Background for Disbursement Cancellation on Dropped Enrollments

Anthology Student 23.0 introduces changes to the logic for the cancellation of disbursements on enrollments with Drop status and "Active not attending" status.

  • Previously, when a student dropped an enrollment and the "Payment Period Determination Date (PPDD)" was blank on the program version the student was enrolled in, all future disbursements were canceled.

  • In Anthology Student version 23.0 and later, the system cancels disbursements based on the "R2T4 Period Type" and PPDD values that are set in the program version in which the student is enrolled. The PPDD value determines which disbursements don’t need to be canceled.

    The reasoning behind this change is that the student has established eligibility in the term/payment period that encompasses the PPDD date and any term/payment period that ends before the date. This means the student is eligible to receive funds scheduled in those terms/payment periods. The "R2T4 Period Type" value is required to determine the amounts to retain.

    If "R2T4 Period Type" is not set, by default, the drop logic expects that the student's program version has an R2T4 type of "Payment Period".

The changes in Anthology Student 23.0 and later affect non-term and term-based program versions and are applicable only for payment periods with the "R2T4 Period Type" setting.

For details about the program version settings, refer to Configure FA Information for Program Versions.

The drop logic in Anthology Student can be triggered by navigating to Status History and using one of the two options:

  1. Change the student status from Active to Drop /Withdrawal (permanent out) status.

    — OR —

  2. Change the student status from Active to ‘Active not attending’, which represents an NSLDS withdrawal.

Conditions

The drop logic adjustments adhere to the following conditions:

  • A disbursement is not canceled if:

    • The PPDD is not set.

    • The PPDD occurs within a term.

    • The disbursement occurred before the PPDD.

    • Global is configured as a servicer on the campus (Settings > System > Campuses > (choose Campus) > FA > Servicer tab > Servicer Link = Global) .

    • The disbursement is in a batch (FaschedId is in a FaDisbBatch).

    • Fund source types of Cash are included in a cancel disbursement evaluation.

    • The award has an origination status of Batched during a status change to Drop. In this case, a response is needed from COD and the cancellation has to be done later.

  • A disbursement is canceled if it is:

    • Linked to a payment period that starts after the PPDD and the disbursement is not reported to COD.

    • Linked to a payment period that starts after the PPDD and the disbursement is reported to COD with a disbursement status of "A" (Accepted by COD).

    • Linked to a term that starts after the PPDD and the disbursement is not reported to COD.

    • Linked to a term that starts after the PPDD and the disbursement is reported to COD with a disbursement status of "A" (Accepted by COD).

    • Not linked to a term or payment period and has a scheduled date after the PPDD AND the fund source flag for "Expect Disbursements within 30 days of LDA on drop" is not selected.

    • Not linked to a term or payment period and has a scheduled date after the PPDD AND the fund source flag for "Expect Disbursements within 30 days of LDA on drop" is selected AND the scheduled date is > 30 days of the LDA.

Implications

The automatic cancellation of disbursements has the following implications:

  • For a canceled Direct loan disbursement — Any awards/disbursements that are originated with COD have origination adjustments/changes to:

    • Adjust the award amount
    • Zero out canceled disbursements
    • Adjust the loan period end dates to the last term that received/will receive a disbursement

    The changes are gathered and sent in the next export file to COD when the applicable award types are selected to export.

  • For a canceled Pell disbursement — The disbursement is set to canceled and the award amount and origination amount reflect the total of all disbursements that are scheduled, paid, or ready-to-pay.

  • For all other awards — The disbursement is set to canceled and the award amount reflects the total of all disbursements that are scheduled, paid, or ready-to-pay.

  • On the Awards grid — The gross and net amounts for the academic year reflect the amounts from scheduled, disbursed, and ready-to-pay disbursements minus refunds and fees.

  • The Package to COA grid reflect the amounts from scheduled, disbursed, and ready-to-pay disbursements minus refunds and fees.

  • Scheduled or ready-to-pay disbursements in an "Approve Disbursements to Pay" batch that are moved to canceled are removed from the batch.

Guidance for FA Administrators

As a financial aid administrator, you have two options for handling disbursements that are not automatically canceled when a student’s enrollment status changes to Drop:

For a disbursement that moves to "Accepted at COD" and: