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Finance - Special Topics

In this section:

• Levels
  • Calculation Example
  • Schedules Example
• Summary of Level Information
  • Schedule Notes
  • Calculation Notes
  • Element Range Notes
  • Institution Fee Notes
  • Tax Notes
• Rates
  • For Fees With Other System Fee Types
  • For Fees With Student Contribution Amount System Fee Types
  • For Fees With Tuition System Fee Types
  • Using Order of Precedence
  • Government Classifications
  • Govt Student Status
• Derived Versus Nominated Course Attributes
  • Course Fee Triggers
  • Rates (Including Contract Rates)
    • System Fee Trigger Categories (other than INSTITUTN)
    • Attendance Mode
    • Attendance Type
    • System Fee Trigger Category
• Credit
  • Unmatched Payments
  • System Credit
  • Notes On Processing System Credit
  • Credit Implications
• Statement Of Account
• Sponsor Credit
• Student Status
  • Using the Student Status
  • Student Status Codes
  • Recording the Census Date
  • Automatic Option Change for Student Contribution Amount
  • Elected Student Status
• Government Loan Schemes
  • Postgraduate Education Loans Scheme (PELS)
  • Bridging For Overseas Trained Professionals Loan Scheme (BOTPLS)
  • Implementing Government Loan Schemes
  • Processes
  • Special Note

Note: 2005 changes to Commonwealth Supported Places (HECS) mean that PELS, BOTPLS and OLDPS will be consolidated as FEE-HELP

• Fee Disbursement Examples
  • Assessment Formula Type
• Disbursement Formula Outcomes
• Institution Wide Fees
• Fixed Amount Disbursements
• Suggested Course Fees Formulas

Levels

Calculation Example

• If the rate is entered using the Maintain Fee Types form (FINF2100), then it will apply to both the INTRNTL-UG and DOMESTC-UG Categories and therefore to students in both these categories
• If the rate is entered using the Maintain Fee Categories form (FINF2800) with DOMESTC-UG selected, then that rate will only apply to students in the DOMESTC-UG Category

Schedules Example

• If a schedule is set up using the Maintain Fee Types form (FINF2100), then students in both the INTRNTL-UG and DOMESTC-UG Categories will pay the fee at the same time
• If a schedule is set up using the first screen of the Maintain Fee Categories form (FINF2800) with DOMESTC-UG selected, students pay the COMP-ACC charge at the same time as they pay other fees in the DOMESTC-UG Category
• If a schedule is set up using the second screen of the Maintain Fee Categories form (FINF2800) with DOMESTC-UG selected, the COMP-ACC charge is paid at a time that applies only to this fee when in this category

To extrapolate from these examples, for calculation and Schedule Data:

The next section summarises which levels can be used for which data, and the override and other rules that apply.

Summary of Level Information

It is expected that this summary will be most useful once you are reasonably familiar with the forms used in setting up Student Finance data.

	FTCI level	FCCI level	FCFL level
Schedules				See Schedules notes below
.	.			.
Charge Method		.		Charge Method and rule must be at same level
Charge Method Apportionment		.		.
Payment Rank		.		.
Rule		.		.
Rate		.		See Calculation notes below
Element Ranges		.		See Element Ranges notes below
Define Trigger Type		.	.	See Institution Fee notes below
Use Triggers	.	.		Not applicable to INSTITUTN Trigger Category
Tax Exempt check box		.	.	Student Contribution Amounts and INSTITUTN Fees
.	( )			See Tax notes below
Tax rule		.		See Tax notes below

Key For Each Row in the Table:

Fee data can exist at these levels simultaneously
Fee data can exist at either level, but not both

Schedule Notes

For fees with a COMSUPPORT (HECS) System Fee Type or an INSTITUTN System Fee Trigger Category, schedules must be at FTCI level. In these two cases, lack of a particular schedule at this level is taken to mean that the corresponding schedule conditions do not apply for these fees, even where they are included in a Category with a Schedule of the same kind at FCCI level.

Where a Schedule exists at FTCI level, a corresponding schedule cannot be created at FCFL level, and vice versa.

Where a Fee Type has a Schedule at FTCI level, this schedule overrides one at FCCI level for that Fee Type only.

A Fee Liability Schedule at FCFL level overrides a schedule at FCCI level for the corresponding Fee Type only.

Calculation Notes

Fees with either a COMSUPPORT (HECS) System Fee Type or an INSTITUTN System Fee Trigger Category must have calculation details defined at FTCI level. Charge rate and Element Ranges must be specified at the same level. As well as by level, rates can be further differentiated by:

• Any combination of Course Code, Course Version, Location, Attendance Type, Attendance Mode, Cohort, Unit, Unit Version, Unit Location and Class. Where the rates are not mutually exclusive, an order of precedence must be set. These attributes are not applicable to Student Contribution Amount, and Course/Unit Code and Version Attributes are not applicable to institution fees
• Government Student Status, and for options representing a Student Contribution Amount, by Discipline Band

Element Ranges Notes

Element Ranges cannot be specified for a fee if:

• The System Fee Type is COMSUPPORT (HECS), or
• The Charge Method is FLATRAT

and can only be specified at the FTCI level for institution fees.

Institution Fee Notes

Fees with the an INSTITUTN System Fee Trigger Category:

• Do not have triggers (can use any Charge Method)
• Must have all their details defined at FTCI level
• Are levied only once, even if a student has more than one current Course Attempt

Tax Notes

Fees are taxable unless the Tax Exempt check box is set (checked).

If a category (FCCI level) is set as Tax Exempt, all liabilities for the category (at FCFL level) must be Tax Exempt. But if a category is taxable, it can include component liabilities that are Tax Exempt.

For fees with a System Fee Type of COMSUPPORT (HECS) or an INSTITUTN System Fee Trigger Category, tax data is defined at FTCI level and cannot be overridden.

• Student Contribution Amounts are exempt from tax, and the Tax Exempt check box defaults to set (checked)
• Fees with an INSTITUTN System Fee Trigger Category can be taxable or Tax Exempt

• The value of the Tax Exempt check box at FCFL level overrides that at FTCI level for the same fee
• The value of the check box at FCFL level defaults either:
  • To Tax Exempt, if the Fee Liability is in a Tax Exempt Category, OR
  • To the value of the check box at FTCI level (but this defaulted FCFL value can be changed)
• If applicable, a Tax Rule can be set at either FTCI or FCFL level, but not at both for the same fee

Rates

Note: The rates discussed here do not include contract rates established with individual students in the Maintain Contract Fee Assessment Rates form (FINF2900). They do include contracts based on standard rates and established through Admissions (ADMF3660).

Rates for Fee Types are set up in the Define Fee Assessment Rates form (FINF2853), which can be accessed either from the Maintain Fee Types form (FINF2100) or from the Maintain Fee Categories form (FINF2800).

At either of these levels, multiple rates can be specified for a single Fee Type. Rates may be defined on various attributes or criteria.

The criteria available for a Fee Type depends on its System Fee Type, as shown in the table below. Note that if the sets of criteria recorded for a particular fee's rates do not cover all the options, a fee is not incurred for the options not covered. For example, in a multi campus institution, a rate may be defined only for Campus A and Campus B. Students studying at Campus C will not incur the fee.

For Fees With OTHER System Fee Types

Select from this criteria:

• Course Code and Version Number (NOT available for institution fees)
• Location Code
• Attendance Type
• Attendance Mode
• Unit Code and Version Number (Only available for Unit Fees)
• Unit Location (Only available for Unit Fees)
• Unit Class (Only available for Unit Fees)

For Fees With COMSUPPORT (HECS) System Fee Types

Select from these criteria:

• Government Student Status
• Government Discipline Band
• Unit Details button

(See Government Classifications)

For Fees With TUITION System Fee Types

Select from these criteria:

• Course Code and Version Number (NOT available for institution fees)
• Location Code
• Attendance Type
• Attendance Mode
• Unit Details button including:
  • Unit Code and Version Number (Only available for Unit Fees)
  • Unit Location (Only available for Unit Fees)
  • Unit Class (Only available for Unit Fees)
  • Deletion Date (Only available for Unit Fees)
• Government Student Status

Certain combinations of criteria are mutually exclusive - for example, the values 'full time' and 'part time' for two rates set up using only the Attendance Type as a criterion are mutually exclusive. But some combinations can be ambiguous, with the potential for different rates to apply in the assessment of a single student Fee Liability.

In these circumstances, an Order of Precedence must be given to each criteria combination applied to a Fee Liability.

Using Order of Precedence

It may be desirable to have one rate covering the majority of courses studied at any location, and for any Attendance Type or Mode, and then specify rates with particular criteria for a limited number of exceptions. For example, one rate is set for full-time students in Course AA111 at Campus A, a second for on-campus students in Course BB222, version 2 at Campus B, and a third for all other options. In this case, it is important to set up the exceptions to take precedence over the general case, and this would be achieved as follows:

Where a criterion field is left blank in the Define Fee Assessment Rates form, FINF2853, this indicates that the rate applies for any value of that criterion. To ensure that Unit Assessment Rates are applied over Course Rates, Unit Assessment Rates must have a higher order of precedence than Course Rates.

Government Classifications

A Government Student Status can be a single criterion, or may be used in conjunction with a Government Discipline Band. Student Contribution Amount, which have a Government Student Status of 110, 111 or 112, are typically set up using 12 sets of criteria as shown below. This covers both rates for students not liable for differential Student Contribution Amount, as well as a rate per band for those students to whom differential Contribution Amount applies.

Govt Student Status

A flag is set in ENRF0161 (Government Student Status) to indicate that a Student Status attracts the discount shown in the Payment Schedule form. Further information is given in the section on Student Status. See Student Status Codes below.

Derived Versus Nominated Course Attributes

In the case of some enrolled students, the values recorded against their student Course Attempts for Location, Attendance Type and Attendance Mode may be at variance with the values that would be returned by examining the composite effect of their individual Unit Enrolments for the course. For example, a student Course Attempt may have an off campus Attendance Mode recorded, but the student may be studying a majority of their units on campus.

In the case of fee assessment, it is therefore important to understand whether nominated values (recorded against the Course Attempt) or derived values (arrived at through an examination of units studied) are being used in specific situations.

Course Fee Triggers

Course Fee Triggers can be created (in FINF2222) to match a Course Attempt on any or all of the three attributes; Location, Attendance Type and Attendance Mode. These triggers are matched to nominated Course Attempt attributes, and where a match is made, the student is liable for the fee thus triggered.

Rates (Including Contract Rates)

Note that Course, Unit and Cohort attributes for rates do not apply to Student Contribution Amount, which can be differentiated only by Student Status and Discipline Bands.

System Fee Trigger Categories (Other Than INSTITUTN)

With a System Fee Trigger Category of COURSE, UNIT, UNITSET, COMPOSITE the fee relates to a single Course Attempt.

A rate with location specified is matched against the nominated location of the student Course Attempt.

A rate with an Attendance Mode and/or Attendance Type specified is matched against a derived Attendance Type or mode.

Derived values are determined in the following way:

Attendance Mode

• For a student Course Attempt to match a rate for an institution defined value equivalent to 'on campus' attendance, all units must be on campus
• For a student Course Attempt to match a rate for an institution defined value equivalent to 'off campus' attendance, all units must be off campus
• Otherwise, a rate for a value equivalent to 'multi-modal' attendance applies

Attendance Type

The derivation process considers only Unit Attempts in Teaching Periods related to the Load Calendar that is linked to the Fee Period. Where the Load Calendar is an aggregate Load Calendar, EFTSU is calculated for each of its subordinate Load Calendars and then summed.

• For a student Course Attempt to match a rate for an institution defined value equivalent to 'full time', the sum of the EFTSU values for each unit must be within the range specified by the institution as a full time load for that Load Calendar (in Maintain Attendance Types, CRSF1170)
• For a student Course Attempt to match a rate for a value equivalent to 'part time', the sum of the EFTSU values for each unit must be within the range specified as a part time load for that Load Calendar (in Maintain Attendance Types, CRSF1170)

System Fee Trigger Category

Where a student is enrolled in more than one course, an assessment for an institution-wide fee must take all Course Attempts liable for the fee into consideration when determining the rate.

A rate with location specified is matched against the nominated location of the major Course Attempt. The major Course Attempt is regarded as that in which the sum of the unit EFTSU values for the student is the greatest, or, where Course Attempts have equal EFTSU value, the course that was commenced earliest.

A rate with an Attendance Mode and/or Attendance Type specified is matched against a derived Attendance Type or Mode. Derived values are decided by:

• Determining the Attendance Mode for each course (as explained for fees with a COURSE System Fee Trigger Category), and then
  • If all courses are on campus, the on campus rate applies
  • If all courses are off campus, the off campus rate applies
  • Otherwise, a rate for 'multi-modal' attendance applies
• Determining the Attendance Type by summing the EFTSU values of units for all Course Attempts, and matching to the Load Calendar Attendance Type range of either a standard Load Calendar or an Aggregate Calendar or the Academic Period Attendance Type range - as described for non-institution fees - depending on the Charge Method Apportion (established in FINF1720).

Credit

A credit balance is held for a person or an organisation. It is based on all fees for which a student or sponsor has ever been liable, irrespective of Fee Periods, courses or (for sponsors) the number of students involved.

For students, the Student Finance Subsystem distinguishes between unmatched payments and System Credit.

Unmatched Payments

This amount is the total of received payments that have not yet been matched to invoiced debt. Creation of invoices, receipt of payments and matching of payments to debt is handled by processes providing an interface between Callista and an External Financial System. Payments are not recorded as payment transactions against specific fees within core Callista until this matching has been done. If the unmatched payments total is greater than the System Credit, the difference is not available for refund.

Unmatched payments can be seen in FINF9130.

System Credit

System Credit for a student is calculated in this way:

• For all unfinalised Fee Periods, in core Callista the total of debt transactions is subtracted from the total of payment transactions (payment transactions represent payment already matched to debt, and include discounts awarded)
• Effectively, this step takes account of newly assessed debt transactions
• All unmatched payments are added
• Refunds that have already been approved are subtracted
• A positive result is recorded as the student's System Credit, otherwise zero is shown

Deferred Student Contribution Amount. A debt is not subtracted if the Student Status is deferred as at the Census Date.

Tax. Calculation of System Credit includes tax debts and payments.

System Credit can be seen in FINF6420 (Maintain Refunds) and in FINF9130 (System Credit Inquiry). A student's System Credit is available for refund.

Notes On Processing System Credit

The System Credit is reduced to take account of a student's increased debt (reflecting an increase in study load) as soon as an assessment or reassessment is made in a Fee Period (that is, immediately after running FINJ3500 or FINJ3001). At this point, invoices have not been created for the newly assessed debt.

For decreased debt (a reduction in study load in a given Fee Period), the System Credit does not always show increased credit immediately a reassessment is run in the period.

• The System Credit will be increased immediately if the student reduces their study load, and hence reduces their debt for a particular fee, before a payment has been matched to the debt incurred as a result of the prior assessment of that fee. This would typically be where a student reduces their load before making a payment. Alternatively, they may have paid, but then reduce their load before their payment details have been transferred to the Student Finance Subsystem
• However, when a student reduces their study load after payment has already been matched to the debt incurred for their prior assessment, the increased System Credit is not available until interface processing to an External Financial System has occurred. This is to prevent the possibility of 1) refunding to a student an amount actually paid by a sponsor, or 2) refunding based on the discount which was available on the prior assessment rather than the reduced assessment

Credit Implications

Statement of Account

Both System Credit and unmatched payments are recorded in the Statement of Account extract. If desired, when a student with credit increases their study load, their statement can show both credit still available for refund (if any) and the portion expected to offset the newly assessed debt, irrespective of when statements are produced in the fee processing and interface cycle. Typically, the available credit will have accrued from overpayment in an earlier Fee Period.

Sponsor Credit

Students, not sponsors, are assessed for debt. Therefore credit adjustments cannot be made for sponsors immediately an assessment is reduced. For sponsors, the credit amount is only shown as available (in the Maintain Refunds form, FINF6420) after the new assessment has been processed through the interface to an External Financial System.

Student Status

A student's Student Status for a Course Attempt is recorded and maintained in ENRF3110. Normally each change in option is recorded as a new record. In this way, a history is built up of the Student Status applying to a student's Course Attempt during any particular period. However, for fee processing and statistical purposes, the option recorded as current at the Census Date is the significant option for a Fee Period. The record for this option may be open-ended.

The field in which the Student Status Snapshot is retrieved is called the Reported Student Status. See 'Elected Student Status' at the end of this section for the different definitions between the two.

Using the Student Status

The following fee processes access and use the student's Student Status (and the Differential Student Contribution Amount (HECS) check box where relevant) which is current as at the Census Date :

• Fee Assessment (FINJ3500, FINJ3001) - where the rate used to calculate a fee may depend on a Student Status (and for Student Contribution Amount, the Discipline Band if the Differential (HECS) check box is set)
• Calculation of Expected Payment in
  • The Process Person Payments form, FINF3800
  • The summary form FINF9900 (accessed from Student Fee Inquiry form FINF9100 or FINF9200)
• Where any change to the student's (Census Date) Student Status is immediately reflected in the payment amount expected
• Statement of Account extract (FINJ6120), Statement of Account Extract/Reminder Notice Extract (FINJ6120a), Reminder Notice Extract (FINJ6121), Commonwealth Supported Student Liability Notice Extract (FINJ6190) and Commonwealth Assistance Notice Extract (FINJ6200) - where the student's Student Status is extracted
• The inquiry form Student Course Fee Statement (FINF9110) - where a lamp displays the Student Status

Student Status Codes

The following list is not meant to be exhaustive, but give insights to the meanings of some Student Status Codes.

Coding Notes

Code 240 “Received loans through OS-HELP” is not to be used on the Load/Liability File. This code is only to be used in the HELP-DUE File in respect of students who are reported on the OS-HELP File.

A domestic postgraduate research student who is not RTS supported may be charged tuition fees or awarded an Exemption scholarship under code 270. If regional adjustment package has been used to support such students, these students should be included under code 270.

A domestic postgraduate research student charged tuition fees may receive FEE-HELP assistance.

FOR ATO purposes only, Element 380 (Liability status codes) will be concorded to Element 490 (Student status):

• Element 380 = 80 (E490 = 110, 201)
• Element 380 = 81 (E490 = 220, 230, 231, 232, 233)
• Element 380 = 82 (E490 = 240)

Recording the Census Date

To implement the processing described above:

• A single Census Date should be recorded against each Fee Period (including those spanning more than one conventional Teaching Semester). This is documented as a part of Calendar Setup in the Specialist Overview
• The Census Date should be used as the Effective Date when running FINJ6231, Process Student Status

Automatic Option Change for Student Contribution Amount

Running the Process Student Status job, FINJ6231, can change a student's Status snapshot for a Course Attempt so that the snapshot recorded at the Effective Date reflects their actual payment history for the Fee Period rather than the option nominated on their Student Status Declaration Form.

Example

FINJ6231 is run with an Effective Sate of 31/3/2003. The student is recorded as Up-front (11), but has made no payment, or insufficient payment, and is therefore switched to Deferred (10).

Elected Student Status

For each Student Course of Study an Elected Student Status is captured against each individual Unit Attempt. To elect a Student Status, the student must complete a Commonwealth Assistance Form. This form is used by any student that has been granted a Commonwealth Supported Place and/or is electing to utilise FEE-HELP. On this form the student must elect a payment option, and if necessary, a tax file number.

The Elected Student Status is displayed consistently throughout all the Student Finance Inquiry forms. This allows users to quickly determine the student's Elected Student Status when analysing the student's financial records. Do not confuse Elected Student Status with Student Status. Elected Student Status does not show Student Status Snapshot.

Postgraduate Education Loans Scheme FEE-HELP Overview

The Postgraduate Education Loans Scheme (PELS) is an interest-free loans facility for eligible students who are enrolled in fee-paying, postgraduate non-research courses. It is similar to the deferred payment scheme arrangements available under the Commonwealth Supported Places. FEE-HELP enables students to obtain a loan from the Commonwealth Government to pay all or part of their tuition fees. The Commonwealth Government pays the amount of the loan directly to the student's institution and the student repays their loan through the taxation system once their income reaches the minimum threshold for compulsory repayment.

FEE-HELP differs from Student Contribution Amount in that, at the Postgraduate level, Government funded higher education institutions offer some courses to students under Commonwealth Supported Places. Students enrolled in a Student Contribution Amount course are required to make a contribution toward the cost of their course and the Commonwealth pays the remainder. The Commonwealth sets the amount students are required to contribute and most students can choose how they pay that contribution, including deferring the entire amount.

Institutions also offer fee-paying Postgraduate course to students. Unlike Commonwealth Supported Student courses, institutions set the Tuition Fee for these courses and students are required to pay the full amount. For the student, a FEE-HELP loan works in the same way as the Student Contribution Amount deferred payment arrangements, however Callista treats the FEE-HELP loan using Loan Scheme functionality.

Bridging For Overseas Trained Professionals Loans Scheme FEE-HELP Overview

The Bridging for Overseas Trained Professionals Loan Scheme (BOTPLS) is an interest-free loan facility for overseas trained professionals who are seeking to work in regulated or self-regulated professions in Australia. It is similar to the deferred payment arrangements available under the Commonwealth Supported Students and the Postgraduate Education Loans Scheme (FEE-HELP).

Eligible overseas-trained professionals who are citizens or permanent residents of Australia wishing to meet formal recognition requirements for their profession in Australia will be able to access these loans.

Implementing Government Loan Schemes

Institutions can receive payment for Tuition Fees via a Loan Scheme. A Loan Scheme has a Loan Scheme Calendar Instance. This is the logical Finance Customer of the Loan Scheme for all the Calendar Instances covered by the PELS and BOTPLS (FEE-HELP).(E.G. PELS could have a PELS-02-1 finance customer for this Semester)

An institution can receive payment via the following methods:

• Student payment
• Sponsor payment
• Loan Scheme payment
• Student Contribution Amount

The first three methods allow the full revenue to be sent to finance via the invoice process and via the Disbursement process.

The Draw-Down process inserts a transaction into the Fee Assessment table to record the amount of either the PELS or BOTPLS loan.

The calculation of COFI invoices operates differently, before and after the Draw-Down job.

This process does NOT change the Student Status for any students.

A snapshot is created by FINJ6231.

Database Tables

There are various tables which form part of the PELS and BOTPLS (FEE-HELP) implementation. These tables do not have any forms delivered in this first release and one of the tables needs to be edited manually. The tables are:

• LOAN_SCHEME.
  The installation process will populate this table. This should not be altered.
• LOAN_SCHEME_HPO
  The installation process will populate this table. This should not be altered

This table associates the general loan_scheme with the Calendar Instance (FINF4500). The loan_scheme_ci_cd will be picked up as the 'customer' for the COFI processing and will appear as a sponsor_cd in the fee_ass table when a payment is made. As part of the implementation whenever a new Calendar Instance is created, a new record for the loan_scheme_ci_cd table will need to be created.

Processes

Draw-Down Process

Loan Draw-Down Job FINJ6235 - The Draw-Down job is a pivotal part of the Loan Scheme processing. This is similar to the Defer Job for Student Contribution Amount with some major differences. The job inserts an entry into fee_ass for the Loan Scheme selected, for example, a student who has registered as PELS liable, have a Student Status of 230. The entry has an s_transaction_type of PELS LOAN and has a transaction category of LOAN. The amount inserted for this transaction is the excess of the assessment over the payments made by the student or the sponsor for the fee. The amount will not include any retention amount for the Fee Type that is in excess of the student and sponsor payments.

This process does NOT change the Student Status for any students.

Payment by the Loan Scheme Finance Customer

This loan transaction amount will be the basis of the invoice for the Loan Scheme Finance customer. Subsequently, a payment from the Finance System should allow a payment to be made by the Loan Scheme Finance customer that will flow through to the student's fee assessment fee payment.

COFI Payments Job

A COFI payments job must be run to allow the payment made to flow through to the student's record in Fee Assessment area.

Government Loan Scheme Notice of Liability Extract job

Government Loan Scheme Notice of Liability Extract (FINJ6180). The extract will write new records for the selected Loan Scheme's Liability Notice. The job runs at the pre-report stage of its own Exception Report. The source of the transactions details section for the extract is the loan transaction created in the FINJ6235 Job referenced above.

Each Loan Scheme has two views which are created for the Government Loan Scheme Notice of Liability extract. For PELS, they are PELS_LBLTY_EXTRACT_V and PELS_LBLTY_RECORD_V, and for BOTPLS they are BOTPLS_LBLTY_EXTRACT_V and BOTPLS_LBLTY_RECORD_V. These views are very similar to the equivalent HECS views.

See ext_pels_liability_notice.htm and ext_botpls_liability_notice.htm for full details of the views.

COFI Customer Module and Loan Scheme

The Loan Scheme Calendar Instance code is the i_fin_customer for the Loan Scheme invoices.

A Loan Scheme customer does not have the following elements in the i_fin_customer record:

• Title
• Address details
• Mailing code
• Mail_code_type
• Phone
• Payment advice number

Expected Payment

The Expected Payment amount used in the System reports the total of the student, the sponsor and the Loan Scheme Expected Payments.

Before the Draw-Down process, the student amount only includes the fees the student has agreed to pay. The only exception to this is where there has been retention for the PELS or BOTPLS related Fee Type. Both PELS and BOTPLS do not cover retention.

After the Draw-Down process, the student and sponsor expected amounts equal the amount they had paid at the time of the Draw-down process. The only exception to this is where there has been retention for the PELS and BOTPLS related Fee Type. Both PELS and BOTPLS do not cover retention.

Special Note

FINJ6200 – Commonwealth Assistance Notice (CAN)

Students’ Statuses, and their payment activities, determine the various processes that are required to take place before FINJ6200 is run. The following information is a discussion of the possible scenarios that should be considered before FINJ6200 is run and CAN notices are sent. This discussion is limited, and should be treated as an attempt to shed light on a complex area of functionality.

Under present Callista SMS configuration, a Census Date is defined against the Teaching Calendar that the Unit is associated with. At a designated date after the commencement date of the unit, information on all students enrolled in the unit will be sent off to the government (FINJ6200).

Under normal circumstances, and before a Census Date, a Fee Assessment (FINJ3500) is made and a students Payment Schedule (FINJ6111) is run. COFI Invoices (INTJ0021) and Transfer External Finance System Payments to Callista (INTJ0022) will also happen. This processing cycle continuously repeats itself during a fee period.

For Census Date, a Loan Draw Down (FINJ6240) is carried out. In a perfect world, (students paid when they said they would pay or not pay when they said they would not pay), there would be no requirement to alter student finance data (Fee Assessment, Person Payment Schedules and COFI), and FINJ6200 would extract data.

Unfortunately, it is not a perfect world, nor do students stay with their initial choices.

If there were Pre-DEST Submission Date administration changes, such as student enrolments that effect Load in the Teaching Calendar, then Fee Assessment (FINJ3500) would need to be run, then the Persons Payment Schedule (FINJ6111), along with COFI processing, before running the Commonwealth Assistance Notice (FINJ6200).

Let’s look at opposites. What happens to the process when students say they will pay, but don’t? When the Loan Draw Down (FINJ6240) runs the Student Status is overridden and a student Status snapshot created (Student Course Attempt – ENRF3110). They now get a Fee Assessment Loan record. Subsequently, the Person Payment Schedule (FINJ6111) needs to be run to allow this change to be made. This reflects that a student debt is now incurred by the loan scheme. Now run FINJ6200.

What happens when students say they are not going to pay, but in fact end up paying. If the Higher Education Provider (HEP) has previously recorded the student as not paying, then Person Payment Schedules will show the loan scheme as responsible for the debt. COFI invoices will exist for the loan scheme. The students payment will exist as an unmatched system credit. Running a System Credits Report (INTR0110) will identify this student. There are two options the HEP can carry out. Do nothing and allow the student’s money to stay in credit, or change the student status. If the HEP changes the student status, the Fee Assessment (FINJ3500) will need to be run, then the Persons Payment Schedule (FINJ6111), followed by the COFI Invoices (INTJ0021). Subsequently, run the Loan Draw Down (FINJ6240). Only now can the Commonwealth Assistance Notice (FINJ6200) be run and produce timely data.

If FINJ6200 is run without the previous considerations, there is a good chance that the data will be misleading.

Fee Disbursement - Formula Examples

ASSESSMENT Formula Type

Note: In order to view the tables below correctly, please read this documentation with the screen maximised.

Course Specific Fees

System Fee Trigger Category = COURSE, UNIT, UNITSET, COMPOSITE

For any Course Specific Fee, Assessment and Payment is on a student Course Attempt basis. Students with a liability for the same fee in more than one course in a Fee Period (for example, with a liability for a Fee Type TUITION in two courses in FEE-SEM2) are assessed for each course independently. They therefore have independent records for assessment and payment relating to each Course Attempt, with Disbursement also operating independently on the basis of each attempt.

For further information on Alternative Disbursement, see the heading 'Special Note on Alternative Disbursement' in FININTR3 - Understanding Student Finance.

For alternative Formula Types, look for the 'Lamp Text' at the bottom of FINF7510 - Maintain Fee Type Disbursement Formulae

For further information on EFTSL, see EFTSL - Equivalent Full Time Student Load (GSFF_EFTSU).

The following table gives suggested combinations of formula components for a Course Fee. Note that the allocation method STUDENT is not relevant for any Course Fee because Disbursement is based on a liability for a single Course Attempt.

Example Scenario

Unit Details

Disbursement Formula Outcomes

The outcomes below are based on the above scenario. Read each line as a single formula in isolation. These formulas do not constitute a set, but for Percentage Disbursement are based in each case on a gross amount - the assessed debt of $150.

Disbursement of Course Fees is always based on an assessment or payment for a single student Course Attempt.

Notes

The table above illustrates suggested formulas for the scenario. Although other combinations of the formula components described (Disbursement Method, Fixed or % Disbursement, Allocation Method) can be used, they are less efficient means of achieving the same results, and may result in slightly different totals because of rounding on allocation amounts at a lower level.

Generally there will be a mathematical equivalence between Credit Points and EFTSU, and in this situation the two will be interchangeable for percentage disbursement. However if overrides are used for EFTSU or Credit Points (see the documentation about enrolling in Unit Attempts) and do not maintain the concurrence between the two, using EFTSU or CRPOINT in a formula will produce different results.

Institution-Wide Fees

System Fee Trigger Category = INSTITUTN

Last Modified on 26 November, 2007 11:56 AM

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