Disbursement Schedules

You can use the Disbursement Schedules page to configure the schedules Anthology Student uses to disburse payments for awards. You can add and edit the schedules Anthology Student uses for:

  • Campuses
  • Academic years
  • If needed, academic year sequences

Within those schedules, you can also specify the schedule that Anthology Student uses for specific fund sources, terms, and number of clock hours.

Note: You cannot add a disbursement schedule for fund source type OTHER (see Fund Source Types).

The disbursement schedules you specify here can be selected when you add awards using the Awards tab. (Select the Students tile > select the name in the Students list > expand Financial Aid > select the Awarding tile > Awards tab.)

You can also: 

  • Configure that a fund source requires a disbursement schedule when you configure the fund source (Select the Configuration tile > expand Financial Aid > select Fund Sources.)

  • Prevent staff members from changing the disbursement dates by not allowing them to edit disbursements when packaging

If you configured a fund source to require a disbursement schedule, Anthology Student assigns the disbursement schedule for the academic year sequence that is being packaged when you automatically package or repackage the awards for a student. Disbursement schedules that are not associated with any sequence will also be used while packaging.

If you edit a package and reassign awards with disbursement schedules from one academic year to another, Anthology Student validates the disbursement schedule for the new academic year. If the validation fails, Anthology Student gives you the option of canceling or selecting a new disbursement schedule for the new academic year.

Prerequisites

You must have Financial Aid - Configuration - Manage authorization.

Your institution must not have enabled and configured the feature for multiple disbursements. (The page is disabled or read-only if you are using multiple disbursements.)

To edit an item associated with more than one campus, you must have access to all the campuses. For example, if the item is configured to be available at three campuses and you only have access to two of the campuses, you can view the item, but cannot edit it. When you add an item, you can only select campuses to which you have access.

To specify a duplicate code, you must have access to at least one campus associated with the existing code.

Access Method

Select the Configuration tile > expand Financial Aid > select Disbursement Schedules.

Filters

By default, the grid displays all records for the campuses you are authorized to work with. You can use the drop-down at the top of the page to display only records for a specific campus.

Procedure to Add or Edit Items

Disbursement dates should align with the term start and end dates for credit hour term programs.

  1. Review the values of the records in the grid.

  2. If you want to:

    • Add a new list item, select the New button on the toolbar

    • Add a new list item by copying and modifying an existing list item, select the row in the list and the Duplicate button on the toolbar

    • Edit an existing list item, select the name in the list

    You can specify duplicate codes, but you can only specify the code for a campus once.

    • If you add a duplicate code, Anthology Student removes campuses where the code is being used from the Campuses list so that you can only select campuses where it is not being used.

    • If you add a duplicate code and all of the campuses have been selected for the existing code, you cannot add the code.

  3. Review, specify, or change the following values.

ActiveClosed Specifies whether the associated record is active.

AY SequenceClosed Number assigned by the system to the academic year, loan period, or payment period record.

AY Start DateClosed The start date of the sequence. For the first sequence, Anthology Student defaults to the start date in the student's enrollment record. The start dates of the student's second and succeeding sequences are estimated using the number of weeks in the academic year or loan period and the number of weeks not enrolled. If needed, you can change the estimated date on the Academic Years tab. For loan periods, in most cases, the date should not be before the start date of the program version. For loan periods, the start date must be between the start and end dates for the Borrower-Based Academic Year (BBAY). From and To

CampusesClosed 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.

CodeClosed The alphanumeric code assigned to the item by your institution. In most cases, codes must be unique.

DescriptionClosed Text that describes the item.

NameClosed The descriptive name of the item.

  1. Select the Save button on the toolbar.

  2. Under Schedules, take the appropriate action. If you want to: 

    • Add a schedule, select the Add button

    • Edit a schedule, select the highlighted record.

    Anthology Student displays a dialog with a Name field for the schedule and a list to select the Fund Sources. The list is filtered to contain the fund sources configured for at least one of the campuses you selected in the Campuses list. It does not include the fund sources with a type of Student Payment or Other Outside Resources.

    If you need to remove a schedule or a disbursement, select the record for the schedule or disbursement in the Schedule grid and select the Remove button.

  3. Review, specify, or change the following values.

    NameClosed The descriptive name of the item.

    Fund Sources Closed The source of this fund. If your institution is using fund source security, you must have permission to work with the fund source.

  4. Select the OK button.

  5. Select the expand icon (Expander) next to the name.

  1. If you want to: 

    • Add a disbursement, select the Add button

    • Edit a disbursement, select the cell you want to edit

  1. Review, specify, or change the following values.

    DateClosed Date that the disbursement is scheduled to be paid.

    Term Closed The term in which the disbursement is scheduled.

    Clock HoursClosed For program versions that have been configured to use an academic calendar that uses clock hours, specifies the number of hours associated with the disbursement.

  1. If you want to save and: 

    • Continue making changes, select the Save button

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

    • Close, select the Save & Close button