Update Close-Out Dates

You can manually override the Award Year, Fund, and COD Closeout Dates through the Administrative Relief page in the Student Financial Planning UI.

Overview

If the Awarding Close-Out Date is equal to or less than the current date, Student Financial Planning:

• Doesn't package students for that fund type for that Award Year.
• Cancels disbursements for that fund type/Aid Year that are only projected or estimated.
• Leaves non-disbursed disbursements for awarded funds alone until the Fund Close-Out Date is met.

If you extend the date before the configured date, funds aren't impacted. If you override an Awarding Close-Out Date after the configured date, funds that have been canceled due to Awarding Close-Out Date and awarded out of the subsequent Award Year (due to a cross-over period) aren't repackaged with prior year funds. When the overridden Awarding Close-Out Date is met for a fund type/Aid Year, the application:

• Doesn't package students for that fund type for that Award Year.
• Cancels disbursements for that fund type/Aid Year that are only projected or estimated.
• Leaves non-disbursed, disbursements for awarded funds alone until the Fund Close-Out Date is met.

If the Fund Close-Out Date is equal to or less than the current date, the application cancels any non-disbursed disbursements and removes them from the student's package. When the Fund Close-Out Date is overridden, the application uses the new date to determine if funds that have been awarded but not yet disbursed should be canceled and/or removed from the package.

If the COD Close-Out Date is equal to or less than the current date, the application prevents all communication to COD for that fund type/Award Year by updating the Disbursement Status to Origination/Disbursement Pending Re-Opened Award Year because disbursements in this status aren't be picked up by the origination/disbursement file delivery batch job. When the COD Close-Out Date is overridden, the application uses the new date to determine if communication to COD is prohibited or not.

Required Role Permissions

The user must have a role with the following General Permissions through Roles Management in order to complete the manual processing steps:

• Administration
• Administrative Relief

See Set General Permissions Matrix for additional information.

Manual Processing Steps

Log into the Student Financial Planning User Interface (UI)

1. Navigate to Administration > System Management > Administrative Relief .
2. Click Override in the Override Awarding Closeout Date column.
3. Enter the new Date.
4. Click Save.
5. Click Override in the Override Fund Closeout Date column'
6. Enter the new Date.
7. Click Save.
8. Click Override in the Override COD Closeout Date column.
9. Enter the new Date.
10. Click Save.

Upon the next repackage or when the Award Year Close-Out batch job runs the following occurs:

1. If the Awarding Close-Out Date is =< Current Date.
   1. No longer award the fund type for new packages.
   2. If the fund has already been awarded, it remains awarded until the Fund Close-Out Date is met.
2. If the Fund Close-Out Date is =< Current Date:
   1. Cancel or remove Awarded funds that aren't disbursed from the package.
3. If the COD Close-Out Date is =< Current Date:
   1. COD communication is prevented.