Purpose

To calculate Fee Disbursement Amounts, determine Allocations and create Point In Time Snapshots of amounts to be Disbursed, providing three levels of detail

SubSystem

Finance

The Fee Disbursement process accesses debt and payment records relating to an individual student's Fee Liabilities incurred for a specific fee within a Fee Period. Each record represents the total assessed debt or total payment for the Fee Liability at the Effective Run Time of the Disbursement process (see Timing in the Run Details section).

Based on each relevant debt or payment record accessed, this process

• Accesses the Student's Course Attempt(s) and Unit Attempts (with load) as appropriate, to determine which budget centres (Organisational Units) should be recipients of disbursed amounts
• Calculates Total Assessment Amounts and Total Retention Amounts to be disbursed for each Fee Liability, using the relevant set of formulas recorded for the Fee Type in the form Maintain Fee Disbursement Formulae, FINF7210 (and in the Maintain Fee Category Disbursement Formulae form FINF7220, if applicable)
• Allocates the amounts thus calculated between budget centres due to receive income from the liability, in accord with the set of formulas for the Formula Type and Fee Type, and
• Creates records representing various levels of totalling, which are held in three database tables:
• Disbursement Snapshot - total Disbursement for Fee Type
• Disbursement Snapshot Detail - Disbursement at Organisational Unit (budget centre) level
• Disbursement Snapshot Detail Allocation - at student/student course/student unit level

These records become input for the process to create Disbursement journals, FINJ7400.

Student load. Student records (Course Attempts and Unit Attempts) are accessed as at the Effective Date of the last Fee Assessment and it is determined whether load is incurred in accord with the Charge Method Apportionment Calendars. For STUDENT and PERCOURSE Disbursement formulas, at least one unit must be deemed to incur load. Additionally, the status of the relevant course and Unit Attempts must be Fee Assessable.

Limit of Disbursement. The Disbursement of a student's Assessed Fee Debt and related payments will never exceed the available balance. This may result in formulas not being used or a lesser amount being used on the last formula processed.

Currency. Disbursement is in local currency, as specified in Maintain International Currency Codes (FINF1410). Where assessed debt or payment is in some other currency, assessed amounts are converted to the local currency via the exchange rate value recorded for each transaction on the date of recording the transaction. Payment Amounts are converted to the local currency based on the exchange rate applied at the time of receiving each payment.

Run Details

Method

FINJ7300 runs only in batch mode, through the Job Control & Scheduling Subsystem.

Subsequent Processing

After running this job, run the Fee Disbursement Snapshot Exceptions Report (FINR7320) to review outcomes of the process. Running the process and report can be repeated as often as necessary, allowing adjustment of the Fee Disbursement formulas and other data until outcomes are as required.

All Snapshots created by the process can be deleted by running FINJ7310.

Once the formulas are satisfactory, create journal entries by running FINJ7400. Journal entries can be created for all or a percentage of the calculated Disbursement amounts.

If FINJ7300 is run within the period represented by the Start and End Date Aliases for the Fee Period, the Current Date is the effective Run Date. If it is run after that period, the date represented by the end Date Alias is taken as the Effective Run Date for the creation of the associated Disbursement Snapshots.

It is expected that the Disbursement Cycle will be run at the start of Semester, allocating only a portion (e.g. 50%) of calculated amounts to Organisational Units through the job to process Disbursement Journals, and that Disbursement processing will be repeated to allocate the balance after the Census Date.

The Process Disbursement Snapshot block contains:

Parameters Tab

• Financial Period
• Fee Assessment Period
• Fee Type
• Fee Category

Rules/Notes:

This job is the first in the Fee Disbursement cycle and must be run before the job to process Disbursement journals, FINJ7400.

The Fee Disbursement Snapshot Exceptions Report (FINR7320) reports on outcomes of this process.

Snapshots created by this job can be deleted by running FINJ7310.

A Financial Period must be selected.

Select the required fee period from the list of Fee Assessment Periods presented in the second parameter, or use '%' to encompass all fee periods in the Financial Period.

The next two parameters control the range of student liabilities processed.

• Processing can be for a single Fee Type, or for all Fee Types
• Processing can also be confined to students in a single Fee Category for which the Fee Type is a liability, or all categories can be processed

Rules/Notes: