Purpose

To match an institution-defined fee encumbrance status 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 encumbrance records with a PENDING or WAIT APRVL system status indicating that authorisation is required before the encumbrance can be applied (i.e. before the System Status can be updated to APPLIED). Further statuses are then available to a user either to approve or cancel the 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

Rules/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 WAITING 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.

System Fee Encumbrance Statuses are:

• PENDING
• WAIT APRVL
• APPLIED
• 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.

Added new system status - PENDING.