1. Mary Friedlieb Sr. Consultant PS Batch Refunding: A Case Study

2. 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

3. www.thecedargroup.com 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 process that needs to be run after Batch Refund “Tuition Calc Required” ensures that most current enrollment based fees are posted to the accounts (payment allocation)

4. www.thecedargroup.com 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

5. www.thecedargroup.com Selection Parameters: Page Review

6. www.thecedargroup.com Selection Parameters: Page Review

7. www.thecedargroup.com Selection Parameters: Page Review

8. www.thecedargroup.com Selection Parameters: Page Review

9. www.thecedargroup.com Selection Parameters: Page Review

10. www.thecedargroup.com Selection Parameters: Page Review

11. 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 monies result in a separate refund check? How do we ensure Nursing Loan monies are only refunded to Grad students? How do we create the rest of our refunds for FA monies in the 10-day window?

12. www.thecedargroup.com 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 the Nursing Loan refund item type Use this tree node as the only node in a unique charge priority list Link this unique charge priority list to the Nursing Loan FA item type

13. 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, followed by a “all other FA” batch refund run Develop and follow a refund processing calendar

14. 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?

15. www.thecedargroup.com Q & A Mary Friedlieb Sr. Consultant Mary.Friedlieb@thecedargroup.com