Student Refunds PeopleSoft 8'0

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Student Refunds(PeopleSoft 8.0)

• California Polytechnic
• State University

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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

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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

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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

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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)

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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.

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Student Refunds Manual Refunds

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

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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

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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.

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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.

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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

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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

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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

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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

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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.

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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.

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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.

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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

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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.

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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

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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.

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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.

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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

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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

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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

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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

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Student Refunds Direct Deposit Self Service
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Student Refunds Direct Deposit Self Service

• Functionality
• Direct Deposit ViewAllows student to view their
  current account information

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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

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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

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Student Refunds

• Any Questions?