9.2 Financial Aid Refund Adjustments

Purpose: Use this as a reference for how to process Financial Aid Revisions after the student's account has been adjusted in ctcLink.

Audience: Student Financials staff.

After Financial Aid reduces an award for a student, an amount due (charge) may sit on the student's refund line on the customer account (see sample account image below.)

This balance is not appropriate for the item type and should be moved to a different one.

To place the charge onto the proper item type, the due amount on the refund line needs to be paid and then a charge for the same amount placed on the student account.

Financial Aid Refund Adjustments

Account Details Bank mobile Refund example
Query for F/A Revisions (QCS_SF_FA_REFUNDS_DUE)

Navigation: NavBar > Navigator > Reporting Tools > Query > Query Viewer

  1. The Query Viewer search page displays.
  2. Enter the query name.
  3. Select the Search button.
  4. The Search Results display.
  5. Select the Run to HTML link for the associated query.
Query Viewer page
  1. The Query displays.
  2. Enter Business Unit.
  3. Select the View Results button.
  4. The Results display.
  5. Download to Excel by selecting the Excel Spreadsheet link.
FA Refunded Amounts Due page
  1. The Excel spreadsheet displays.
  2. Before saving make sure to delete the top row of the query but make sure to leave the header row.
  3. Save as a CSV file.  
Excel file
Option 1 - Quick Post

This first option is the most direct method for moving an item type balance.  The process swaps out the balance via a payment item type and then recharges to an appropriate charge item type.

Quick Post is another term used for the Post Student Transaction page in ctcLink.

Navigation:  NavBar > Navigator > Student Financials > Charges and Payments > Post Student Transaction

To use this page, your Institution/Business Unit must be set as a user default.

  1. The Student Post Add a New Value tab displays.
  2. Enter or lookup and select the Student ID.
  3. Enter or lookup and select the Account Type = TUT.
  4. Enter or lookup and select the Item Type.  
  5. Select a payment item type like Financial aid adjustment.
  6. Select the Add button.
Entry page for Post Student Transactions

Remember, the goal is to move the balance owed from the Refund line to a different, more appropriate, charge item type so as to properly account for the balance to the General Ledger.

  1. The Student Post page displays.
  2. Enter an Amount for the item type - use documentation provided by the Financial Aid Office to determine (should usually match the amount on the refund line)
  3. Enter the transaction Term - Use the term for which the refund was revised.
  4. The Reference Number field is optional, it is viewable to the student.
  5. Item Effective Date - if left blank, it will default to the current date.
  6. Due Date - Current date.
  7. It's recommended to use the Select Charges to Pay link to attach the payment to the outstanding charge.
Image of the Post Student Transactions page with fields completed
  1. The Select Charges to Pay page displays.
  2. Select the OK button.
Image of the Select Charges to Pay page with the revision charge highlighted
  1. The Student Post page displays.
  2. Select the Post button to complete the transaction.
  3. Next we will charge the revision balance back to the student with the proper charge item type.
  4. Select the New Transaction button. 
  5. You are taken out to the Student Post Add a New Value entry page so that the FARC or Financial Aid Revision Charge may be added.
  1. Enter the same Student ID as before.
  2. Enter the Account Type of TUT.
  3. Enter or lookup and select the Item Type.  
    1. Remember, the goal is now to charge the student for the revisions, so as to properly account for the balance to the General Ledger.
    2. Select a charge item type like Financial Aid Adjustment Due
  4. Select the Add button.
Image of the Post Student Transactions page
  1. The Student Post page displays.
  2. Enter an Amount for the item type - use documentation provided by the Financial Aid Office to determine the amount (should usually match the amount on the refund line/amount you just paid off).
  3. Enter the transaction Term - Use the term for which the refund was revised.
  4. The Reference Number field is optional, it is viewable to the student.
  5. Item Effective Date - if left blank, it will default to the current date.
  6. Due Date - enter current date.
  7. Select the Post button to complete the process (visit the View Customer Accounts page as confirmation).
Image fo the Post Student Transactions page with fields completed
  1. The Account Details display on the View Customer Accounts page confirming the transactions completed successfully.
Image of the Customer Accounts page with the revision payment and charge highlighted
Option 2 - Group Post

The second option can help if a large group of financial aid revisions need to be processed.

Below, you will find the steps commonly used for posting a spreadsheet of students needing specific charge/payment item types using the Mass Select Transactions and the Post Transactions ctcLink pages.

Much like Option 1, the process steps first take you through posting a payment item type to pay off the balance owed, only to then recharge that amount onto the appropriate item type for the student to repay.

Step 1

Load a spreadsheet of payment item types to clear the revision balance owed using the Mass Select Transactions page.

After reviewing and adjusting the query results (QCS_SF_FA_REFUNDS_DUE,) that spreadsheet may be saved as a CSV file with the appropriate payment amounts for each student and used in the following process.

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

  1. The Mass Select Transactions run control search page displays.
  2. Select the Add a New Value tab.
  3. Enter the new Run Control ID.
  4. Select the Add button.
Mass Select Transactions Add a New Value tab
  1. The Mass Select Transactions page displays.
  2. 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. The File Attachment pagelet displays (image below).
      2. Browse to find and select file.
      3. 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.
Mass Select Transactions page
File Attachment window
  1. The following screenshot demonstrates the process if you select the Edit File Mapping link.
  2. 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 Sellection File Map page
  1. The Mass Select Transactions page displays.
  2. Select the Preview Selection Results. link.
  3. 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.
  4. Select Run on the Mass Select Transactions page.  Please refer to the Process Scheduling QRG for further instructions.

Step 2

Use the Review Transactions page to verify that the spreadsheet loaded properly into ctcLink.

Step 3

Use the Post Transactions page to load the verified spreadsheet onto the Customer Accounts.

Step 4

  1. Load a spreadsheet of Charge item types for the students to repay using the Mass Select Transactions page.
  2. After reviewing and adjusting the query results (QCS_SF_FA_REFUNDS_DUE,) that spreadsheet may be saved as a CSV file with the appropriate charge amounts for each student and used in the following process.

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

  1. The Mass Select Transactions run control search page displays.
  2. Find an existing run control or create a new one.
  3. Select the Search or Add button.
Mass Select Transactions Add a New Value tab
  1. The Mass Select Transactions page displays.
  2. 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. The Mass Select Transactions page displays.
  2. 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 5

Use the Review Transactions page to verify that the spreadsheet loaded properly into ctcLink.

Step 6

Use the Post Transactions page to load the verified spreadsheet onto the Customer Accounts.

Be sure to review/spot check these transactions on the Customer Accounts page for proper posting.

  1. You have successfully processed FA refund adjustments.
  2. Process complete.

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