Add, Edit, or Delete a Refund Calculation

You can use the Refund Calculations page to calculate:

• The refunds to the student or agencies for institutional charges (institutional refunds).

• If the student received Title IV awards, the amounts that need to be sent back by the student and your institution or the amounts still to be received in the form of a post-withdrawal disbursement (Return of Title IV).

For Return of Title IV, Anthology Student:

• Performs the Return of Title IV Funds calculation based on the Department of Education's policy

• Uses the Return of Title IV Aid worksheet appropriate for the academic calendar for the program version and the withdrawal date for the student

You can perform hypothetical and actual calculations. Only actual calculations can be posted.

You can perform a hypothetical calculation and convert it to an actual calculation for posting for students who are in the following non-permanent out statuses:

• REENTRY – Re-entry and campus must allow refund calculation for re-entry
• ATT - Attending
• NDS-ATT - NDS: Attending
• NDS-PROB - NDS: Probation
• PROB – Probation
• LOA – Leave of Absence
• SPN - Standard Period of Non-Enrollment

You cannot use the Refund Calculations page when the Automated Process Activation for the Automated Refund Calculation is enabled for a campus. However, when the Advanced Feature for Bypass Automated Refund Calculation Select Yes to manually create a refund calculation through Student Accounts when Auto Refund Calculation is enabled. Additionally, all Automated Refund Calculation configuration forms will be read-only in the legacy interface and configurable only within the Student Web App. is enabled (refer to Advanced Features), the Automated Refund Calculation for the R2T4 and institutional refund of a specific Last Day of Attendance, Withdrawal Date, and Date of Determination is updated to the status of 'No Longer Needed'. You can manually create the refund calculation as an Actual or Hypothetical calculation type.

• For a refund calculation at the student level, you must have Anthology Student 23.1.0 or later and Financial Aid Automation 23.1.0 or later to manually bypass a student's Automated Refund Calculation functionality to enable you to manually process that student through Student Accounts.

• For a refund calculation at the program level, you must have Anthology Student 23.2.0 or later and Financial Aid Automation 23.2.0 or later to manually bypass a program's Automated Refund Calculation functionality to enable you to manually process all students within that program through Student Accounts.

With the release of Regulatory US 24.3.0 along with the Student 24.2.0 release:

Only when the R2T4 and IR statuses are in “Not Required” and/or “No Longer Needed” will you be able to go into the Student Accounts tile for that student and create a manual refund calculation.

Before you approve a single calculation, R2T4 or IR, you should review both calculations to make sure both can be marked Approved. If the first calculation is marked as Approved and refunds are scheduled, the other calculation is Rejected. The system will present a message indicating that the prior calculation will also get rejected. This will then require you to manually remove any scheduled refunds or adjustments created from the prior calculation being Approved.

With the release of Regulatory US 24.4.0:

Automated Refund Calculation Review presents a warning message indicating that approving the R2T4 before reviewing the IR (regardless of the IR status), could cause unwarranted scheduling of refunds. The warning appears after the current message of untimely processing of a calculation, when applicable.

"Warning: Please review the Institutional Refund calculation prior to approving the R2T4 because once the R2T4 is Approved, the status and refunds cannot be changed."

If you need to navigate to other areas of Anthology Student during the refund calculation process, access Anthology Student in another browser window.

Prerequisites

You must have Common - Student - View authorization.

To add, edit, or delete a refund calculation, you must have Student Accounts Student - Refund Calculation - New, Edit, and Deleteauthorization.

The remaining authorizations that depend on the task.

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

To calculate: 

• Institutional refunds, your institution must have configured refund policies

• Return of Title IV, your institution must have configured the campus to use Title IV refund calculations

• Return of Title IV for a student with a re-entry status, your institution must have configured the campus to allow a refund calculation for re-entry student statuses

If your institution configured the Student Financial Aid Automated Awarding (SFAAA) feature to automatically calculate refunds, your institution must also have configured refund policies to allow manual calculations to add institutional refund calculations.

If you are calculating refunds for Federal Supplemental Educational Opportunity Grant (SEOG) grants, your institution must have configured the SEOG Grant If you selected Grant (Other than Pell), select the check box to specify that the fund source is a Supplemental Educational Opportunity Grant (SEOG). When selected, Anthology Student identifies and includes SEOG records in the FISAP report.-Match% Specifies the percentage of matching SEOG grant funds provided by your institution. You must select the SEOG Match check box to enable the field. You can specify 2 decimal places. This information is important when returning Title IV funds. The amount of SEOG funds received and expected is reduced by the matching percentage at your institution. field for the fund source (Select the Configuration tile > expand Financial Aid > select Fund Sources.)

To calculate an:

• Actual institutional refund for a student using a refund policy that has not been configured to be manual, the student must have student status with a category of Permanent Out or Non-Permanent Out

• Actual Return of Title IV, the student must have a student status with a code of DROP, GRAD, or COMPLETE

For term-based programs, you must configure the transaction codes to include in the R2T4 calculation. (Select the Configuration tile > expand Student Accounts > select Transaction Codes.) This configuration option does not change/affect/include/apply to Non-Term Program transactions/charges that can get pulled into the R2T4 calculation via the COA/budget config.

Even though you can perform an actual refund calculation for GRAD and COMPLETE, the Return of Title IV calculation does not apply to those students.

To edit the disbursements or amounts included in the Return of Title IV calculation: 

• Your institution must have configured the campus to allow the editing of return amounts to the Title IV calculation

• The program version for the student must be configured to use an academic calendar that uses non-standard or standard terms (You cannot edit them if the academic calendar is credit hours without terms or clock hours.)

The student must have a Last Day Attended (LDA).

To delete a refund calculation:

• The refund calculation must not have been created by the Student Financial Aid Automated Awarding (SFAAA) feature.

• The refund calculation must have a status of Calculated. (You cannot delete a refund calculation with a status of Posted.)

You should also be familiar with: 

• The Background for Refund Processing

• If your institution uses Return of Title IV calculations, the Background for Return of Title IV, Fields, and Processing and the Background for Processing Worksheet Steps.

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 Add a Refund Calculation

You cannot save a refund calculation until you have completed the calculation. Some of the values from the Return of Title IV are required for the calculation of institutional refunds.

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. If the student was enrolled in a term-based program version or non-term program version with no payment periods and you want to review a list of the terms, select the Term Summary button and review the values.

   Credits Attempted The total credits the student attempted during the payment period or term. Credits Earned The number of credits earned by the student during the payment period or term. Cum Credits Attempted The total credits the student attempted during the program version. Cum Credits Earned The total credits earned by the student for the program version. Cum Hours Attempted The total hours the student attempted during the program version. Cum Hours Earned The total credits the student earned for the program version.

   End Date The end date of the term. Hours Attempted The hours attempted by the student during the term. Hours Earned The hours earned by the student during the term. Start Date The start date of the term. Term Select a term from the list of available terms.

3. If you want to: 

   • Add a refund calculation, select the New button on the toolbar

   • Edit a refund calculation, select the record for the calculation

   Anthology Student displays the calculation criteria appropriate for your configuration and the student. For example, if the student received Title IV awards, it displays the calculation criteria for both institutional refunds and Return of Title IV.

4. Under Calculation Criteria, specify or change the values. The fields depend on the student's status.

   Calculation Name The name of the refund calculation record. Calculation Type Indicates whether the refund calculation is actual or hypothetical. You can select Actual if the student status is graduate, complete, or drop. Hypothetical is selected and cannot be changed for all other student statuses. Even though you can select Actual for a student with a status of graduated or complete, the Return of Title IV calculation does not apply to those students. Date of Determination For a student status with a code of DROP or NDS-DROP, displays the date when your institution determined that the student withdrew. It is the drop date on file for the student. This value is used calculate Refund Due Date. For non- permanent out status students, this field is editable and by default set to last day attended. If the information on the last day attended is missing, it displays the current system date. Date Student Ceased Attending If attendance is required for the institution, is defaulted to the Last Date Attended (LDA) and it cannot be edited. If attendance is not required, the default is the NSLDS Withdrawal date for an actual calculation. The default is the LDA for a hypothetical calculation. If attendance is not required, it can be edited. It is only displayed when you edit a calculation. It is not displayed when you add it. If there is no LDA or NSLDS Withdrawal date, the date is the drop date on file for the student. For more information, refer to Worksheet Step 1: Student Title IV Aid Information in the background.

   Effective Date for Calculation The date when the refund calculation period is effective and can be used. It only be edited if a hypothetical calculation is being done. If an actual calculation is being done, the effective date for the calculation will be the student's enrollment status change date. Last Day Attended The last day of attendance for the student. For hypothetical refunds, you can specify any value as the Last day Attended, including a future date. For actual refunds, this will be the student's actual last date of attendance and it cannot be changed. If you select Hypothetical for Calculation Type, you can change it to any date, including a future date. If you change it from Hypothetical to Actual, Anthology Student checks if it is equal to the drop date for the student on file. If it is not equal, Anthology Student changes it to the drop date on file. NSLDS Withdrawal Date This field is read-only and is populated only when the refund is calculated for a withdrawn student. This value is used in calculating the time completed based on the NSLDS Withdrawal Date. Program Version Start Date Indicates the date the system determined as the start date for the program version. If re-entry, it uses the re-entry date. Otherwise it searches in this order: version start date, expected start date, and enrollment date.

5. If your institution configured refund policies, specify or change the values under Institutional Refund Calculation. The fields depend on the billing method selected for the enrollment and the academic calendar selected for the program version. The lists are also filtered to display academic years, terms, or payment periods where the Last Day Attended falls between the dates defined for the academic year, term, or payment period.

   Academic Year The academic year configured by your institution. End Date The end date of the term or payment. The default is the date configured for the term or payment period. If it is a term and you selected PERP, there is no default and you must select the date. Note Note for the refund calculation. Payment Period If the student is enrolled in a program version that is configured with an academic calendar of non- standard terms or a non-term program version that is billed by payment periods, select the payment period. Anthology Student uses the drop date to determine the default value. The drop date must fall between the start and end dates of the default payment period. When a payment period is selected, Anthology Student uses the start and end dates as the start and end of the Return of Title IV calculation period. Policies Specifies the refund policies you want included in the refund calculation. If there is no billing method selected for the student on their enrollment, Anthology Student selects all the active policies for the campus that have been configured to be pre-enrollment. If the student has a billing method, it selects all the active policies for the campus that have been configured as post-enrollment by default.

   Start Date The start date of the term or payment. The default is the date configured for the term or payment period. If it is a term and you selected PERP, there is no default and you must select the date. Term If the student is enrolled in a program version that is configured to use an academic calendar for terms or non-terms that do not bill by payment period, select the term to which the refund calculation applies. Anthology Student filters the list and displays only the terms where the Last Day Attended is between the start and end dates of the term. Term End Date The disbursement amount. Term Start Date The term start date.

6. If the student received Title IV awards and your institution configured the campus to use Title IV refund calculations, specify or change the values under Return of Title IV Calculation. The values depend on the value you selected for the Period Type and the billing method selected for the enrollment.

   Academic Year The academic year configured by your institution. 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. Note Note for the refund calculation. Payment Period If the student is enrolled in a program version that is configured with an academic calendar of non- standard terms or a non-term program version that is billed by payment periods, select the payment period. Anthology Student uses the drop date to determine the default value. The drop date must fall between the start and end dates of the default payment period. When a payment period is selected, Anthology Student uses the start and end dates as the start and end of the Return of Title IV calculation period.

   Period Type Select Payment Period to specify that the time frame for the calculation is the Title IV payment period. Select Period of Enrollment to specify that the time frame for the calculation is the period of enrollment for the student. For additional information about the period types, refer to the background for Return of Title IV, fields, and processing. Term If the student is enrolled in a program version that is configured to use an academic calendar for terms or non-terms that do not bill by payment period, select the term to which the refund calculation applies. Anthology Student filters the list and displays only the terms where the Last Day Attended is between the start and end dates of the term. 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.

7. Select the Calculate button.

8. If the student received Title IV awards and your institution configured the campus to use Title IV refund calculations, review and change any needed values under Calculation Steps in Return of Title IV Calculation, and select the Next button through each step. The table shows any values that can be changed and provides a link to information about the value.

   Step	Values That Can Be Changed
   Step 1: Student's Title IV Aid Information	Date Student Ceased Attending If the award names are highlighted, you can also select the links for the fund sources to change the disbursements and amounts that are included in the calculation.
   Step 2: Percentage of Title IV Aid Earned	Attendance Required for this Student?  Completed Days Total Days
   Step 5: Amount of Unearned Title IV Aid Due from the School	Amount for Period Transaction
   Step 6: Return of Funds by the School	Include Unearned Aid due from Student in School Refunds

   As you complete the steps and select the Next button, Anthology Student displays the results under Calculation Steps on the left. Once you reach the last step appropriate for the student and select the Next button, Anthology Student completes the calculation. If your institution:

   • Configured refund policies. Anthology Student calculates the Return of Title IV, calculates the institutional refund using all of the appropriate refund policies, and selects the refund that best benefits the student

   • Not configured, Anthology Student still calculates the Return of Title IV

9. If the student received Title IV awards and your institution configured the campus to use Title IV refund calculations, review the results of the calculation under Calculation Steps in Return of Title IV Calculation. You can also select the letter to open the worksheet where the calculation was performed.

   1. Title IV Grant Programs Amount Disbursement

   2. Title IV Loan Programs Net Amount Disbursed

   3. Title IV Grant Programs Amount Could Have Been Disbursed

   4. Title IV Loan Programs Net Amount Could Have Been Disbursed

   5. Total Title IV Aid Disbursed (Box A + Box B)

   6. Total Title IV Grant Aid Disbursed (Box A + Box C)

   7. Total of Title IV Aid Disbursed + Could Have Been Disbursed (Box A + Box B + Box C + Box D)

   8. Percent Earned

   9. Amount Earned

   10. Post-Withdrawal Disbursement

   11. Title IV Aid To Be Returned

   12. Institutional Charges

   13. Percentage of Unearned Title IV Aid

   14. Amount of Unearned Charges

   15. Amount for School to Return

   16. Total Loans the School Must Return

   17. Unearned Title IV Aid Due From The Student

   18. Amount of Payment of the Student's Loans

   19. Initial Amount of Title IV Grants for Student to Return

   20. Amount of Title IV Grant Protection

   21. Title IV Grant Funds For Student to Return

10. Select the Save & Close button on the toolbar.

Procedure to Delete a 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. Highlight the record you want to delete.

3. Select the Delete button on the toolbar.