Purpose

To authorise or cancel individual student Fee Encumbrances that have a system status of WAIT APRVL or PENDING.

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.

This form allows a user to query a student's record and to either confirm/authorise that a Fee Encumbrance should be applied (i.e. by setting the Fee Encumbrance System Status to APPLIED), or cancel a Fee Encumbrance by updating the Fee Encumbrance System Status to CANCELLED.

The form only allows action to be decided on for Fee Encumbrances with a system status of WAIT APPVL or PENDING. All work on encumbrances once they have been applied (i.e. with a System Status of APPLIED) must be undertaken in the Enrolments subsystem. Accordingly, buttons in this form allow easy access to relevant forms in Enrolments.

Note: Fee Encumbrances awaiting action (i.e. with a system status of WAIT APPVL or PENDING) may be created for students automatically by the job 'Process Overdue Payment Penalties' (FINJ6230) when it detects outstanding debts for Fee Liabilities. For example, if an overdue payment exists for a student, and if all conditions for the encumbrance are not met, comments are required, or the Restrict Auto Processing check box is selected (in FINF2890), then the System Status of the encumbrance is set to PENDING by the job. If authorisation is required before the encumbrance can be set to APPLIED, then the job sets the status to WAIT APRVL.

Lamps displayed in the 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.

Person block:

• Person ID
• Sex
• Date Of Birth

  Button

  • Find Person

Fee Encumbrance block:

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

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

• 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)

• 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 (pop-up)
  • Find Person

Overdue Details popup block:

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

  Back navigation button

Course Details sub block:

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

  Buttons

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

Rules/Notes:

A Fee Encumbrance Status can only be updated when the Fee Encumbrance has a system status of WAIT APRVL or PENDING.

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 that details each overdue record.

The Overdue Details button is only available when there are multiple overdue records for the Encumbrance Type.

Conditions are defined in FINF2890 for when an encumbrance should be applied or lifted.

Validations:

• A Fee Encumbrance status can only be updated if the status has a system status of WAIT APRVL or PENDING.
• When correspondence is defined for an Encumbrance Type and the date or number of days before setting the the encumbrance to APPLIED have not passed, then the encumbrance can only be set to PENDING.
• An Encumbrance can only be set to APPLIED when the date or the number of days for applying the Encumbrance have elapsed.
• When it is defined as mandatory, authorisation details must be provided to set the Fee Encumbrance Status to APPLIED. If they are not provided and the conditions are met for the encumbrance to be applied, then the Encumbrance Type should be set to PENDING or WAIT APRVL.
• When it is defined as mandatory, comments must be provided for an Encumbrance Type to be set to APPLIED. (If they are not provided and although the conditions for the encumbrance have been met, the Encumbrance Type should be set to PENDING.)
• If a person via a Security Role (see SECF0093) does not have access to apply an encumbrance, they will not be allowed to apply an encumbrance.
• If a person via a Security Role (see SECF0093) does not have access to record comments then they will not be allowed to record them.

Person block:

The Person block operates in query mode only.

• Select the student to whom an encumbrance that is awaiting action 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.)

Fee Encumbrance block:

The Fee Encumbrance block presents details of the Fee Liabilities for which 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, that 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, are for information purposes only.
• The number of days and the amount (including tax) by which the student's Fee Liability is overdue.
• The Date at which the Fee Encumbrance that is awaiting action, was created by FINJ6230. 

The remaining fields are concerned with the authorisation of a Fee Encumbrance that 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 awaiting 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 decide 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 four System Statuses for Fee Encumbrances: PENDING, 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), then lamps in this form reflect such conditions.

Added notes re: FINJ6230, the new system status and new validations.