Age Days

You can use the Age Days tab of the Automated Refund Calculation Settings form to configure age days to manage processing times for personnel to review refund calculations and post-withdrawal disbursements.

Prerequisites

You must have:

• Common - Configuration - View authorization

• Financial Aid Automation - Configuration - Automated Refund Calculation Settings - Edit and View authorization.

Access Method

Select the Configuration tile > expand Financial Aid > select Automated Refund Calculation Settings > Age Days (tab).

Procedure to Manage Automated Refund Calculation Age Days

1. Review the existing records and the following values in the Automated Refund Calculation Age Days grid.

   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.. 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. DOD Caution Number of days after Date of Determination to send a cautionary message to the user. DOD Critical Number of days after Date of Determination to send a critical message to the user. Expiration Days Number of days for the post withdrawal disbursement notification to expire. Military Deployment Expiration Days Number of days for the military deployment notification to expire.

   Modified By The name of the person who changed the item. Natural Disaster Expiration Days Number of days for the natural disaster notification to expire. PWD Caution Number of days after Post Withdrawal Disbursement notification to send a cautionary message to the user. PWD Critical Number of days after Post Withdrawal Disbursement notification to send a critical message to the user. PWD Max Days Number of days for the Post Withdrawal Disbursement Date to expire. Refund Max Days Number of days before the refund is auto processed.

   The "Automated Refund Calculation Activated" column displays "Yes" or "No" to indicate whether the automated refund calculation is activated at the campus based on the Automated Process Activation level.

   To edit a current configuration, select the specific 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. in the grid and make your changes.

2. To add age days for a new campus, select the New button in the grid toolbar. The New Automated Refund Calculation Age Days Policy form is displayed.

3. Select a 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..

   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.

4. In the Return to Title IV - Age days Options section, specify:

   Number of days after DOD to Caution (must be less than Critical number) Number of days after Date of Determination to send a cautionary message to the user. Number of days after DOD to Critical (must be greater than Caution number) Number of days after Date of Determination to send a critical message to the user.

   These two fields are impacted by the configuration of the following values under Settings > System > Campuses > select campus > Student Accounts tile > Refunds tab:

   Number of days prior to start date to gather disbursements Specify the number of days before the start date that the disbursements are scheduled to be gathered. If any funding amounts were posted before the student's enrollment, this option allows you to include those amounts for refunds. This option is editable when you enable "Allow edit of return amounts to Title IV calculation".

   Number of days to add to DOD to calculate refund due date Specify the number of days to be added to the student's withdrawal Date of Determination (DOD) to calculate the Title IV Funds Return due date. For additional information, refer to Background for Campuses Student Accounts.

5. In the Post Withdrawal Disbursements - Age days Options section, specify:

   Number of days after PWD to Caution (must be less than Critical number) Number of days after Post Withdrawal Disbursement notification to send a cautionary message to the user. Number of days after PWD to Critical (must be greater than Caution number) Number of days after Post Withdrawal Disbursement notification to send a critical message to the user. Number of days from PWD Disbursement Date Number of days for the Post Withdrawal Disbursement Date to expire.

   Also, specify the following:

   A. Number of days for PWD Notification Expiration Number of days for the Post Withdrawal Disbursement Date to expire. B. Number of days for Natural Disaster PWD Notification Expiration Number of days for the natural disaster notification to expire. C. Number of days for Military Deployment PWD Notification Expiration Number of days for the military deployment notification to expire.

   Fields A, B, and C are must be more than 14 days and less than 180 days.

6. 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