Subsidiary Refund/Balance Transfers

You can use the Subsidiary Refund/Balance Transfers page to create and queue a batch that schedules subsidiary refunds for students with a credit balance or transfers the balance to another enrollment.

If the subsidiary balance is on a graduate status enrollment and the student has another enrollment with a future or active status when the student's subsidiary is loaded into the grid, the Transfer option is selected by default. This also applies to NDS statuses.

You can then use the page to review all the batches that have been processed.

Prerequisites

You must have:

  • Common - Processes - View authorization

  • Student Accounts – Processes – Subsidiary Refund/Balance Transfer authorization

The student must have multiple enrollments to have the transfer option available.

Your institution must configure a default bill code or balance transfer transaction code while configuring subsidiaries to enable the transfer option for the selected subsidiary.

Access Method

Select the Processes tile > expand Student Accounts > select Subsidiary Refund/Balance Transfers.

Procedure to Create the Batch and Review Results

Process Tab

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

  1. Specify the Selection Criteria to filter the records.

    CampusesClosed 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.

    Graduation DateClosed The date when the student graduated or is scheduled to graduate from the program version. From and To

    GroupsClosed Specifies the student groups for the process if needed.

    Start DateClosed Specify date range of student’s program version start date to filter the population of students for the process. From and To

    Student StatusesClosed The prospect or student status at your institution is configurable and may differ by school. When you change a student's status, you must confirm the update in a dialog box, and if there are pending tasks from the previous status, another dialog lets you choose which tasks to keep or close as canceled. A student's current status (like Active) depends on their history and activation units; simply entering a Version Start Date does not automatically activate them without proper status progression. Status values help filter student records in lists, processes, and reports. Alumni statuses include "complete" or "graduated."

    SubsidiaryClosed The names of the subsidiaries are populated based on the campus selection. The audit shows the name of the subsidiary associated with the updated subsidiary transaction.

  2. Select the Next button. Anthology Student processes the selection criteria and displays the results.

  3. Review the values in the Results grid.

    CampusClosed 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.

    Multiple EnrollClosed Indicates that a student is enrolled in multiple program versions.

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

    Refund/Transfer AmountClosed The amount that will be refunded or transferred. It must be greater than 0. If existing scheduled refunds are applicable for a student, this amount cannot be greater than the difference between the student's balance and scheduled refunds.

    Return MethodClosed The return method for the refund or stipend. The return methods are Checks, Master Checks, EFT, Net, ACH, and Credit Card. 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.

    ScheduleClosed Select this check box to schedule subsidiary refunds for students with a credit balance.

    Scheduled RefundsClosed Indicates any existing refund amount that has already been scheduled for the subsidiary.

    StudentClosed 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 BalanceClosed Current balance for the student's subsidiary.

    Student NumberClosed 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.

    Subsidiary NameClosed The name of the student's subsidiary account.

    TransferClosed Select this check box to transfer the student’s current subsidiary balance to another enrollment for the student.

    Transfer ToClosed Name of the program version to which the subsidiary account balance is transferred.

  4. Take the appropriate action in the grid.

    Task Action to Take

    Change a value in the grid

    		You can change the values in the highlighted cells.

    Apply schedule for all students

    Select the Schedule All button. All students are marked for schedule, which will schedule subsidiary refunds for all the students in the grid.

    Apply transfer for all students

    Select the Transfer All button. Anthology Student marks transfer for all students depending on the number of enrollments. The current enrollment is displayed in the "Transfer to" column for the corresponding transfer option.

  5. Select the Queue Refund/Transfer button.

  6. In the Queue Batch dialog, review or change the name of the batch and Select the Queue button.

Anthology Student processes the batch.

When the batch completes, Anthology Student displays the results on the History tab.

History Tab

For batches that you created to transfer subsidiary refunds or balances, you can use the History tab to review the status of all the batches, review the results of specific batches, and manage the batches.

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 (Export button) button on the toolbar.

  1. Review the values in the Batches grid.

    DurationClosed The amount of time it took to process the job or batch.

    NameClosed The name assigned to the batch. The name can include the date when the batch process was started.

    StartedClosed The date and time when the first job within the batch started executing.

    StatusClosed A status of Preparing indicates that the jobs in the batch are still being created or are waiting on the system resources required to create them. Started indicates that the batch has been started. (At least one job in the batch is Enqueued, Processing, Succeeded, or Deleted.) Succeeded indicates all jobs in the batch have been executed, and ALL job statuses are Succeeded. Completed indicates all jobs in the batch have been executed; some jobs may be in the Succeeded status, but at least one of the jobs is in the Deleted status. Awaiting indicates the batch is awaiting the completion of a dependent job or batch. Deleted indicates that the batch has been canceled.

    Submitted ByClosed The name of the staff member who submitted the background job or batch for processing.

    SubsidiaryClosed The name of the item (e.g., data set, batch, job, process, task, person, organization, entity, file).

  2. Select the name of the batch in the list. Anthology Student displays the details for the job in the Results grid.

  3. Review the values in the Results grid.

    CampusClosed 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.

    Job CreatedClosed The date and time when the job was added to the background job queue.

    Job StartedClosed The date and time when the job was pulled from the queue and started executing. The start time for a job will be the same time or later than the start time for the batch.

    Job StatusClosed The status of the job. Enqueued indicates the job is in the queue waiting to be executed. Scheduled indicates the job is scheduled to run at a future time. Processing indicates the job is running. Succeeded indicates the job was completed with no errors. Deleted indicates the job was completed with errors.

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

    Refund/Transfer AmountClosed The amount that will be refunded or transferred. It must be greater than 0. If existing scheduled refunds are applicable for a student, this amount cannot be greater than the difference between the student's balance and scheduled refunds.

    Scheduled RefundsClosed Indicates any existing refund amount that has already been scheduled for the subsidiary.

    Student BalanceClosed Current balance for the student's subsidiary.

    Student NameClosed 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 NumberClosed 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.

    Subsidiary Name Closed The name of the student's subsidiary account.

    Transfer ToClosed Name of the program version to which the subsidiary account balance is transferred.

    TypeClosed Indicates the type of transaction: Refund or Transfer.