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Mary Friedlieb
Sr. Consultant
PS Batch Refunding: A Case Study
www.thecedargroup.com
Case Profile
California State University, Fresno One of 23 CSU campuses 20,000+ students PS Careers of Grad, Ugrad and Non-credit Title IV financial aid school
Refunding Procedure FA excess awards have always been refunded
in “batch” (Nursing Loans) Non-FA excess monies refunded online/manual
and in “batch” Minimum = $2.00, Maximum = $7,000.00
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PS Software vs. Procedure
Batch Refund Process = Multiple data entry of refund requests based on specific selection parameters
“Report Only” mode will generate a report of what is selected, but will not post refund transactions to accounts
With “Report Only” not selected, a report will still be generated,and transactions will be posted to accounts
Checks will NOT be generated! This is a processthat needs to be run after Batch Refund
“Tuition Calc Required” ensures that mostcurrent enrollment based fees are posted to theaccounts (payment allocation)
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Selection Parameter Considerations
Individual/Organization FA/Non-FA excess monies Refund Item Type (only one
per selection parameters/run control)
Address Usage SF Business Unit refunding
setup Academic variables FA/payment Item Type
variables Charge Priority/Payment
Allocation setups
SF Accounts Approvals Single vs. multiple checks
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Selection Parameters: Page Review
www.thecedargroup.com
Selection Parameters: Page Review
www.thecedargroup.com
Selection Parameters: Page Review
www.thecedargroup.com
Selection Parameters: Page Review
www.thecedargroup.com
Selection Parameters: Page Review
www.thecedargroup.com
Selection Parameters: Page Review
www.thecedargroup.com
Fresno’s Questions
How do we ensure Nursing Loan monies don’t apply to any charges?
How do we ensure Nursing Loan monies apply against a specific GL account?
How do we ensure Nursing Loan moniesresult in a separate refund check?
How do we ensure Nursing Loan moniesare only refunded to Grad students?
How do we create the rest of our refunds forFA monies in the 10-day window?
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Fresno’s Answers
Develop and setup an unique item type for the Nursing Loan refund “charge” transaction.
Map this item type with the specific GL account that is satisfied by the Nursing Loan monies, or“receivable from charge”
Setup a Charge Priority tree node with only theNursing Loan refund item type
Use this tree node as the only node ina unique charge priority list
Link this unique charge priority list tothe Nursing Loan FA item type
www.thecedargroup.com
Fresno’s Answers
Do a separate run of Batch Refund just looking for the Nursing Loan FA award on the account
Either trust that FA will only award Nursing Loan to students in the GRAD career, or use the Academic Program selection option to limit
Nursing Loan batch refund run first, followedby a “all other FA” batch refund run
Develop and follow a refund processingcalendar
www.thecedargroup.com
Can your institution use Batch Refunding?
Know your refunding policy Don’t confuse procedure
with policy Clarify your GL accounting
needs Volunteers for a group
exercise?
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