Post or Schedule Refunds

You can post or schedule refunds for a student in the ledger card.

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.

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.

Credit Card/ACH Refunds

When the student’s campus has a payment gateway provider configured to process payment plans and refunds:

If the payment gateway provider is PayPal or ACI, you can schedule Credit Card refunds to be sent to PayPal or ACI for processing. For PayPal, you must select a student’s credit card to refund against. For ACI, you must associate the refunds with specific payments to which the refunds are to be applied. Processing live ACH refunds through PayPal or ACI is not supported in Anthology Student.
If the payment gateway provider is TouchNet, you can schedule both Credit Card and ACH refunds to be sent to TouchNet for processing. Credit Card/ACH refunds must be scheduled against specific credit card/ACH payments. When your payment gateway provider is TouchNet, you can also post an ACH refund directly to the ledger card which will also be processed at TouchNet.

When the student’s campus is not configured with a payment gateway provider to process payment plans and refunds:

You can only schedule or post Credit Card/ACH refunds if the Advanced Features flag Enable Additional Usage of ACH and Credit Card Return Methods for Refunds and Stipends? Select Yes to enable an additional payment gateway provider (other than PayPal or ACI) for credit card processing. When you enable this option, it permanently disables configuration forms and processes that are related to credit card and ACH processing in the legacy interface. Configuration forms and features that are disabled in the legacy interface include: • Post Payments – through Ledger Card and through Daily menu. You can no longer post payments in the legacy interface • Post FA Disbursements - Daily > Student Accounts • Post/Schedule Refunds - through Ledger Card or through Daily > Student Accounts > Post Individual Refunds • Payment Information for students - View menu > Student Accounts > Payment Info • Payment Information for Agencies - Daily > Contact Manager > Agency/Third Party > Edit an agency and agency branch > Payment Info • Process Electronic Drafts - Daily > Student Accounts • Admissions Deposits - View menu > Admissions > Deposit • Housing Deposits - View menu > Housing > Deposit • Process Online Applicants - Daily > Admissions • Credit card processor configuration for single credit card payments - Setup > Campus Locations > Edit campus > Electronic Processing tab • Credit card processor for batch payments/refunds and ACH processors - Setup > Student Accounts > Additional tab is set to Yes.
If there are Credit Cards/ACH payments on the student’s ledger card that are populated with a VRN (Vendor Reference Number), you can schedule Credit Card/ACH refunds against these transactions. Transactions with Vendor Reference Number (VRN) populated are transactions posted to the student’s ledger card through integrations with a vendor using APIs. Vendors often need the VRNs to identify the payments in their systems to process refunds against those payments. Therefore, these vendors need to be able to schedule Credit Card/ACH refunds and associate them with the specific Credit Card/ACH payments so the VRNs can be obtained to successfully process the refunds for the students in their systems.

Prerequisites

You must have:

Common - Student - View authorization

Student Accounts - Student Account Transaction - New authorization

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

To use an additional payment gateway provider (other than PayPal or ACI), your institution must have selected Yes for Enable Additional Payment Gateway Provider for electronic processing? Select Yes to enable an additional payment gateway provider (other than PayPal or ACI) for credit card processing. When you select this option, it permanently disables the following configuration and processes related to credit card and ACH processing in the legacy interface: • Admissions & Housing Deposits • Process Online Applicants under Admissions • Credit Card Processor configuration for single credit card payments on the Electronic Processing tab under Campus Locations • Payment Information for students – Credit Card related areas • Payment Information for Agency • Post FA disbursements (where you can post batch an agency payment using the credit card payment method) • Post Payments – through Ledger Card and Daily menu • Process Electronic Drafts • Refunds – through Ledger Card and Daily menu when it configured advanced features in the system settings for Anthology Student. (Select the Settings tile > expand System > select Advanced Features.)

Your institution must have set Yes to Enable Additional Usage of ACH and Credit Card Return Methods for Refunds and Stipends? Indicates that you want to allow posting or scheduling of ACH and Credit Card refunds/stipends regardless of whether ACH or Credit Card processor is configured for the student’s campus. When this feature is enabled, the Student Accounts process Refunds/Stipends under Daily in the legacy product is disabled. to schedule and process ACH refunds/subsidiary refunds and credit card refunds/subsidiary refunds for campuses with no ACH processors or payment gateways configured and directly post the ACH stipends to the student’s ledger card.

When this option is enabled, the ACH and Credit Card return methods are available when scheduling refunds or posting refunds directly regardless of whether a credit card processor or ACH processor is configured for the student’s campus. The ACH and Credit Card return methods are available for the Anthology Student fund source or student payment plans. ACH/Credit Card refunds scheduled or posted in this situation are for reference purposes only. These refunds are not associated with any specific ledger card transaction and will not be sent to any payment gateway providers for processing.

Access Method

Select the Students tile > select the name in the Students list > expand Student Accounts > select the Ledger Card tile.

Procedure to Post or Schedule Refunds

Select the student's Program Version.
Select the Refunds tab.

If the student belongs to a student group that is associated with the Refunds Hold action, the Refund Option is set to Schedule Refund by default and is disabled. A message will state that the student is on refunds hold and posting of refunds is not available.

The Next button will be disabled if the remaining balance (Amount Received - Amount Refunded+Amount Scheduled) is zero.
In Refund Source, select a refund source, and select Next.

Specify the following details. Items that are displayed will vary based on the selected Refund Option.

Academic Year The Academic Year associated with the record.

Amount The refunded amount.

Apply Refund 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 Account The student's bank account associated with the transaction.

Credit Card/Tran Num This field contains a list of student’s credit card payments that can be refunded. This field is visible when the Return Method selected is Credit Card and • The student’s campus is configured with a payment gateway provider to process credit card payment plans and refunds or • There are credit card payments on student’s ledger card that are associated with VRN (Vendor Reference Number) values. This field becomes required when there are only Credit Card payments with VRN exist. If there are both types of Credit Card payments found (with VRN as well as without VRN), this field is not a required field.

Check Number The check number used for the payment. This is displayed only if you select Check as the Payment Method.

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

Date Sent The date when the refund was sent.

Disbursement The sequence number for the disbursement. For Pell grants, if there are disbursements from other enrollments, the numbering scheme picks up where the previous disbursements left off.

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

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

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

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

Reference A reference value.

Refund Name The name of the refund.

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

Return Method Indicates the return method for the refund. The options are Check, Master Check, EFT, Net, Credit Card, and ACH. If the Schedule Refund option is selected as a Refund Option: - Check – Always available - EFT, Master Check, Net – Available for all fund sources except for Student fund source. Master Check is available only if Anthology Student is not integrated with Anthology Finance & HCM - ACH - Available only if the student’s campus is associated with a live ACH processor or a file-based ACH processor. If the campus is configured with a file-based processor, the student must have a bank account with direct deposit enabled. - Credit Card – Available only if a credit card processor is configured for the campus for Credit Card Processors for Payment Schedules under Student Accounts Configuration If Post Directly to Ledger option is selected as a Refund Option: - Check – Always available - EFT, Master Check, Net – Available for all fund sources except for Student fund source. Master Check will be available only if Anthology Student is not integrated with Anthology Finance & HCM - ACH – Available only if ACH processor is configured for the student’s campus for Electronic Processors ACH Processors tab under Student Accounts Configuration - Credit Card – Not available

Student Bank Account/Tran Num This field contains a list of student’s ACH payments that can be refunded. This field is visible when the Return Method selected is ACH and • The student’s campus is configured with TouchNet payment gateway provider to process ACH payment plans and refunds or • There are ACH payments on student’s ledger card that are associated with VRN (Vendor Reference Number) values. This field becomes required when there are only ACH payments with VRN exist. If there are both types of ACH payments found (with VRN as well as without VRN), then this field is not a required field.

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

Transaction Date The date when the transaction record was posted.

If you select Apply Refund, specify the Applied Amount The amount that will be applied against payments or charges..
If you want to post or schedule, based on the Refund Option that you select, select the Post/Schedule button. The refund amount will be posted to the Transactions grid, with the prefix of Refund.

If the student has a pending adjustment at COD, the refund cannot be posted and you will receive a message. Once the adjustment is processed and accepted by COD, you can post the refund.
If you selected Print Receipt, select the Print button.