Financial Aid Refund Adjustments Process 27f

Purpose: Use this as a reference for how to process refunds when financial aid awards have been adjusted

Audience: Student Financials Staff

Note:  When Financial Aid reduces an award for a student the amount due sits on the BankMobile Refund line (see sample account below). This is in the wrong account for finance reconciliation. To place the charge in the correct finance account, the due amount on the refund line needs to be paid and then a charge for the same amount be placed on the student account.

Account Details BankMobile Refund line item detail page

Step 1 - Run Query QCS_SF_FA_REFUNDS_DUE

Navigation: Main Menu > Reporting Tools > Query > Query Viewer

Query Viewer page
  1. Enter Business Unit.
  2. Select the View Results button.
  3. Download to Excel by selecting the Excel Spreadsheet link.
  4. Save as a CSV file (before saving make sure to delete the top row of the query but make sure to leave the header row).
FA Refund Amounts Due page
Refund results spreadsheet example

Step 2 - Group Post a Payment

Step 2a - Mass Select Transactions

Mass Select Transactions page

Navigation: Main Menu > Student Financials > Charges and Payments > Group Processing > Mass Select Transactions

  1. Find an existing run control or create a new one.
  1. Enter appropriate information in the Parameters section.
    1. Enter Business Unit
    2. Group Type: enter C (Cashiering)
    3. Origin ID: enter 00001 (Cashiering)
    4. Type of Group: select Student Group
    5. Transaction Type: select Person Payments
    6. Balance the Group: deselect check box
Parameters Section page
  1. Enter the appropriate information in the Population Selection section.
    1. Selection Tool: select External File
    2. Select the Upload File button to upload the CSV file from the query.
      1. Browse to find and select file.
      2. Select the Upload button to load the file.
    3. Select the View File button to view the CSV file.
    4. File Mapping: Select the looking glass to find an existing value or select the Edit File Mapping link to create a new value.
Population Selection page
File Attachment page
  1. When creating a new file mapping:
    1. Header Row checkbox: select checkbox
    2. Header Row Number field: enter the number 1
    3. EMPLID field: enter the number 2
    4. STRM field: enter the number 6
    5. Item_AMT field: enter the number 7
    6. Select the OK button.
  2. Preview Selection Results.
File Mapping Definition page
  1. Enter the appropriate information into the Line Details section:
    1. Account Type: TUT
    2. Item Type: 709610000000
    3. Description: leave as default (auto populates the item type description)
    4. Item Amount: information will pull from CSV file
    5. Term: information will pull from the CSV file
    6. Item Effective Date: leave as default (auto populates the current date)
    7. Reference Nbr: enter a reference note (alpha and/or numeric)  
    8. Select the Save button to save the parameters for your run control.
Line Details page
  1. Select the Run button on the Mass Select Transactions page.
Mass Select Transactions Process Monitor
  1. Select the OK button on the Process Scheduler Request page.
Process Scheduler Request page
  1. Select the Process Monitor link.
  2. Select the Refresh button periodically until the Run Status is Success and Distribution Status is Posted.

Step 2b - Post Group Transactions QRG.

Step 3 - Group Post a Charge

Step 3a - Mass Select Transactions

  1. Find an existing run control or create a new one.
Mass Select Transactions page
  1. Enter the appropriate information in the Parameters section on the Mass Select Transactions page.
    1. Enter Business Unit
    2. Group Type: enter C (Cashiering)
    3. Origin ID: enter 00001 (Cashiering)
    4. Type of Group: select Student Group
    5. Transaction Type: select Person Charges
    6. Balance the Group check box: deselect box
Parameters section
  1. Enter the appropriate information in the Population Selection section.
    1. Selection Tool: select External File
    2. Select the Upload File button to upload the CSV file from the query.
      1. Browse to find and select file.
      2. Select the Upload button to load the file.
    3. Select the View File button to view the CSV file.
    4. File Mapping: Select the looking glass to find an existing value or select the Edit File Mapping link to create a new value.
Population Selection page
File Attachment page
  1. When creating a new file mapping:
    1. Header Row checkbox: select checkbox
    2. Header Row Number field: enter the number 1
    3. EMPLID field: enter the number 2
    4. STRM field: enter the number 6
    5. Item_AMT field: enter the number 7
    6. Select the OK button.
File Mapping Definition page
  1. Enter the appropriate information into the Line Details section:
    1. Account Type: TUT
    2. Item Type: 496100000000
    3. Description: leave as default (auto populates the item type description)
    4. Item Amount: information will pull from CSV file
    5. Term: information will pull from the CSV file
    6. Item Effective Date: leave as default (auto populates the current date)
    7. Due Date: enter current date
    8. Reference Nbr: enter a reference note (alpha and/or numeric)  
    9. Select the Save button to save the parameters for your run control.
Line Details page
  1. Select the Run button on the Mass Select Transactions page.
Mass Select Transactions page
  1. Select the OK button on the Process Scheduler Request page.
Process Scheduler page
  1. Select the Process Monitor link.
  2. Select the Refresh button periodically until the Run Status is Success and Distribution Status is Posted.

Step 3b - Post Group Transactions QRG.

Step 4 - Review Transactions on Student Accounts (spot check a few)

0 Comments

Add your comment

E-Mail me when someone replies to this comment