Financial Aid Processing

Financial Aid Processing Contents:
Financial Aid Processing Email.......................................................................................................2

Financial Aid Workflow Spreadsheet..............................................................................................2
Add NFR Holds...............................................................................................................................3
Remove NFR Holds.........................................................................................................................5
Assign NFR Process........................................................................................................................6
Group Post Processes.....................................................................................................................10
Run Assign Refund Service Indicator...........................................................................................19
Run Unapplied Financial Aid Report............................................................................................20
Financial Aid Refunding................................................................................................................26
CAL B Access...........................................................................................................................26
General Financial Aid Refund – Prior Terms within Academic Year.......................................32
General Financial Aid Refund – Current Term.........................................................................38
Band Stipend..........................................................................................................................44
Manually Entered Refund......................................................................................................45
Higher One Refund Extract...................................................................................................46
Refunds over $10,000............................................................................................................49
Email a Higher One Refund Total.........................................................................................50
Higher One Refund FTP........................................................................................................51
Parent Loan Refund – Prior Terms within Academic Year.......................................................52
Parent Loan Refund – Current Term.........................................................................................58
Accounts Payable Pay Cycle.................................................................................................64
Email Accounts Payable Pay Cycle Refund Total................................................................67
Run BIP Reports for Supporting Documentation..................................................................67
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Financial Aid Processing Email
You will receive an email from Financial Aid identifying a list of students with Financial Aid
disbursements. Reply to the email stating that the process has begun.
Financial Aid Workflow Spreadsheet

You will be opening an Excel spreadsheet FIN AID DISB PROCESSING found on: AdminServ
> AdminServ-Depts > Acctg-Shared > A UNAPPLIED FIN AID > Financial Aid Disbursement
Processing > FIN AID DISB PROCESSING. Go to File and Save As: FIN AID DISB
PROCESSING MM-DD-YY. An example would be: FIN AID DISB PROCESSING 03-01-
20XX. Save it into Acc_Shared (G) > Unapplied Fin Aid > Financial Aid Disbursement
Processing > FIN AID DISB FY20XX-20XX. You will be saving the file into the fiscal year that
you are working on.
Insert your name on Initiated By and the date that you are working on disbursement. Please make
sure to mark an X on every step you have completed so that you will know where you stand.
Respond to the Financial Aid email that the process has begun.
Financial Aid Process During Spring Semester

During the Spring Semester, the process will be run from the Run ADD NFR process through the
Group Post Process on Thursday afternoons. The process will restart again from the beginning
on Friday mornings. This makes sure prior semester amounts are posted before running the
current semester.
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Add NFR Holds
Main Menu > Fresno Custom > Student Financials > Process > Add/Remove NFR Holds
Add/Removes the NFR Hold service indicator from students that meet the academic unit level to receive the
additional aid. (Example: Students receiving aid but dropped in unit load).
It is recommended that if you are going to run Financial Aid Processing on a regular basis that you save a run
control name. This will allow you to save your settings under the specific run control. The below example shows a
saved run control “ADD_NFR”.
- Enter Academic Institution = FRSNO

- Enter the Aid Year.
Aid Year is the Financial Aid Year that is going to be processed. If the fiscal year is
2012-2013 (Fall 2012, Spring 2013, and Summer 2013), then the Financial Aid Year is
2013.
- Enter the Term.
This the current term that Financial Aid is being disbursed.
- Add NFR.
Make sure the checkbox is checked. This will add NFR to student accounts that have
drop in unit load which may have been over awarded.
- Run the process by clicking the Run button.
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- Process Scheduler Request: All processes that run will need to have the Server Name
selected as “PSUNX”. If you do not select PSUNX, your processes will error. This will
be redundant in all processes. Once the Server Name has been selected, click OK.
- Click on Process Monitor to view the status. Click on the Refresh button to update the
status. Once the Run Status is “Success” and the Distribution Status is “Posted”, this
process is completed.
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Remove NFR Holds
Main Menu > Fresno Custom > Student Financials > Process > Add/Remove NFR Holds
Add/Removes the NFR Hold service indicator from students that meet the academic unit level to receive the
additional aid. (Example: Student receiving aid that dropped in unit load but added units back).
It is recommended that if you are going to run Financial Aid Processing on a regular basis that you save a run
control name. This will allow you to save your settings under the specific run control. The below example shows a
saved run control “REMOVE_NFR”.
- Enter Academic Institution = FRSNO

- Enter the Aid Year.
Aid Year is the Financial Aid Year that is going to be processed. If the fiscal year is
2012-2013 (Fall 2012, Spring 2013, and Summer 2013), then the Financial Aid Year is
2013.
- Enter the Term.
This the current term that Financial Aid is being disbursed.
- Remove NFR.
Make sure the checkbox is checked. This will remove NFR from the student accounts
that have met academic unit level to receive the additional aid.
- Run the process by clicking the Run button
- Select the PSUNX as the Server Name and click the OK button.
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Assign NFR Process

Main Menu > Fresno Custom > Campus Community > Process > Mass Service Indicator Process
The following set up is used. The first step is to ‘Load Query Results’. Select Load Query
Results and run the process.
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Enter the current Term and the Last Run Date. Let the process run and DO NOT start to run
other processes as this may cause an error in the next step.
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If there are query results, they will appear at the bottom of the screen. Copy the results to the
Excel spreadsheet ‘NFR’ tab.
Select ‘RUN’ to complete the process. If there are no query results, you may continue to the
next process.
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Query results appear at the bottom of the page. If results load, and selecting run asks to Load
Query Results after results were loaded, contact IT Support. They will adjust on their side to
allow you to proceed.
Assign SFR Process

Main Menu > Fresno Custom > Campus Community > Process > Mass Service Indicator Process
The following set up is used. The first step is to ‘Load Query Results’. Select Load Query
Results and run the process.
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Enter the current Term and the Last Run Date. Let the process run and DO NOT start to run
other processes as this may cause an error in the next step.
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If there are query results, they will appear at the bottom of the screen. Copy the results to the
Excel spreadsheet ‘SFR’ tab.
Select ‘RUN’ to complete the process. If there are no query results, you may continue to the
next process.
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Query results appear at the bottom of the page. If results load, and selecting run asks to Load
Query Results after results were loaded, contact IT Support. They will adjust on their side to
allow you to proceed.
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Group Post Processes
Main Menu > Student Financials > Charges and Payments > Group Processing > Create Group
Data Entries
This process will group post Financial Aid to student accounts.
- On Posting Status, select Not Posted and click the Search button.
- You will see two Group Id’s that we will work with. This example will show Group ID
2218 and 2219.
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- Start off by selecting the lowest Group Id (2218). Please note the Group Id, Amount, and
Count. Circled below to the left is the Amount and the circle on the right is the Count.
Record these numbers onto the FIN AID DISB PROCESSING spreadsheet.
- Go to Group Id (2219). Please note the Group Id, Amount, and Count. Circled below to
the left is the Amount and the circle on the right is the Count. Record these numbers onto
the FIN AID DISB PROCESSING spreadsheet.
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- You will be running the first half of the group post process. Go to Student Financials >
Charges and Payments > Group Processing > Post Transactions
- If this is your first time group posting this process, it is recommended that you add a new
run control so that your settings can be saved the next time you run this process again. If
you are adding a new run control, click the Add a New Value tab to add a new run
control.
- In this example, my run control that I have created and used is called
GROUP_POST_FIN_AID. All I had to do was search for the name and my settings are
there already.
- Please make sure the following settings are set up.
- Business Unit = FRSNO
- Group Type = F
- Enter the Starting Group ID that you have recorded in the previous steps. In this
example I would enter 2218. When I tab out, the Ending Group ID defaults to that
same number. Please remember to enter the correct Ending Group ID. The Ending
Group ID for this example is 2219.
- When your setup is correct, click the Run button.
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- Make sure your Server Name is set to PSUNX.
- Check the checkbox where you see Group Posting Common ID Create (circled below)
- Click the OK button.
- Record the Process Instance onto the spreadsheet.

status. Make sure the Run Status is “Success” and the Distribution Status is “Posted”
before proceeding to the next step.
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- You will be running the second half of the group post process. Go to Student Financials >
Charges and Payments > Group Processing > Post Transactions
- Search for the Run Control ID that you have used or search. You can see that your last
settings that you have used have been saved. Since you will be using the same Group ID
numbers, you do not have to change anything.
- Click the Run button.
- Make sure the Server Name is PSUNX.
- Check the checkbox where you see Group Posting Process (circled below)
- Click the OK button.
- Record the Process Instance onto the spreadsheet.

status. Make sure the Run Status is “Success” and the Distribution Status is “Posted”
before proceeding to the next step.
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- Go to Main Menu > Student Financials > Charges and Payments > Group Processing >
Create Group Data Entries
- On Group ID, make sure you select >= and enter your smallest Group ID number on
there and click Search. (This will ensure you will only see the ones you are working with)
- As you can see, your two Group ID’s that you are working on.
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- For this example, we will be looking at Group ID 2218.
- Record the Amount onto the Dollar Total in accordance with the Group ID row.
- Record the Count onto the Initial Count in accordance with the Group ID row.
- From this example, you can see that the Amount and Count are greyed out. This means
that no changes will be made and the Group ID 2218 is balance. Circled below you will
see the Posting Status as Balance. Since this is balanced, enter the same count onto the
Revised Count on the spreadsheet.
- Go to the next Group ID. In this example, the next Group ID that will be looked at is
2219.
- Record the Amount onto the Dollar Total in accordance with the Group ID row.
- Record the Count onto the Initial Count in accordance with the Group ID row.
- From this example, you can see that the Amount and Count are NOT greyed out. This
means that changes will need to be made and the Group ID 2219 has errors. Circled
below you will see the Posting Status as Errors.
- Since this has errors, you will have to enter the count from Posted Total (Circled –
Middle) to the Count (Circled – Top).
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- Once you enter the Count, update the spreadsheet for this Group ID on the Revised Count
with the number you just entered.
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- Click the Save button.
- You will notice that the Posting Status is Balance and the Control Totals are greyed out.
- You have just completed the Group Post.
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Run Assign Refund Service Indicator
Main Menu > Fresno Custom > Student Financials > Process > Assign Refund Svc Ind
This process will assign service indicators to accounts that require review. Student Financials will setup the batch
refund process to exclude accounts with the service indicator. Since there is no history of a service indicator being
attached to a student after it has been removed, a custom table must be built to store history of the service indicator
being attached. This will prevent service indicators being placed on students already reviewed and ready for
disbursement. There are cases however in which service indicators should be placed a second or more time on a
student's record, this will also be included in the program logic.
- Select a run control id to use. The below example shows a generic run control id.
- . Make sure the following setup are selected:
- Institution = FRSNO
- Term = 0000
- Service Indicator Cd = NFR
- Service Ind Reason Code = REF
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Run Estimated Refund Report
Run the Estimated Refund Report. Main Menu > Fresno Custom > Student Financials > Report
> Estimated Refund Report
Open the PDF File from the results.
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Email any students with amounts over $10,000 to Student Accounts for review and approval
from the controller.
Search for Parent Loans in the refund report. Subtract from the Estimated Refund Summary
total, and email estimate to CO and group.
- Save the Estimated Refund Report PDF to G:\UNAPPLIED FIN AID > Financial Aid
Estimate and save with date of refund.
- Using the Estimated Total less the Parent Loans PLUS any manual refunds, send an
email for approval to proceed. Below is a format:
- To: Lora Kutka and Ben Hylton
- Cc: Josie Almeida, Vicky Vongdara, Guillermo Gaeta, Say Xiong, CO Treasury
- Subject: Higher One Financial Aid 03/01/13 estimate $139,178.01
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Subject Format: Higher One Financial Aid MM/DD/YY estimate $amount (Higher One Estimated Total from
spreadsheet)
- Body:
Lora and Anthony,
The estimated Higher One financial aid refund for students today 3/1/13 based on
the report ran at 8:40 am is approximately $139,178.01
Lora and Anthony,

The estimated Higher One financial aid refund for students today MM/DD/YY based on the report ran at
HH:MM (Time that the unapplied report ran) am is approximately $amount (Higher One Estimated Total
from spreadsheet)
- Once Lora or Ben give you the OK to proceed, you can proceed to the next step. If you
are short on time to finish these Financial Aid refunds, please call or locate the two
individuals and notify them. The reason behind notifying these two individuals about the
estimated refund is make sure that there are sufficient funds to wire to Higher One.
Sometimes there will unexpectedly be a larger than normal amount to be refunded and
there isn’t enough in reserve to refund. When this happens, Lora or Ben will tell you to
stop and thus proceeding with the process the following day.
Run NFR Issue Report. Select Excel Format.
Use current term.
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Copy results into FIN AID DIB PROCESSING spreadsheet under the ‘Issue Report’ worksheet
tab.
Search the Estimated Refund Report for these students. If there are any on the Estimated Refund
Report, manual holds must be placed on the student’s account. Financial Aid and Student
Accounts will review later.
To place SFR holds on the accounts, go to Main Menu > Campus Community > Service
Indicators (Student) > Manage Service Indicators
Search by Student ID. Select ‘Add Service Indicator’.
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Type ‘SFR’ in the ‘Service Indicator Code field.
Type ‘On Issue Report’ in the Comments field.
Select Apply.
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Once approval for amounts over $10,000 and estimated refund is received, proceed with the
remaining processes.
Financial Aid Refunding

Main Menu > Student Financials > Refunds > Process Batch Refunds > Create Refunds
These process creates Financial Aid refunds in accordance with the type of Financial Aid. There are 3 different
types of Financial Aid: CAL B Access, General Financial Aid, and Parent Loans
CAL B Access
- It is recommended that you create a run control for CAL B Access refund. This will
ensure that your settings have been setup specifically for this process. In this example,
Run Control “CAL_B_ACCESS” was created and used.
- There are 4 tabs at the top: Batch Refund, Academic Programs, Accounts/Terms, Item
Types
- Batch Refund:
Select the Batch Refund tab. Make sure the following setup are selected:
- Refund Method = A
- Run Option 1 = Individual Only
- Run Option 2 = Financial Aid Only
- Sponsor Refund Option = No Sponsor
- Refund Item Type = 000004558025 (Cal B Access Disbursement)
- Address Usage = MAILING (Mailing, Home)
- Once these have been set, the setups in this Batch Refund tab for CAL B Access will
never change.
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- Academic Programs:
Select the Academic Programs tab. Make sure the following are marked:
- All Programs = check mark the checkbox
- Once this has been set, the setups in this Academic Programs tab for CAL B Access will
never change.
- Accounts/Terms:
Select the Accounts/Term tab. Make sure the following are marked:
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- All Accounts = check mark the checkbox
- Click the triangle next to Terms circled below.
- Insert the current term you are refunding. This would include prior terms that would fall
within the same Academic Year. In this example, we are currently refunding Spring 2013
so we would also include Fall 2012 as it is part of the same Academic Year.
- During Fall 2012, if you were running this process, you would only insert Fall
2012 as it is the beginning term of the Academic Year.
- During Summer 2013, if you were running this process, you would insert Fall
2012, Spring 2013, and Summer 2013 as it is the last term of the Academic Year.
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- Item Types:
Select the Item Types tab. Make sure the following setup are selected:
- Item Type From = 000008007000 (Cal B Access)
- Item Type To = 000008007000 (Cal B Access)
- Once this has been set, the setups in this Item Types tab for CAL B Access will never
change.
- Select the Batch Refund tab.

- You are now ready to save. Click the Save button.
- Click the Run button to run the CAL B Access refund process.
- You will see an updated Batch ID (Circled below) and a Process Instance number. This
Batch ID number will be used in the next few steps.
status until the Run Status is “Success” and the Distribution Status is “Posted”.
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- This next step is to review the total batch refund for the CAL B Access.
- Go to Main Menu > Student Financials > Refunds > Process Batch Refunds > Review
Batch Refunds
- Enter the Batch ID number that you obtained when you ran the CAL B Access process
and click on Search.
- The Batch Total (top circled) will be the Dollar Totals on the spreadsheet where you have
CAL B ACCESS Set for terms needed and the total count (bottom circled) will be the
transaction count under the column All. The Batch Total is the refundable total amount
for CAL B ACCESS while the total count is the possible total transaction count.
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- This next step is to review the total batch refund transaction count errors for the CAL B
Access. These will be errors due to no refund service indicators.
Batch Messages
- Enter the Batch ID number that you obtained when you ran the CAL B Access process
and click on Search.
- Circled below will be the total transaction count of errors. You can record this on the
spreadsheet where you have CAL B ACCESS Set for terms to the Err column. If there is
none, the circled area would be blank. Once entered, you can see that there is a column
for Net. This is the actual total count of the refund.
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General Financial Aid Refund – Prior Terms within Academic Year
- It is recommended that you create a run control for General Financial Aid refund. This
will ensure that your settings have been setup specifically for this process. In this
example, Run Control “GEN_FIN_AID” was created and used.
Types
- When running batch refund for General Financial Aid on a prior term within the
Academic Year, the following is what needs to be setup. If the current term is Fall, please
skip this process and proceed General Financial Aid Refund – Current Term (page 40).
- Batch Refund:
- Refund Method = A
- Refund Item Type = 000004558020 (Financial Aid To Student)
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- Once this has been set, the setups in this Academic Programs tab for General Financial
Aid will never change.
- Accounts/Terms:
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- Insert the prior term(s) within the same Academic Year you are refunding. In this
example, we are currently refunding Spring 2013 so we would insert Fall 2012 as it is
part of the same Academic Year. Though we are refunding Spring 2013, we must refund
prior terms within the same Academic Year first.
- During Fall 2012, if you were running this process, you would skip these steps
and start with General Financial Aid Refund – Current Term (page 40).
2012 and Spring 2013 as they are the prior terms of the Academic Year.
- Item Types:
Select the Item Types tab. Make sure the following are marked:
- All Item Types = check mark the check box
- Once this has been set, the setups in this Item Types tab for General Financial Aid will
never change.
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- Click the Run button to run the General Financial Aid refund process.
- This next step is to review the total batch refund for the General Financial Aid.
Batch Refunds
- Enter the Batch ID number that you obtained when you ran the General Financial Aid
process and click on Search.
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PRIOR TERM GEN FIN AID Set for terms needed and the total count (bottom circled)
will be the transaction count under the column All. The Batch Total is the refundable
total amount for General Financial Aid (prior terms within the same Academic Year)
while the total count is the possible total transaction count.
- This next step is to review the total batch refund transaction count errors for the General
Financial Aid. These will be errors due to no refund service indicators.
Batch Messages
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spreadsheet where you have PRIOR TERM GEN FIN AID Set for terms to the Err
column. If there is none, the circled area would be blank. Once entered, you can see that
there is a column for Net. This is the actual total count of the refund.
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General Financial Aid Refund – Current Term
- It is recommended that you create a run control for General Financial Aid refund. This
will ensure that your settings have been setup specifically for this process. In this
example, Run Control “GEN_FIN_AID” was created and used.
Types
- When running batch refund for General Financial Aid on a current term, the following is
what needs to be setup.
- Batch Refund:
- Refund Method = A
- Refund Item Type = 000004558020 (Financial Aid To Student)
Make sure the following are marked:
- Calc Tuition if Required = check mark the check box
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- Once this has been set, the setups in this Academic Programs tab for General Financial
Aid will never change.
- Accounts/Terms:
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- Insert the current term that you are refunding. In this example, we are currently refunding
Spring 2013 so we would insert Spring 2013 for the term.
- During Fall 2012, if you were running this process as the current term, you would
insert Fall 2012
- During Summer 2013, if you were running this process as the current term, you
would insert Summer 2013.
- Item Types:
Select the Item Types tab. Make sure the following are marked:
- All Item Types = check mark the check box
- Once this has been set, the setups in this Item Types tab for General Financial Aid will
never change.
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- Click the Run button to run the General Financial Aid refund process.
- This next step is to review the total batch refund for the General Financial Aid.
Batch Refunds
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CURRENT TERM GEN FIN AID “T Calc if Required”** and the total count (bottom
circled) will be the transaction count under the column All. The Batch Total is the
refundable total amount for General Financial Aid (prior terms within the same Academic
Year) while the total count is the possible total transaction count.
- This next step is to review the total batch refund transaction count errors for the General
Financial Aid. These will be errors due to no refund service indicators.
Batch Messages
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spreadsheet where you have CURRENT TERM GEN FIN AID “T Calc if Required”**
to the Err column. If there is none, the circled area would be blank. Once entered, you
can see that there is a column for Net. This is the actual total count of the refund.
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Band Stipend Financial Aid Refund
Band stipend are issued 1-2 times per semester. Student Financials will notify you which week
band stipend are ran.
The Run Control ID is BANDSTIPEND with the following setups:
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Manually Entered Refund
These are manual refunds entered for Financial Aid. These usually would be entered by the Refund Technician and
they may contain old Academic Year Financial Aid credits, stale dated Financial Aid refunds, Alternative Loans,
and etc.
- The refund technician would usually give you paperwork with details of students and
their refund amount.
- Insert the Dollar Total and Transaction Count onto the spreadsheet on MANUALLY
ENTERED REFUNDS.
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Higher One Refund Extract
Main Menu > Fresno Custom > Student Financials > Process > Cashnet HigherOne Refund
Extra
This process extracts students who have a service indicator of H1 from the Financial Aid refund file. It also gives a
report to show how many and how much are going to be processed through Higher One. The report will also shows
how many will not be processed through Higher One in which will be processed by Accounts Payable Pay Cycle.
- Select a run control.

- Enter the following File Path: /hr/hrpsoft/xfer/in/frcshftp/HigherOne/h1exports/
Note: The next time you run the Higher One Refund Extract with the same run control, you do not have to
enter the file path as it has been saved.
- Click the Run button to run the process.
- Record the Process Instance number on the Spreadsheet.
status. Once the Run Status is “Success” and the Distribution Status is “Posted”, click on
Details of that process.
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- Click on View Log/Trace.
- Click on the .out file circled below.
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- Below is a summary of the Financial Aid refund report. The circled portions are what you
would enter into the spreadsheet. The top circle is the total transaction count and the
bottom is the Dollar Total that is going to be refunded through Higher One.
- Here is a small description of how to read this report.

- Financial Aid Disbursements written: This is the total count of refunds that were
processed by the Financial Aid process.
- Amount of Financial Aid Disbursements written: This is the total dollar amount of
refunds that were processed by the Financial Aid process.
- Total Number of Online Refunds written: These are the total count of manual
refunds that were entered by the Refund Technician.
- Amount of Online Refunds written: These are the total dollar amount of manual
refunds that were entered by the Refund Technician.
- Total Number of Transactions written: This is the total count of refunds that are
going to be refunded through Higher One.
- Amount of Transactions written: This is the total dollar amount of refunds that are
going to be refunded through Higher One.
- Total Number of Refunds excluded: These are the total count of refunds that did
not have a Service Indicator of H1 which will be included in the Accounts
Payable Pay Cycle for refund.
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- Amount of Refunds excluded: These are the total dollar amount of refunds that
did not have a Service Indicator of H1 which will be included in the Accounts
Payable Pay Cycle for refund.
Review Refunds Over $10,000

The controller and VPA are to review and approve refunds over $10,000.
Run a report of refunds for the period. Main Menu> Reports Portfolio >Student Administration>
Student Financials> Refunds by Date and Refund Type
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Run for the date of the refund with Refund Types F and O.
Download the data into Excel, and sort by student ID. The total amount should match the total
of the Refund Extract.
Subtotal the refunds by Student ID and look for amounts over $10,000. Email the head of
Student Financials who will review the refunds. The review will then be sent to the VPA for
approval. Once approval is received, the Financial Aid process can be completed.
Move the worksheet into the FIN AID DISB PROCESSING spreadsheet and save there.
Email a Higher One Refund Total

The purpose of this email is to notify the individuals that the Financial Aid refund is almost complete and to look for
an email of Refund Processing receipt from Higher One.
- Using the Higher One Report that you just got, send an email.
- Below is a format:
- To: Lora Kutka, Ben Hylton, and Kevin Mahoney
- Cc: Josie Almeida, Say Xiong, CO Treasury and Alysa Shively
- Subject: $1,388,159.39 is Higher One Refund Total for 2/28/13
Subject Format: $ amount (Higher One report from Amount of Transactions written) is Higher One Refund
Total for MM/DD/YY
- Body:
There were 999 transactions with a total amount of $1,388,159.39 for Higher One
refunds.
There were ### (Higher One report from Total Number of Transaction written) transactions with a total
amount of $ amount (Higher One report from Amount of Transactions written) for Higher One refunds.
- Copy the Higher One report and paste onto the email body
- Send the email
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Higher One Refund FTP
Main Menu > Fresno Custom > Student Financials > Process > Cashnet HigherOne Refund FTP
This processes the picks up the Higher One refunds and sends it over to Higher One. Once received by Higher One,
Higher One will send an email of confirmation receipt that they have received it. The email contains information for
the proper individuals to wire and approve the amount wired to Higher One so that Higher One can proceed with
disbursing the funds to the students based on their refund preference.
- Select a run control and run the process by clicking the Run button.
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Parent Loan Refund – Prior Terms within Academic Year
Parent Loan refunds do not get processed by the Higher One process as the refund is being issued to the parent.
- It is recommended that you create a run control for Parent Loan refund. This will ensure
that your settings have been setup specifically for this process. In this example, Run
Control “PARENT_LOANS” was created and used.
Types
- When running batch refund for Parent Loan on a prior term within the Academic Year,
the following is what needs to be setup. If the current term is Fall, please skip this process
and proceed Parent Loan Refund – Current Term (page 40).
- Batch Refund:
- Refund Method = A
- Sponsor Refund Option = Individual Sponsors
- Refund Item Type = 000004558030 (PLUS Disbursement)
-
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- Once this has been set, the setups in this Academic Programs tab for Parent Loan will
never change.
- Accounts/Terms:
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- Insert the prior term(s) within the same Academic Year you are refunding. In this
example, we are currently refunding Spring 2013 so we would insert Fall 2012 as it is
part of the same Academic Year. Though we are refunding Spring 2013, we must refund
prior terms within the same Academic Year first.
- During Fall 2012, if you were running this process, you would skip these steps
and start with Parent Loan Refund – Current Term (page 64).
2012 and Spring 2013 as they are the prior terms of the Academic Year.
- Make sure the following setup are selected:

- Item Type From = 000008070001 (Federal Direct Parent Loan-1)
- Item Type To = 000008070005 (Federal Direct Parent Loan-5)
- Once this has been set, the setups in this Item Types tab for Parent Loan will never
change.
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- Click the Run button to run the Parent Loan refund process.
- This next step is to review the total batch refund for the Parent Loan.
Batch Refunds
- Enter the Batch ID number that you obtained when you ran the Parent Loan process and
click on Search.
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PRIOR TERM PARENT PLUS and the total count (bottom circled) will be the
transaction count under the column All. The Batch Total is the refundable total amount
for Parent Loan (prior terms within the same Academic Year) while the total count is the
possible total transaction count.
- This next step is to review the total batch refund transaction count errors for the Parent
Loan. These will be errors due to no refund service indicators.
Batch Messages
click on Search.
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spreadsheet where you have PRIOR TERM PARENT PLUS to the Err column. If there is
none, the circled area would be blank. Once entered, you can see that there is a column
for Net. This is the actual total count of the refund.
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Parent Loan Refund – Current Term
- It is recommended that you create a run control for Parent Loan refund. This will ensure
that your settings have been setup specifically for this process. In this example, Run
Control “PARENT_LOANS” was created and used.
Types
- When running batch refund for Parent Loan on a current term, the following is what
needs to be setup.
- Batch Refund:
- Refund Method = A
- Sponsor Refund Option = Individual Sponsors
- Refund Item Type = 000004558030 (Plus Disbursement)
Make sure the following are marked:
- Calc Tuition if Required = check mark the check box
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- Once this has been set, the setups in this Academic Programs tab for Parent Loan will
never change.
- Accounts/Terms:
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- Insert the current term that you are refunding. In this example, we are currently refunding
Spring 2013 so we would insert Spring 2013 for the term.
- During Fall 2012, if you were running this process as the current term, you would
insert Fall 2012
- During Summer 2013, if you were running this process as the current term, you
would insert Summer 2013.
- Make sure the following setup are selected:

- Item Type From = 000008070001 (Federal Direct Parent Loan-1)
- Item Type To = 000008070005 (Federal Direct Parent Loan-5)
- Once this has been set, the setups in this Item Types tab for Parent Loan will never
change.
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- Click the Run button to run the Parent Loan refund process.
- This next step is to review the total batch refund for the Parent Loan.
Batch Refunds
click on Search.
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CURRENT TERM PARENT PLUS “T Calc if Required”** and the total count (bottom
circled) will be the transaction count under the column All. The Batch Total is the
refundable total amount for Parent Loan (prior terms within the same Academic Year)
while the total count is the possible total transaction count.
- This next step is to review the total batch refund transaction count errors for the Parent
Loan. These will be errors due to no refund service indicators.
Batch Messages
click on Search.
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spreadsheet where you have CURRENT TERM PARENT PLUS “T Calc if Required”**
to the Err column. If there is none, the circled area would be blank. Once entered, you
can see that there is a column for Net. This is the actual total count of the refund.
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Accounts Payable Pay Cycle
This process will pick up all refunds that were not picked up by the Higher One process including Parent Loans. It
also gives a report to show how many and how much are going to be processed through Accounts Payable Pay
Cycle.
Main Menu > Set Up SACR > Product Related > Student Financials > Refunds > AP Business
Unit
- You have to make sure the following change:

- Voucher Origin = S
- Click the Save button.
- If the Voucher Origin is already S, you do not make any changes.
Main Menu > Student Financials > Refunds > AP Refunding > Create Vendors and Vouchers
- Select a run control to use. You do not have to create one.

- Make sure the following setup is selected:
- Run Option = Individual Only
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status. Once the Run Status is “Success” and the Distribution Status is “Posted”, click on
Details of that process.
- Click on View Log/Trace.
- Click on the .log file circled below. It will open up a report.

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- Circled to the left below is the total count and to the right is the total amount being
refunded through Accounts Payable Pay Cycle.
- Use these figures and record them onto the spreadsheet.
- Your figures should match up to the figures totaled on Refunds for Internal Processing
thru CFS as Pay Cycle
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Email Accounts Payable Pay Cycle Refund Total
The purpose of this email is to notify the individuals that the Financial Aid refund for the Accounts Payable Pay
Cycle is completed.
- Using the Vendor Voucher Report that you just got, send an email.
- Below is a format:
- To: Linda Vivian, Lora Kutka, Shirley Staton and Vicky Vongdara
- Cc: Josie Almeida,
- Subject: $19,303.00 Financial Aid Refund Total for Pay Cycle on 2/28/13
Subject Format: $ amount (Vendor Voucher Report total amount) Financial Aid Refund Total for Pay Cycle
on MM/DD/YY
- Body: Transaction Count is 7 for a total of $19,303.00 and Create Vendor
Voucher log is below
Transaction Count is # (total count) for a total of $amount (Vendor Voucher Report total
amount ) and Create Vendor Voucher log is below
- Copy the Vendor Voucher report and paste onto the email body
- Send the email
Run BIP reports to support the total amount and email to group.
Student Financials> Refunds> Process Batch Refunds> Report Batch Refunds
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Run the process/report for each batch that was done in the refund process.
Look up the batches and select them one at a time starting from the bottom. The batches would
be Scholarships, CAL B Access, Prior Term General Financial Aid, Current Term General
Financial Aid, and Band Stipend when ran. The pay cycle batch is not necessary.
Once the batches have been ran, download them as pdf files.
The files are located at Main Menu> Reporting Tools> BI Publisher> BIP Report Search
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Open each file and verify that the amounts are the same as the amounts submitted.
Save each file to the Acc_Shared (G)> UNAPPLIED FIN AID> Batch Refund Report> 20xx-
20xx (appropriate year)
Name each file the current date followed by the refund type.
Use the email sent with the final refund amount and reply to all. Edit the title to include
‘Supporting Documentation’ to the beginning. Attach the refund files and send to group.
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Financial Aid Processing

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Financial Aid Processing

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Financial Aid Processing Email.......................................................................................................2

Financial Aid Workflow Spreadsheet

Financial Aid Process During Spring Semester

- Enter Academic Institution = FRSNO

- Enter Academic Institution = FRSNO

Assign NFR Process

Assign SFR Process

- Record the Process Instance onto the spreadsheet.

- Record the Process Instance onto the spreadsheet.

Open the PDF File from the results.

Lora and Anthony,

Run NFR Issue Report. Select Excel Format.

Use current term.

Search by Student ID. Select ‘Add Service Indicator’.

Type ‘On Issue Report’ in the Comments field.

Financial Aid Refunding

- Select the Batch Refund tab.

The Run Control ID is BANDSTIPEND with the following setups:

- Select a run control.

- Click on the .out file circled below.

- Here is a small description of how to read this report.

Review Refunds Over $10,000

Email a Higher One Refund Total

- Make sure the following setup are selected:

- Make sure the following setup are selected:

- You have to make sure the following change:

- Select a run control to use. You do not have to create one.

- Click on View Log/Trace.

- Click on the .log file circled below. It will open up a report.

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