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(General) Subject: G5 Refund Processing Change and System Outage July 20-22, 2013

Posted Date:July 12, 2013

Author: Sue O'Flaherty, Service Director, Program Management, Federal Student Aid

Subject: G5 Refund Processing Change and System Outage July 20-22, 2013

During the period of July 20-22, 2013, the Department of Education (the Department) will make updates to G5. The functionality being implemented and the service outage associated with the G5 implementation will affect school users in a number of ways. Please review the following information to determine how processing at your school will be affected.

G5 System Outage

From 12:01 A.M. (ET) on Saturday, July 20, 2013 through 6:00 A.M. (ET) on Monday, July 22, 2013, the G5 Web site will not be available. Schools will not be able to draw down funds during this period for the following Title IV Programs:

  • Federal Pell Grant (Pell Grant)

  • Federal Supplemental Educational Opportunity Grant (FSEOG)

  • Federal Work Study (FWS)

  • Teacher Education Assistance for College and Higher Education Grant (TEACH Grant)

  • William D. Ford Federal Direct Loan (Direct Loan)

  • Iraq and Afghanistan Service Grant

G5 Processing

Beginning July 22, 2013, all refunds processed will be in a pending status in G5 for three business days. The pending period will ensure that the refund amount sent to the Department has sufficient time to be processed before the funds will be available for a school to drawdown. During the hold period, a school can view their pending refunds by clicking the specific award number to view the award details. Once the hold period has expired, the refund amount will be made available for drawdown in G5 and increase the school’s Available Balance in the Common Origination and Disbursement (COD) System and G5.

COD System Processing

From 12:01 A.M. Saturday, July 20, 2013 through 6:00 A.M. (ET) on Monday, July 22, 2013, the COD System will accept Pell Grant, TEACH Grant, Direct Loan, and Iraq and Afghanistan Service Grant records. However, after 2:00 P.M. (ET) on Friday, July 19, 2013, CFL changes (as a result of actual disbursements) and funding will not be processed by G5 until July 22, 2013.

All actual disbursements with a disbursement date from July 20, 2013 through July 22, 2013 must be received by the COD System no later than 9:00 A.M. (ET) on Friday, July 19, 2013 and subsequently accepted by the COD System, in order for them to be included in the funds available for drawdown prior to the shutdown. Disbursements submitted by the deadline but not subsequently accepted, disbursements submitted after the deadline, and disbursements with a disbursement date on or after July 20, 2013 will be funded after G5 re-opens on July 22, 2013.

Contact Information

We appreciate your patience and understanding as we complete the required activities during the upcoming period. If you have any questions about this announcement, contact one of the following help desks:

  • For questions related to G5, contact the G5 Hotline at 888/336-8930. You may also e-mail edcaps.user@ed.gov.
  • For questions related to the Campus-Based programs, contact the Campus-Based Call Center at 877/801-7168. You may also e-mail CBFOB@ed.gov.
  • For questions related to the COD System, contact the COD School Relations Center at 800/474-7268 for Grants or 800/848-0978 for Direct Loans. You may also e mail CODSupport@ed.gov.

Last Modified: 07/11/2013