Disbursement batches are processed based on their Funding Method and follow a series of statuses, Open, In Progress, HCM2 Review, Complete and Final. All batches no matter their funding method must be in a final status before they will be moved to the green processed bucket.
Open – Batches in an open status can be deleted and will allow the user to add transactions via both methods outlined above.
In Progress – Batches in this status has at least one disbursement that has been paid and transactions sent to COD. These batches cannot be deleted, however transactions can be moved or deleted.
HCM2 Review – This batch status is only used for OPEIDs under Heightened Cash Monitoring 2 payment method. This status will be allowed once all disbursements have been updated to Review in COD.
Complete – Batches in this status can no longer have transactions deleted but they can be moved to another batch. Th3 G5 amounts must be entered into this batch and matched before it will allow the update to Final.
Final – This status signifies that all transactions have been updated to disburse both in CORE and COD and all funds have been drawn down from G5. An automated email will be sent from the system to alert the student accounts staff that these funds are ready for update on the student's ledger.

G5 Entry

You must enter the amounts drawn down from G5 into the batch in order to finalize a batch. These amounts must be entered by award year and Fund, Direct Loan, Pell or FSEOG. To enter the amount click on the 'View G5 Comparison' link.

The system will display the amounts in the roster and the user should select the award year and fund in the drop downs provided before entering the G5 amount in the space provided. The system will calculate and display a difference if the two amounts don't match.

Import Action Queue

For HCM2 rosters the system allows for the COD Action Queue CSV export to be uploaded so each disbursement review status can be verified. To import the report click on the 'Import Action Queue' link, an import screen will appear. The user can browse their directories for a copy of the saved Action Queue export and then click import.

Once the file is imported, it will update all matched transactions with a COD status of review, if the status does not display review then there is a mismatch between the system and the COD file.

You can view all imported files by clicking on the 'Files Attached' link within the batch screen.

Export HCM2 MOP

The system allows for disbursement rosters to be exported as the Department of ED Method of Payment (MOP) excel file. This is the format required for all HCM2 submittals to the department. You export the file by clicking on the 'Export HCM2 MOP' link. The system will download the file in a zip file for you to password protect and send to the DOE.

Moving Transaction between Batches

A disbursement transaction can be moved to another batch before a batch is finalized. Hover over the green tab under the 'Is Paid' column and click on move once it appears. This will open the Paid Transactions screen where you can check the transaction to be moved and choose the batch to move it to at the top left of the screen. Click 'Move Transactions to Batch' link once all selections have been made.