Overview
The Statement of Activity Aid Disbursement Detail report provides detail for transactions that originate in the Student Financials system. As with payroll, these transactions are also recorded for financial purposes in the General Ledger. Student Financials transactions include financial aid expenses, student fee revenues, Graduate Student tuition waivers, and other revenues and expenses related to student fellowships and scholarships. These are the SFN journals you see on your Statement of Activity (SOA). The Aid Disbursement Detail report allows you to see who received the financial aid, the type of financial aid, the school term to which the aid is applied, and other details. This information allows financial reconcilers to determine whether student financial aid is being accounted for correctly.
There are two ways to obtain the Aid Disbursement Detail report:
- Run and view the report in pdf format from the M-Pathways Student Administration (SA) database. In SA this report is referred to as the UM Statement of Activity. There are two versions of the report – one for Fund/Department/Program combinations and another for Project/Grants. You must have access to SA to use this option.
- Run and view the applicable version of the SA04 StuFin SOA report from BusinessObjects. There are four versions of the report – by Department, by Fund/Department/Program combination, by Project/Grant and by EmplID. To run the report, you must have access to the FA/SF data set and its BusinessObjects universe (SA04).
Report Fields
The Aid Disbursement Detail report header and format look similar to the Voucher Detail Expense report. As with the Voucher Detail report, the Aid Disbursement Detail report is run using the same parameters as the Statement of Activity, so its header contains the same information. Also like the Voucher Detail report, it uses the journal information from the SOA as a “mini-header” for the detail information. The financial aid transaction detail appears in the same order as the SFN journals appear on the SOA. The mini-header and the sort order allow you to quickly locate specific transaction data.
The picture below provides an example of the report fields and data for the Aid Disbursement Detail report.
| Letter | Report Field |
Description |
|---|---|---|
| A | Journal Entry Info |
The Journal ID, Journal Date, Journal Line number, and ChartFields that are not a part of the report parameters are displayed from the SOA as “mini-headers” for the detail information. |
| B | EMPLID NAME |
Displays the student’s University ID number (EmplID). Identifies who received the financial aid disbursement. |
| C | POSTED DATE |
This is the date the financial aid transaction was posted in the Student Financials system. |
| D | Item Type Item Type Description |
A code that represents a particular type of student financial transaction (i.e., financial aid or other student financials transaction). This 30-character field displays a description (often abbreviated) of the type of student financials transaction. |
| E | Amount |
Shows the amount that each student received for this distribution of the financial aid or the amount that the student paid (e.g., course fee). |
| F | Term |
Indicates the academic term to which the student financials transaction applies. |
| G | Journal Total |
Shows the amount of the Journal ID/Line for the SFN journal. The Journal Total is the sum of the Amount column. This amount matches the amount for the Journal ID/Line on the SOA and ties the two reports together. |