[Ucwsfiscal] FWS COD Reporting - when are you submitting your file?

[Arvin Tumonong]

Hi Steve,

Our systems team to be safe assumed the deadline was sooner than the end of the year so we target submission by end of November. I think it may be by the end of December.

After few bug fixes, UC Meced was able to send our file to COD using the Banner functionality (even though we don't use Student Employment module in Banner) last week. We also processed the response files from COD and corrected records rejected: 1. Missing field values 2. Students with zero amount and negative (COD only accepts >0 amounts) 3. Last name mismatch.

This was our process in Banner:

  *   Creating a script to insert the FWS paid records onto REACAMP (Displays all FWS records created or updated) from YJRWSIN (custom table in Banner where I-158 files are saved upon upload to Banner)
  *   Double check and reconcile total FWS student amounts (comparing them to UC Path DOPE Reports calendar year FWS paid total to verify) in REACAMP. Update/Edit incorrect amounts manually in REACAMP.
  *   then extract the file using RERCB1A (Process will extract calendar year earnings for students ). Please review page 46 of the webinar presentation.
  *   then review file responses in REACODD- COD Document Control
  *   To import response (CRCBMYOP) file downloaded using EDConnect use RERCI1A
  *   Correct the records with reject error codes in REACAMP
  *   Rerun extract process and resubmit corrected records to COD

Thanks.

Arvin


From: Catherine Yu Li <ycli at ucdavis.edu>
Sent: Monday, November 27, 2023 8:28 AM
To: UC WS and Fiscal Workgroup <ucwsfiscal at lists.ucmerced.edu>
Subject: Re: [Ucwsfiscal] FWS COD Reporting - when are you submitting your file?

Thank you Steve for checking in. Out IT team is trying to get data in this week but they are running into technical difficulties.

Because our payroll data in Banner is accumulated amount by aid year, we had to prepare the "calendar year data" manually in spreadsheet. Our IT told us that Ellucian recommended against scripting data to Banner table REACAMP that is designed to transmit data to COD. Jose, how did you get your data in that table?

We also learned that COD may allow schools to upload spreadsheet to their site, which surprised me. Did anyone try that route?

Catherine Li
Associate Director || Financial Aid and Scholarships
p. 530-752-6904 | c. 530-400-6274  | w. financialaid.ucdavis.edu<https://financialaid.ucdavis.edu/> | e. ycli at ucdavis.edu<mailto:ycli at ucdavis.edu>
One Shields Avenue, Davis, CA 95616

From: Jose A Aguilar <jose.aguilar at ucr.edu<mailto:jose.aguilar at ucr.edu>>
Sent: Wednesday, November 22, 2023 2:07 PM
To: UC WS and Fiscal Workgroup <ucwsfiscal at lists.ucmerced.edu<mailto:ucwsfiscal at lists.ucmerced.edu>>
Subject: Re: [Ucwsfiscal] FWS COD Reporting - when are you submitting your file?

Hi Steve,

Riverside was planning on sending it this week but the Banner software that was provided has a bug and we are now waiting for Ellucian to provide a patch for this.  We plan on sending it, hopefully in December.

Best,
Jose

________________________________
From: Steven McCabe <smccabe at berkeley.edu<mailto:smccabe at berkeley.edu>>
Sent: Wednesday, November 22, 2023 1:04 PM
To: UC WS and Fiscal Workgroup <ucwsfiscal at lists.ucmerced.edu<mailto:ucwsfiscal at lists.ucmerced.edu>>
Subject: [Ucwsfiscal] FWS COD Reporting - when are you submitting your file?

Hello!

During a call last week with other schools that use Peoplesoft Campus Solutions, some schools were attempting to send their calendar year 2022 workstudy earnings to COD this month because they interpreted the bit in the guidance that says "by December" to mean "before" December.  Personally I think the guidance says you need to submit by the time the FAFSA becomes available for students; which now appears to be around December 31st.

UCB is planning on submitting in a few weeks (e.g. mid December) but we are wondering what you all are doing.

Cheers and Happy Thanksgiving!
Steve

--
Steve McCabe
Senior Business Systems Analyst
University of California Berkeley
Financial Aid and Scholarships Office
smccabe at berkeley.edu<mailto:smccabe at berkeley.edu>
financialaid.berkeley.edu/<http://financialaid.berkeley.edu/>


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