Scheduled Refunds

Process Tab

Use the Process tab to filter the data and queue the batch job.

1. Specify the Selection Criteria to filter the records.

   Campus The campus where refunds are scheduled.

   Due Date The date when the refund is due. Select the due date range to gather scheduled refunds. From and To

2. Select the Next button.

   Anthology Student displays the Results grid with the students for whom refunds are scheduled within the selected date range.

   If your institution uses a servicer and has configured the campus to prevent users from modifying Title IV aid, the list does not contain refunds for Title IV fund sources.

3. Review the values in the Results grid.

   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. Amount The refund amount that has been scheduled. Award Year The financial aid award year. AY|PP If the Academic Calendar for the refund record is 1, 5, or 6, you can select or change the academic year sequence (AY) and payment period (PP). Otherwise, it is blank. Disbursement Number The sequence number for the disbursement for which the refund is scheduled against. Date Due The refund's due date. Fund Source The fund source associated with the award which the refund is scheduled against. If your institution is using fund source security, you must have permission to work with the fund source.

   Fund Source Code The alphanumeric code assigned to the fund source. Locked By User The first and last name of the staff member who is working with the refund. There are several places to access refunds and stipends in Anthology Student. Multiple staff members might try to change one record at the same time. To prevent conflicts, Anthology Student locks the record being updated and displays a message to other staff members who try to access it. The lock is released when the other staff member closes their form. In some cases, you might need to contact a system administrator to clear a locked refund or stipend record. Payee Indicates the one who will be paid. It can be either the student or to the person or an outside organization depends on payee setup for the fund source. Your ability to edit a payee for a refund is dependent on the fund source associated with the refund. The payee changes are audited only for the fund sources that allow the payee to be changed. Return Method Indicates the return method for the refund. The return methods are Check, Master Check, EFT, Net, and ACH. If you change the return method of a credit card or ACH refund to any other return method, you cannot set the return method back to Credit Card or ACH. This is because scheduling of credit card or ACH refunds involves associating the refunds to specific credit card or ACH payments. Therefore, the rescheduling of credit card or ACH refunds should be performed through the student’s ledger card instead. Student 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 another method to assign it. Term Term associated with the refund.

4. Take the appropriate action.

   Task	Action to Take
   Change a value in the grid	You can change the values in the highlighted cells. If there are disbursement numbers and you make a change, Anthology Student requires you to save the changes before you can make other changes.
   Add or change the payee	Select the New Payee button. The Related Address page is displayed. Specify the values under Related Address. Address Type The category of the Address. For example, ParentHome, Billing Address Vacation, Work, and s and so on. If billing address is selected as the Address Type, the address information is displayed in the student's ledger card on the Billing Address tab. County The county for the address. Country The country of residence. If you are specifying a country, it defaults to the country for the campus. The country also determines the format of phone numbers. If you change the country, the phone numbers are automatically reformatted to the format for that country. City The name of the city. Email Address The email address. First Name The first name of the student or person. Last Name The last name of the student or person. Phone Number The phone number. The format depends on how your institution configured phone numbers (such as whether phone numbers use parentheses and hyphens). Status The associated School Status on the student's enrollment. State If within the United States, the name of the state. Street Address The street address. Title The title for the person. Work Phone Number The work telephone number for the person. The format will depend on how your institution configured phone numbers (such as, whether it uses parentheses and hyphens). When a student is placed in a job using student placement, the program automatically updates the number with the phone number for the employer. If applicable, the extension is also updated. ZIP Code/Postal Code The postal code for the address. If you are specifying an address, you must specify a value for City or State. If you specify a city or state or both, the list contains the valid ZIP codes. Select the Save button. Anthology Student does not immediately update the Payee column, but changes the payee and adds their information to the Related Address list for the student. (Select the Students tile > select the name in the Students list > expand Contact Manager > select the Related Addresses tile.) You can select the newly added Payee from the Payee drop-down to update the payee for the refund.
   Delete a scheduled refund	Select the student for whom you want to delete a scheduled refund. Select the Delete button in the grid toolbar. A confirmation message is displayed. Select the Delete button to proceed.

5. Select the Queue Update button.

6. On the Queue Batch dialog, review or change the name of the batch and select the Queue button.

Anthology Student processes the batch.

When the batch completes, Anthology Student displays the results on the History tab.

History Tab

For batches that you created to change scheduled refunds, you can use the History tab to review the status of all the batches, review the results of specific batches, and manage the batches. You can also verify your changes.

Batches on this tab are available for 28 days by default. Anthology Student removes them after 28 days. If you need to keep the information for a batch, use the Export () button on the toolbar.

1. Review the values in the Batches grid.

   Campus The campus associated with the refund. Canceled Shows the date and time when the batch was canceled. Blank if the batch was not canceled. Duration The amount of time it took to process the job or batch. Job Status The status of the job. Enqueued indicates the job is in the queue waiting to be executed. Scheduled indicates the job is scheduled to run at a future time. Processing indicates the job is running. Succeeded indicates the job was completed with no errors. Deleted indicates the job was completed with errors.

   Last Retry Shows the date and time when the Deleted jobs within the batch were last resubmitted for processing. Blank if a retry has never been requested. Started The date and time when the first job within the batch started executing. Submitted By The name of the staff member who submitted the batch for processing.

2. Select the name of the batch in the list. Anthology Student displays the details for the job in the Results grid.

3. Review the values in the Results grid.

   Amount The refund amount. Award Year The financial aid award year. AY|PP The academic year and payment period (such as A1|P1 and A1|P2). Disbursement Number The disbursement numbers of the award which the refund is scheduled against. If the refund is associated with a single disbursement number, save the changes before editing. If the refund is associated with multiple disbursement numbers, you cannot edit, and you have to cancel the refund and reschedule with appropriate refund amount. You cannot edit the disbursement number if the pending amount is not posted to the Ledger Card. You have to either post or cancel the pending adjustment amount and retry. Date Due The refund's due date. Fund Source The fund source associated with the award which the refund is scheduled against. If your institution is using fund source security, you must have permission to work with the fund source. Job Created The date and time when the job was added to the background job queue.

   Job Started The date and time when the job was pulled from the queue and started executing. The start time for a job will be the same time or later than the start time for the batch. Job Status The status of the job. Enqueued indicates the job is in the queue waiting to be executed. Scheduled indicates the job is scheduled to run at a future time. Processing indicates the job is running. Succeeded indicates the job was completed with no errors. Deleted indicates the job was completed with errors. Payee Indicates the one who will be paid. It can be either the student or an outside organization depends on the fund source configuration. Return Method The return method for the refund. Student 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 another method to assign it. Term Select a term from the list of available terms.