Where’s My Money?
Transcript of Where’s My Money?
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Where’s My Money?
Charmaine Daniels
Director, Student Accounts
2013 PDG Bursars
Refund Processing Best Practices
2013 PDG Bursars Conference
Session Rules of Etiquette
• Please turn off your cell phone/pager
• If you must leave the session early, please do so as discreetly as possible
• Please avoid side conversation during the session
Thank you for your cooperation!
2013 PDG Bursars Conference
Introduction
• Benefits of attending this session:
– Practical explanation of Banner application of payment functionality as it relates to refund processing.
– Overview of the Banner refund process.
– Q & A with other schools to share information and strategies for efficiency.
2013 PDG Bursars Conference
Agenda
• Detail code set up related to application of payment/refunds.
• Application of payment (TGRAPPL) parameters related to refunding.
• Overview of GSU refund process
• Questions.
2013 PDG Bursars Conference
Detail Codes & TGRAPPL
2013 PDG Bursars Conference
Detail Code Set Up
• Key options in the Detail Code Control form (TSADETC) that impact refunds:
– Refund code.
– Refundable.
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Refund Code
Use either “Y”, “M”, or “P”:
• Select Y to generate a refund automatically via the
TSRRFND process.
• Select M if the refund transaction will be posted
manually (not selected in the TSRRFND process.
• Select P for Plus Loan refund.
• Leave blank if the transaction is not a refund.*
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Refundable Check Box
• This box must be checked in order for the TSRRFND process to evaluate the transaction for a refund.
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TGRAPPL Parameters
• Let’s go through some specific parameters and discuss the impact on refunds:
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01- ID Number 07- Apply Other to Future Term
02 - Apply Refund to any priority 08 – Order by Term
03 - Apply Neg Chg to any priority 09 – Print Application Pending Rost
04 – Apply Cont/Expt Credits
05 – Apply Title IV first
06 – Apply Aid to Future Term
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02 Apply Refund to Any Priority
• Entering “Y” will create an absolute override for refunds so that they are not subject to any restrictions (other than that they would not impede a Direct Pay).
• Entering “N” will enforce detail code restrictions selected in TSADETC like any other detail code.
2013 PDG Bursars Conference
03 Apply Negative Charge to Any Priority
• Enter “Y” to allow negative charges to apply to any charge regardless of priority or like term.
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04 Apply Contract/Exemption Credits
• Enter “C” to apply contract/exemption credits based on cross-reference information (TSAEXPT or TSACONT set up).
• Enter “D” to apply contract/exemption credits based on detail code priority.
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05 Apply Title IV first
• Enter “Y” to apply financial aid credits to charges first. • Enter “N” and payments will apply in standard priority
order.
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Apply Aid to Future Term
• Enter “Y” and TIV payments will apply to charges in any term.
• Enter “N” and TIV payments will only apply to charges in terms less than or equal to the TIV payment term.
– Like term, like aid year, and like period restrictions will still be enforced if they are checked in TSADTEC.
2013 PDG Bursars Conference
07 Apply Other to Future Term
• Enter “Y” and other credits will apply to charges in any term. • Enter “N” and other credits will only apply to charges in terms less
than or equal to the payment term. – Like term, like aid year, and like period restrictions will still be
enforced if they are checked in TSADTEC.
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08 Order by Term
• FAQ 1-DYABBW has detail about how this parameter works.
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09 Print Application Pending Roster
• Enter “Y” to have a list of accounts that still have unapplied payments created with the job output.
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Overview of GSU process
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Process Flow
BbPay Refunds
1. TGRAPPL
2. GLBDATA
3. Flag/Update
4. Refund Script
5. Refund/Update (BFND)
6. BbPay File (1st Data file & wire request email)
ACH/Check Refunds
1. TGRAPPL
2. GLBDATA
3. Flag/Update
4. Refund Script
5. Refund/Update (RFND)
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Process Flow
• TGRFEED runs at the end of the day to feed refund transactions to the GURAPAY table.
• The accounting interface runs to pull data into PeopleSoft for processing ACH/check refunds.
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Refund Script • Process unchecks refund indicator and places
a hold with specific description when: – Has an AC, AR, AN or AP hold.
– Is deceased.
– Is not enrolled or has an enrollment status of WD,WH,WI,MW, LW or GW and has had financial aid paid for the same term.
– Does not have a valid address and does not have active ACH record in GXADIRD or does not have BBPay Authorization.
2013 PDG Bursars Conference
Refund Script
• Continued: – Overall balance is not equal to total refund amount.
– Has a refund on a credit card transaction.
– Refund includes credit balance from WCHK or CHEK transaction where the effective date is less than 11 days.
– With credit balance on TPVA detail code and any payments or financial aid for the term.
– With credit balance on TPVA and no other payments.
– With credit balance and no payments in the term.
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Refund Hold Report • Refund script unchecks accounts so they won’t process
and posts a RH (refund hold) on the student’s record.
• We run a report in crystal to pull all records with refund holds to review (we don’t review the other refunds – they just go out).
• We use a custom process to load a file of records that have been reviewed to check the refund indicator (in TSAACCT).
• Refund/update is run again to process only those accounts.
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Summary
• Carefully think about how you want payments to apply to charges first. This is key in refund processing efficiency.
• Involve your AP department in the discussion.
• Using custom processes along with baseline can make life easier.