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Student Refunds PeopleSoft 8'0

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The PeopleSoft delivered Batch Refund process is only used to process PLUS Loan ... Staff can still access the delivered direct deposit pages through the PeopleSoft ... – PowerPoint PPT presentation

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Title: Student Refunds PeopleSoft 8'0


1
Student Refunds(PeopleSoft 8.0)
  • California Polytechnic
  • State University

2
Student Refunds Selection for Processing
  • Student will be included for refund processing
    if
  • Manual refund has been posted to student account
    or,
  • Student meets criteria to be picked up in batch
    refund process

3
Student Refunds Selection for Processing
  • Criteria for batch refund eligibility is
    campus-defined. Cal Poly requires that the
    student
  • Has excess refundable financial aid on their
    account for the term specified
  • Does not have a SNR (No Refund) service indicator
    on their account
  • Is enrolled in sufficient units
  • During Add/Drop 7 or more units
  • After Add/Drop 6 or more units for undergrads 4
    or more units for graduates

4
Student Refunds Selection for Processing
  • If student meets the batch refund criteria
  • Excess refundable aid in the current term (user
    specified) will be refunded
  • Excess refundable aid in previous term(s) will be
    refunded (e.g. late aid awards for prior terms)
  • Excess cash payments in the current or prior
    term(s) will be refunded

5
Student Refunds Manual Refunds
  • Manual refund posting allows the user to
  • Process refunds for students who do not meet the
    batch refunding criteria (e.g. non-financial aid
    students)
  • Process refunds on an ad-hoc basis, exclusive of
    the batch refunding job schedule
  • Process refunds related to emergency loans
  • Process refunds with Extra Amount
  • Override the default batch refunding method (AP
    vs. DD)

6
Student Refunds Manual Refunds
  • Refund Format defaults to A (Automatic Check)
    for students with no direct deposit account info,
    and D (Direct Deposit) if active DD account
    info exists. The value can be changed by the
    user.

7
Student Refunds Manual Refunds
  • User must verify that the Refund Method and
    Refund Item Type are changed to correspond to the
    Format being used.

8
Student Refunds Batch Refunds
  • Two separate batch processes are used to post
    refunds to students accounts
  • The PeopleSoft delivered Batch Refund process
  • For processing PLUS Loan refunds to the borrower
    (parent)
  • A custom batch refund process
  • Process is run with appropriate AP parameters to
    generate and post AP refunds
  • Process is run with appropriate DD parameters to
    generate and post DD refunds

9
Student Refunds Batch Refunds
  • The PeopleSoft delivered Batch Refund process is
    only used to process PLUS Loan refunds that are
    to be refunded to the borrower (parent). Since
    Direct Deposit account information cannot be
    stored for non-students, the refund method will
    always be AP.

10
Student Refunds Batch Refunds
  • PLUS Loan refunds the Item Type range for the
    refunds using the Batch Refund process includes
    only PLUS Loan Item Types.

11
Student Refunds Batch Refunds
  • Accounts Payable and Direct Deposit Batch Refunds
  • The same custom batch refund process is used for
    both types of refunds
  • The process is run with different parameters
    depending on whether the user is generating batch
    AP refunds, or batch DD refunds

12
Student Refunds Batch Refunds
  • Refund Item Type should be set to match the
    Process Choice (DD or AP) if different GL
    chartfields are used for the refunding method
  • Multiple negative service indicators codes can be
    entered to prevent refunding

13
Student Refunds Batch Refunds
  • BATCH REFUND FLOW DIAGRAM
  • The following diagram displays the criteria
    analysis and processing steps that occur during
    the batch refunding process

14
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15
Student Refunds Additional ProcessingAll Refunds
  • After the manual and batch refunds are generated
    and posted, additional steps are needed to verify
    data integrity, and to prepare or transfer files

16
Student Refunds Additional ProcessingAll Refunds
  • Queries
  • Prior to running the AP Refund process (commonly
    referred to as the AP interface), queries are run
    to check for certain errors that may occur
  • Manual check refunds where an inactive or blank
    address was usedthis analysis is critical since
    it can cause the AP interface process to be
    unsuccessful
  • Manual refunds where the item type associated
    with the refund is inconsistent with the refund
    method, e.g. an AP item type used with a DD
    refund. If you use different chartfields for AP
    vs. DD refunds, then correction of this problem
    prior to interface should prevent GL
    reconciliation and accounting issues.

17
Student Refunds Additional ProcessingAll Refunds
  • Queries cont
  • Periodically, a query should be run that
    identifies financial aid credit amounts that have
    not been refunded. This query can be used to
    identify and review unique situations where a
    student(s) may need to be refunded manually.

18
Student Refunds Additional ProcessingAll Refunds
  • AP Refund Process
  • The AP Refund process generates files
    establishing students and corporations as vendors
    and creates vouchers for the refunds that are
    created in PeopleSoft Student Financials.
    PeopleSoft Payables uses these files to generate
    refund checks for students and corporations.

19
Student Refunds Additional ProcessingAll Refunds
  • Running the AP Refund process will pick up all
    manual and batch AP refunds that have been posted
    (including the PLUS Loan batch process and the
    custom AP batch process) for interface with
    PeopleSoft Financials

20
Student Refunds Additional ProcessingAll Refunds
  • ACH/Email Report
  • After the custom batch process has completed
    posting the direct deposit refunds, a separate
    process is run that creates the ACH file for
    transmittal to the Clearing House bank
  • The process also creates a file with email
    addresses of the students receiving DD refunds.
    The file will be used to notify them of their
    refund, as well as their loan return options.

21
Student Refunds Final Steps
  • The ACH file is transmitted to the Clearing
    House, Wells Fargo, via the Wells Fargo ftp
    website
  • The ACH file that was created by the custom
    process is read-only, and access to the file is
    password protected

22
Student Refunds Final Steps
  • A custom report is run to generate a list of
    emails for those students who had AP refunds
    posted to their account. The list will be used
    to notify the students of their refund as well as
    to inform them of their loan return options.

23
Student Refunds Final Steps
  • The emails to students who were issued AP checks
    and Direct Deposit refunds are generated via a
    custom process from within PeopleSoft Finance
    using the files that were created within
    PeopleSoft Student.

24
Student Refunds Direct Deposit Self Service
  • Students can signup for Direct Deposit by
    entering their account information directly
    through self service
  • Deep Links were created on the Money Matters
    channel of the Cal Poly portal that provide the
    student with two self service direct deposit
    options
  • Direct Deposit New/Edit
  • Direct Deposit View

25
Student Refunds Direct Deposit Self Service
  • Presentation of these links on the portal also
    allows us to display other important information
    related to direct deposit

26
Student Refunds Direct Deposit Self Service
  • The self service direct deposit input screen that
    the student sees was based on the delivered
    direct deposit input page, but has been modified
    for simplicity. The message catalog was also
    used to add text to the page.
  • The table used to store the direct deposit
    account information is delivered by PeopleSoft

27
Student Refunds Direct Deposit Self Service
  • Functionality
  • Direct Deposit New/Editprovides blank fields
    that allow the student to enter information for a
    new account, or to insert a new effective dated
    row for a change in account information

28
Student Refunds Direct Deposit Self Service
29
Student Refunds Direct Deposit Self Service
  • Functionality
  • Direct Deposit ViewAllows student to view their
    current account information

30
Student Refunds Direct Deposit Self Service
  • Staff can still access the delivered direct
    deposit pages through the PeopleSoft menu in
    order to make account changes for students
    (Home gt Manage Student Financials gt Refund
    Customers gt Use gt Direct Deposit)
  • The custom self service direct deposit pages
    populate the tables with appropriate default
    parameters (e.g. no pre-notes)
  • Queries are run regularly to look for obvious
    errors made by students during signup

31
Student Refunds Direct Deposit Self Service
  • Planned Changes for PeopleSoft 8.9
  • Single Direct Deposit link to be included on Self
    Service and Portal that will allow student to
    add, edit, or delete account information

32
Student Refunds
  • Any Questions?
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