TABLE OF CONTENTS


A Financial Aid batch is an automatically generated collection of unpaid disbursements. Batches streamline the disbursement workflow for financial aid and accounting teams and prepare records to be added to the A/R Card. 


Individual Batch


The system creates batches from unpaid disbursements:

  • With the Accepted or Corrected disbursement status.
  • Where Disbursement Release Indicator (DRI) is set.
  • With no transactions in the A/R Card.
  • Which were not previously added to a batch automatically.

Financial Aid batches are generated automatically daily at 4:00 AM. When created, each batch receives the initial "New" status. 


The Financial Aid Batch Details page shows individual batch information and a list of all disbursements and refunds in this batch:



Note: Viewing the individual batch and the report requires the View FA batches permission.


Managing Disbursement Records


It is possible to add and remove disbursement records from existing batches. The Add Disbursement button opens a new page with filter options for Group and Student IDs. Only eligible disbursements are displayed, matching the award year, award type, disbursement date, and campus of the batch.


The Delete button removes selected records from the batch. If all records in a batch are deleted at once, the batch is deleted as well. 


Note: Managing the individual batch requires the Edit FA Batches permission.


Adding Award Refunds


Users can add award refunds to an individual batch using the Add Award Refund button under the Disbursements & Refunds panel. Clicking this button opens a new page to search for eligible refunds — those matching the batch’s award year and award type, from active students and not yet included in other batches.



Selected award refunds are added to the batch and displayed together with disbursement records.



Note: Adding or removing award refunds requires the Edit FA Batches permission.


Updating Disbursement Dates


Users with Edit FA batches disbursement date (all campuses) permission can update the disbursement date for all records in batches with the New or Need Correction status. 


Clicking the Edit Disbursement Date button opens a dialog to select a new disbursement date. The system checks that disbursement records in this batch are in editable status (Accepted or Corrected) before allowing changes. 



Once saved, GEGI updates the individual disbursement records with the new date and validates them:

  • If all records can be set to Ready, the batch status changes to In COD.
  • If not all records can be set to Ready, the batch status changes to Need Correction and users with corresponding permissions are notified via email.


Note: All changes are logged in the System Journal with detailed information.


Batches Report


The Financial Aid Batches report displays all generated batches. The report is located in the Financial Aid → Batches menu: 



Email Notifications


Users receive email notifications for new batches with a summary table:
 


The Financial Aid menu displays notification badges showing pending batch counts. A popup notification appears for users with pending batches, providing direct access to the Batches report: