9.2 Processing Term Withdrawals to Recognize 100% Refunds

Purpose: Use this document as a reference to process term withdrawals to recognize a 100% refund.

Audience: Registration staff.

You must have at least one of these local college managed security roles:

  • ZD SACR SF All Config
  • ZD SACR SF Local Config
  • ZZ SACR SF Charges Fees Config

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Related QRG: 9.2 Processing Term WIthdrawals

When processing a Term Withdrawal, you are using an Adjust Reason from the Adjustment Calendar to tell PeopleSoft what to do when refunding a student.

In the image below, a college with one Term Withdrawal Adjust Reason of ADMW; therefore, PeopleSoft will follow what is coded for this Adjust Reason.

Adjustment Calendar

To recognize students who were processed to receive a 100% refund, the college will need to define a second Adjust Reason for Term Withdrawal to instruct PeopleSoft ALWAYS to give these particular students a 100% refund.

NavBar > Navigator > Set Up SACR > Product Related > Student Financials > Tuition and Fees > Adjustment Calendars

  1. On the Adjustment Calendar page, select the plus icon [+] to add a row.
  2. Check the Term Withdrawal checkbox to view the available Term Withdrawal codes.
  3. Now set up the Day From/To and Refund Percent Criteria.

There are five delivered PeopleSoft Adjust Reasons a college can use for the Term Withdrawal process, each with unique Day From, To, and Refund Percentage values.

Adjustment Calendars
Adjust Reason List

When viewing results from the Query, QCS_SR_WITHDRAWN, staff will be able to use the appropriate code for students with 100% refund.

For consistency with the Term Withdrawal Adjust Reason descriptions, we recommend:

  • ADMW --should be the 100% refund.
  • WTHD -- be the set-up that your college currently has for ADMW.  We believe this will make more sense to staff.
  1. Process complete.


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