where’s my money?

1

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!


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.


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.


Detail Codes & TGRAPPL


Detail Code Set Up

• Key options in the Detail Code Control form (TSADETC) that impact refunds:

– Refund code.

– Refundable.


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.*


Refundable Check Box

• This box must be checked in order for the TSRRFND process to evaluate the transaction for a refund.


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


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.


03 Apply Negative Charge to Any Priority

• Enter “Y” to allow negative charges to apply to any charge regardless of priority or like term.


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.


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.


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.


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.


08 Order by Term

• FAQ 1-DYABBW has detail about how this parameter works.


09 Print Application Pending Roster

• Enter “Y” to have a list of accounts that still have unapplied payments created with the job output.


Overview of GSU process

2013 Bursars Conference

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)


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.


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.


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.


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.


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.


Thank You!

Charmaine Daniels

[email protected]

where’s my money?

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