Refunds/Stipends

Process Tab

Use the Process tab to filter the data and queue the batch job.

1. Specify the Selection Criteria to filter the records. The fields that are displayed vary depending on the selected criteria.

   Campuses The campus or campuses to which a person or item is assigned. It is filtered to display the campuses to which you have access. In some cases, it is also used to filter a list to only those items for the campus. In some lists, you can select more than one campus or select All. In lists that display columns, if the column contains more than one campus, you cannot sort or filter on that column. Due Date From and To The date when the refunds or stipends are scheduled to be processed. This due date option is available only if the Record Selection option is set to Use Selected Criteria. Extract Global Refunds Only Select this option to process only Global refunds. This option is available only if the Record Selection option is set to Use Selected Criteria. Last Name From and To In the Last Name: From and To fields, you can specify single alphabetical characters to use as a search filter. Examples: To search for last names starting with "A" and "B", specify a in the From field and b in the To field. To search for last names starting with "C", specify c in the From field and c in the To field. Lender The name of the lender of the financial aid award. Lenders are configured by your institution.

   Print Checks Indicate whether you want to print checks. Specify No to post the refunds or stipends in Anthology Student and print the checks in some other system, such as an Accounts Payable program. This option becomes available if you select Checks or Master Checks as a return method. All checks must pass validation before they are printed. An exception message is displayed for each check that is not validated. Process Indicates the type of process. The types are Refunds, Stipends, and Subsidiary. Record Selection Specifies whether to view results for all or specific records, depending on the due date and lender information. Return Method The return method for the refund or stipend. The return methods are Checks, Master Checks, EFT, Net, ACH, and Credit Card. If the Schedule Refund option is selected, the return method will default to ACH if the campus is configured for an ACH processor for refunds, and the student has at least one checking or savings account configured for direct deposit. ACH is allowed only if the fund source is CASH. If Post Directly to Ledger is selected, the Return Method will always display Check. Stipend Selection Indicate the types of stipend. The options are All Stipends, Manual Stipends, and Auto Stipend.

2. Specify the values in Check and Posting Options to filter the list.

   Bank Account Select a bank account to be associated with the refunds/stipends to be processed. This field is populated with active bank accounts that are shared by the selected campuses. Reference A reference value associated with the record.

   Student ID to Print Indicates whether you want to include the Student ID, Social Security Number, Enrollment Number, or None. Note: The ID is printed for each student selected for the report. Most reports have all three student IDs available to print on the report. The SSN is required on some reports. You must be authorized to view social security numbers (SSNs) and to select SSNs in the list. Reports about leads (prospects) do not have an Enrollment ID. The ID selection is not used for reports that do not list individual students. Transaction Date The date when the transaction record was posted.

3. Select Next. Anthology Student processes the batch.

   If your institution uses a servicer and it has configured the campus to prevent users from modifying Title IV aid, the list does not contain refunds for Title IV fund sources.

4. Review the values in the Results grid. Anthology Student, by default, selects the records that do not require validation.

   If the student belongs to a student group that is associated with a Refund hold, Stipend hold, or Subsidiary Refund hold, the student records for the students are disabled.

   Action Date The value is only populated if the fund source is a Direct loan. Anthology Student calculates the date based on the date of the disbursement + 120 days. Amount The dollar amount associated with the record. Award Year The financial aid award year associated with the record. Campus The campus or campuses to which a person or item is assigned. It is filtered to display the campuses to which you have access. In some cases, it is also used to filter a list to only those items for the campus. In some lists, you can select more than one campus or select All. In lists that display columns, if the column contains more than one campus, you cannot sort or filter on that column. Credit Balance Evaluation The type of credit balance calculation used to create the stipends. This field is populated only for auto stipends. Due Date The date when the refund or stipend is due. Select the due date range to gather scheduled refunds. Fund Source The fund source associated with the award against which the refund is scheduled. If your institution uses fund source security, you must have permission to work with the fund source. Fund Source Code Abbreviation/code for the Fund Source. ID to Print Student identification number that you want to be included in the statement. The options are Student number, Enrollment number or None. Locked By User The first and last name of the staff member who is working with the refund. There are several places to access refunds and stipends in Anthology Student. Multiple staff members might try to change one record at the same time. To prevent conflicts, Anthology Student locks the updated record and displays a message to other staff members who try to access it. The lock is released when the other staff member closes their form. In some cases, you might need to contact a system administrator to clear a locked refund or stipend record.

   Overall Balance Total balance due after the payment was made. On Hold Indicates whether the student's records (refund, subsidiary refund, stipend) are on hold. If the student is on hold: - For the refund or subsidiary process, if the return method is Check, Master Checks, EFT, or Net, the records in the results grid are disabled, and you cannot post a refund. If the return method is ACH or Credit Card, you can edit the records and post a refund. - For the stipend process, if the return method is Check, EFT, or Net, the records in the results grid are disabled, and you cannot post a stipend. If the return method is ACH, you can edit the records and post a stipend. Payee The payee of the refund/stipend. Payment Period The payment period associated with the enrollment. Payment periods only apply to program versions configured with an academic year. Process Indicates the type of process. The types are Refunds, Stipends, and Subsidiary. Process Balance Total process (refund/stipend/subsidiary) balance due to the student. Return Method The return method for the refund or stipend. The return methods are Checks, Master Checks, EFT, Net, ACH, and Credit Card. If the Schedule Refund option is selected, the return method will default to ACH if the campus is configured for an ACH processor for refunds, and the student has at least one checking or savings account configured for direct deposit. ACH is allowed only if the fund source is CASH. If Post Directly to Ledger is selected, the Return Method will always display Check. Student The last and first name of the student. In some lists, the name of the student is highlighted. If it is highlighted, you can select the link, and it will display the Student Profile or a page available from the profile (such as their Documents list in Contact Manager). To display the Student Profile, you must have Common - Student - View authorization. If the link takes you to a page available from the profile, you must have authorization for that page. For example, if it displays the Documents list, you must have Contact Manager - Student Document - View authorization. Student Number If your institution assigns student numbers, the number your institution uses to identify the student. How the number is assigned is specified by your institution. For example, Anthology Student can be configured to assign the number, or your institution can use another method to assign it. Term Specifies the term associated with the record. Terms are configured by your institution. The term start date must be before the end date of the award year.

5. Take the appropriate action.

   • Change a value

     You can change the values in the highlighted cells.

   • Add the payee

     1. Select only a single student record. Anthology Student enables New Payee.

     2. Select New Payee. Anthology Student displays the related address dialog.

     3. Specify the following values.

        Address Type The category of the Address. For example, Student or Campus, Home, Vacation, Work, and so on. If the billing address is selected as the Address Type, the address information is displayed in the student's ledger card on the Billing Address tab. City The name of the city where the building, person, or organization is located. County The county for the address. Country The country of residence. If you are specifying a country, the field defaults to the country for the campus. The country also determines the format of phone numbers. If you change the country, the phone numbers are automatically reformatted to the format for that country. Email Address The email address of the student, person, or organization. First Name The first name of the student. staff member, or other person. Last Name The last name of the student, staff member, or other person.

        Phone Number Phone number associated with the record. The format depends on how your institution configured phone numbers (such as whether phone numbers use parentheses and hyphens). State If within the United States, the name of the state. Status The associated School Status on the student's enrollment. Street Address The street address. For student addresses, if an address exceeds 40 characters, the additional characters in the address line will not be extracted and sent to COD but will be truncated. For this property, the Advanced Search Operator list displays the Starts With option only. Title The title for the person associated with the record. Work Phone Number The work telephone number for the student, staff, or person. The format will depend on how your institution configured phone numbers (such as whether phone numbers use parentheses and hyphens). When a student is placed in a job using student placement, the program automatically updates the number with the phone number for the employer. If it applies, the extension is also updated. ZIP Code/Postal Code The postal code for the address. If you are specifying an address, you must specify a value for City or State. If you specify a city, state, or both, the list contains the valid ZIP codes.

     4. Save your changes.

     Anthology Student adds the payee and their information to the Related Address list for the student. (Students > select the student > Contact Manager > Related Addresses)

   • Update the payee

     1. Select the student record.

     2. In the Payee column, select the payee from the drop-down menu.

     3. Select the payee.

   • Print Check

     1. Select Print Checks. Anthology Student displays the print checks dialog.

     2. Specify the following values.

        Check Date The date when the check was issued. Check Type The kind of check you wish to issue. Include Campus on Checks Specify whether to include the campus name and details on the checks. Print Check Number on Checks Specify whether to print check numbers on the checks.

        Reference A reference value associated with the record. Reference on Checks Select to display the Reference details on the check. Reference on Stubs Select to display the Reference details on the check stub. Starting Check Number Specify the starting check number for the refund/stipend checks. The check number is incremented by 1 for each of the refund/stipend records processed. If Anthology Student is integrated with Great Plains and the bank account selected is set up to use Great Plains Checkbook, the starting check number is the next available check number from the checkbook. The field is not editable.

     3. Select Print. Anthology Student displays the preview of the check dialog.

     4. Review the record values.

        Award Year The financial aid award year associated with the record. Check Amount The amount specified in the check. Fund Source/Amount Specifies the fund source code and the amount to be paid. Loan ID The ID assigned to the loan by COD.

        Student The last and first name of the student. In some lists, the name of the student is highlighted. If it is highlighted, you can select the link, and it will display the Student Profile or a page available from the profile (such as their Documents list in Contact Manager). To display the Student Profile, you must have Common - Student - View authorization. If the link takes you to a page available from the profile, you must have authorization for that page. For example, if it displays the Documents list, you must have Contact Manager - Student Document - View authorization. Student ID The ID assigned to the student in the Anthology Student database. While your institution can assign student numbers in a format that they choose, this ID is associated with a student in the database. It is displayed at the end of the URL when you are working with a student in the Student Web App and can also be used to search and locate students. Total Amount The total amount the student received from the fund source.

     5. Select Close. Anthology Student displays the dialog to confirm whether the check was printed correctly.

     6. Select Yes.

   • Print Ledger

     1. Select Print Ledger. Anthology Student displays the stipend/refund check register dialog.

     2. Review the record values.

        Amount Paid The dollar amount associated with the record. Check Date The date when the check was issued. Check # The check number and, if applicable, reference number used for the transaction. This is displayed only if you select Check as the Payment Method.

        Payable To The payee of the refund/stipend. Student The last and first name of the student. In some lists, the name of the student is highlighted. If it is highlighted, you can select the link, and it will display the Student Profile or a page available from the profile (such as their Documents list in Contact Manager). To display the Student Profile, you must have Common - Student - View authorization. If the link takes you to a page available from the profile, you must have authorization for that page. For example, if it displays the Documents list, you must have Contact Manager - Student Document - View authorization. Student Number If your institution assigns student numbers, the number your institution uses to identify the student. How the number is assigned is specified by your institution. For example, Anthology Student can be configured to assign the number, or your institution can use another method to assign it.

     3. Select Close.

   • Delete Stipend

     1. Select the stipend record.

     2. Select Delete Stipend. Anthology Student displays the dialog to confirm the deletion of stipend records.

     3. Select Delete.

   • Delete Refund

     1. Select only a single refund record. Anthology Student enables Delete Refund for only a single record.

     2. Select Delete Refund. Anthology Student displays the dialog to confirm the deletion of refund records.

     3. Select Delete.

6. Carefully review the records you have selected for the batch before you submit the batch.

   If needed, you can cancel batches that are being processed from the History tab. For example, you can cancel a batch that has not started or a batch that has started but is hung and is not completing.

   For batches that process items or students in records, review the records carefully before submitting the batch. When you cancel a batch during processing, the changes already made by the batch are not rolled back. For example, if there are 20 students or items in the batch and Anthology Student has processed 2 of them, the actions for the 2 students or items are not reversed.

7. Select Queue Post. Review or change the name of the batch and select Queue.

   When posting refunds for Title IV funds that involve records to be reported to COD, Anthology Student does not allow posting refunds if there are any Disbursements at COD records (D - Disbursement, A - Adjustment, or Q – Disbursement Date Adjustment) that are in R (Ready to Send) or B (Batch to Send) status for the specific disbursement number that is being refunded.

   The system displays the following message when refunds cannot be posted due to existing Disbursements at COD records: “The refund cannot be posted because there are pending adjustments that have not been sent or processed by COD.”

Anthology Student processes the batch and updates the refund, stipend, or subsidiary.

When the batch completes, Anthology Student displays the results on the History tab.

History Tab

For batches that you created to process refunds/stipends, you can use the History tab to review the status of all the batches, review the results of specific batches, and manage the batches.

Anthology Student removes batches after 28 days. To keep the batch, use Export () on the toolbar.

1. Review the values in the Batches grid.

   Name The name of the item (e.g., data set, batch, job, process, task, person, organization, entity, file). Duration The amount of time it took to process the job or batch. Started The date and time when the first job within the batch started executing.

   Status A status of Preparing indicates that the jobs in the batch are still being created or are waiting on the system resources required to create them. Started indicates that the batch has been started. (At least one job in the batch is Enqueued, Processing, Succeeded, or Deleted.) Succeeded indicates all jobs in the batch have been executed, and ALL job statuses are Succeeded. Completed indicates all jobs in the batch have been executed; some jobs may be in the Succeeded status, but at least one of the jobs is in the Deleted status. Awaiting indicates the batch is awaiting the completion of a dependent job or batch. Deleted indicates that the batch has been canceled. Submitted By The name of the staff member who submitted the background job or batch for processing.

2. Select the batch.

3. Review the values in the Results grid.

   Amount The dollar amount associated with the record. Award Year The financial aid award year associated with the record. Campus The campus or campuses to which a person or item is assigned. It is filtered to display the campuses to which you have access. In some cases, it is also used to filter a list to only those items for the campus. In some lists, you can select more than one campus or select All. In lists that display columns, if the column contains more than one campus, you cannot sort or filter on that column. Due Date The date when the refund or stipend is due. Select the due date range to gather scheduled refunds. Fund Source The fund source associated with the award against which the refund is scheduled. If your institution uses fund source security, you must have permission to work with the fund source. Job Created The date and time when the job was added to the background job queue. Job Started The date and time when the job was pulled from the queue and started executing. The start time for a job will be the same time or later than the start time for the batch. Job Status The status of the job. Enqueued indicates the job is in the queue waiting to be executed. Scheduled indicates the job is scheduled to run at a future time. Processing indicates the job is running. Succeeded indicates the job was completed with no errors. Deleted indicates the job was completed with errors. Overall Balance Total balance due after the payment was made.

   Payee The payee of the refund/stipend. Payment Period The payment period associated with the enrollment. Payment periods only apply to program versions configured with an academic year. Process Indicates the type of process. The types are Refunds, Stipends, and Subsidiary. Results Indicates whether a refund/stipend record has been successfully processed and displays the status as Succeeded or Failed accordingly. - For all refunds/stipend records with return method that are not Credit Card or ACH, as well as Credit Card and ACH refunds/stipends that are associated with campuses with no credit card or ACH processors configured, these records are posted directly to the ledger card. - For Credit Card and ACH refunds/stipends that are associated with campuses that have credit card or ACH processors configured, a successful result indicates that the refunds/stipends are not approved and ready to be processed through the Process Electronic Drafts process. Return Method The return method for the refund or stipend. The return methods are Checks, Master Checks, EFT, Net, ACH, and Credit Card. If the Schedule Refund option is selected, the return method will default to ACH if the campus is configured for an ACH processor for refunds, and the student has at least one checking or savings account configured for direct deposit. ACH is allowed only if the fund source is CASH. If Post Directly to Ledger is selected, the Return Method will always display Check. Student The last and first name of the student. In some lists, the name of the student is highlighted. If it is highlighted, you can select the link, and it will display the Student Profile or a page available from the profile (such as their Documents list in Contact Manager). To display the Student Profile, you must have Common - Student - View authorization. If the link takes you to a page available from the profile, you must have authorization for that page. For example, if it displays the Documents list, you must have Contact Manager - Student Document - View authorization. Student Number If your institution assigns student numbers, the number your institution uses to identify the student. How the number is assigned is specified by your institution. For example, Anthology Student can be configured to assign the number, or your institution can use another method to assign it. Term Specifies the term associated with the record. Terms are configured by your institution. The term start date must be before the end date of the award year.