9.2 Financial Aid Refund Adjustments Process

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

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 placed on the student account.

Navigation:  NavBar > Navigator > Student Financials > View Customer Accounts > Account Details

Account Details Bank mobile Refund example

Step 1 - Run Query QCS_SF_FA_REFUNDS_DUE

Navigation: NavBar > Navigator > 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 Refunded Amounts Due page
Excel file
  1. Section complete.

Step 2 - Group Post a Payment

Step 2a - Mass Select Transactions

Navigation:  NavBar > Navigator > Student Financials > Charges and Payments > Group Processing > Mass Select Transactions

  1. Find an existing run control or create a new one.
Mass Select Transactions Add a New Value tab
  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 checkbox.
  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.
File Attachment window
  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 OK.
  2. Preview Selection Results.
Population Sellection File Map 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 Save to save the parameters for your run control.
  1. Select Run on the Mass Select Transactions page.  Please refer to the Process Scheduling QRG for further instructions.
Mass Select Transactions page

Step 2b:  Post Group Transactions QRG

  1. Section complete.

Step 3 - Group Post a Charge

Step 3a - Mass Select Transactions

Navigation:  NavBar > Navigator > Student Financials > Charges and Payments > Group Processing > Mass Select Transactions

  1. Find an existing run control or create a new one.
Mass Select Transactions Add a New Value tab
  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 checkbox: deselect box.
  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.
File Attachment window
  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 OK.
Population Selection File Map 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 Save to save the parameters for your run control.
  1. Select Run on the Mass Select Transactions page.  Please refer to the Process Scheduling QRG for further instructions.
Mass Select Transactions page

Step 3b:  Post Group Transactions QRG

  1. Section complete.

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

  1. Process complete.

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