View, Edit, and Select the Refund

You can use the Refund Calculations page to: 

• View and edit values for the institutional refund calculation. You can then select the institutional refund calculation you want to use.

• View the values for the Return of Title IV calculation (If the student received financial aid, the Return of Title IV refund calculation is selected and cannot be changed.) 

Prerequisites

You must have Common - Student - View authorization. The remaining authorizations that are required depend on the type of calculation.

Type of Calculation	Required Authorization
Actual	Student Accounts - Student - Refund Calculation - Edit Student Accounts - Student Refund Calculation - Allow Refund Calculation
Hypothetical	Student Accounts Student - Refund Calculation - Edit Either:  •   Student Accounts - Student Refund Calculation - Allow Hypothetical •   Student Accounts - Student Refund Calculation - Allow Refund Calculation

To edit an institutional refund that uses a refund policy that was configured to be manual, your user ID must be configured to allow the user to edit manual refund calculations.

To edit an institutional refund, the refund calculation must:

• Have a value of Calculated for Status

• Not have been calculated by a servicer (such as Global) or the Student Financial Aid Automated Awarding (SFAAA) feature

Access Method

Select the Students tile > select the name in the Students list > expand Student Accounts > select the Refund Calculations or Hypothetical Refund Calculation tile.

If Anthology Student displays the: 

• Hypothetical Refund Calculation tile, you are only authorized to view and work with hypothetical calculations

• Refund Calculations tile, you can view and work with both actual and hypothetical calculations.

Procedure to View, Edit, and Select Institutional Refunds

On the page: 

• The fields you can change have a white background.

• The cells you can change are highlighted in color. The cells you can change will depend on whether the calculation was performed using a refund policy that was configured to be manual.

• The sum of the values for Send Back/Stipend, Title IV Refund, and Add. Inst. Refund cannot be greater than the value for Total Paid.

If you change the value for Add. Inst. Refund, you cannot recalculate the refund. You must create a new refund calculation.

1. Verify that the program version is correct. If not, select the specific program version in the Program Version list. If the student is a lead, you can also select All Program Versions.

2. Select the expand icon () for the refund calculation you want to change and review.

   Adjustments The total of the Adjustments in the Charges & Adjustments grid. The column displays N/A for the Return of Title IV calculation. Due from School The amount from Box O in the Return of Title IV calculation. The column displays N/A for the institutional refund calculation. Due from Student The amount from Box Q in the Return of Title IV calculation. The column displays N/A for the institutional refund calculation. End Date If you selected Payment Period in the Period Type list, the end date of the payment period, term, or academic year. If you selected Period of Enrollment, the end date of the period. If the billing method selected for the program version is bill by program, the default is the graduation date for the program version. Otherwise, the default is the end date for the payment period, term, or academic year. Net Costs The total of the Net Amounts in the Charges & Adjustments grid. The column displays N/A for the Return of Title IV calculation.

   Policy The name of the policy. If a Return of Title IV calculation was done, it is displayed at the top. The remaining policies in the list will be the refund policies selected in the calculation. Refund Amount The total refund from the Total Refund column in the Payments & Refunds grid. Refund Status Current system status of the selected Automated Refund Calculation's only, this status is not applicable for manually created refund calculations through Student Accounts. The status values for Return to Title IV and Institutional Refunds include Approved, Exception, Exempted, No Longer Needed, Not Required, Rejected, and Review. Start Date If you selected Payment Period in the Period Type list, the start date of the payment period, term, or academic year. If you selected Period of Enrollment, the start date of the period. If the billing method selected for the program version is bill by program, the default is the start date for the program version. Otherwise, the default is the start date for the payment period, term, or academic year. Total Costs The total of the Charges column in the Charges & Adjustments grid.

3. Select the name of the refund policy used to perform the institutional refund calculation in the Policy column.

4. Review and make any needed changes to the values at the top of the page.

   Percent Complete Indicates the percent complete. Anthology Student calculates the value by dividing the value for Time Complete by the value for Time In Period. Period End Date For institutional refunds, the end date of the academic year, payment period, or term. For Return of Title IV, the end date specified for the payment period or period of enrollment. Period Start Date For institutional refunds, the end date of the academic year, payment period, or term. For Return of Title IV, the end date specified for the payment period or period of enrollment. Post Zero Tuition Adjustment If there is a tuition adjustment of 0, select the check box to have the adjustment posted. For the check box to be enabled, the refund policy must be configured for manual calculation and to allow zero adjustment.

   Refund Percent The percentage to be refunded. If the refund policy was configured to be a manual calculation, you can change the value. The default is the percentage configured in the refund policy. If you change the value, Anthology Student updates the values for Earned Charges and Adjustments in the Charges & Adjustments list. The calculation is done only for transaction code configured in the refund policy with a Calculation Type of Calculate. For all other types, the value for Earned Charges and Adjustments do not change. Time Completed Total units of time the student has completed in the calculation period. If you change the value, the values for Percent Complete and Refund Percent are recalculated. Time In Period Total units of time in the refund calculation period. The unit depends on the unit you selected when you configured the refund policy (such as days, weeks, hours attended or hours scheduled). If you change the value, the values for Percent Complete and Refund Percent are recalculated.

5. Review the values and make any needed changes.

   Charges & Adjustments	Adjustments The total of the Adjustments in the Charges & Adjustments grid. The column displays N/A for the Return of Title IV calculation. Charges The charges posted to the student's ledger card. Earned Charges The charges earned by the student. Anthology Student calculates the value by multiplying (100 minus the percentage entered in the Refund Percent field) by the amount in the Period Base to determine the Earned Charges. The value cannot be greater than the value you specified or is displayed for Period Base. Net Amount The net amount of the charge. Anthology Student calculates the value by subtracting the value for Adjustments from the value for Charges.	Period Base If the refund policy calculation period is Calendar Year, then Period Base amount is calculated based on the full program cost and the percentage of program completed. For other calculation periods, the Period Base amount is the actual amount charged on the ledger card for the calculation period. Total Displays the total for the column for all transactions. Transaction The transaction name and code associated with the enrollment charges paid by the student. User Modified Displays Yes if a staff member modified an amount in the record. Anthology Student does not change value until you save your changes.
   Payments & Refunds	Action Date The value is only populated if the fund source is a Direct loan. Anthology Student calculates the date based on the date of the disbursement + 120 days. Add. Inst. Refund The additional refund amount based on configuration of the refund policy. If the result of the Net Payments minus Net Charges is greater than the Total Return of Title IV amount, additional refunds by the institution are needed. CNS adds the amounts for each fund source in the grid in the order that is configured in the refund policy. If there was no Return of Title IV calculation, no value is calculated. If you change the value, you cannot recalculate the refund. You must create a new refund calculation. Fund Source The source of this fund. If your institution is using fund source security, you must have permission to work with the fund source. Net Payment The value in the Total Paid column minus the value in the Send Back/Stipend column. Return Method The return method for the refund. If there is a return method configured for the fund source, Anthology Student defaults to the return method. If no return method is configured for the fund source, the default is Check. If the refund is for a student, the return method is also Check.	Send Back/Stipend The amount already refunded or stipend to student for the fund source. If you did not configure the refund policy to be manual calculation, you can change the value. Title IV Refund The amount to be refunded for the fund source. Anthology Student calculated the value when the Title IV calculation was performed. If the refund policy was configured to be a manual calculation, you can change the value. Total Displays the total for the column for all transactions. Total Paid The total amount the student received from the fund source. Total Refund The total refund. Anthology Student calculates the value by adding the values for Send Back/ Stipend, Title IV Refund, and Add. Inst. Refund for the fund source.

6. Select the Save button on the toolbar.

7. If not already selected, select the check box for the policy in the list that you want to use for the institutional refunds.

Anthology Student keeps track of refunds calculated using refund policies that are configured for manual calculation. The Refund Calculation Summary report, Refund Calculation Detail report, and Drop reports display the name of the staff member that:

• Entered the data for the manual refund calculation

• Last manually changed the policy

Procedure to View the Values for the Return of Title IV 

1. Verify that the program version is correct. If not, select the specific program version in the Program Version list. If the student is a lead, you can also select All Program Versions.

2. Select the expand icon () for the refund calculation you want to change and review.

   Adjustments The total of the Adjustments in the Charges & Adjustments grid. The column displays N/A for the Return of Title IV calculation. Due from School The amount from Box O in the Return of Title IV calculation. The column displays N/A for the institutional refund calculation. Due from Student The amount from Box Q in the Return of Title IV calculation. The column displays N/A for the institutional refund calculation. End Date If you selected Payment Period in the Period Type list, the end date of the payment period, term, or academic year. If you selected Period of Enrollment, the end date of the period. If the billing method selected for the program version is bill by program, the default is the graduation date for the program version. Otherwise, the default is the end date for the payment period, term, or academic year. Net Costs The total of the Net Amounts in the Charges & Adjustments grid. The column displays N/A for the Return of Title IV calculation.

   Policy The name of the policy. If a Return of Title IV calculation was done, it is displayed at the top. The remaining policies in the list will be the refund policies selected in the calculation. Refund Amount The total refund from the Total Refund column in the Payments & Refunds grid. Refund Status Current system status of the selected Automated Refund Calculation's only, this status is not applicable for manually created refund calculations through Student Accounts. The status values for Return to Title IV and Institutional Refunds include Approved, Exception, Exempted, No Longer Needed, Not Required, Rejected, and Review. Start Date If you selected Payment Period in the Period Type list, the start date of the payment period, term, or academic year. If you selected Period of Enrollment, the start date of the period. If the billing method selected for the program version is bill by program, the default is the start date for the program version. Otherwise, the default is the start date for the payment period, term, or academic year. Total Costs The total of the Charges column in the Charges & Adjustments grid.

3. Select the name of the record for Return of Title IV in the Policy column.

4. Review the values for the calculation. For information about a specific step, see the Background for Processing Worksheet Steps.

Procedure to Convert Hypothetical Refund Calculation to Actual Refund Calculation

1. Verify that the program version is correct. If not, select the specific program version in the Program Version list. If the student is a lead, you can also select All Program Versions.

2. Select the name of the refund policy used to perform the institutional refund calculation in the Policy column.

3. Select the Convert to Actual button on the toolbar. Anthology Student displays a dialog to confirm whether or not you want to convert the calculation type from hypothetical to actual.

   Note: When Automated Refund Calculation is enabled under Configuration > Financial Aid > Automated Process Activation > Automated by Campus (section), and a program is configured as Active for the campus under Configuration > Financial Aid > Automated Refund Calculation Settings > Approval Percentage (tab), you can select the New button under Student (profile) > Student Accounts > Refund Calculations to run a "Hypothetical" refund calculation for an Active student. If you try to convert a "Hypothetical" refund calculation to an "Actual" refund calculation, the following message is displayed: "You cannot convert to Actual because Automated Refund Calculation must be used."

   If the Automated Refund Calculation status is changed to No Longer Needed, you can convert the "Hypothetical" refund calculation to an "Actual" refund calculation.

4. Select Convert to confirm.