Purpose

To authorise or cancel individual student Fee Encumbrances which have been created in a pending state by the System

SubSystem

Finance

Fee Encumbrances can be applied to a student within the Student Finance Subsystem for non-payment or underpayment of fees. Effects of an Encumbrance may range from having results blocked to a withdrawal of all services by the institution.

Pending Fee Encumbrances are created for students automatically by the job Process Overdue Payment Penalties (FINJ6230) when it detects outstanding debts for Fee Liabilities.

This form allows a user to query a student's record and either confirm that such an Encumbrance should be applied or cancel it. The form only allows action to be decided on pending Encumbrances - all work on Encumbrances once they have been applied must be undertaken in the Enrolments Subsystem. Accordingly, buttons in this form allow easy access to relevant forms in Enrolments.

For Fee Encumbrances, lamps displayed in the current form indicate the status of the Encumbrance. For instance, it is possible to see in this form that an Encumbrance has been expired or deleted in Enrolments.

In some cases, the effects designated for an Encumbrance require that some action be taken before the Encumbrance can be applied. For example, one penalty is to revoke the student's access to all institution services. A required pre-condition of this effect is that all the student's existing Course Attempts are discontinued. This must be done in the Enrolments Subsystem before returning to this form to confirm the Fee Encumbrance.

The Person block contains:

• Person ID
• Sex
• Date Of Birth

  Button

  • Find Person

The Fee Encumbrance block contains:

• Fee Type
• Calendar Type
• Start Date
• End Date
• Fee Category

The Encumbrance Details sub block (if there is only one overdue record) contains:

• Encumbrance Type
• Discontinue Enrolment check box
• Write Off Bad Debt check box
• Days Overdue
• Amt Overdue
• Authoriser
• Fee Encumbrance Date
• Fee Encumbrance Status

  Button

  • Find Person

The Encumbrance Details sub block (if there are multiple overdue records) contains:

• Encumbrance Type
• Discontinue Enrolment check box
• Write Off Bad Debt check box
• Total Amt Overdue
• Authoriser
• Fee Encumbrance Date
• Fee Encumbrance Status

  Button

  • Overdue Details (popup)
  • Find Person

The Overdue Details popup block contains:

• Unit Code
• Overdue Days
• Overdue Amount
• Total Due

  Back navigation button

The Course Details Sub block contains:

• Course
• Version
• Calendar Type
• Location
• Attendance Mode
• Attendance Type
• Commence Date
• Status

  Buttons

• Comments (overlay)
• Person Encumbrance (ENRF6310)
• Enrolment Details (ENRF3000)

Rule/Notes:

The Encumbrance details sub block appears in one of two ways depending on whether there is one or multiple overdue records. If there are multiple overdue records, the Overdue Details navigation button invokes a pop up sub block which details each overdue record.

The Person block operates in query mode only.

• Select the student to whom a pending Encumbrance applies, either by entering a known Person ID, or by selecting the button to use the Find Person facility (ADMF1211)

Rules/Notes:

If an Encumbrance already exists for this student, an ENCUMBERED lamp appears in red. (See documentation on Encumbrances.)

The Fee Encumbrance block presents details of the Fee Liabilities for which pending Fee Encumbrances have been created. Scroll through these records as required.

For each fee, details of the Encumbrance and the Student Course Attempt in which the fee is outstanding are displayed in the overflow box for that fee.

Course attempt details are for information only.

Encumbrance details supplied for information are as follows:

• The Encumbrance Type, derived from the Encumbrance Schedule form, FINF2890, which is used to match suitable Encumbrances to situations in which penalties should apply for non-payment of fees
• The Discontinue Enrolment and Write Off Bad Debt check box, set in FINF2890, which are for information only
• The number of days and the amount (including tax) by which the Student's Fee Liability is overdue
• The Date at which the pending Fee Encumbrance was created by FINJ6230. 

The remaining fields are concerned with the authorisation of a pending Fee Encumbrance, which can be confirmed or cancelled as follows:

• Enter the ID of the staff member authorised to apply or cancel an Encumbrance, either by entering a known Person ID in the Authoriser field, or by selecting the button to use the Find Person facility (ADMF1211)
• Change the status from one indicating that approval is awaited, to one indicating
• either that the Encumbrance should be applied, or
• that it should be cancelled
• Optionally, add Comments
• Save the record.

Note: Authoriser details must be entered when a Fee Encumbrance is cancelled.

Some Encumbrances require that a Student's Enrolment be discontinued. A message advises this. Use the Enrolment Details button for direct access to the Enrolments form, ENRF3000, to perform the required actions. 

The Person Encumbrance button gives direct access in context to form ENRF6310 to maintain Encumbrances.

Rules/Notes:

Person and course details are for information only.

A lamp is displayed if a fee is sponsored, since administrators may wish not to apply an Encumbrance against the student in this situation.

The same Fee Type may be displayed more than once if two or more pending Fee Encumbrance Types have been recorded against the fee because

• More than one 'penalty date' has been passed, or
• Increasingly severe Encumbrances are recorded for the Fee Type depending on the magnitude of the debt
• In this situation, it is suggested that the pending Fee Encumbrance with the more severe effects would normally be authorised, and the others cancelled. (The System prevents Encumbrances at different levels being applied simultaneously)

Fee Encumbrance Statuses equate to three System Statuses for Fee Encumbrances: WAIT APRVL, APPLIED or CANCELLED.

When a Fee Encumbrance has been applied, a lamp indicates that the Encumbrance is ACTIVE.

If the Encumbrance is EXPIRED or DELETED in the form Maintain Basic Person Encumbrance Detail (ENRF6310), lamps in this form reflect such conditions.