Purpose

To match a Fee Encumbrance Status defined by the institution to a System Fee Encumbrance Status

SubSystem

Finance

Fee Encumbrances can be applied to a student within the Student Finance Subsystem for non-payment or under payment of Fees. Effects of an Encumbrance may range from having results blocked to a withdrawal of all services by the institution. Encumbrance Types are set up in the form ENRF6200 and effects attached via that form.

Situations where Fee Encumbrances might apply are detected by running the Process Overdue Payment Penalties job, FINJ6230. This creates 'pending encumbrance' records with a status indicating that authorisation is awaited. Further statuses are then available to a user either to approve or cancel a pending Encumbrance. These are recorded using the Authorise Fee Encumbrances form, FINF6311.

The current form is used to link an institution defined Fee Encumbrance Status to a System Fee Encumbrance Status. System Statuses provide functionality within Callista, as outlined above.

The Fee Encumbrance Status block contains:

• Fee Encumbrance Status
• Description
• System Fee Encumbrance Status
• Closed check box

Rule/Notes:

Use this form to assign Encumbrance Status names chosen by the institution to System Fee Encumbrance Statuses. One or more institution defined statuses can map to each System Status. For example, the term PENDING might be mapped to the System term of WAIT APRVL.

Statuses no longer required can be closed. Once recorded against an Encumbrance record, a status cannot be deleted.

Rules/Notes:

System Fee Encumbrance Statuses are set to WAIT APRVL as the default.

The System Fee Encumbrance Statuses are WAIT APRVL, APPLIED and CANCELLED.

Unless it is important to retain a term already in use in the institution, it is recommended that institution defined status names reflect System Status names.