Manage Refund Calculation Records

After selecting a refund calculation record in the Automated Refund Calculation Review form, you can use this form to manage that Title IV Refund or IR Refund calculation. You can:

• Approve a refund calculation (the record has a current calculation status of 'Review') for posting and transmission of refunds to COD.

• Reject the refund calculation.

• Mark the refund calculation as No Longer Needed.

• Print as Worksheet.

• History - review the refund calculation's history (this is only available for Title IV Refunds, not IR Refunds).

• Update Policy for an IR Refund (only available for IR Refunds).

These options all appear in the toolbar at the top of the form and change based on the Calculation Status of the refund calculation you selected in the Results grid or the type of refund calculation (Title IV or IR) you selected.

   Review the training (Anthology Academy registration and login required):

Viewing Automated Refund Calculations  (8 min.)

Viewing Cash Payment Plan Processing  (4 min.)

Viewing Institutional Refund Calculations  (4 min.)

Details Regarding Approving Multiple R2T4 for an Active Student

• You can approve R2T4 multiple times for active students if the student is put back into the group each time (since R2T4 removes students from the group when the calculation is approved). You can approve:

  • A single R2T4 period with different NSLDS WD for an attendance taking institution or DOD in case of no NSLDS WD.

  • A different R2T4 period.

• You can see multiple R2T4s for a student, which you can differentiate between by using the Date Last Modified or by using the Refund Calculation Date on the Refund Calculation Summary grid.

• Once R2T4 is approved, any refunds/PWD/IOPWD and cash payments will be generated.

  • Users can process refunds/PWD/IOPWD.

  • Processed refunds/PWD/IOPWD will be considered in the subsequent calculation when R2T4 is calculated within the same period.

  • R2T4 calculation that is performed in a new period will be calculated considering all disbursements, charges, refunds that are posted within that new period.

• You can review or compare all subsequent calculations for the active student.

• If R2T4 is marked No Longer Needed, you cannot perform a R2T4 calculation for that period. However, R2T4 can be calculated for the same student for different period.

• Any Rejected calculation can be re-calculated.

• Any unprocessed PWD or IOPWD record found in the PWD Tracking form will only be marked Inactive when a subsequent calculation is performed within the same period and the same fund has a PWD or IOPWD record created.

  • A PWD or IOPWD generated from the prior calculation will be marked Inactive if the new R2T4 may have or may not have PWD or IOPWD for the same fund source within the same R2T4 period.

  • A PWD or IOPWD generated from the prior calculation will not be marked Inactive if the new R2T4 has PWD or IOPWD for the same fund source but for a different R2T4 period.

  • Any R2T4 Notifications and Cash Promissory Notes generated from the prior calculation will be marked Inactive if the new R2T4 may have or may not have R2T4 Notification and Cash Promissory Note for the same type within the same R2T4 period.

  • Any R2T4 Notifications and Cash Promissory Notes generated from the prior calculation will not be marked Inactive if the new R2T4 has R2T4 Notification and Cash Promissory Note for the same type but for a different R2T4 period.

• Any origination changes created during the approval of R2T4 and that are not processed yet (not sent to COD) will be overridden/modified/deleted by the new calculation, provided there is a PWD for the same fund source for the same period.

• A subsequent R2T4 calculation cannot be performed when the prior calculation is in Review status.

Recommended Best Practices

1. Do not run Auto Refund Calculation for those students whose Origination Change status is in Pending to Receive From COD.

2. Process refunds/PWD/IOPWD before scheduling/performing a subsequent R2T4 calculation.

Automated R2T4 Freeze Date Audit

Automated Refund Calculation captures the Freeze Date and does an audit to record all the courses registered or factored into the refund calculation. The report details are based on the student’s individual course level so it is recommended that you filter the R2T4 term period to get the list of student’s who have undergone the R2T4 calculation and total days calculation. For more details on the Freeze Date Predefined View, please see Data Views.

The columns displayed in the report:

Campus Name 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. Course Code If the fund source is configured to associate a course with payments, displays the name of the course selected when the payment was made. If a term is also displayed in the Term column, then the course is for that term. Course Name The name of the course at another institution being transferred to your institution. Course Registration Date System configured date to register for the course. Course Status The status of the course. For example, future, scheduled, current, dropped, and so on. Credit Hours The credits that the student achieved in the course. Date Added The date when the item or person was added or the status change was entered. Date Modified The date when the item was changed. On some pages, it also includes the timestamp for the time. Module Code (a.k.a Child Term Code) – Child Term code used to determine which module a student is placed or which module Freeze Date is captured during Title IV calculation.

NSLDS Withdrawal Date The effective date, stored in SSCR and Clearinghouse records, when a student withdrew from the institution. Program Name The name of the program. Programs are configured by your institution. Program Version Name The program version associated with the student or item. R2T4 Freeze Date Freeze Date that is used for the Return to Title IV calculation. Student Name The last and first name of the student. Student Number If your institution assigns student numbers, the number your institution uses to identify the student. How the number is assigned is specified by your institution. For example, Anthology Student can be configured to assign the number or your institution can use some other method for assigning it. Term Code The Return to Title IV term that is used for a student's Title IV calculation. R2T4 Calculation Status The status of the calculation once the Return to Title IV is generated. R2T4 Calculation Date When the Return to Title IV is calculated.

Prerequisites

You must have:

• Common - Processes - View authorization

• Financial Aid Automation - Processes - Automated Refund Calculation Review - Cash Payment Plan - Resend authorization

• Financial Aid Automation - Processes - Automated Refund Calculation Review - Institutional Refund Calculation - Print, Save, and Update Policy authorization

• Financial Aid Automation - Processes - Automated Refund Calculation Review - Reassign, Unlock, and View authorization

• Financial Aid Automation - Processes - Automated Refund Calculation Review - Return of Title 4 Calculation - Print and Save authorization

Access Method

Select the Processes tile > expand Financial Aid > select Automated Refund Calculation Review.

Procedure to Manage Refund Calculations

1. Select the student name in the Results grid of the Automated Refund Calculation Review form and then, under the calculation status field, click the link of the refund calculation type that you wish to manage; either Title IV Refund or IR Refund. In the new form that opens, details for the student and the specific refund calculation are displayed under the toolbar.

   Calculation Status The current system status of the refund calculation (Approved, Not Approved, Review, etc...). Campus 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. Current Calculation The policy being used for the refund calculation - IR Refunds only. Date Form Completed The date the refund calculation form was last completed. Effective Date for Refund Calculation The date the refund calculation is scheduled to go into effect. (Title IV Refunds only) Date Of Determination The date a student's enrollment status first becomes effective. Email The email address. Freeze Date The Freeze Date used by the system to calculate the total days related to the refund calculation.

   Last Day of Attendance The day the student last attended a class in this program version. In Anthology Student, audit courses are courses that do not require course work or participation. While you can take attendance for audit courses, they do not update the last day of attendance (LDA) per the guidelines of the U.S. Department of Education. If you want a course to update the LDA for students, a course must take attendance and not be an audit course (such as a course taken, retaken, or repeated). The updated LDA value will be populated immediately in all forms that have the LDA field (Student Profile, Enrollment, Status History, etc.). Phone The phone number of the student, person, or agency. Program Version The program version associated with the student or item. Student Profile A clickable link to directly access the student's profile. Student Number If your institution assigns student numbers, the number your institution uses to identify the student. How the number is assigned is specified by your institution. For example, Anthology Student can be configured to assign the number or your institution can use some other method for assigning it. Student Status Specifies the status of the prospect or student at your institution. Statuses vary by institution. They are configured by your institution. If you change the status for a student, a dialog is displayed so that you can confirm the change. If there are also tasks associated with the previous status, Anthology Student displays a dialog that you can use to select the tasks to keep and the tasks to close with the result of canceled. Withdrawal Date Date student withdrew from a program. Withdrawal Type The status of the student's withdrawal.

2. For Title IV Refund calculations, review the following fields as necessary.

   • Calculation Results - 24 related non-selectable fields showing all the specific details for the refund calculation.

     Note: The letters for the Calculation Results list are clickable. These are hyperlinks that will open the step in the Calculation Steps list that is directly related to the calculation result you want more details on. (e.g. If you click the letter "L", "Step 5: Amount of Unearned Title IV Aid Due from the School" automatically expands on the right showing the hidden/collapsed graph and fields.)

   • Calculation Steps - 11 steps. You can click on and expand each step that has applicable data towards the refund calculation. When specific criteria are not met during a step of the Return to Title IV process, then all subsequent steps after that are grayed out and unavailable. The only exception to this is in regard to an eligible post withdrawal disbursement. In that case, step 11: Post Withdrawal Disbursement Tracking, is available for viewing.

     Note: When the Automated Refund Calculation job is run, the system calculates the sum of the total number of days as well as the number of completed days in a given module attended by a student within a non-term payment period or within a term SE9W payment period. Both of these totals are displayed in the Completed Days field and the Total Days field under Step 2 of the Calculation Steps section (as well as within the Return of Title IV Funds (R2T4) worksheet).

     A module is a period of time where classes are schedule that is within a non-term payment period using a class schedule. Modules with no scheduled coursework in the payment period for total days are included in the calculation. Modules in the future where the scheduled coursework was dropped prior to the withdrawal date in a payment period for total days are included as well. The total number of days and number of Days Completed are also provided on all current Automated Refund Calculation reports.

     Note: The system counts the total number of days and number of Days Completed in a payment period for modules being delivered concurrently as one distinct number and does not duplicate the count due to overlapping modules.

   For IR Refunds calculations, review the following sections and non-selectable fields as necessary.

   • Overall Calculation Summary

   • Institutional Policy Properties

   • Payment Period Summary

   • Percentage Earned/Refund Summary

   The following sections are expandable, with the accompanying grid and fields underneath.

   • Charges/Adjustment Summary

   • Title IV Refund Summary

   • Non Title IV Refund Summary

3. Choose your action from the options in the tool bar.

   Refund Type	Status	Actions To Take
   Title IV Refund	Review	Approve Reject No Longer Needed   Print as Worksheet History
   	Approved	Print as Worksheet History
   	Not Approved	Print as Worksheet History
   	No Longer Needed	Approve Print as Worksheet History
   	Rejected	None
   IR Refund	Review	Approve Reject No Longer Needed Print as Worksheet * Update Policy
   	Approved	Print as Worksheet
   	Not Approved	Approve Print as Worksheet History No Longer Needed
   	No Longer Needed	Print as Worksheet
   	Rejected	None

   * Update Policy is only for IR Refunds. If there are different versions of the refund policy available, they will be displayed in individual tabs labeled by the policy name configured in the system. If you wish to switch policies:

   1. Click the desired policy tab.
   2. Review the new sections/fields as necessary.
   3. Select the Use This Calculation check box.
   4. Click Update Policy in the tool bar.

   Note: Options in the toolbar are that unavailable for the calculation you chose or that you do not have authorization to perform will not be selectable.

4. Click your desired action in the toolbar.

   • If you choose Approve,, Reject, or No Longer Needed, enter any details necessary in the Note field in the pop-up form that appears, then click the button for the action you chose to complete the process.

   • If you choose History, a pop-up form is displayed showing the student number, type of refund calculation, and the history of all actions taken for that refund calculation to date.

   • If you choose Print as Worksheet, a pop-up form is displayed showing the Refund Calculation Worksheet . You can click the save icon in the toolbar to save the worksheet in a variety of formats, or click the print icon to save the worksheet as a printable PDF file.

5. Choose Cancel to return to the Automated Refund Calculation Review form and the Results grid.