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

[Steven McCabe]

Hi All,

Thank you for the responses!  It sounds like some schools are able to
submit this month, but UCB won't be the only one submitting a file in
December.  We will likely submit ours next week or so.

Penny, we have around 150 students impacted by the Oracle bug that excludes
names with spaces but we intend to manually add the names to the XML file
and to change the <Birthdate> label to <BirthDate> per a different Oracle
bug.

Cheers,
Steve

On Mon, Nov 27, 2023 at 2:35 PM Arvin Tumonong <atumonong at ucmerced.edu>
wrote:

> 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 | e.
> ycli at ucdavis.edu
>
> One Shields Avenue, Davis, CA 95616
>
>
>
> *From:* Jose A Aguilar <jose.aguilar at ucr.edu>
> *Sent:* Wednesday, November 22, 2023 2:07 PM
> *To:* UC WS and Fiscal Workgroup <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>
> *Sent:* Wednesday, November 22, 2023 1:04 PM
> *To:* UC WS and Fiscal Workgroup <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
>
> financialaid.berkeley.edu/
>
>
>
>
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> Ucwsfiscal at lists.ucmerced.edu
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>


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