Authorization and Disbursement Calendars

Authorization and disbursement calendars are used by the background authorization and disbursement processes only. If you do not use background authorization and disbursement, you do not need to create these calendars. If you set up these calendars, they are not used if you authorize and disburse awards manually (online). For this reason, ensure that access to your online disbursement pages is carefully determined.

Authorization and disbursement calendars must include each term for which you disburse aid for the aid year. Both calendars use separate effective-dated rows. Using both authorization and disbursement calendars and run control parameters gives you flexibility in implementing your institution's authorization and disbursement. For example, you can set up a single effective-dated row for both the authorization and disbursement calendars where all valid terms and financial aid item types are selected, and then use the batch run control parameters to control the term and financial aid item types that are processed.

Alternatively, you can use multiple future effective-dated rows to introduce the terms and financial aid item types that should be processed over the course of the school year and use the batch run control parameters for exception processing only. For example, if you need a fall and spring disbursement calendar, you might set the fall term's effective date in August and the spring term's effective date in December, one month before the beginning of each term. When background authorization and disbursement is run in September, only awards for fall term would be disbursed because only the authorization and disbursement calendars for fall would have a valid effective date. Both disbursement and authorization calendars, with effective dates, should be set up for each term. Review your business processes carefully to determine the best way to set up your background processes.