Post Refunds

You can use the Post Refunds page to post individual refunds to student ledger cards. You must specify to which fund source the refund applies. All payment and refund transactions require a bank account for posting. Anthology Student can process refunds for both: 

  • Enrolled students
  • Prospects that have not enrolled yet

The refund posting procedure uses the agency descriptions when posting refunds to third-party agencies. The descriptions of the disbursement transaction and the refund transaction will match.

If the General Settings for Student Accounts are configured to allow posting to:

  • Any Campus, you can post transactions for a student at any campus

  • The Current Campus, you can only post to an enrollment at the student's current campus. If you try to post the transaction to another campus, a message indicates that you are not signed into the campus and posting is not allowed.

One main difference between posting refunds using this page and posting refunds through the student’s ledger card is that you can post refunds for multiple students successively without having to access each student’s ledger card individually. You can search for a student directly on this page and post refunds for the student.

If the student belongs to a student group that is associated with the Refunds Hold action, you cannot post any refund; however, you can schedule a refund.

Prerequisites

You must have Student Accounts - Processes - Post Refunds authorization.

To use the View Refunds button, the selected student must have a Title IV fund source. For more information, refer to Background for All Fund Sources.

If you want to post refunds for a student, the student must not belong to a student group associated with the Refunds Hold action. You can view the holds for a student in the header of the Student Profile.

Access Method

Select the Processes tile > expand Student Accounts > select Post Refunds.

Procedure to Post or Schedule Refunds

  1. Specify the values under Refund Source to filter the list.

    Program VersionClosed The program version associated with the student or item.

    StudentClosed Search for a student to post refunds against.

    If the student belongs to a student group that is associated with the Refunds Hold action, you can only view the scheduled refunds for the student. A message is displayed to inform that the student is on refund hold and posting of refunds is not available.

  2. Review the values in the list.

    Academic YearClosed The Academic Year associated with the record.

    Amount RefundedClosed The refunded amount.

    Amount Received Closed The amount of payment received.

    Amount ScheduledClosed The stipend amount scheduled for disbursement.

    Award YearClosed The financial aid award year.

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

    Stipend AmountClosed The stipend amount.

  3. To view refunds, select the View Refunds button on the toolbar. Anthology Student displays the refund for the student.

    Academic YearClosed The Academic Year associated with the record.

    AmountClosed The refunded amount.

    Date Sent Closed The date when the requested information, document, or item is sent.

    Disbursement NumberClosed The unique identifier for each stipend.

    Due Date Closed The date when the refund is due. This value is displayed only if you select Schedule Refund as the Refund Option.

    Payment PeriodClosed The payment period associated with the enrollment. Payment periods only apply to program versions configured with an academic year.

    StatusClosed The status of the student payment. The status can be Scheduled (S), Ready to Pay (R), Paid (P), or Cancelled (C).

    TermClosed The term to be associated with the charge or payment.

  4. Select the Next button. Anthology Student displays the refund information.

  5. Review and specify the following values.

    Academic YearClosed The Academic Year associated with the record.

    AmountClosed The amount in dollars.

    Apply RefundsClosed Enabled only if you select Post Directly to Ledger Card. You can apply the specified refund amount to various charges associated with the student.

    Bank NameClosed The name of the bank.

    Credit CardClosed The Credit Card type used for the payment, for example, Visa, Master Card, and so on. This option is enabled if the selected Return Method is credit card.

    Due DateClosed The date when the item is due (such as task, document, or message). For a new task, the default is today. If you are specifying the value, specify the value in the format MM/DD/YYYY or select the calendar button to select the date.

    NoteClosed Area that displays, or that you can use, to specify comments or additional information.

    PayeeClosed Indicates the one who will be paid. It can be the student or person(s) specified in an address field of the Student Profile.

    Payment PeriodClosed The payment period associated with the enrollment. Payment periods only apply to program versions configured with an academic year.

    Previous Year Closed Indicates the refund transactions made in the current tax reporting year that are associated with a single payment made in a previous year.

    Refund NameClosed The name of the refund.

    Refund OptionClosed Indicates whether to schedule the refund or post the refund directly to the ledger.

    Return MethodClosed The return method for the refund. The return methods are Check, Master Check, EFT, Net, and ACH. If the Schedule Refund option is selected, the return method will default to ACH if the campus is configured for an ACH processor for refunds, and the student has at least one checking or savings account configured for direct deposit. ACH is allowed only if the fund source is CASH. If Post Directly to Ledger is selected, the Return Method will always display Check.

    TermClosed Select a term from the list of available terms.

  6. To add a Payee, take the appropriate action in the list.
    7. Task Action to Take

    Add the student as the payee

    1. Select the drop-down list.

    2. Select the Self option. Anthology Student displays the list.

    Anthology Student adds the student as the payee for the payment.

    Add a new payee

    1. Select the + icon. Anthology Student displays the Related Address dialog.

    2. Specify the following values.

      Address TypeClosed The address category for the payee.

      CityClosed The payee's city.

      CountryClosed The payee's country.

      CountyClosed The payee's county.

      Email AddressClosed The payee's email address.

      First NameClosed The payee's first name.

      Last NameClosed The payee's last name.

      Phone NumberClosed The payee's phone number.

      StateClosed The payee's state.

      StatusClosed The school status of the payee.

      Street AddressClosed The payee's street address.

      TitleClosed The payee's title.

      Work Phone NumberClosed The payee's work phone number.

      Zip Code/Postal CodeClosed The payee's ZIP code or postal code.

    3. Select the Save button.

    Anthology Student adds the new payee for the payment.

  7. Select the Post/Schedule button. Anthology Student saves the records to the student ledger.

    When posting refunds for Title IV funds that involve records to be reported to COD, Anthology Student does not allow posting refunds if there are any Disbursements at COD records (D - Disbursement, A - Adjustment, or Q – Disbursement Date Adjustment) that are in R (Ready to Send) or B (Batch to Send) status for the specific disbursement number that is being refunded. The system displays the following validation message when refunds cannot be posted due to existing Disbursements at COD records: “The refund cannot be posted because there are pending adjustments that have not been sent or processed by COD.”