Process Overdue Payment Penalties

FINJ6230 - Process Overdue Payment Penalties

Purpose	To apply (in bulk) Administrative encumbrances to students with overdue payments.
SubSystem	Finance
Normally Run By	Fees Specialist
Anticipated Frequency	As required, based on major Payment Due Dates.
Structure	Block	Process Overdue Payment Penalties
	Tab	Parameters
	Buttons	Calendar Lookup
		Find Person
		Find Course

This job determines if one or more students have an unpaid debt for a fee after a Payment Due Date. It examines Person Payment Schedule records (created or updated by job FINJ6111, and possibly modified using form FINF3800), and determines, for individual students, if overdue amounts remain unpaid at the time the job is run. Additionally, for Student Contribution Amounts, it calls a routine to determine those students eligible to defer payment of unpaid Contribution Amounts as at the Census Date, and precludes such students from further processing.
Where amounts are unpaid and overdue, it accesses the relevant Encumbrance Schedule (which can be seen in the form FINF2890) to decide if an encumbrance is indicated for the amount by which the student is overdue.

If an overdue payment exists the job then determines if all conditions (defined in FINF2890) for the Administrative encumbrance are met:

If all conditions are met, then the job automatically applies the encumbrance and sets the System Status of that encumbrance record to APPLIED.
If one or more conditions are not met, then the job cannot apply the encumbrance and instead sets the System Status of the encumbrance record to PENDING or WAIT APRVL depending on what conditions are defined for the encumbrance. For example, if the Restrict Auto Processing checkbox is selected or if comments are required, the status is set to PENDING. If authorisation is required, the status is set to WAIT APRVL.

What System Status an encumbrance is set to by the job depends on which parameters are defined for the job and also what conditions are defined for the encumbrance in FINF2890.
For example, if the Authoriser Person ID parameter and check box are completed in FINJ6230 and the Authorisation Required checkbox is selected in FINF2890, indicating that authorisation is mandatory, then only those encumbrances with a system status of WAIT APPVL that have been authorised are set to APPLIED by the job. Encumbrances for which no authorisation is required and no information is provided are set to PENDING by the job.
Also, if the Restrict Auto Processing checkbox is selected (in FINF2890) for an Encumbrance Type, the job does not automatically apply the encumbrance (i.e. set the encumbrance System Status to APPLIED). This enables the individual encumbrance record to be approved by a staff member first, then manually confirmed (set to APPLIED) or cancelled by a Fees Administrator at a later date, via the ' Authorise Fee Encumbrances' (FINF6311) form.

Note: The FINJ6220 job automatically sets an Expiry Date for expired Administrative encumbrances (in bulk). Alternatively, an administrator can add an Expiry Date manually to an individual Administrative encumbrance in ENRF6310. (Note: Academic encumbrances that have expired are not processed by FINJ6220 - instead an administrator can add an expiry date for individual Academic encumbrances in PRGF6610.)

When running the job, administrators can use the parameters to:

Include or exclude students in the encumbrance process, based on certain criteria.
Specify the institution-defined status of an Encumbrance Type (see FINF1D00).
Specify a Fee Type, Fee Category, Course, and/or Student Course Attempt Status.
Create Person ID Groups from the details recorded in the system extract table and the system log. This Person ID group can then be used to include or exclude students from the encumbrance process when running the job to apply encumbrances.
Select more than one Person ID or Person ID Group for inclusion or exclusion from the encumbrance process.
Produce a list of encumbrance candidates prior to running the job to 'apply' encumbrances. This is a preview list of students who meet the conditions for encumbrance and the type of encumbrance that will apply to each student. These students will not have this encumbrance actually applied at this stage. To apply the encumbrances, the administrator would run the job again with the Create Candidate List Only check box de-selected and the required parameters completed.
Include Correspondence encumbrances.
Exclude Sponsor Debt and/or Unmatched Payments from the encumbrance process.
View the outcome of processing overdue payment penalties. This enables institutions to determine which encumbrances were applied, the reason other encumbrances were not applied, and overdue payment details.
Record authorisation details.
Record comments against an encumbrance. (If the system status of the encumbrance is updated to APPLIED by the job then the comments are added to the Comments field in ENRF6310. If the system status if updated to PENDING or WAIT APRVL by the job then the comments are added to the Comments field in FINF6311.)
Note: Some users may be restricted (via a Security role) to provide comments only against an encumbrance and not actually apply an encumbrance.
For information on other parameters used to run the job, see the Parameters and Notes section, below.

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 Fee Encumbrance.

Fee Encumbrance details for an individual student, including the results of the FINJ6230 job, can be viewed in the form 'Authorise Fee Encumbrances' (FINF6311).

Process Overdue Payment Penalties block:

Parameter Tabs

Include Tab

Create Candidate List Only - check box - (optional)
Overdue Payment Effective Date
Encumbrance Types - (LOV)
Fee Assessment Period - (LOV)
Person ID - (Find Person button)
Person ID Group - (LOV)
Fee Type - (LOV)
Fee Category - (LOV)
Course - (Find Course button)
Student Course Attempt Status
Include Correspondence Encumbrances check box

Exclude Tab

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

Information Tab

Parameters:

Fee Encumbrance Status - (LOV)
Comments
Record Only When Comments Mandatory - check box
Authoriser Person ID - (Find Person button)
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
Calendar Lookup

Rules/Notes:

To allow identification of all potential encumbered candidates 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:

If the Create Candidate List Only check box is selected, the job will create an extract of potential candidates to be encumbered (i.e. a Candidate List Extract) - it does not apply the encumbrances to the students in this instance. This extract is then used to obtain details required to complete the parameters when subsequently running the job to apply encumbrances. (Note: To run the job to apply encumbrances, the Create Candidate List Only checkbox must be de-selected.)

The Candidate List Extract includes:
Person ID, Name, Course Code, Course Attempt Status, Fee Type, Fee Category, amount due/owing (from FINF9100), amount paid (from FINF9100), Encumbrance Type, expiry date.

Once an encumbrance has been approved it can be applied (i.e. the system status of the encumbrance will be set to APPLIED) by running this job (FINJ6230) again with the Create Candidate List Only check box deselected and the required parameters specified.

The Create Candidate List Only check box is optional.

Person ID Group:

You can use a Person ID group to include or exclude students from the encumbrance process. (For example, you can define whether to create a Person ID Group with the students who were exceptions (in the system log), then use this Person ID Group to review those who were exceptions and 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 to apply encumbrances.
Alternatively, you can list individual students (separated by commas) in the Person ID field.

If you know the Person IDs of the students to be encumbered, you can simply list the students (separated by commas) in the Person ID parameter, then ensure the Create Candidate List Only check box is de-selected and run the job.

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 any of the outstanding fees is a result of Sponsor debt, then the encumbrance is not applied.

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 the encumbrance is not applied.

Fee Encumbrance Statuses:

This parameter allows selection of an institution-defined status matching the System Fee Encumbrance status of WAIT APRVL or PENDING. This caters for the possibility that an institution has mapped more than one status to a System Status.

Fee Encumbrance System Statuses are: APPLIED, PENDING or WAIT APRVL (see FINF1D00). There may be multiple user-defined statuses that map to a system status. When you run the FINJ6230 job, it first looks at the user-defined status that has the same value as the system value (for example, a PENDING status for the System Status of PENDING), or if this status does not exist then it considers the first in alphabetical order. If no user-defined status exists for the system status being processed, then this is logged in the exception report.

If the Restrict Auto Processing checkbox is not selected in FINF2890 for the encumbrance type and no status is provided in the Fee Encumbrance Status field and the conditions are met to apply the encumbrance, then the system status is set to APPLIED.

If the Restrict Auto Processing checkbox is selected in FINF2890 for the encumbrance type, and the Fee Encumbrance Status parameter is specified as APPLIED or the status is not provided, then the status of the encumbrance is set to PENDING or WAIT APRVL. The encumbrance can then to be set to APPLIED manually via the ' Authorise Fee Encumbrances' (FINF6311) form.

If the Fee Encumbrance Status parameter is specified as PENDING or WAIT APRVL and the Restrict Auto Processing checkbox is not selected in FINF2890 then the System Status of the encumbrance is set to PENDING or WAIT APRVL respectively when the job is run.

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, then it is automatically set to APPLIED.

If authorisation details are provided, then by default they are added to all encumbrances processed by the job, unless the user selects (i.e. 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 for a Fee Encumbrance.)

Encumbrance List Person ID Group

If the Create Encumbrance List Person ID Group checkbox is selected then students listed in the Person ID field will constitute a new PIG when you run the job.

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. (Note: The Comments Required - Application checkbox in FINF2890 is used to indicate that comments are mandatory for a Fee Encumbrance.)

If the system status of a Fee Encumbrance record is updated to WAIT APRVL or PENDING when you run the job, then any comments entered in the Comments parameter are added to existing comments in the Comments field FINF6311 for the Fee Encumbrance record.

If the system status of a Fee Encumbrance record is updated to APPLIED by the job then any comments entered in the Comments parameter are added to the Encumbrance Comments field in ENRF6310.

If comments are mandatory for an encumbrance but comments are not provided in the Comments parameter for the job, then any existing comments from the encumbrance record are transferred to the encumbrance.

Validations:

The same parameter cannot be specified in the Include tab and the Exclude tab at the same time.
If an encumbrance is restricted from automatic processing, and the conditions to apply the encumbrance are met, then the encumbrance should be set to PENDING.
If comments are mandatory and are not provided and do not exist for the encumbrance then the encumbrance will not be processed.
If authorisation is mandatory and is not provided and it does not exist for person, then the fee encumbrance system status will be set to WAIT APRVL.
The Create Encumbrance List Person ID Group can only be selected if an encumbrance candidate list is selected.
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 are selected.
The Create Encumbrance Exceptions Person ID Group can only be selected if the candidate list is unselected.
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 only access to provide comments for an encumbrance type, then the status of an encumbrance will not be applied/change.

To run the job:

Note: You can run the job first to see an outcome of potential encumbrances that can be applied, then re-run the job to apply those encumbrances. A number of students may be listed in the exception report for the job, if so you may choose to run the job again for that group of students.

1. Select the Create Candidate List Only check box if you want to create an extract of potential candidates that can be encumbered.
(Note: To automatically apply encumbrances to the students listed in the extract list (for example, after they have been approved by a staff member), deselect the Create Candidate List Only checkbox, complete the parameters as described below, and rerun/schedule the job.)

2. Enter the Overdue Payment Effective Date. This is today's date or a date greater than today's date. The default is the Current Date (today's date). It is this date that is used to access the appropriate entry in the relevant Encumbrance Schedule (see FINF2890). The Overdue Payment Effective Date is also used in determining the number of days the payment is overdue, as shown in the form Authorise Fee Encumbrances, FINF6311.

3. Enter a Encumbrance Type, if required. (These are defined in ENRF6200.) Alternatively, enter % to run the job for all encumbrance types.

4. Select the Fee Assessment Period from the list of active Fee Assessment Periods.

5. The next parameters control the range of students examined for Fee Encumbrances. The % symbol indicates that all values should be included for the parameter.

Enter a Person ID if the job is to be run for a single student, or a Person ID Group if the job is to be run for a group of students. (The Person ID Group is created from the extract of potential candidates. See the Notes section above for more information.)
Select or type in a Fee Type and/or Fee Category to narrow the field to students liable for a particular fee and/or those included in a particular category.
Enter a Course Code to restrict the search to students studying that course.

6. Select the Include Correspondence Encumbrances check box if you want the job to process encumbrances for correspondence.

7. Enter a specific Fee Encumbrance Status, if required.

8. Record any comments that may be required for the encumbrances to be processed by the job. The comments will be applied to all encumbrances processed by the job, unless you select the 'Record Only When Comments Mandatory' checkbox to specify that comments be recorded only where comments are defined as mandatory (in FINF2890).

9. Record the Authoriser Person Id, if authorisation and authoriser comments are required for the encumbrances to be set to APPLIED. By default these details will be added to all encumbrances processed by the job, unless you elect (i.e. by selecting the 'Record Only When Authoriser Mandatory' checkbox) to apply authorisation details only to encumbrances for which authorisation details are mandatory (set in FINF2890).

10. Select the Create Encumbrance List Person ID Group if you want the job to create a Person ID Group (PIG) from the Candidate List extract. The Create Candidate List Only check box must also be selected in this case. Provide a name for the PIG in the Group Code field, and a description, if required.

11. Select the Create Encumbrance Exceptions Person ID Group if you want the job to create a Person ID Group (PIG) to be automatically created for the student with encumbrancess listed as exceptions (in the system log). The Create Candidate List Only check box must also be de-selected in this case. Provide a name for the Exceptions PIG in the Group Code field, and a description, if required. You can then rerun the job at a later date for this group of students.

Example:

A Fees Administrator wants to review a list of International Students who may be eligible to be encumbered. They may perform the following steps to do this:

Create a Fee Category, INTERNATIONAL, to identify these students.
Select INTERNATIONAL from the Fee Category parameter.
Use the option of setting up a Person ID group ‘INTENC’.
Run the job to create an encumbrance Candidate Extract List.
Extract the information from the extract table into an Excel spreadsheet, and send the student information on to the relevant faculties. Each faculty follows up the student payments.
Receive from the faculties lists of all students who should be encumbered (i.e. authorised encumbrances).
Access the INTENC encumbrance Person ID Group and edit the list of students to include only those who should be encumbered.
Re-run the encumbrance Candidate List including only people in the INTENC Person ID Group, to check that the results will be as expected.
Run the job to process overdue payments using the same criteria. As part of this process, set up an Exceptions Person ID Group called INTEXC.
Access the run log and review the students who are listed as exceptions. Notice that all the students are in the same faculty and are exceptions as they require authorisation.
Obtain authorisation for these students.
Re-run the job just for the INTEXC Person ID Group, this time recording the authoriser details.

Last Modified on 30-May-2012 8:57 AM

History Information

Release Version	Project	Change to Document
13.0	1581 - Auto Encumbrances	Totally revised. New parameters added, changes made to process information.