Exporting Disbursements

Caution: Before running the disbursement authorization process for the first time, review and update the system-defined customizable disbursement rules for funds and create and save a selection set that identifies the population for which you want to run the process.

To run the disbursement authorization process, complete the following steps:

  1. Select Import/Export in the top navigation bar to open the Import/Export menu along the left side of the page.
  2. Expand the Finance Reporting option in the left navigation menu and select Disbursement Authorization Export.
  1. Select Export Disbursement in the Disbursement Authorization Export header.
  2. Select the selection set or paste or enter a list of student identification numbers representing the population of students to be evaluated for export.
  3. Optionally, select Preview to view the students included in the population.
  4. Select Next.
  1. Indicate the Disbursement Date for these disbursements. It can be today, seven days from today, or you can specify a custom date. Only distributions with a scheduled disbursement date or actual disbursement date that is on or before the date specified here will be included.
  2. Select the box next to the Payment Period(s) you want to include. If a distribution is in a payment period that is not selected here, it will not be included.
  3. Select Next.
  4. Select the box next to the award(s) you want to include. If an award is from a fund that is set up as not disbursable, it will not show in this list. If a distribution is from an award that is not selected here, it will not be included.
  5. Select Next.
  6. Specify if you want to Authorize or Negate Disbursements. Authorize will disburse the funds whereas negate will remove a previously processed disbursement.
  7. If desired, select an Additional Data Field from the list to be included in the file that’s created (if applicable).
  8. Optionally, run the process in Simulation Mode. One of the benefits of running the process in simulation first is you can review any records that fail to pass the eligibility checks or disbursement rules and make updates prior to running the process in real mode.

Tip: One of the benefits of running the process in simulation first is you can review any records that fail to pass the eligibility checks or disbursement rules and make updates prior to running the process in real mode

  1. Set Run in Simulation Mode to Yes.
  2. If you want to create a file, set Create Disbursement Authorization File to Yes.
  3. Select Simulate.
  4. A message is displayed in the upper right portion of the page indicating that the process has started. As part of this process, each distribution is evaluated against eligibility checks and disbursement rules to determine if it would disburse should the process be run in real mode. A separate message is displayed once the process has finished, and the screen becomes clear showing the results report. The results report is also available to review from the main screen (see Disbursement Authorization Results Reports for information on reviewing the results), and if generated, a file is available in the File Manager.
  5. Select Cancel to exit the process, select Previous to move back and update parameters, or continue to the next step to run the process in real mode.
  1. Set Run in Simulation Mode set to No.
  2. Before exporting, take note of the file name and destination displayed, then select Export.
  3. The Disbursement Authorization Export window is closed, and a message is displayed in the upper right portion of the page indicating that the process has started. As part of this process, each distribution is evaluated against eligibility checks and disbursement rules to determine if it can be disbursed and if it passes, then it is disbursed. This process runs asynchronously so you can continue with other work. A separate message is displayed regardless of where you are in the system once the process has finished. Once this message is displayed, the results report is available to review. See Disbursement Authorization Results Reports for information on reviewing the results. If generated, a file is available in the File Manager.
  1. In the Import/Export module, select File Manager from the left navigation menu.
  2. Using the file manager, navigate to the Exports > Finance Reporting > Disbursement Authorization folder.
  3. Select the file created in prior step and select the Download download icon icon.
  4. The file will be downloaded to your computer. If needed by another office, you will need to move the file to the appropriate location.