Refund Calculation Jobs

You can create automated jobs for Refund Calculation in the Automated Job Management form as well as edit refund Calculation jobs already configured and saved in Financial Aid Automation.

When a student stops attending an institution, there is often a need to refund money to one or more fund sources. When the Automated Refund Calculation setting is enabled, Anthology Student calculates a refund for the student, tracks the progress of the refund process via Drop reports, and populates the Expected Refund Process Date on the Refund Calculation form.

Prerequisites

You must have:

  • Common - Configuration - View authorization

  • Financial Aid Automation – Configuration – Automated Job Management - Run Now and View authorization

  • Financial Aid Automation – Configuration – Automated Job Management - Job Sequence - New and Save authorization

  • Financial Aid Automation - Configuration - Automated Job Management - Automated Refund Calculation - Edit and New authorization

Access Method

Jobs tab (Select the Configuration tile > expand Financial Aid > select Automated Job Management.)

Procedure to Add or Edit Refund Calculation Jobs

  1. If you want to:

    • Add a new job, select the New Job button on the toolbar to open the New Job section

    • Edit an existing job, select the job link in the Name column to open that job in the Edit Job section

  2. Specify (for a new job) or change (edit) the following values based on whether you are creating or modifying a refund calculation job.

    CampusesClosed The campuses for which the job is configured. All campuses displayed and available for selection are filtered by the selected Reporting Entity ID.

    ProcessClosed The specific type of job process (e.g., COD Import, Disbursement Eligibility, SFAA Initial).

    Parent Documents and Student Documents

    DocumentClosed Select the document you wish to attach to the refund.

    Document StatusClosed Select the system status for the document attached to the refund.

    Refund Calculation Options

    In Financial Aid Automation 24.3.0, the option “Process Refund Calculation for all students within the groups regardless of student status” and the “Student Groups” field are removed under “Refund Calculation Options”. For automated R2T4 and/or IR calculations, institutions process refund calculations based on status changes. Students with active status are not expected to receive an R2T4 or IR refund unless the Settings > System > Status Changes has been updated to be considered as "Status Represents a Title IV Withdrawal". That status will allow institutions to keep students as active for reporting but also allow them to process a status change so both the R2T4 and IR calculations are generated timely.

    Process Refund Calculation for Number of days from the student status change - Select this check box to ensure the refund calculation process is performed within the configured number of days for all students whose status has changed (Valid range 0-30 days).

    Max number of days from Date of Determination to create Refund Calculation - Configure the number of days from the Date of Determination that you want the refund Calculation created (Valid range 15 -180 days).

    Allow refunds to Title IV Grants owed by the student to the U.S. Department of Education - Select this check box for refunds related to Title IV Grants.

    Allow the rounding of Post-Withdrawal Disbursements down to the nearest whole dollar - Select this check box to allow calculations for Post-Withdrawal Disbursements to be rounded to the nearest whole dollar when the refund calculation is approved. When an R2T4 is created, the PWD Rounding field (appearing in the header of the R2T4 worksheet) notates if the job configuration was Enabled or Disabled.

    Disable Disbursement Eligibility with Automated Refund Calculation (applicable only to the campuses with Automate Eligibility enabled) - Select this check box to ensure that ELIGBLTY exceptions are not created during Auto Refund Calculation. When this check box is cleared, ELIGBLTY exceptions are created as usual.

    Both the Date of Determination and the NSLDS Withdrawal Date must be configured for the Automated Refund Calculation to be calculated. If either date is not configured, the Automated Refund Calculation will not be calculated. Also, students (either in a student group or not in a student group) who had a status change based on the number of configured days from the change status will be calculated.

    Staff Notification

    Assignment MethodClosed The exception or job assignment method configured for the campus (Advisor, Staff Group, Staff Member).

    Staff GroupsClosed Group containing staff members in an institution. Typically, the groups are based on departments and job functions. Administrators can use staff groups to assign or revoke access privileges to all the members in the staff group.

    Staff MemberClosed The specific staff member.

    Task TemplateClosed The preconfigured template you wish to select for the notification that is to be sent to the selected recipient (Staff Member or Staff Group). When selected, this template is updated with the specific details of the selected student.

    Based on your selection in the Assignment Method field, either the Staff Groups or the Staff Member field appears.

    Schedule

    DaysClosed Select the number of days.

    End DateClosed The last date the item is effective or can be used. Depending on the context of the associated record, the end date can also be the end of a time range, session, or activity (e.g., job, program, course, term, payment period, academic year, enrollment).

    FrequencyClosed The frequency with which you want the automated job to occur (Daily, Once, Weekly, or Monthly).

    RecurrenceClosed Specify when the job occurs. Your choices are based on the selection in the Frequency field. If it is Daily, choose "Every Weekday" or "Rotation of Days". If it is Monthly, choose "Days from start of the month" or "Days from end of the month". If it is Weekly, choose the days in the Select Days pop-up.

    Recurrence PatternClosed How often the scheduled job occurs (either 'At this time' or 'Every hour').

    Start DateClosed The first day the item takes effect or becomes active. Depending on the context of the associated record, the start date can also be the start of a time range, session, or activity (e.g., job, program, course, term, payment period, academic year, enrollment).

    TimeClosed The specific time you wish the automated job to be scheduled for.

    The Recurrence and Days fields only appear based on your selection in the Frequency field. You can configure the rotation of days using a Frequency of Daily. This allows you to configure a job to execute on the day specified under Days. The job will be executed and completed when the day and time occur. If you update the job schedule by changing the Start or End Date or the Days, the system creates new schedule entries and replaces the old schedule.

    Tip: If you try to create a job that is already saved with the same criteria, a duplicate job validation message is displayed. The message has links for each saved job. When you select any of the links, a new tab displays the job details for your review.

  3. If you want to save and: 

    • Continue making changes, select the Save button

    • Continue to add another item to the list, select the Save & New button

    • Close, select the Save & Close button