Releasing Refunds

1. Releasing Refunds Presented by Antonio Trepesowsky Banner Student Functional Consultant Antonio.trepesowsky@sungardhe.com

2. Agenda TSADETC Setup Rule Class and Bank Codes Application of Payment PopSels TSRRFND TSARFND Feeding & Finance Finance Forms Student needs Reversing Refunds Return to Lender

3. TSADETC Setup Refunds are charges: Priority depends on TGRAPPL parm 2 Refund ind Y = Produce a paper check/direct deposit Debit: Student Accounts Receivable Credit: Refund Clearing Account M = Money has already been given Debit: Student Accounts Receivable Credit: Cash P = Parent Plus Loan Debit: Student Accounts Receivable Credit: Refund Clearing Account RFRMGMT, RPALORG, RPAELAP, RPALAPP Direct Deposit Checkbox only used with Y or P setting Refundable Batch job only looks at P codes with this box checked Housing refunds looks at detail codes on SLALMFE with refundable checked for use in % refunds on SLA%SCD

4. Rule Class and Bank Codes If you refund Title IV money to different banks, this can only be manually handled by banner (very difficult) If you use different banks for Direct Deposit and paper check, this can be handled by unique rule class codes and thus unique detail codes with Popsel Order of Bank Code Selection Rule Code 1 defined Bank Rule Code 1 no defined Bank, Fund affiliated bank No fund affiliated bank, FURAPAY parm 1 bank No fund affiliated bank, no FURAPAY bank, GXRBANK The Bank and deposit number on TGACSPV is used by TGRFEED for TBRACCD, TBRMISD, and TBRDEPO and is stored on the TGRFEED table but is not used by FURAPAY

5. Application of Payment The balance column determines if a person is eligible for refund or not It is critical that application of payment be run and clean prior to running refunds Strongly recommend popsel to find any E or C (and possibly F) transactions with balance <>0 to select for unapplication and reapplication Acceptable Pending Applications include: Installment plans with future dates Title IV not paying non-authorized transactions Contract Payments not paying beyond Cross Ref detail If performing multiple refund runs, TGRAPPL must run between each RFND and FLAG

6. Pop Sels E or C (possibly F) trans with balance <>0 Students with payment balance >0 with valid address records Students with Holds Students with Direct Deposit Only necessary if unique bank code System will recognize whether the student has a direct deposit record and feed that to AP as needed

7. T(F/S)RRFND Only accounts with a literal “ARTERM” value for term code in all transactions will be selected by TFRRFND Transactions produced in RFND mode are always posted to an immediately closed cashier session 1/1 – Flag vs Refund 2/2 – Audit vs Update -/3 – All or Title IV only 3/4 - Minimum Credit Balance 4/5 – Address Date 5/6 – Address Hierarchy – display output only

8. T(F/S)RRFND RFND mode ONLY 6/7 – Refund Code 7/8 – Cashier ID (recommend REFUND_TIV, or REFUND_FA, or TSRRFND, or HPOTTER -/9 – Process Term FLAG mode ONLY 8/10 – Entity (P, C, %) 9/11 – Detail Category Hierarchy 10/12 – Include/Exclude -/13 – Select Term 11/14 – Print Detail Y/N -/15 – Except Term – can be multiple; excludes transactions

9. T(F/S)RRFND 12/16 – Selection ID 13/17 – Application 14/18 – Creator ID 15/19 – User Exclude any student with any refund qualifying transactions in the category hierarchy ABC is excluded Student has ABC refund and CSH refund Student will not be selected during FLAG mode Include creates a sorting list for display in the detail output of FLAG mode If no include or exclude parm is set, header states “Others” If include parm is set, headers states category description Recommend Include with 1EXM, 2INS, 3FA

10. T(F/S)ARFND Can be populated by batch job or by manually checking Refund box on T(F/S)AACCT Can use Options: Exclude term feature to mirror any exclude terms parm values defined using TSARFND parm 15. Not available on TFARFND Can uncheck box either here or T(F/S)AACCT to prevent granting a refund If certain students always show up for refund but the institution does not want to release their funds, it’s easiest to write off their account so it doesn’t recur

11. Feeding and Finance TGRFEED – address parm provides address for all Y refunds whether batch posted or manually entered GURFEED/GURAPAY FURFEED/FURAPAY FGRTRNI/FGRTRNR FGRACTG Review suspended journals (address issues) on FGAJVCM or FGAJVCD FARINVS – Bank parm only limits report output FAABATC FABCHKS FAPDIRD&FAPTREG or FABCHKP FABCHKR FABCHKA FGRACTG

12. Finance Forms Student Needs GXADIRD – Leave address blank FAIVNDH – to see if a refund check has been processed Chart of Account values: FTMCTYP FTVCOAS FTVPROG FTVACCI FTVFUND FTVPROJ FTVACCT FTVLOCN FTVRUCL FTVACTV FTVORGN GXIBANK

13. Reversing Refunds If the error is caught prior to the refund transaction being fed to Banner Finance, then you can post the same refund Detail Code to the student's account using a negative amount. This will feed to Banner Finance as a credit memo and net with the original A/P invoice to create a $0 refund. Detail Code: RFND Type: C Refund Code: Y Account A: Accounts Receivable Account B: Refund Clearing (NOT Accounts Payable) If the check has already been cut then you need a separate Detail Code (not a refund Detail Code) to reverse the refund on the student's account. The trick is making sure the accounting is correct. A/P will still need to make adjusting entries to the cash account and the accounts payable account. Detail Code: RVOD Type: C Refund Code: Leave Blank Account A: Unapplied Payments Account B: Refund Clearing

14. Return to Lender RLDR Return to Lender C M Places a charge code on the student account for the return amount. Account Codes A: Loan Return Receivable B: Loan Return Clearing RSTU Returned from Student P None Places a payment on the account of the lender/guarantor receiving the refund. Account Codes A: Loan Return Clearing B: Unapplied Loan Returns RFLN Refund to Lender C Y A charge code set up as a refund to generate the Accounts Payable check to the Lender/guarantor. This is outside of the TSSRFND process that returns funds to students. Account Codes A: Refund Receivable-Lender B: Unposted Lender Refunds

15. Releasing Refunds Questions