Purpose

To lift Administrative fee encumbrances (in bulk) for students.

SubSystem

Finance

This job sets an Expiry Date on Administrative encumbrances for students. The job determines if a student has an Administrative fee encumbrance with a System Status of APPLIED, then checks if there are any amounts in the student’s Person Payment Schedule that are unpaid and overdue for fees with that Encumbrance Type. If there are no unpaid or overdue amounts, and if all conditions (defined in FINF2890) to lift the encumbrance are met, then the job records an Expiry Date for the encumbrance, as the encumbrance no longer applies.

Note: If the Restrict Auto Processing checkbox is selected (in FINF2890) for an Encumbrance Type, then an Expiry Date cannot be added when the job is run. Instead an administrator can choose to add an Expiry Date to the individual encumbrance via ENRF6310 (for example, once it has been approved by a staff member).

To determine if an encumbrance is eligible to be expired, the process performs the following steps:

1. Identifies students that match the details entered in the parameters on the Include or Exclude tabs on the parameter form.
The Include and Exclude parameters are used to reduce the initial pool of students, so processing can be targeted to certain criteria and to certain students.
2. Determines if the student has an Administrative encumbrance that can be expired (i.e. an encumbrance with no Expiry Date).
3. Checks the associated Fee Type(s) and Calendar Instance(s) and determines if conditions defined in FINF2890 for the encumbrance still apply.
4. Checks the student Person Payment Schedule for any amounts that are unpaid and overdue for fees that may have the same Encumbrance Type. If there are none, an Expiry Date can be recorded for the encumbrance. If there are unpaid fees overdue for a Fee Type, the next step is performed.
5. Checks other fees and determines if the Encumbrance Type should apply. If it not, the original Encumbrance Type is eligible to have an Expiry Date recorded. If the Encumbrance Type does apply, then an Expiry Date is not recorded for the original encumbrance.

Administrators can use the parameters to:

• Include or exclude students in/from the encumbrance process, based on certain criteria.
• Provide comments against encumbrances with an expiry date.
  Comments are recorded either against all encumbrances that have an expiry date or only against encumbrances for which comments are mandatory. Comments are mandatory if an institution has specified in FINF2890 that comments are to be included prior to lifting the Encumbrance Type. (Comments are added to the Expiry Date Comments field in ENRF6310 - Maintain Basic Person Encumbrance Detail.) 
• Specify who authorised the lifting of an Encumbrance Type. Authorisation details are either recorded against all encumbrances for which an Expiry Date is recorded, or only against encumbrances for which authorisation details are mandatory (specified in FINF2890).(Expiry authorisation details are viewable in ENRF6310 for an encumbrance.)
• Prior to running the job, produce a list of potential encumbrances that are eligible to have an expiry date.
  This is a preview list of students who meet the conditions for an encumbrance to be lifted. To add an expiry date to the encumbrances, the job must be re-run with the Create Candidate List Only check box de-selected and the required parameters completed.
• Create Person ID Groups from the details recorded in the preview list of potential encumbrances to be lifted. This Person ID group can then be used to include or exclude students from the encumbrance process when running the job to lift encumbrances. (Institutions can also specify whether to create a Person ID Group for the persons listed as exceptions in the system log.)
• Specify a Fee Type, Fee Category, Course, and/or Student Course Attempt Status.
• Exclude Sponsor Debt and/or Unmatched Payments from the process.
• View the outcome of the process. This enable institutions to determine which encumbrances were applied, the reason other encumbrances were not applied, and overdue payment details.
• Record authorisation details.
• For information on other parameters used to run the job, see the Parameters and Notes section, below.

Note: This job does not process Academic encumbrances. Expiry Dates are set for Academic encumbrances in PRGF6610 (accessed via the Progression Rules button in ENRF6310).

Note: The processing for this job (FINJ6220) is similar to that for FINJ6230 which is run to apply Administrative encumbrances to students with overdue payments. For more information and examples on using the parameters, see FINJ6230.

Run Details

The job can only run in batch mode, through the Job Control and Scheduling subsystem.

As encumbrance type security is applied to this job, ensure that the Run As Requester check box is checked in JBSF4110.

Run as required, normally after the dates indicated by the relevant payment or Encumbrance Schedules for a particular Fee Type or Category (and taking into account the timing of receipt of payments into the subsystem).

The JBS job log file (form JBSF5301, accessed via JBSF5300) indicates reasons why a record may not have been created where a student has been considered for a potential lifting of an encumbrance.

Fee Encumbrance details for an individual student including the results of the FINJ6220 job, can be viewed in the form 'Maintain Basic Person Encumbrance Detail' (ENRF6310).

The Record Encumbrance Expiry Dates block contains:

Include Tab

Parameters:

• Create Candidate List Only - check box
• Overdue Payment Effective Date
• Encumbrance Types - (LOV)
• Fee Assessment Period - (LOV)
• Academic/Teaching Period - (LOV)
• Person ID - (ADMF1211)
• Person ID Group - (LOV)
• Fee Type - (LOV)
• Fee Category - (LOV)
• Course - (ADMF1220)
• Student Course Attempt Status

Buttons

• Find Person (ADMF1211)
• Calendar Lookup
• Find Course (ADMF1220)

Exclude Tab

Parameters:

• Encumbrance Types - (LOV)
• Person ID - (ADMF1211)
• Person ID Group - (LOV)
• Fee Type - (LOV)
• Fee Category - (LOV)
• Course - (ADMF1220)
• Student Course Attempt Status - (LOV)
• Exclude Sponsor Debt - check box
• Exclude Unmatched Payments - check box

Buttons

• Find Person (ADMF1211)
• Find Course (ADMF1220)

Information Tab

Parameters:

• Comments
• Record Only When Comments Mandatory - check box
• Authoriser Person ID - (ADMF1211)
• Record Only When Authoriser Mandatory - check box

Encumbrance List Person ID Group:

• Create Encumbrance List Person ID Group - check box
• Group Code
• Description

Encumbrance Exceptions Person ID Group:

• Create Encumbrance Exceptions Person ID Group - check box
• Group Code
• Description

Buttons

• Find Person (ADMF1211)

Rules/Notes:

To allow identification of all potential expired encumbrances for the defined Fee Assessment period, run the job with the Overdue Payment Effective Date and Fee Assessment Period parameters defined.

Create Candidate List Only check box:

The Create Candidate List Only check box is optional.

If the Create Candidate List Only check box is selected, the job will create an extract of potential encumbrances to be expired (i.e. a Candidate List Extract). It does not add an Expiry Date to the encumbrances in this instance. Instead, this extract is used to obtain details required to complete the parameters when subsequently running the job to add Expiry Dates to encumbrances.

To run the job to add Expiry Dates, the Create Candidate List Only checkbox must be de-selected.

The Candidate List Extract includes:
Person ID, Person Name, Student Course Attempt, Fee Type/Fee Category, fees due/owing and paid (from FINF9100) for the Fee Type/Fee Category, the Encumbrance Type to be expired, Encumbrance Effects that would be lifted, comments, and details of any another fee types and calendar instances associated with the student where conditions exist that mean the same encumbrance type may also apply.
Note: The information is written to the system extract table where an appropriate file can be created.

The outcome of the job is displayed in the system log. This enables institutions to determine which encumbrances were lifted and the reason other encumbrances were not lifted.

Person ID:

If you know the Person IDs of the students for whom an encumbrance is to be lifted, you can list the students (separated by commas) in the Person ID parameter. (Note: Ensure the Create Candidate List Only check box is de-selected when you subsequently run the job.)

Person ID Group:

You can use a Person ID group to include or exclude students from the process. (For example, you can define whether to create a Person ID Group with students who were listed as exceptions (in the system log), then run the job again for that group.)

If the Create Candidate List Only check box is selected and the 'Create Encumbrance List Person ID Group' check box (under the Information tab) is also selected, then a Person ID Group (PIG) is automatically created when the job is run to create the Candidate List extract. The PIG includes only those students listed in the extract.
The new PIG is automatically added to the List of Values (LOV) for the Person ID Group parameter (on the Include and Exclude tabs) and can be selected when including or excluding a group of students when subsequently running the job.
Alternatively, you can list individual students (separated by commas) in the Person ID field.

If a Group Code and Description are specified on the Information tab, then these details are used for the PIG code name and will appear in the PIG LOV.

Exclude Sponsor Debt checkbox: If this checkbox is selected and there is an outstanding fee in the Person Payment Schedule that is a result of Sponsor debt, then it is ignored by the job.

Exclude Unmatched Payments checkbox: If this checkbox is selected and the student has made payments but they are unmatched (i.e. not attributed to a fee), then they are ignored by the job.

Note: If the Correspondence Required checkbox is selected in FINF2890 for a Fee Encumbrance, then an End-Date Encumbrance Communication Type is generated if it exists.

Authorise Person ID:

The authoriser entered in the Authorise Person ID field must be a staff member. This field is optional.

If you run the job with the Authoriser Person Id provided, and if authorisation and authoriser comments are required and provided, and all other conditions are also met for the encumbrance to be lifted, then an Expiry Date is automatically added to the encumbrance.

If authorisation details are provided, then by default they are added to all encumbrances processed by the job, unless the user selects (by selecting the 'Record Only When Authoriser Mandatory' checkbox) to apply authorisation details only to encumbrances for which authorisation details are mandatory.
(Note: The Authorisation Required - Application checkbox in FINF2890 is used to indicate that authorisation is mandatory in order to lift a Fee Encumbrance.)

Comments:

When comments are provided in the Comments parameter for the job, then by default they are recorded against all encumbrances that are processed by the job, unless the user specifies (by selecting the 'Record Only When Comments Mandatory' checkbox) that comments be recorded only where comments are defined as mandatory. (The Comments Required - Application checkbox in FINF2890 is used to indicate that comments are mandatory for a Fee Encumbrance.)

Comments added in the Comments parameter are added to the Expiry Date Comments field in ENRF6310 - Maintain Basic Person Encumbrance Detail. 
If comments are added in the Comments parameter for this job and Expiry Date comments were also added via ENRF6310 for an encumbrance, then comments from the job are appended to the existing comments in the Expiry Date Comments field in ENRF6310.

Validations:

• An Overdue Payment Effective Date cannot be in the future.

• The same parameter cannot be specified in the Include tab and the Exclude tab at the same time.

• If the Restrict Auto Processing checkbox is selected (in FINF2890) for the encumbrance type then an Expiry Date cannot be set.
• If comments are mandatory and are not provided and do not exist for the encumbrance, then an Expiry Date cannot be set.
• If authorisation is mandatory and is not provided and it does not exist for the person, then an Expiry Date will not be set.
• The Create Encumbrance List Person ID Group can only be selected if the Create Candidate List Only check box is deselected.
• An Encumbrance List Person ID Group and Description can only be defined and created if the Create Encumbrance List Person ID Group and Create Candidate List Only check boxes are selected.
• The Create Encumbrance Exceptions Person ID Group can only be selected if the Create Candidate List Only check box is deselected.
• An Encumbrance Exceptions Person ID Group and Description can only be defined and created if the Create Encumbrance Exceptions Person ID Group is selected and Create Candidate List only is unselected.
• If a user has access to provide comments only (due to their Security Role - see SECF0093) for an Encumbrance Type, then the encumbrance cannot be lifted by the user.
• If an overdue fee exists and the encumbrance conditions are still valid, the encumbrance cannot be expiry dated.
• The Authoriser must be a staff member.