Automated Refund Calculation Notifications

You can use the Automated Refund Calculation Notifications form to send notification of Post Withdrawal Disbursement (PWD), Inadvertent Overpayment PWD, or Refund activities to a student and/or parent using Contact Manager Email, Web Alert, and Letter. Email and web alert activities are executed using a Windows service running every 2 minutes. If the different time frequency interval needs to be configured, your Information Technology department to can make an adjustment to the schedule as it can be set to run as frequently as you desire depending on your organization's operational model.

Prerequisites

You must have:

  • Common - Configuration - View authorization

  • Financial Aid Automation - Configuration - Automated Refund Calculation Notifications - Delete, Edit, New, and View authorization.

Access Method

Select the Configuration tile > expand Financial Aid > select Automated Refund Calculation Settings > Notification.

Procedure to Manage Automated Refund Calculation Notifications

  1. Select the Notification TypeClosed The type of notification you wish to configure: Inadvertent Overpayment PWD, PWD, or Refund. and then review the resulting records and the following values in the Automated Refund Calculation Notifications grid.

    CampusClosed 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.

    Date ModifiedClosed The date when the item was changed. On some pages, it also includes the timestamp for the time.

    Modified ByClosed The name of the person who changed the item.

    Parent Document TypeClosed The type of document to be sent to the student or parent (Financial Aid Waiver, Promissory Note, Intent to Retuirn, etc...)

    Parent Printing AssignmentClosed Assignment for this task: either Staff Group or a Staff Member.

    Parent Printing ActivityClosed The activity assigned to the contact manager.

    Student Document TypeClosed The type of document to be sent to the student or parent (Financial Aid Waiver, Promissory Note, Intent to Retuirn, etc...)

    Student Printing ActivityClosed The activity assigned to the contact manager.

    Student Printing AssignmentClosed Assignment for this task: either Staff Group or a Staff Member.

    Note: An "Automated Refund Calculation Activated" column will appear displaying Yes or No to show if the automated refund calculation is activated at the campus based on the process activation level.

  2. If you need to edit a current configuration, click the specific CampusClosed 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..in the grid and the Edit Automated Refund Calculation Notifications form is displayed. Make the necessary changes for the following values:

    CampusClosed 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.

    Notification TypeClosed The type of notification you wish to configure: Inadvertent Overpayment PWD, PWD, or Refund.

    Student Notification Options

    Contact Manager ActivityClosed The specific activity assigned to the contact manager (Refund Calculation, Verification Review, Scholarship Review, etc...)

    Document TypeClosed The type of document to be sent to the student or parent (Financial Aid Waiver, Promissory Note, Intent to Retuirn, etc...)

    EmailClosed The email address.

    Report NameClosed The name of the report.

    Paper Printing Assignment StaffClosed Assignment for this task: either Staff Group or a Staff Member.

    Staff GroupClosed Group containing staff members in an institution. Typically, the groups are based on departments and job functions. Administrators can use staff groups to assign or revoke access privileges to all the members in the staff group.

    Web AlertClosed The type of web alert to send (Advising Alert, Status Change, Meet With Advisor, etc...)

    Parent Notification Options

    Contact Manager ActivityClosed The specific activity assigned to the contact manager (Refund Calculation, Verification Review, Scholarship Review, etc...)

    Document TypeClosed The type of document to be sent to the student or parent (Financial Aid Waiver, Promissory Note, Intent to Retuirn, etc...)

    Paper Printing Assignment StaffClosed Assignment for this task: either Staff Group or a Staff Member.

    Report NameClosed The name of the report.

    Staff GroupClosed Group containing staff members in an institution. Typically, the groups are based on departments and job functions. Administrators can use staff groups to assign or revoke access privileges to all the members in the staff group.

    Student Group

    Natural Disaster(?)

    Military Deployment

    If you want to save and: 

    • Continue making changes, click the Save button

    • Continue to add another item to the list, click the Save & New button

    • Close, click the Save & Close button

  3. To add notifications for a new campus, click the Newbutton in the grid toolbar. The New Automated Refund Calculation Notifications form is displayed

    Configure the following values:

    CampusClosed 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.

    Notification TypeClosed The type of notification you wish to configure: Inadvertent Overpayment PWD, PWD, or Refund.

    Note: When creating a New record, when multiple campuses, are selected, all the settings on the form will be applied to all selected campuses. An individual record will be created for each variation.

    Student Notification Options

    Contact Manager ActivityClosed The specific activity assigned to the contact manager (Refund Calculation, Verification Review, Scholarship Review, etc...)

    Document TypeClosed The type of document to be sent to the student or parent (Financial Aid Waiver, Promissory Note, Intent to Retuirn, etc...)

    EmailClosed The email address.

    Report NameClosed The name of the report.

    Paper Printing Assignment StaffClosed Assignment for this task: either Staff Group or a Staff Member.

    Staff GroupClosed Group containing staff members in an institution. Typically, the groups are based on departments and job functions. Administrators can use staff groups to assign or revoke access privileges to all the members in the staff group.

    Web AlertClosed The type of web alert to send (Advising Alert, Status Change, Meet With Advisor, etc...)

    Parent Notification Options

    Contact Manager ActivityClosed The specific activity assigned to the contact manager (Refund Calculation, Verification Review, Scholarship Review, etc...)

    Document TypeClosed The type of document to be sent to the student or parent (Financial Aid Waiver, Promissory Note, Intent to Retuirn, etc...)

    Paper Printing Assignment StaffClosed Assignment for this task: either Staff Group or a Staff Member.

    Report NameClosed The name of the report.

    Staff GroupClosed Group containing staff members in an institution. Typically, the groups are based on departments and job functions. Administrators can use staff groups to assign or revoke access privileges to all the members in the staff group.

    Student Group

    Natural DisasterClosed Designate a specific student group that you have identified for students in declared recognized natural disaster areas. These groups are allowed additional time to have their PWD notifications extended for responding.

    Military DeploymentClosed Designate a specific student group that you have identified for students in military deployment. These groups are allowed additional time to have their PWD notifications extended for responding.

  4. If you want to save and: 

    • Continue making changes, click the Save button

    • Continue to add another item to the list, click the Save & New button

    • Close, click the Save & Close button