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(Direct Loans) Subject: Additional 2009-2010 Direct Loan Program Year Closeout Information

Posted Date:July 7, 2011

Author: William Leith, Service Director, Program Management, Federal Student Aid

Subject: Additional 2009-2010 Direct Loan Program Year Closeout Information

Over the past few months, we have provided information about 2009-2010 Direct Loan Program Year closeout (see the February 7, 2011 Electronic Announcement, and the May 20, 2011 Electronic Announcement). This announcement supplements the previous guidance. As a reminder, to be considered successfully closed out, the school must—

  • Have an Ending Cash Balance of $0 and Total Net Unbooked Disbursements of $0, as reflected on your School Account Statement (SAS) Report; and
  • Complete the Balance Confirmation form on the Common Origination and Disbursement (COD) Web site. The Balance Confirmation form can be completed after the school has received a Zero Balance Letter, which is sent to the school via e-mail. Once the e-mailed letter is received, the school should log in to the COD Web site, click the Balance Confirmation link from the School options menu on the left-hand side of the page, and follow the instructions on the Balance Confirmation screen.

When is the processing deadline?
The processing deadline to submit records is 8:00 P.M. (ET) on Friday, July 29, 2011. The COD System subsequently must accept all records submitted by the processing deadline in order for them to be included in the school's final Ending Cash Balance for 2009-2010. Any 2009-2010 batches or records received after the processing deadline will be rejected and returned to the school.

What if a school does not successfully closeout by the deadline?
Any school that has not successfully closed out by the processing deadline and has a positive Ending Cash Balance will be sent a Final Demand Letter requesting the return of the outstanding balance as a refund of cash. Final Demand Letters will be mailed during October 2011. If the outstanding balance is not paid by the deadline noted in the letter, a receivable will be established, and the school will be billed accordingly.

Any school that has not successfully closed out by the processing deadline and has a negative Ending Cash Balance will be sent a Negative Balance Letter requesting the resolution of the outstanding balance. Negative Balance Letters will be mailed during October 2011.

Exceptions to these letter processes may be made for a school with processing periods that extend beyond the July 29, 2011 closeout deadline. If a school falls within this category and needs to request an extension to the deadline to complete its processing, it should contact the COD School Relations Center as soon as possible.

If a school has any concerns about meeting the processing deadline, contact COD School Relations prior to the deadline for further assistance.

Note: Though the processing deadline is July 29, 2011, a school must meet all existing regulations for drawing funds and reporting disbursements in a timely manner.

When is the deadline for drawdowns and/or drawdown adjustments?
Drawdowns and/or drawdown adjustments must also be requested/completed by the processing deadline of 8:00 P.M. (ET) on Friday, July 29, 2011.

How will a school learn its final balance?
In early August 2011, we will produce a final 2009-2010 SAS Report and send it to all schools. A school will receive this SAS Report even if it is at a zero balance or has previously closed out for this program year. This SAS Report will serve as a final record of the school's official Ending Cash Balance for 2009-2010.

What if a school needs further assistance with Direct Loan reconciliation and program year closeout?
We offer the “Interactive DL Reconciliation Training” on the reconciliation process for the Direct Loan Program. This training consists of a 70-minute session that will review how to identify and avoid common cash and disbursement discrepancies. Schools can also view the handouts of past training sessions on the Direct Loan Program, including specific sessions for Direct Loan Reconciliation and Direct Loan Reports. Complete information about the “Interactive DL Reconciliation Training” and other Direct Loan training sessions can be found at http://www2.ed.gov/offices/OSFAP/training/specific.html.

A school may also contact the COD School Relations Center for further assistance.

Contact Information

We appreciate your cooperation as we work to close out the 2009-2010 Direct Loan Program Year. If you have questions about this announcement or need assistance with closeout, contact the COD School Relations Center at 800/848-0978. You may also e-mail CODSupport@acs-inc.com.

Last Modified: 07/06/2011