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. 


Batch Processing Workflow


Financial Aid batches follow a structured approval workflow from creation through final processing:

  1. Batch generation: GEGI creates batches automatically at 4:00 AM from eligible disbursements. New batches receive the New status.
  2. FA review and approval: FA users review batches and either approve or archive them. The Approve button validates all disbursements and changes the status to Approved by FA, notifying accounting users. The Archive button moves batches that should not proceed to the Archived status.
  3. COD processing: for batches requiring disbursement date update, GEGI processes responses daily and updates the batch status to In COD. When all disbursement records within a batch are accepted or corrected, the status changes to New for FA review.
  4. Accounting review: after FA users approve the batch, accounting users review it and either process or return it to the FA. The Decline button returns batches to the FA with the Need Correction status. The Add Award button processes the batch and creates AR Card transactions.
  5. AR Card integration: successfully processed batches receive the Added to AR Card status. GEGI creates deposit records, award records, and individual payment transactions for each student.


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.


COD Response Processing


GEGI daily automatically processes COD responses for batches with In COD status. The system checks disbursement records and updates the batch status based on COD replies:

  • If all records in a batch are Accepted or Corrected, the batch status changes to New.
  • If not all records in a batch are Accepted or Corrected, the batch status changes to Need Correction.
  • If any records in a batch remain in the Sent status, the check repeats the next day.


Note: Users with the Receive notifications about pending batches permission receive notifications when batches status changes to New and Need Correction.


Approving Financial Aid Batches


Users with the Approve FA Batches permission can approve batches for accounting review. The Approve button is available for batches in the New or Need Correction status:



When approved, GEGI validates that all disbursements have the latest sequence number. If validation succeeds, the batch status changes to Approved by FA and accounting users receive email notifications. If validation fails, the batch moves to the Need Correction status.


Archiving Financial Aid Batches


Users with the Archive FA Batches permission can archive batches that should not proceed to processing. The Archive button is available for batches in the New or Need Correction status:


When archived, the batch status changes to Archived. Disbursements from archived batches are excluded from automatic generation but remain available for manual addition to new batches.


Declining Financial Aid Batches


Users with the Decline FA Batches permission can decline batches and return them to FA for corrections. The Decline button is available for batches in the Approved by FA status:



When declining a batch, a comment explaining the reason is required. The batch status changes to Need Correction and FA users receive email notifications.



Adding Batches to AR Card


Users with Add FA Batch Items to AR Card permission can process approved batches and create AR Card transactions. The Add Award button is available for batches in the Approved by FA status:



When adding an award, award information should be filled in:




When processed successfully, GEGI creates award records, adds payments to student’ AR Cards, and updates the batch status to Added to AR Card. 



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 batches in New and Need Correction statuses 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: