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 Financial Aid 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

Specify the values under Refund Source to filter the list.

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

Student 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.

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.

Review the values in the list.

Academic Year The academic year configured by your institution and associated with the record.

Amount Refunded The dollar amount associated with the record.

Amount Received The dollar amount associated with the record.

Amount Scheduled The dollar amount associated with the record.

Award Year The financial aid award year associated with the record.

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

Stipend Amount The stipend amount.

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

Academic Year The academic year configured by your institution and associated with the record.

Amount The dollar amount associated with the record.

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

Disbursement Number 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.

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

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

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

Term Specifies the term associated with the record. Terms are configured by your institution.

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

Review and specify the following values.

Academic Year The academic year configured by your institution and associated with the record.

Amount The dollar amount associated with the record.

Apply Refunds 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 Name The name of the bank.

Credit Card The credit card type, for example, Visa or Master Card. This field is available only if the selected Payment/Return Method is Credit Card.

Due Date The date when the item is due (such as a 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.

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

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

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

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.

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 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.

Term Specifies the term associated with the record. Terms are configured by your institution.

To add a Payee, take the appropriate action in the list.

Task

Action to Take

Add the student as the payee

Select the drop-down list.
Select the Self option. Anthology Student displays the list.

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

Add a new payee

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

Specify the following values.

Address Type The address category for the payee.

City The name of the city where the building, person, or organization is located.

Country The country of residence. If you are specifying a country, the field defaults to the country for the campus. The country also determines the format of phone numbers. If you change the country, the phone numbers are automatically reformatted to the format for that country.

County The county for the address.

Email Address The payee's email address.

First Name The first name of the student. staff member, or other person.

Last Name The last name of the student, staff member, or other person.

Phone Number Phone number associated with the record. The format depends on how your institution configured phone numbers (such as whether phone numbers use parentheses and hyphens).

State If within the United States, the name of the state.

Status The school status of the payee.

Street Address The street address of the person or item. For student addresses, if an address has more than 40 characters, the additional characters in the address line will not be extracted to be sent to COD but will be truncated.

Title The title for the person associated with the record.

Work Phone Number Phone number associated with the record. The format depends on how your institution configured phone numbers (such as whether phone numbers use parentheses and hyphens).

Zip Code/Postal Code The postal code for the address. If you are specifying an address, you must specify a value for City or State. If you specify a city, state, or both, the list contains the valid ZIP codes.

Select the Save button.

Anthology Student adds the new payee for the payment.

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.”