Banner Accounts Receivable Title IV Processing Training Workbook Release 8.2 – August 2010 Updated 6/13/2012
_______________________________________________________________________________________________

Prepared by: Ellucian

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Revision History Log

Publication Date	Summary
8/31/2010	New version that supports Banner 8.2 software.
8/2011	Correct typo on p. 4
June 2012	Updates for Ellucian rebranding.

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Copyright © Ellucian 2005-2012.

This document is proprietary and confidential information of one or more of the Ellucian companies and is not to be copied, reproduced, lent, displayed used or distributed except under license from Ellucian. Third party copy centers are advised that clients of Ellucian that have licensed the underlying technology associated with this documentation have a valid license to copy and use this documentation in accordance with that underlying license.

Table of Contents

Introduction	4

Process Introduction	6

Title IV – Return of Funds – Flow Chart	7

Set Up	8

Setting Up Banner Accounts Receivable for Title IV	9

Setting Up Banner Student for Title IV	14

Setting Up Banner Financial Aid for Title IV	24

Self Check	26

Answer Key for Self Check	28

Day-to-Day Operations	30

Maintaining Original Charges	31

Maintaining the Withdrawal Status of Students	34

Calculating Title IV Repayment Amounts	42

Maintaining Title IV Authorization Codes	44

Applying Title IV Payments	47

Unapplying Title IV Payments	49

Refunding Title IV Funds to the Student	52

Self Check	56

Answer Key for Self Check	59

Appendix	63

Forms Job Aid	64

Terminology	66

Introduction

Course goal

The goal of this workbook is to provide you with the knowledge and practice to return Title IV funds and Title IV Authorizations at your institution. The workbook is divided into four sections:

Introduction

Set-Up

Day-to-Day

References

Course objectives

At the end of this course, participants will be able to

set up Title IV forms and validation tables

identify Title IV recipients who have formally withdrawn or are no longer in attendance

determine the amount of Title IV aid that should be returned to the Title IV program by the institution and/or the student

return Title IV credits or authorizations.

Intended audience

Accounts Receivable Office, Financial Aid Office and Student Records Office Administrators and Staff

Prerequisites

To complete this section, participants should have

completed the SunGard Higher Education Education Practices computer-based training (CBT) tutorial “Banner 8.x Fundamentals: Navigation and Forms,” or have equivalent experience navigating in the Banner system

knowledge of Title IV and Federal Regulations

a minimum working knowledge of SQL for building rules

administrative rights to create the rules and set the validation codes in Banner.

Process Introduction

Introduction

The Return of Title IV Funds and Title IV Authorizations is designed to help you comply with the Title IV regulations for federal financial aid. This workbook will involve Banner Accounts Receivable, Student, and Financial Aid modules.

Flow diagram

This diagram highlights the processes used within the overall Accounts Receivable process.

Topics

Identify Title IV, institutional charges, and manual refund detail codes

Record authorizations from students to authorize use of Title IV aid to pay non-allowable charges, prior year non-institutional charges (as of July 1, 2008), and hold excess Title IV aid for future use

Allow application of payments to pay only allowable charges or to pay all charges based on authorization

Define break periods within enrollment

Identify original charges required for return calculations

Title IV – Return of Funds – Flow Chart

Set Up

Introduction

The purpose of this section is to outline the set-up process and detail the procedures to set up your Banner system to handle Title IV processing at your institution.

Objectives

At the end of this section, participants will be able to

set up Title IV forms and validation tables

identify Title IV recipients who have formally withdrawn or are no longer in attendance

determine the amount of Title IV aid that should be returned to the Title IV program by the institution and/or the student

return Title IV credits or authorizations.

Setting Up Banner Accounts Receivable for Title IV

Introduction

Before you can begin using the Accounts Receivable portion of the Return of Title IV Funds and Title IV Authorizations, you must perform setup procedures in the Banner Accounts Receivable, Financial Aid, and Student products.

Handling detail codes

Banner only applies Title IV payments to charge detail codes that are designated as institutional charges or refunds on the Detail Code Control Form (TSADETC), unless otherwise authorized.

The following lesson will demonstrate how to define a charge detail code as an institutional charge, a payment detail code as a Title IV payment, and a detail code to generate an automatic refund.

Banner form

Steps

Follow these steps to complete the process.

Access the Detail Code Control Form (TSADETC).

Perform an Insert Record function.

Enter a Detail/Charge Payment code in the Detail Code field.

Enter a description (Institutional Charge) in the Description field.

Enter C in the Type field.

Click the Search icon in the Category field and select a valid category.

Enter 999 (or appropriate institutional priority as determined by institutional personnel) in the Priority field.

Select the Institutional Charges checkbox.

Click the Save icon.

Steps

Follow these steps to insert a payment detail code.

Perform an Insert Record function.

Enter a new code in the Detail Code field.

Enter a title (Payment) for this code in the Description field.

Enter P in the Type field.

Enter FA in the Category field.

Enter 000 (or appropriate institutional priority as determined by institutional personnel) in the Priority field.

Select the Title IV checkbox.

Note: The Refundable checkbox will be automatically selected.

Select the Like Term checkbox if you want Title IV payments to pay off only charges from the same term.

Select the Like Aid Year checkbox if you want Title IV payments to pay off charges from any term within the aid year, with preference given to the matching term from the same aid year.

Note: The aid year for each term is defined on STVTERM.

Fill out any other information for the detail code according to your institution’s practices.

Click the Save icon.

Steps

Follow these steps to create a detail code for a refund.

Perform an Insert Record function.

Enter a Detail/Charge Payment code in the Detail Code field.

Enter a description in the Description field (Refund).

Enter C in the Type field.

Click the Search icon for the Category field and select a valid category.

Enter 999 (or appropriate institutional priority as determined by institutional personnel) in the Priority field.

Select the Refund Code checkbox.

Click the Save icon.

Click the Exit icon.

Setting Up Banner Student for Title IV

Introduction

You must set up Banner Student to use the Return of Title IV Funds and Title IV Authorizations. These steps include three basic tasks:

Set the Title IV original charge cutoff date and Title IV date source on SOATERM

Build withdrawal codes on the Student Withdrawal Status Code Validation Form (STVWDRL)

Designate withdrawal status codes on the Enrollment Status Code Validation Form (STVESTS)

Banner form

Steps

The following exercise will demonstrate how to set the original charge cutoff date.

Access the Term Control Form (SOATERM).

Double-click on the Term field and select an existing term.

Perform a Next Block function.

Enter a date in the Original Charge Cutoff Date field.

Note: The default value for this field is the first day of the term as defined on STVTERM. It can be changed.

Select the appropriate dates to use for Title IV processing in the Title IV Date Source radio group.

Note: For a term, the default value comes from STVTERM. For part of term, the default dates come from the Part of Term and Web Registration Controls window of STVTERM.

Perform a Next Block function.

Enter information for Part of Term 1.

Click Save.

Click Exit.

Introduction

You will also need to set up original term charges on Housing Term Control Form (SLATERM). The intent of the Housing Term Control Form is to allow for the control of certain housing assignment and assessment attributes. These attributes include the ability to permit assignments, the ability to assess housing, meal plan, and phone assessments, the effective date to be used for the assessments, and the roommate sequence number.

Note: An entry must be made on the Term Code Validation Form (STVTERM) prior to creating information on this form. This data must be entered prior to creating housing assignments and assessing fees.

Banner form

Steps

Follow these steps to set up original term charges.

Access the Housing Term Control Form (SLATERM).

Select a term in the Term field.

Perform a Next Block function.

Click the Permit On-Line Assignments checkbox.

Click the Allow On-Line Fee Assessment checkbox.

Enter a date in the Fee Assessment Effective Date field.

Enter a date in the Original Charge Cutoff Date field.

Enter a number in the Roommate Sequence Number field.

Note: This should be higher than the number on file.

Click the Save icon.

Click the Exit icon.

Banner form

Steps

Follow these steps to build withdrawal status codes with STVWDRL.

Access the Student Withdrawal Status Code Validation Form (STVWDRL).

Click the TIV Update Ind checkbox for Official Withdrawal, Unofficial WD Mid, and Unofficial WD Discretionary.

Select the Period Midpoint Ind checkbox for Unofficial WD Mid.

Make sure both the TIV Update Ind and the Period Midpoint Ind indicators are unchecked for Withdrawal Query Calculation, Student Intent to Withdraw, and Student Withdrawal in Progress.

Click the Save icon.

Click the Exit icon.

Introduction

You must have at least one enrollment status code on the Enrollment Status Code Validation Form (STVESTS) that has the Withdrawal Indicator checkbox selected.

The code(s) that you indicate as withdrawal status codes on this form will be used later by Banner to determine which students are withdrawn.

Banner form

Steps

Follow these steps to complete the process.

Access the Enrollment Status Code Validation Form (STVESTS).

Select the Withdrawal Indicator checkbox for Administratively Withdrawn.

Enter a Withdrawal Code from STVWDRL in the Withdrawal Code field.

Click the Save icon.

Click the Exit icon.

Introduction

This form is used to provide a method for institutions to define break periods within the period of enrollment or term. A break period less than five calendar days is considered part of the period of enrollment. A break period that is equal to or more than five calendar days is not counted as part of the period of enrollment. Banner uses the break periods defined for the term to determine the percent attended when a student withdraws from the institution.

Break days will be determined as entered on SOATBRK and the SORTBRK table on a term basis. All consecutive calendar days (including weekends) must be entered within any vacation period for this feature to function correctly.

Example: Classes do not meet on weekends. Thanksgiving vacation days include Thursday, Friday, and the following Monday. A total of five calendar days – Thursday, Friday, Saturday, Sunday, and Monday – must be entered on SOATBRK.

The form will not

permit an overlap in dates for break periods, (that is, the start date cannot be between start and end of another period),

allow consecutive break periods (records) to be entered, (that is, the start date cannot be end date plus one of another period), or

permit break days to be entered as start and end dates of term.

The Student Withdrawal Form (SFAWDRL), where the Title IV withdrawal date is entered, will display the appropriate break days (greater than or equal to five consecutive days), and this value will be used to calculate the attend percentage

Banner form

Steps

Follow these steps to set up original term charges.

Access the Student Term Break Form (SOATBRK).

Select a term in the Term field.

Result: The Start Date and End Date fields for the term will display.

Perform a Next Block function.

Enter a description in the Term Break Rules Description field.

Enter a date in the Start field.

Enter a date in the End field.

Click the Save icon.

Result: The Total Days, User, and Activity Date field will populate.

Click the Exit icon.

Setting Up Banner Financial Aid for Title IV

Introduction

You must set up Banner Financial Aid to use the Return of Title IV Funds and Title IV Authorizations. These steps also include three tasks:

Set up options for the return of Title IV funds

Decide whether your institution will round amounts to dollars or cents

Decide whether your institution will optionally return students’ amount of financial aid

Banner form

Set up options

The following exercise will demonstrate how to set up options for return of Title IV Funds.

Access the U.S. Specific Institution Financial Aid Options Form (ROAUSIO).

Select the Institutional Defaults tab.

Select the Return Indicator field if your institution will return the student’s portion of Title IV awards.

Select the Rounding Indicator field if your institution will round the return amounts to dollars (and not cents).

If your institution has multiple campuses, you can choose different return and rounding values for each campus by selecting the Campus Defaults tab and setting the Return of Title IV Funds indicator fields appropriately.

Click the Save icon.

Click the Exit icon.

Self Check

Directions

Use the information you have learned in this workbook to complete this self check activity.

Question 1

What must be done prior to using the Accounts Receivable portion of the Return of Title IV Funds and Title IV Authorizations?

Question 2

Which form do you use to define detail codes, and designate them as institutional charges or refunds?

Question 3

What three basic tasks must be completed in order to use the Return of Title IV Funds and Title IV Authorizations with Banner Student?

Question 4

Name one of the forms used to set the Title IV original charge cutoff date?

Question 5

What form is used to build withdrawal codes?

Question 6

What form is used to designate withdrawal status codes?

Question 7

What three basic tasks must be completed in order to use the Return of Title IV Funds and Title IV Authorizations with Banner Financial Aid?

Question 8

What form do you use to setup Banner Financial Aid to use the Return of Title IV Funds and Title IV Authorizations?

Question 9

Which field on this form is used to indicate that your institution will return the student’s portion of Title IV awards?

Answer Key for Self Check

Question 1

What must be done prior to using the Accounts Receivable portion of the Return of Title IV Funds and Title IV Authorizations?

Before you can begin using the Accounts Receivable portion of the Return of Title IV Funds and Title IV Authorizations, you must perform setup procedures in the Banner Accounts Receivable, Banner Financial Aid, and Student products.

Question 2

Which form do you use to define detail codes, and designate them as institutional charges or refunds?

The Detail Code Control Form (TSADETC)

Question 3

What three basic tasks must be completed in order to use the Return of Title IV Funds and Title IV Authorizations with Banner Student?

Set the original charge cutoff date and date source

Build withdrawal codes

Designate withdrawal status codes

Question 4

Name one of the forms used to set the Title IV original charge cutoff date?

The Term Control Form (SOATERM) – for Registration (and/or the Housing Term Control (SLATERM)).

Question 5

What form is used to build withdrawal codes?

The Student Withdrawal Status Code Validation Form (STVWDRL)

Question 6

What form is used to designate withdrawal status codes?

The Enrollment Status Code Validation Form (STVESTS)

Question 7

What three basic tasks must be completed in order to use the Return of Title IV Funds and Title IV Authorizations with Banner Financial Aid?

Set up options for the return of Title IV funds.

Decide whether your institution will round amounts to dollars or cents.

Decide whether your institution will optionally return students’ amount of financial aid.

Question 8

What form do you use to setup Banner Financial Aid to use the Return of Title IV Funds and Title IV Authorizations?

The U.S. Specific Institution Financial Aid Options Form (ROAUSIO)

Question 9

Which field on this form is used to indicate that your institution will return the student’s portion of Title IV awards?

The Return Ind field

Day-to-Day Operations

Introduction

The purpose of this section is to explain the day-to-day or operational procedures to return Title IV funds and Title IV Authorizations at your institution.

Objectives

At the end of this section, participants will be able to

identify Title IV recipients who have formally withdrawn or are no longer in attendance

determine that amount of Title IV aid that should be returned to the Title IV program by the institution and/or the student

return Title IV credits or authorizations.

Maintaining Original Charges

Introduction

It is important to know the total original charges assessed to the student and the withdrawal status to calculate the return of Title IV funds.

Banner uses the original charge cutoff date to determine original charges entered on the following forms:

Student Course Registration Form (SFAREGS)

Meal Assignment Form (SLAMASG)

Phone Assignment Form (SLAPASG)

Room Assignment Form (SLARASG)

and on the following processes:

Batch Fee Assessment Process (SFRFASC)

Batch Room/Meal/Phone Assess Process (SLRFASM)

In addition, charges that are assessed via the Web or Voice Response are also subject to the original charge cutoff dates established on Term Control Form (SOATERM) and Housing Term Control Form (SLATERM).

Banner form

Change an existing charge

Follow these steps to change an existing charge to an original charge.

Notes: If there is no withdrawal record for the student, you are free to update the Original Charge indicator via Accounts Receivable forms.

Once a withdrawal record exists for a student, you can only update the Original Charge indicator by using the Student Withdrawal Form (SFAWDRL).

Access the Student Account Detail Form (TSADETL).

Select a student ID in the ID field.

Perform a Next Block function.

Enter a detail code in the Detail Code field (or click the Search icon to select an existing one).

Enter the charge or payment amount in the Amount field.

Enter an existing term in the Term field.

Select the Original Charge checkbox next to the charge you would like to mark as Original.

Click the Save icon.

Click the Exit icon.

Note: Existing charges may also be manually changed to Original Charges on the Accounts Receivable Detail Review Form (TSAAREV).

Maintaining the Withdrawal Status of Students

Introduction

For Title IV processing, you need to be able to find all of the students who have withdrawn from a term. Sometimes students may drop all their classes but do not officially withdraw, or do not participate in all the classes during the term which grades have been submitted for them.

You can use the Withdrawal Pending Status Change Report (SFRNOWD) to locate these students. After you have located the students who have withdrawn, your next step is to withdraw them as you normally would, using the Student Course Registration Form (SFAREGS).

For Title IV purposes, you need to create a withdrawal record once you have withdrawn the student using SFAREGS. You can create this record by using either the Student Withdrawal Form (SFAWDRL) or the Withdrawn Student Report (SFRWDRL).

Withdrawal status components

Maintaining the withdrawal status of students has three components:

Locate the students (using SFRNOWD).

Withdraw the students (using SFAREGS).

Create withdrawal records (using either SFAWDRL or SFRWDRL)

Banner form

The Withdrawal Pending Status Change Report (SFRNOWD)

Steps

Follow these steps to locate students who have zero enrollment hours but have not officially withdrawn, and whose grades indicate that they did not successfully complete a course.

Access the Withdrawal Pending Status Change Report (SFRNOWD).

Perform a Next Block function.

Enter DATABASE in the Printer field.

Perform a Next Block function.

Enter a term in the Term Code field.

Enter UG in the Student Level(s) field.

Enter T in the Financial Aid Selection field.

Enter Y in the Verify Enrollment field.

Enter Y in the Verify History field.

Enter % in the Campus Selection field.

Enter preferred Sort Order, (ID, Name, or Level).

If you do not know the codes for any of the fields, select the Values Search icon.

Perform a Next Block function.

Click the Save icon.

From the Options menu, select Review Output [GJIREVO], which will take you to the Saved Output Review Form.

Note: If you do not know the codes for any of the fields, double-click the field to search for valid values.

Double-click in the File Name field, and select .lis to view your report

Review the output.

Click the Exit icon.

Update Student Enrollment Status

After you determine that a student has withdrawn, you must update his/her enrollment status on the Student Course Registration Form (SFAREGS).

Banner form

Steps

Follow these steps to update enrollment status on the Student Course Registration Form (SFAREGS).

Access the Student Course Registration Form (SFAREGS).

Enter a term in the Term field.

Make sure that the Date field contains a value within the term you specify.

Choose an ID from the Withdrawal Pending Status Report above.

Perform a Next Block function.

Click the Search icon for the Status field, and select an appropriate code for a withdrawn status.

Click the Save icon.

Click the Exit icon.

Create withdrawal records

Additional information from the Student and Accounts Receivable systems are used to create records needed to calculate Title IV aid. You use the Student Withdrawal Form (SFAWDRL) to get the additional information.

Banner form

Steps

Follow these steps to get the additional information.

Access the Student Withdrawal Form (SFAWDRL).

Enter a student ID in the ID field.

Double-click in the Term field, and select an existing term.

Perform a Next Block function.

Double-click in the Withdrawal Code field, and select a withdrawal status code.

Note: The default withdrawal status code will appear if a value was associated with it on the Enrollment Status Validation Form (STVESTS).

Enter an effective withdrawal date in the Effective Withdrawal Date field.

Note: The effective withdrawal date must be between the enrollment start date and the enrollment end date.

Select the Title IV Record Indicator checkbox.

Note: If your institution does not use Banner Financial Aid, then you may select this checkbox to indicate that the student is a Title IV recipient.

Review the calculations in the rest of the fields on the form.

Note: Banner uses this information to calculate the amount of Title IV aid a student received.

Enter any other costs required for the student to participate in his/her program that have not been assessed through the Accounts Receivable System.

Enter “This was a transfer student” in the Comment field.

Perform a Next Block function.

Make sure the Original Charge assessments required for the program are selected.

Make sure any adjustment entries for the withdrawal corrections are not selected.

Note: Totals will be adjusted as the status of a checkbox is changed. Original charge amounts should reflect the amount the student would have to pay in order to be enrolled in the program. This amount will be used to calculate the return of Title IV funds.

Click the Save icon.

Click the Exit icon.

Calculating Title IV Repayment Amounts

Introduction

You can use either the Return of Title IV Funds Calculation Form (RPATIVC) or the Return of Title IV Funds Calculation Process (RPRTIVC) to calculate a student’s Title IV repayment.

Banner form

Steps

Follow these steps to complete the process.

Access the Return of Title IV Funds Calculation Form (RPATIVC).

Select an ID for a student who has been awarded/disbursed Title IV aid and has been totally withdrawn from the institution in the ID field.

Perform a Next Block function.

Choose Simulation Mode from the Options menu to perform the calculation for review purposes only.

Make changes to the amounts in the Eligible Disbursement and Disbursed fields.

Enter Y in the Fund Lock field to view the calculation (Banner will not save the adjusted calculation).

Click the Save icon.

Note: Always perform the first calculation in Simulation mode. It is important that you confirm that the student meets all other eligibility criteria to receive any “not disbursed” amount.

Maintaining Title IV Authorization Codes

Introduction

When creating a new authorization, you must create authorization records for students on the TVRAUTH table. To do so, you can use the Authorization Maintenance Form (TVAAUTH). If you want to change the status of an existing authorization code, you can also use TVAAUTH. It will allow you to create new authorizations, change authorized statuses to rescinded, and rescinded statuses to authorize.

Banner form

Steps

Follow these steps to create new authorizations for a single student.

Access the Authorization Maintenance Form (TVAAUTH).

Select an ID, clicking the field's Search icon if necessary.

Perform a Next Block function.

Double-click in the Authorization Code field and select an authorization code.

Leave authorized in the Status field.

Click the Save icon.

Steps

Follow these steps to change the status of an existing authorization code.

Access the Authorization Maintenance Form (TVAAUTH).

Enter the student ID in the ID field.

Perform a Next Block function.

Perform an Insert Record function.

Enter a code in the Authorization Code field.

Select a status in the Status field.

Enter a date in the Start Date field.

Note: The start date must be greater than the most recent existing start date for the code, as well as the system date for existing records of that type. Banner will change the end date of the next most recent status for the code to the start date of the record you just created.

Click the Save icon.

Click the Exit icon.

Applying Title IV Payments

Introduction

Payments are applied using the Application of Payments Process (TGRAPPL). For information about using this process, refer to Using Banner Accounts Receivable. Title IV credits will apply to institutional charges unless otherwise authorized. You can use this process to apply Title IV payments prior to payments of other priority by setting Parameter 05 “Apply Title IV First” to Y.

Banner form

Steps

Follow these steps to complete the process.

Access the Application of Payment process (TGRAPPL).

Perform a Next Block function.

Enter DATABASE in the Printer field.

Perform a Next Block function.

Enter Y for parameter “05 Apply Title IV first” in the Values field.

Changing this value to “Y” will indicate that Title IV credits should be handled first.

Enter appropriate values in other parameters

Perform a Next Block function.

Click the Save icon.

Select Review Output [GJIREVO] from the Options menu.

Double-click in the File Name field.

Select .lis to view your report.

Review your report.

Click the Exit icon.

Unapplying Title IV Payments

Introduction

If you want to unapply charges and payments automatically, you need to enter values for TGRUNAP as you normally do, using the following settings for parameters one and two.

Banner form

Steps

Follow these steps to unapply charges and payments automatically.

Access the Unapplication of Payment process (TGRUNAP).

Perform a Next Block function.

Enter DATABASE in the Printer field.

Perform a Next Block function.

Enter B in the Values field for Parameter “01 Run Mode”.

Enter Y in the Values field for Parameter “02 Unapply Automatically”.

Note: ‘Select’ mode will only place the records in the collector table. ‘Both’ mode will place the records in the collector table and then unapply the transactions.

Perform a Next Block function.

Select the Save Parameter Set as checkbox.

Click the Save icon.

Note: When you run the process, Banner will then add records to the collector table for students whose accounts have one or more of the following criteria:

A credit balance transaction and a debit balance transaction with no unapplication transaction since the credit was created

A Title IV transaction with a credit balance and a non-Title IV transaction that has been applied to institutional charges

A reversal transaction that needs to be re-applied

From the Options menu, select Review Output [GJIREVO].

Double-click in the File Name field.

Select .lis to view your report.

Review your report.

Click the Exit icon.

Note: Once TGRUNAP has been run in Unapply or Both mode, the records will be deleted from the table.

View collector table information

To view the information stored in the collector table (TBRRQST), run TGRUNAP in Select mode.

You can use the Mass Unapplication of Payment—Student Form (TSAMUNA) or the Mass Unapplication of Payment--Finance Form (TFAMUNA).

You can view the student records as well as the detailed application of payment information for each student. You can also add or remove records by using this form.

Refunding Title IV Funds to the Student

Introduction

Unless a student has given you authorization to hold Title IV credits, you must refund any Title IV overpayment to him/her within ten days. The Auto Refund Credit Amt-Student Process (TSRRFND) has the ability to look for a hold authorization code (HLD) that is attached to the student’s ID in the authorization table. Also, Banner will calculate a Title IV credit amount separately from other credits and/or account balances.

After you run the Refund Process (TSRRFND) in Flag mode, you will want to review the accounts that Banner has selected before you disburse any refunds. You can use the Refund Review Form (TSARFND) to view any balances, pending credits, and pending refund amounts from a student’s financial aid. You can also use this form to remove any students who you do not want to receive a refund at this time.

Banner form

Steps

Follow these steps to run this report after all credits have been applied via the Application of Payments Process (TGRAPPL).

Access the Students with Title IV Credit Report (TVRCRED).

Perform a Next Block function.

Enter DATABASE in the Printer field.

Enter N in the Values field for Parameter “03 Print one per page”.

Perform a Next Block function.

Click the Save icon.

Click the Exit icon.

Select Review Output [GJIREVO] from the Options menu,

Double-click in the File Name field.

Select .lis to view your report.

Review your report.

Click the Exit icon.

Refund Title IV Funds

Follow these steps to complete the process.

Access the Auto Refund Credit Amt-Student Process (TSRRFND).

Perform a Next Block function.

Enter DATABASE in the Printer field.

Enter T in the Values field for Parameter 03, Refund A(LL) or T (IV) only. Banner will refund only the Title IV credits.

Note: If you choose A (All), then Banner will refund the student’s total credit balance, but the refund will not be less than the sum total of Title IV credits.

Perform a Next Block function.

Click the Save icon.

Select Review Output [GJIREVO] from the Options menu.

Double-click in the File Name field.

Select .lis to view your report

Review your report.

Click the Exit icon.

Review Pending Refunds

Follow these steps to complete the form.

Access the Refund Review Form (TSARFND).

Review each record.

Click the Exit icon.

Self Check

Question 1

Why do you need to know the total original charges assessed to the student and the withdrawal status?

Question 2

What does Banner use to determine original charges?

Question 3

Once a withdrawal record exists for a student, you can only update the Original Charge indicator by using the Student Withdrawal Form (SFAWDRL).

True or False

Question 4

Name one of the forms used to change an existing Charge to an Original Charge.

Question 5

Which report is used to locate students who have withdrawn?

Question 6

After you have located the students who have withdrawn, what form do you use to withdraw them?

Question 7

Additional information from the Student and Accounts Receivable systems can be used to create records needed to calculate Title IV aid. Which form is used to get the additional information?

Question 8

Which two forms can you use to calculate a student’s Title IV repayment?

Question 9

Which mode does SunGard Higher Education recommend that you always perform the first calculation in?

Question 10

What is the purpose of the Authorization Maintenance Form (TVAAUTH)?

Question 11

Which form do you use to change the status of an existing authorization code?

Question 12

Payments are applied using which process in Banner?

Question 13

Title IV credits will apply to institutional charges unless otherwise authorized.

True or False

Question 14

Which process do you access to unapply payments in Banner?

Question 15

If you want to unapply charges and payments automatically, what settings do you enter for parameters one and two?

Question 16

Unless a student has given you authorization to hold Title IV credits, you must refund any Title IV overpayments to him/her within how many days?

Question 17

What does the Auto Refund Credit Amt-Student Process (TSRRFND) have the ability to do?

Question 18

What is the purpose of the Refund Review Form (TSARFND)?

Answer Key for Self Check

Question 1

Why do you need to know the total original charges assessed to the student and the withdrawal status?

To calculate the return of Title IV funds

Question 2

What does Banner use to determine original charges?

Banner uses the original charge cutoff date to determine original charges.

Question 3

Once a withdrawal record exists for a student, you can only update the Original Charge indicator by using the Student Withdrawal Form (SFAWDRL).

True.

Question 4

Name one of the forms used to change an existing Charge to an Original Charge.

The Student Account Detail Form (TSADETL)

The Accounts Receivable Detail Review Form (TSAAREV)

Question 5

Which report is used to locate students who have withdrawn?

The Withdrawal Pending Status Change Report (SFRNOWD)

Question 6

After you have located the students who have withdrawn, what form do you use to withdraw them?

The Student Course Registration Form (SFAREGS)

Question 7

Additional information from the Student and Accounts Receivable systems can be used to create records needed to calculate Title IV aid. Which form is used to get the additional information?

The Student Withdrawal Form (SFAWDRL)

Question 8

Which two forms can you use to calculate a student’s Title IV repayment?

You can use either the Return of Title IV Funds Calculation Form (RPATIVC) or the Return of Title IV Funds Calculation Process (RPRTIVC) to calculate a student’s Title IV repayment.

Question 9

Which mode does SunGard Higher Education recommend that you always perform the first calculation in?

Simulation mode

Question 10

What is the purpose of the Authorization Maintenance Form (TVAAUTH)?

When creating a new authorization, you must create authorization records for students on the TVRAUTH table. To do so, you can use the Authorization Maintenance Form (TVAAUTH). The purpose of the form is to track if a student authorizes the use of Title IV funds to pay prior and/or future charges.

Question 11

Which form do you use to change the status of an existing authorization code?

The Authorization Maintenance Form (TVAAUTH) will also allow you to create new authorizations, change authorized statuses to rescinded, and rescinded statuses to authorized.

Question 12

Payments are applied using which process in Banner?

The Application of Payments Process (TGRAPPL)

Question 13

Title IV credits will apply to non-institutional charges unless otherwise authorized.

False. Authorization is required to pay non-institutional charges.

Question 14

Which process do you access to unapply payments in Banner?

The Unapplication of Payment process (TGRUNAP)

Question 15

If you want to unapply charges and payments automatically, what settings do you enter for parameters one and two?

Enter B in the “01 Run Mode” field. Enter Y in the “02 Unapply Automatically” field.

Question 16

Unless a student has given you authorization to hold Title IV credits, you must refund any Title IV overpayments to him/her within how many days?

You must refund any Title IV overpayments to him/her within ten days.

Question 17

What does the Auto Refund Credit Amt-Student Process (TSRRFND) have the ability to do?

The Auto Refund Credit Amt-Student Process (TSRRFND) has the ability to look for a hold authorization code (HLD) that is attached to the student’s ID in the authorization table.

Question 18

What is the purpose of the Refund Review Form (TSARFND)?

You can use the Refund Review Form (TSARFND) to view any balances, pending credits, and pending refund amounts from a student’s financial aid before you disburse any refunds. You can also use this form to remove any students who you do not want to receive a refund at this time.

Appendix

Forms Job Aid

Form	Full Name	Use this Form to...
ROAUSIO	U.S. Specific Institution Financial Aid Options Form	set up options for return of Title IV Funds.
RPATIVC	Return of Title IV Funds Calculation Form	calculate a student’s Title IV repayment.
RPRTIVC	Return of Title IV Funds Calculation Process	calculate a student’s Title IV repayment.
SFAREGS	Student Course Registration Form	update the enrollment status of a student that has withdrawn.
SFAWDRL	Student Withdrawal Form	create a withdrawal record, and obtain additional information from the Student and Accounts Receivable systems that can be used to create records needed to calculate Title IV aid.
SFRNOWD	Withdrawal Pending Status Change Report	locate students who have zero enrollment hours but have not officially withdrawn, and whose grades indicate that they did not successfully complete a course.
SLATERM	Housing Term Control Form	set up original term charges.
SOATBRK	Student Term Break Form	enter break days on a term basis.
SOATERM	Term Control Form	set the Title IV original charge cutoff date and Title IV date source.
STVESTS	Enrollment Status Code Validation Form	designate withdrawal status codes.
STVESTS	Enrollment Status Code Validation Form	indicate withdrawal status codes that will be used later by Banner to determine which students are withdrawn.
STVWDRL	Student Withdrawal Status Code Validation Form	build withdrawal codes.
TGRAPPL	Application of Payments Process	apply payments.
TGRUNAP	Unapplication of Payments Process	unapply charges and payments automatically.
TSADETC	Detail Code Control Form	designate charge detail codes as institutional charges or refunds.
TSADETL	Student Account Detail Form	change an existing charge to an original charge.
TSARFND	Refund Review Form	review pending refunds.
TSRRFND	Auto Refund Credit Amt-Student Process	look for a hold authorization code (HLD) that is attached to a student’s ID in the authorization table.
TVAAUTH	Authorization Maintenance Form	create authorization records for students on the TVRAUTH table.

Terminology

Title IV Aid

Loans and grants funded by the Federal Government under regulations initially established by the Higher Education Act of 1965 and as amended.

Reauthorization

Periodic review, modification, continuation of a federal program. Title IV was last reauthorized in 1998 with significant changes to the required handling of aid if a student withdraws from all classes.

Break Period

A period of at least five consecutive days during which no academic activity occurs, which may include weekends, holidays, vacations, etc.

Enrollment Period

The period of time (measured in days for Credit Hour programs and hours for Clock Hour programs) for which students that complete an academic program are enrolled. Excludes break periods of five or more consecutive days.

Leave of Absence

Periods in which a student is excused from attendance with prior approval. Regulations define criteria for approving a leave of absence.

Period of Attendance

The period of time a student actually attends prior to withdrawal, excluding approved leave of absence and break periods of five or more consecutive days.

Percent Completed

Period of Attendance/Enrollment Period as a percentage rounded to one decimal.

Institutional Charges

Assessments, which are made to students as a requirement for attendance in an academic program (for example, Tuition, Fees, Room, Board).

Other Institutional Costs

Additional amounts not billed through Accounts Receivable, which are considered as required for attendance (for example, required lab equipment which all students must purchase off campus).