Servicer Paid Disbursement Validation

Process Tab

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

1. To select the names of Financial Aid (FA) hold groups so that you can approve disbursements for students in those groups, select the names of the groups in the Override FA Hold Group If your user ID has been configured so that it allows you to override a Financial Aid hold group and approve disbursements, the list is displayed. If you select the names of the groups in the FA Hold Group list, you can approve disbursements for students in those groups. Anthology Student overrides the hold, but still evaluates the disbursement against the other disbursement approval criteria. FA Holds apply to Title IV and non-Title IV funds. list.

2. Review the batches of disbursements.

   Batch Amount The total amount of all of the disbursements in the batch. 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. Created By The last and first name of the staff member or process that added or created the item.

   Date Created The date when the item was created. Disbursement Batch ID The number/ID assigned by Anthology Student to the batch. Based on the selection criteria, the job processes data and creates batches asynchronously in the background. Import Batch ID  The number assigned to the batch by the servicer and recorded by Anthology Student when the batch was imported.

3. Select the record for the batch of disbursements.

4. When you are ready to evaluate and automatically approve the disbursements that meet the disbursement approval criteria, select the Queue Refund Criteria button.

5. In the Submit Batch dialog, review or change the name,

6. Select the Queue button.

   Anthology Student compares all disbursements in the batch to the disbursement approval criteria. If the disbursements: 

   • Meet the criteria, it automatically approves them (If all disbursements meet the criteria, it also displays a message.) 

   • Do not meet the criteria, it creates a batch that you can review and schedule refunds on the History tab

History Tab

Use the History tab to review the results of manually queued jobs.

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. Select the record for the batch. Anthology Student displays a list of students and disbursements.

2. Review the following values.

   Amount The amount of the disbursements reported to COD by that school code. Disbursement Date The date the disbursement was paid. 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. Note Area that displays, or that you can use, to specify comments or additional information related to the record or subject. Reasons When you select the link in the column, displays a list of the reasons why the disbursement was not approved.

   Refund Due Date The date that the refund is due. Anthology Student calculates the date using the number of days that your institution configured after the disbursement date that the refund is due. Student Name The last and first name of the student. In some lists, the name of the student is highlighted. If it is highlighted, you can select the link and it will display the Student Profile or a page available from the profile (such as their Documents list in Contact Manager). To display the Student Profile, you must have Common - Student - View authorization. If the link takes you to a page available from the profile, you must have authorization for that page. For example, if it displays the Documents list, you must have Contact Manager - Student Document - View authorization. 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. Student Status Specifies the status of the prospect or student at your institution (school status). Statuses are configured by your institution and vary by institution. If you change the status for a student, a dialog is displayed so that you can confirm the change. If there are also tasks associated with the previous status, Anthology Student displays a dialog that you can use to select the tasks to keep and tasks to close with the result of canceled. The student’s status (e.g., Active) is determined by their status history and activation units. A populated Version Start Date does not automatically flip a student to Active unless paired with appropriate status progression. You can use the status values to filter student records in lists/grid, processes, and reports. Term The alphanumeric code assigned to the item by your institution. In most cases, codes must be unique. Select or assign the code for this item.

3. To display the Awarding page for the student, select the link in the Student Name column.

4. To review the reasons why the disbursement was not approved, select the View or Hold link in the Reasons column.

5. If you need detailed information about the disbursement approval criteria that were met or not met, review the remaining columns in the list. The table describes the values that are displayed.

   Value	Description
   Yes	Indicates that the student met the criteria.
   No	Indicates the student did not meet the criteria
   N/A	Indicates that the criteria were not configured and were not included in the evaluation

Procedure to Schedule the Refunds

1. To change the amount of the refund or add a note, select the highlighted cells and specify the values.

   Amount The amount of the disbursements reported to COD by that school code.

   Note Area that displays, or that you can use, to specify comments or additional information related to the record or subject.

   For changed records, Anthology Student marks the top, left corner of the changed cells with a red indicator.

2. Select the check box for the students that you want to schedule refunds for.

3. If there are disbursements that you did not schedule refunds for, that still need to be scheduled using the student ledger, keep a record of the disbursements. For example, you can use the Export to Excel or PDF button () on the toolbar to export the list.

4. Select the Schedule Refunds button.

   Anthology Student: 

   • Schedules the refunds

   • Adds the refunds to the Received Disbursement & Refunds/Stipends tabs for the awards for the students (Select the Students tile > select the name in the Students list > expand Financial Aid > select the Awarding tile > Awards tab.)

   • Closes the batch and removes it from the list of batches on the History tab