Cleanup Tool

1. Click the Campuses field and select the campuses for which you want to run the Cleanup Tool.

   You can select individual campuses or all campuses. When you click the Show Filter Row button, you can sort and filter the grid by Name and Code.

2. By default, the Cleanup Tool displays payments, that is, items like scholarships that have transaction codes.

   Since the display is different for non-fund source items, you need to view and edit them by selecting the Include payments not associated with a fund source check box.

   When you select this option, the Fund Sources and Transaction Codes fields will be disabled.

3. To select transactions based on fund sources, click the Fund Sources field.

   The Select Fund Sources grid lists all active fund sources configured in Anthology Student such as loans, grants, and scholarships.

   Click the Show Filter Row button. You can sort and filter the grid by Name, Code, or Configured as Scholarships or Grants Yes/No.

   • Select Configured as Scholarships or Grants Yes to filter by fund sources designated for 1098-T reporting.

   • Select Configured as Scholarships or Grants No to filter by fund sources designated as "Not 1098-T Fund Sources".

   Select the check boxes for one or more fund sources and click Select.

4. To select transactions by code, click the Transaction Codes field.

   The Select Transaction Code grid lists all charges configured on Anthology Student ledger cards such as tuition, fees, and books.

   Click the Show Filter Row button. You can sort and filter the grid by Name, Code, or Configured as Scholarships or Grants Yes/No.

   • Select Configured as Scholarships or Grants Yes to filter by transaction codes designated for 1098-T reporting.

   • Select Configured as Scholarships or Grants No to filter by transaction codes designated as "Not 1098-T Fund Sources".

   Select the check boxes for one or more fund sources and click Select.

5. In the Transaction Date: From and To fields, specify a date range to filter the selected transactions by date. Enter dates in MM/DD/YYYY format, or click the calendar icons and select dates. The From date must be within the past 3 years.

6. (Optional) In the Amount: From and To fields, specify an amount range. By default, all amounts are selected.

7. (Optional) Click the Terms field, select one or more terms. By default, all terms are selected.

   You can select individual terms or all terms. When you click the Show Filter Row button, you can sort and filter the grid by Name and Code.

8. Click Next. The Selection Criteria section will be collapsed and the Results section will be expanded.

Note: Version 2022.0.1 of the 1098-T Processing Utility introduces the 1098T Cleanup Tool Maximum Records Displayed Select this option and specify the maximum number of records to be extracted from the database and displayed in the grid of the 1098-T Cleanup Tool. You can specify up to 6 digits. The default is 100000. The ability to gather a larger number of records is dependent on system resources. setting. See Configure All General Settings for Student Accounts.

After you have chosen the selection criteria and clicked Next, the Cleanup Tool gathers all records that match the selection criteria from the ledger card (SaTrans table) in the Anthology Student database.

The bottom right of the Results grid indicates the number of records found.

1. Review the records in the Results grid.

   Include Scholarships/Grants/Qualified Expenses The Include 1098T column identifies transactions to be included in the 1098-T based on the fund source code setup in Anthology Student. You can update these selections to comply with the 1098-T reporting guidelines for the current tax year. * Previous Year The Previous Year column identifies Title IV refund transactions made in the current tax reporting year that are associated with a single payment made in a previous year. Emergency Grant Box 1 The 1098-T utility processes 2021 CARES and HEERF II transactions in accordance with IRS requirements. It is not necessary to modify the CARES or HEERF II Fund Source settings or change CARES or HEERF II payments using the Cleanup Tool except for transactions made after the installation of the 2021 1098-T utility. The Cleanup Tool shows all 2021 CARES and HEERF II funds as: "Include in 1098-T Calculation" = FALSE and “Emergency Grant Box 1” = TRUE. If the transaction year is 2020, the existing logic forthe treatment of the CARES grants applies. HEERF II grants were not available in 2020, so no changes are needed for tax year 2020. The “Emergency Grant Box 1” field is only enabled for transactions where the transaction date is greater than 12/31/2020 and the transaction is tied to a fund source configured as: Other Outside Resource, Non-Need Based, Non-Title IV, or Scholarship or Grant. Multiple Payments The Multiple Payments column identifies Title IV refund transactions made in the current tax reporting year that are associated with multiple payments, where at least one of the payments was made in a previous year. 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 click 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 Number 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 some other method for assigning the ID.

   Transaction Number The transaction number as it appears on the student's ledger card. Transaction Date The date when the transaction record was posted. Amount The reported amount in dollars. Negative amounts (refunds) are enclosed in parentheses (). Transaction Name The name or description for the transaction. Term The code for the term. Fund Source/Transaction Code The Fund Source or Transaction Code associated with the transaction.  *

   * The columns displayed in the Results grid depend on whether "Include payments not associated with a fund source" is selected in the Selection Criteria.

   If Include payments not associated with a fund source is:

   • Selected, the Results grid:

     • Does not show the "Fund Source / Transaction Code" and "Include Scholarships/Grants/Qualified Expenses" columns.

     • Does not show the "Select / Clear All Include Scholarships/Grants/Qualified Expenses" toggle button.

   • Not selected, the Results grid:

     • Includes transactions associated with a fund source regardless of whether they are a scholarship or grant.

     • Shows the "Previous Year" check box enabled only for refund transactions.

     • Includes transactions for the previous year that are voided transactions AND are associated with a refund transaction.

2. The Cleanup Tool automatically selects transactions to be included in the 1098-T calculations based on the fund source code setup in Anthology Student, but the tool enables you to update these selections to comply with the 1098-T reporting guidelines for the current tax year.

   Note: The Cleanup Tool will pick up payments made by students (for example, cash). Depending on where the payments were entered, they may or may not have a check mark in the first column. Users cannot update this column for records that represent payments.

   To update individual records in the Results grid, clear or select the check boxes in the Include Scholarships/Grants/Qualified Expenses, Previous Year, and Multiple Payments columns.

   • When you clear the "Include Scholarships/Grants/Qualified Expenses" check box for a transaction, the “Previous Year” check boxes are cleared and disabled.

   • When you select “Exclude Box 4” check box for a transaction, the "Include Scholarships/Grants/Qualified Expenses" and “Previous Year” check boxes are selected automatically.

3. You can use the buttons in the grid toolbar to apply selections to all records in the Results grid:

   • Select All Include Scholarships/Grants/Qualified Expenses or Clear All Include Scholarships/Grants/Qualified Expenses (toggle button)

   • Select All Previous Year or Clear All Previous Year (toggle button)

   • Identify Prior Year Refunds — See "Identify Prior Year Refunds".

   When you apply a selection across all records, the confirmation message will indicate the number of records affected by the change.

   "Emergency Grant Box 1"

   The “Emergency Grant Box 1” option is only enabled for transactions where the transaction date is greater than 12/31/2020 and the transaction is tied to a fund source configured as:

   • Other Outside Resource
   • Non-Need Based
   • Non-Title IV
   • Scholarship or Grant

   The settings for "Include Scholarships/Grants/Qualified Expenses" or "Previous Year" and “Emergency Grant Box 1” are mutually exclusive.

   • If the transaction is marked with "Include Scholarships/Grants/Qualified Expenses" = True or "Previous Year" = True, the utility sets “Emergency Grant Box 1” = False.

   • If the transaction is marked with “Emergency Grant Box 1” = True, the utility sets "Include Scholarships/Grants/Qualified Expenses" = False and "Previous Year" = False.

   No other fields are affected by the selection of “Emergency Grant Box 1”.

   "Identify Prior Year Refunds"

   Box 1 reporting requires that institutions report adjustments to payments that were made in previous years.

   The "Identify Prior Year Refunds" functionality only applies to refunds posted for COD fund sources that are processed, since these refunds can be linked to matching payments. This is a subset of fund sources that are Title IV funds.

   Since the Cleanup Tool cannot automatically match refunds against payments that were not associated with a Title IV fund source, institutions must manually flag refunds for those payments that are associated with a previous year’s payments.

   1. Click the Identify Prior Year Refunds button.

      When you click this button, the Cleanup Tool reports the number of refund transactions and marks those transactions as previous year payments. The tool also updates the Previous Year flag of all refunds made in the previous year that were linked to a single disbursement tied to refunds that occurred in a previous year.

   2. The "Previous Year" and "Multiple Payments" columns will identify Title IV refund transactions made in the current tax reporting year that are associated with:

      • A single payment made in a previous year

      • Multiple payments where at least one of the payments was made in a previous year

      Review these transactions and determine whether they should be processed as previous year or current year refunds.

   3. Manually update the Previous Year flag of refunds made in the current tax reporting year that are linked to more than one Title IV payments where at least one of the payments occurred in a previous year.

4. (Optional) To view the Student Profile for a record, click the link on the student name. The Student Profile page for the selected record is displayed in a new browser tab if you have permissions to view student data.

5. Click Save to save your changes to the transaction records. A confirmation message is displayed.

   The records are now ready for 1098-T processing. Continue with Manage Batches.

   If you want to change the selection criteria or exit without saving, click Cancel.