unsure which format of the SAS you need to receive.

## Accessing Direct Loan Reports Online

- Accessed through COD Website
- Opens in new window
- Pop up blockers must be turned off
- Users can continue working in the COD web and in reports
- Users must log out of both sites separately

## Accessing DL Reports Online

**Accessing DL Reports Online**

**Notes:**
From the services menu you can choose to look at COD reports by clicking the hyperlink in the middle of the screen or pass through to the Direct Loan servicing web page by clicking direct loan servicing to the left. The COD web site serves as a portal for servicing, one log in works for both sites.

First we’ll  click on the cod reports hyperlink
Then we will move to the servicing site to look at what is available there

## Direct Loan Newsbox

**Notes:**
This takes us to the school’s newsbox. On the left hand side of the screen you can clidk on either PL for PELL or DL for Direct loan to access the newsbox for that program containing your school’s reports.
(the numbers before PL and DL are the school’s cod id)
We have selected the DL newsbox

Notice all of the reports by award year available to view or download. If you click on the name of the report you will be taken to the current version of that report. If you click on the word actions right below the report title you are taken to a screen that allows you to choose between current and previous versions as well as the way you want the report to appear, ie, comma delimited, pdf, etc.
Let’s look at a pdf version of the 30 day warning report

NOTE: if you are having trouble getting to this screen you may have pop up blockers turned on. Turn them off  and you will be able to access reports. If you still cannot access please call customer service for assistance

## Viewing/Selection Options

## Viewing/Selection Options

## Accessing DL Servicing Reports Online

- FAA login through the COD website
- Users can continue working in COD and the Servicing websites as needed

## Accessing DL Servicing Reports

**Notes:**
Now we are going to look at Direct Loan servicing reports available on the DL servicing website which we showed you how to access from the COD services menu a few slides ago
Here are the four report links available through Direct Loan servicing 1) entrance counseling 2) exit counseling 3) delinquency reports and 4)portfolio reports. We are going to look at the first 2

## Accessing DL Servicing Reports

## DL Servicing Report Choices

**DL Servicing Report Choices**

- Choose by main campus or branch
- Select date range/or predefined date range

**Notes:**
3 choices for exit counseling. The detailed version contains references (very detailed) whereas the exit counseling by date or ssn lists who took and completed the exit counseling session with their results.
Entrance and Exit counseling reports can assist you with compliance issues such as making sure first time borrowers have an entrance exam before disbursing funds and making sure that all student borrowers graduating or dropping below half time status have completed exit counseling.

Now we’ll shift back to COD to explore some tools available for your school to assist with reconciliation

## Searching for Clues – 

- On the Case with Direct Loan Reports

## How can I determine if a student identifier has been changed on COD?

**The Case of Mistaken Identity**

## Mistaken Identity

- Change sent by my school:
- Common Record Acknowledgment
- Change sent by my school or another school:
- SSN/Name/DOB Change Report

## Mistaken Identity

## Mistaken Identity

- How do I use this information?
- Monitor identifier changes made by my school
- Update my school records to prevent future rejects

## The Case of the Unbooked Loan

- How can I determine what piece is missing to book a loan?
- How can I determine why an MPN is not linked to available loans?

## Unbooked Loan/MPN Issues

- Where should I look?
- 30 Day Warning
- School Account Statement
- MPN Reports (Discharge, Expired, Due to Expire)

## Unbooked Loan/MPN Issues

**Unbooked Loan/MPN Issues**

- Pieces Needed by COD to Book a Loan

**Notes:**
What –Unbooked Loans/MPNs
Shows data needed to book a loan
Shows MPNs without originations (next slide)
When – Monthly 
Where – SAIG or COD Web
DIWR08OP/DIWC08OP
PDF or CSV
Why – Identify and resolve unbooked Loans on COD

## Unbooked Loan/MPN Issues

**Unbooked Loan/MPN Issues**

- Unlinked MPNs

## Unbooked Loan/MPN Issues: SAS

**Unbooked Loan/MPN Issues: SAS**

- Unbooked Amounts Missing MPNs

## Unbooked Loan/MPN Issues: Expired MPN Report

**Unbooked Loan/MPN Issues: Expired MPN Report**

- Expired MPNs Not Available for Linking

**Notes:**
On all 3 of the MPN Reports, if there is no last name, and first name is only shown as 2 characters, this indicates an unlinked MPN.

Typically, expired MPNs are not available for linking, except if an award is submitted where the initial disbursement date occurred prior to the expiration date for the note.

If a linked note is expired, this does not prevent further actual disbursements from being made on the linked loans.  If actual disbursements are reported on the linked loans, the expiration date on the note may still be extended to 10 years from the date of receipt.

## Unbooked Loan/MPN Issues: MPNs Due to Expire Report

**Unbooked Loan/MPN Issues: MPNs Due to Expire Report**

- MPNs Available for Linking

## Unbooked Loan/MPN Issues

- How do I use this information?
- Look for:
- Pieces missing to book the loan
- MPNs without origination records
- Unbooked Loan Amounts
- MPNs still available for linking
- Send in additional data or MPN to book the loan

## The Case of the Cash Balance

- Why does my school have an Ending Cash Balance (ECB) at the end of each month?

## Ending Cash Balance (ECB)

- Where should I look?
- School Account Statement (SAS)
- Pending Disbursement Listing
- School Records

## ECB: SAS Cash Summary

**ECB:**** ****SAS Cash Summary**

- Do the totals match school records?

- Can you explain the ECB?

## ECB: SAS Cash Detail

**ECB: SAS Cash Detail**

- Match School Records?

- Timing Differences?

**Notes:**
Look for timing differences – cash drawndown at end of month and not yet disbursed or reported as disbursed.

## ECB: SAS Disb Detail

**ECB: SAS Disb Detail**

- Match School Records?

- Any Unbooked?

- Timing?

- Missing Data?

## ECB: SAS (Alternate Formats)

- Fixed Length Unformatted

## ECB: SAS (Alternate Formats)

**ECB:**** ****SAS (Alternate Formats)**

- Fixed Length Formatted in Excel

## ECB: SAS (Alternate Formats)

- Booked

- Unbooked

**ECB:**** ****SAS (Alternate Formats)**

- Fixed Length Formatted in Excel

## ECB: Pending Disb Listing

- Pending Disbs that Should be Actual?

- Disbs that Should be Reduced to Zero?

## ECB: School Records

- Compare Business Office to Financial Aid Office
- Look for:
- Disbursements or Adjustments on one system but not the other
- Funds in one year but used for disbursements in another
- Other issues

## ECB

- How do I use this information?
- Look for:
- Reconciling differences
- Outstanding rejects or unbooked
- Reasons for Ending Cash Balance
- Resolve all issues prior to the next run of the SAS

## Mystery Solved - 

- Locking up the Case

## We covered:

*The What,* *Where,When,Why,* and (most importantly) the *How* of Direct Loan Reports

## For More Information:

- COD Technical Reference Volume 6 Section 8
- COD Website Reports Link (Services Menu)
- Direct Loan Servicing Website

## Other Sessions:

- #40 – A Direct Loan Primer
- #42 – What’s New in Direct Loans for 2008-2009
- #24 – COD Web Hands On
- #4 – Title IV Funding to Schools: From COD Through GAPS

## Contact Information

- We appreciate your feedback and comments. We can be reached at:
- _[Julie.](mailto:Julie.Aloisio@ed.gov)__[Aloisio](mailto:Julie.Aloisio@ed.gov)__[@ed.](mailto:Julie.Aloisio@ed.gov)__[gov](mailto:Julie.Aloisio@ed.gov)_
- _[Barbara.Davis@ed.gov](mailto:Barbara.Davis@ed.gov)_
- _[Allison.Richards@ed.gov](mailto:Allison.Richards@ed.gov)_

## Questions