Background for Campuses Student Accounts
Prohibit Void of Cleared Refund and Stipend Checks
When a user highlights a refund or stipend from a student's ledger card and selects 'Adjust Transaction', Anthology Student checks if the check is cleared. The determination of whether the check is cleared is based on the definition assigned in the campus configuration. If the user chooses to adjust a refund or stipend check that is cleared, the 'Void This Transaction' button is not enabled on the 'Void Refund/Stipend Check' form, prohibiting the user from voiding the refund or stipend check.
How Should Credits be Applied?
The proper application of payments is important for the correct aging of accounts receivable, calculation of student credit balances, and creation of 1098-T forms by the Payments Received reporting period. For each campus, there are two options to apply payments to charges.
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Auto Apply Using Hierarchy – Payments (credit transactions) posted to the ledger card are automatically applied to charges (debit transactions) that have not been applied. When the payment is a non-financial aid source, Anthology Student uses the default payment applications hierarchy for the campus to apply the payment. If the payment is a fund source payment, the payment application hierarchy for the fund source is used. For details on configuring the hierarchy, see Credits Apply Order.
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Manual/User Applied – This option lets you to choose how payments get applied. When you select this option, a pop-up displays the Apply Credit form where you can specify the amounts from the select payment to apply to specific charges.
1098-T Electronic Processing
The Internal Revenue Service (IRS) requires institutions to file 1098-Ts for each student who meets certain requirements for the Hope credit or qualifies for the lifetime learning credit. From student records, Anthology Student determines which students need to be reported on 1098-Ts. The institution must print 1098-Ts to send to the qualified students. The institution can also create an electronic file with 1098-T data to transmit to IRS via the export feature.
Always Bill to Enrollment Campus regardless of where course is offered
The default is to post to where the courses are offered. If no current value exists for the campus selected, the check box is cleared by default.
- If the billing method for the student has a frequency of program, academic year, or term, and does not use a rate schedule, the charge will be billed to the student's enrollment campus regardless of whether this check box is selected.
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If you select this check box and with multiple campuses selected and billing by course with students taking courses at more than one campus, you will change where registration billing transactions are posted.
Automatically create refund calculation placeholder
This feature is used by small institutions that have batches of 200 or fewer students. When this option is enabled and a student drops out of school, a placeholder refund calculation record is added to student's Refund Calculation form. This is a hypothetical calculation of the expected refund date should the student drop out.
Allow edit of Institutional charges
This is usually done when actual student expenses (books, living expenses, etc.) are different from projected expenses. This option is not applicable for students whose billing frequency is by payment period. Institutional charges for these students can always be edited. This check box is editable when you opt to Use Title IV Refund Calculation.
Number of days to add to DOD to calculate refund due date
This is to ensure that clients remain in compliance with Title IV regulations that require Title IV funds be returned to their appropriate Title IV program within 45 days of the Date of Determination. The value can be less than, but not greater than 45 days. The default value is 45 days.
Expected Refund Processing Basis
- LDA Basis: The refund deadline is based on the last date of attendance (LDA). If you select LDA Basis, the Determination Date Days field becomes unavailable. You must specify a value greater than 0 for LDA Days.
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Determination Date Basis: The refund deadline is based on the Determination Date of the student's enrollment. If you select Determination Date Basis, the LDA Days field becomes unavailable. You must specify a number for Determination Date Days.
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Earlier of Both: The refund deadline is based on the earlier of the two options, LDA Days or Determination Date Days. If you select Earlier of Both, you must enter numbers in both fields.
Stipend Processing Behavior at Campus Level and Fund Source Level
The table below summarizes the possible combinations of configurations at Campus level (Prevent Disbursing of Stipends if Fund not posted?) and Fund Source level (Allow Disbursing of Stipend Without Funds Posted?) and the expected results for stipend processing.
| Campus Level Configuration | Fund Source Level Configuration | Fund Source Posted to Ledger Card? | Can Stipend Be Processed? |
|---|---|---|---|
| No | No | No | No |
| No | No | Yes | Yes |
| Yes | No | No | No |
| Yes | No | Yes | Yes |
| Yes | Yes | No | No |
| Yes | Yes | Yes | Yes |
| No | Yes | Yes | Yes |
| No | Yes | No | Yes |
Use Auto-Stipends
Configure the auto-stipend feature before items being posted for the evaluation time frame. Prior credit balances should be addressed by hand. The credit balance calculations can be triggered by any method of posting to the ledger card.
For a credit balance to be evaluated, the payment posted must be associated with a fund source. Unscheduled cash payments not associated with a fund source or web payments will not trigger the credit balance evaluation.
Note: The auto-stipend calculation includes both Title IV and non-Title IV funds.
Credit Balance Evaluation Type
Student Level Evaluation
Select this option to configure an 'All Transaction' credit balance evaluation to evaluate auto stipends at the student level across multiple enrollments and include a Title IV Calculation.
If a student has enrollments at two campuses, both campuses must be set to Student Level Evaluation. If one campus uses Student Level Evaluation and another campus uses another evaluation type, Student Level Evaluation will not yield the expected result.
When Student Level Evaluation is selected, the Include Title IV Evaluation option becomes available and, if selected, Title IV Evaluation is run for the FSA time frame applicable to the disbursements being evaluated and each enrollment. Anthology Student executes the FSA Title IV Evaluation before the Student Level Evaluation: it creates a Title IV stipend and then an 'All Transaction' stipend as needed.
Based on the configuration at the student level, all the stipends are posted to the Student Accounts Auto Stipend Payment Queue. Anthology Student ensures that Use Auto Stipend is activated before any payments are placed into the queue. If Use Auto Stipend is not activated, the payments will not go into the queue.
Enrollment Level Evaluation
This option checks for an overall credit balance for the student’s enrollment that has been specified: [Total charges - (total payments - scheduled stipends and refunds)]. An Auto Stipend is generated if there is a Credit Balance on the enrollment.
A tuition charge must be posted on the ledger card for a stipend to be created for a credit balance for the Enrollment and Time Period Evaluation.
FSA Title IV (only) Evaluation
This option evaluates the student using the current Title IV Regulations for calculation of a credit balance amount on the award year for grants or Perkins and uses the loan period for loans. The calculation uses only Title IV charges and Title IV payments to calculate the credit balance amount. When a Title IV payment is posted and Anthology Student determines that there is a Title IV Credit Balance for an elapsed award year or an elapsed loan period, an auto stipend is scheduled, regardless of whether there is an authorization on file to hold credit balances.
If an Enrollment Level Evaluation or FSA Title IV (only) Evaluation is selected as the Credit Balance Evaluation Type, the Credit Balance Evaluation Time Frame box is disabled on the form.
Time Period Evaluation
This option is used to designate a defined period of time that will be used to calculate a credit balance.
Exclude Student Statuses from Auto-Stipend
You can select one or more statuses and save the status selection for the campus. Students whose statuses are configured here are excluded from the auto-stipend job calculation, and no stipends will be calculated or posted through the auto-stipend job. When a status has been excluded from the auto stipend process, a warning message reminds you that the credit balance for these students needs to be resolved manually.
The Title IV Evaluation Process is triggered by the process Title IV Credit Balance job, which only runs the Title IV Evaluation. The Year and Title IV Evaluation process is triggered by the process Expired Loans for Stipends job, which only runs the Title IV Evaluation for loans about to expire before the loan period or academic year.
Include Title IV Evaluation
If the payment is a Title IV payment and Include Title IV Evaluation is selected, Anthology Student evaluates the payment using 'FSA Title IV Evaluation' first and creates a stipend. Then, Anthology Student re-evaluates the same payment transaction through the Enrollment Level or Time Period configuration, and if needed, an additional stipend will be created.
If the payment is a Title IV payment and Include Title IV Evaluation is not selected, Anthology Student evaluates the payment using the Enrollment Level or Time Period configuration only. If needed, a stipend is created.
If the payment is a non-Title IV payment, Anthology Student evaluates the payment based on the current Enrollment Level or Time Period configuration.
Credit Balance Evaluation Scheduling
When the campus is configured to control the scheduling of the processing of credit balance calculations, Anthology Student holds all payments made by any posting method to be processed later at the appropriate configured point in time. Once the configured scheduled time frame has elapsed, Anthology Student executes the credit balance evaluation processing immediately after the payment is posted; this also occurs for campuses not configured to control the timing of the credit balance evaluation.
If you clear the Use Auto Stipend check box and if there are payment records waiting to be processed, as per configuration, a warning message is displayed. If you select 'Yes', the check box is disabled and the records remain unprocessed.
When you opt for Configured Days on Registered Term or Configured Days on Financial Aid Term option, you can continue to configure the credit balance evaluation schedule for each program version under the Evaluation Schedule tab. For each program version, you can specify:
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Evaluation schedule based on the term’s Start Date or Add/Drop Date.
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Number of days before or after the term’s Start Date or Add/Drop Date to evaluate credit balance for the student based on the payment posted
Credit Balance Evaluation Time Frame
Payment Period or Term- If a Time Period Evaluation is selected as the Credit Balance Evaluation Type, the ‘Payment Period or Term’ option is populated by default. Anthology Student performs a credit balance check on the individual term or payment period time frame. You can select to include a Title IV credit balance evaluation which would occur on the FSA time frame determined by the awards in the financial aid package. Additionally, you can select Allow up to $200 of FSA funds for prior period charges.
‘Loan Period or Academic Year- This option calculates an ‘All transaction’ stipend. You can select to include a Title IV evaluation that will be executed before the ‘All Transaction’ time frame. Additionally, you can select Allow up to $200 of FSA funds for prior period charges.
This configuration matches loan periods to academic years based on sequences. For example, Loan Period 1 = Academic Year 1, Loan period 2 = Academic Year 2, etc. When the Loan Period or Academic Year is selected along with Fund Source Order to Stipend, Anthology Student resolves any preexisting credit balance within the current loan period or academic year being evaluated. The prior existing credit balances are not automatically satisfied until a new payment is made to that Loan Period or Academic Year, which will result in a greater credit balance.
When the financial aid package consists of Title IV Loans and Title IV grants, the Title IV Loan Period is used for the evaluation time frame of the ‘All Transaction’ calculation. This allows the calculation time frames to match up for both evaluation types and gather all charges and payments for the Packaged credit values of the Academic Year.
If the financial aid package consists of only Title IV grants, the Academic Year is used for the evaluation time frame of the ‘All Transaction’ calculation. Non-Title IV awards can exist in either of the packages mentioned here. Anthology Student uses the Academic Year time frame to match charges with the financial aid awards for the time frame. If a Title IV evaluation is included for this scenario, it would occur on the Award Year.
FSA Principals
If a student’s financial aid package includes a Direct Loan, the 'year' for Title IV credit balance evaluation is the loan period even if the financial aid package contains Award Year based funds. Award Year based funds include all Title IV Grants and Perkins loans. If the student’s financial aid package does not have a Direct Loan, the 'year' for Title IV credit balance evaluation is the Award Year.
When determining a debit balance ‘Tuition, Fees, Room and Board’ are always included. 'Other Charges' can be included in the evaluation if the waivers that allow the charges to be included are on file. (Select the Settings tile > expand System > select Campuses > select the name of an existing campus, or select the New button, specify the required information, and Save the campus > select the Student Accounts tile.).
Tuition, Fees, Room and Board – To designate these fees in Anthology Student, select 'Include in 'Title IV Institutional Charges' and 'Always allow Title IV to Pay charge’ on the transaction code (Select the Configuration tile > expand Student Accounts > select Transaction Codes. ).
Other Charges – To designate these fees Anthology Student, select 'Include in Title IV Institutional Charges' and clear 'Always allow TIV to Pay charge’ on the transaction code (Select the Configuration tile > expand Student Accounts > select Transaction Codes.).
Allow up to $200 of FSA funds for prior period charges
This corresponding value is then added to the current charges of the selected time frame, and then the credit balance amount is calculated.
This option is available for all Credit Balance Evaluation Types where Title IV funds are used in the calculation, including Time Period Evaluation, in which the credit balance evaluation time frame is payment period or term; FSA Title IV (only) Evaluation, for which Title IV Funds are automatically included in this calculation; Enrollment Level Evaluation, and Student Level Evaluation.
To apply Title IV charges to these transactions, ' Include in Title IV Institutional Charges' and 'Always allow Title IV to pay charge' must be selected (Select the Configuration tile > expand Student Accounts > select Transaction Codes. ) Additionally, Allow up to $200 of FSA funds for prior period charges must be selected.
The $200 prior period charges can be used for charges other than tuition, fees, room, and board; however, the total amount cannot exceed $200, and it must include any amount used to cover prior year charges that are tuition, fees, room, and board. For example, if $100 was already applied for fees, there would only be up to $100 remaining that could be applied for the prior period charges for which the total cannot exceed $200.
Credit Balance Scheduling
When Start Date is selected, the number of days before or after the Academic Registration Term Start Date to execute the credit balance calculations on registered students can be configured. Anthology Student allows a date range of 10 days before or 14 days after the Academic Registration Term Start Date.
When Add/Drop Date is selected, an administrator can configure the number of days before or after the Academic Registration Term Add/Drop Date to execute the credit balance calculations on registered students. r is used for the evaluation time frame of the ‘All Transaction’ calculation. Non-Title IV awards can exist in either of the packages mentioned here. Anthology Student allows a date range of 24 days before or 10 days after the Academic Registration Term Add/Drop Date. r is used for the evaluation time frame of the ‘All Transaction’ calculation. Non-Title IV awards can exist in either of the packages mentioned here. Anthology Student then validates that the processing date is within the allowable range of days before and after the Academic Registration Term Start Date.
