Purpose

This form is used to maintain Payment Details for a Person Scholarship

SubSystem

Scholarships

The user can compare the original Scholarship Offering Instance value and the number of management periods with the Person Scholarship’s total current value, total amount paid, the current total number of management periods, and number of uncompleted management periods. 

When all management period payments have a Payment Completed Date recorded, the Person Scholarship Status will be automatically updated to COMPLETED.

It is possible to have more than one payment record for a Management Period.  For example, there may be two Intended Payment records for each Management Period because the Scholarship is paid out 75% against Fee Liability and 25% by EFT each period, or there may be an ad hoc payment for text books followed by the scholarship payment. 

The payment details cannot be updated for any Payment records in a Scholarship Management Period with an End Date that has passed.  The Payment Processed Date can be updated if the Person Scholarship Status is ACTIVE, PENDING, TERMINATED or PROBATION and the Person Scholarship Management Period Activity has an Overall Verification Override, else an Overall Verification Outcome with a system value of SUCCESSFUL (i.e. Successfully verified) for the corresponding Scholarship Management Instance.

The Payment Method first reflects the default Payment Method of the Scholarship Offering Instance. 

The Skip Verification Indicator can be used to indicate that the payment can be processed without a successful verification outcome for that Scholarship Management Period.  When processing payments, the Overall Verification Status does not need to be considered if this indicator is checked. 

This form can be accessed in context of person id, scholarship code and scholarship calendar instance, from SCHF1200.

The Person Scholarship block contains:

• Person ID
• Scholarship Offering Instance
• Scholarship Status
• Original SOI Management Period Total
• Original SOI value

Rules/Notes:

Details in the Person Scholarship block cannot be modified in this form.

The Original SOI Management Period Total field displays the total number of different Management Periods that have been recorded for the Scholarship Offering Instance in SCHF0610.

The Original SOI Value field displays the total value of the Amount($) fields recorded for the Scholarship Offering Instance for the Scholarship Offering Instance in SCHF0610.

The values above will be automatically calculated on entry to this form

The Person Scholarship Payment Activity block contains:

• Management Period
• Activity Status
• Scheduled Payment
• Payment Method
• Actual Payment

• (Management Period Total) Scheduled
• (Management Period Total) Processed
• (Payments Total) Scheduled
• (Payments Total) Processed

• Intended Payment Date
• Skip Verification check box
• Payment Processed Date
• Payment Completed Date
• External Payment Reference
• Comments

Rules/Notes:

The Person Scholarship Payment records are ordered by Scholarship Management Period Instance, then Intended Payment Date in ascending order. These records provide a timeline of payment activity for each Scholarship Management Instance for the duration of the Person Scholarship. 

The Scheduled Payment ($) value is sourced from the Amount ($) value recorded for this Management Period in SCHF0610 and distributed across payment methods as specified in SCHF0610, but can be modified in this form if required.
These values are totaled to give the Payment Total Scheduled ($) value.

The Actual Payment value is the ($) Amount actually received for this Management Period. The values for which a Payment Completed Date has been entered, are automatically totaled to give the Payment Total Processed ($) value.

Management Periods Total Scheduled is the number of different Management Periods recorded in this form.

Management Periods Total Processed is the number of different Management Periods recorded in this form that have a date recorded in the relevant Payment Processed Date field.

The Payment Processed Date and Payment Completed Date indicate the status of the Actual Payment. 
They are both NULL when the payment record is first created to indicate an intended payment that has not yet been processed to a finance system or department. 
The Payment Method, Intended Payment Date and Intended Payment Amount can only be changed whilst the Payment Processed and Completed Dates are NULL.

The Management Period and Payments Total fields are only recalculated when this form is saved.

The Intended Payment Date is sourced from the Payment Date value recorded for this Management Period in SCHF0610, but can be modified in this form if required.

The External Payment Reference field allows the user to maintain a reference to the institution’s financial or HR system’s record of the actual payment made to the person.

The Skip Verification indicator is not set by default. When this check box is not selected, a Payment (recorded in the Actual Payment ($) field) cannot be processed unless successful Verification has occurred for this Person Scholarship for this Management Period (see SCHF1210). If this check box is selected then the Payment can be processed without verification.

Only Person Scholarship Payment Activity records for current or future Management Periods may be added or updated (records can only be added or updated if the Scholarship Management Period End Date has not passed).

To record a Person Scholarship Payment:

• Go to SCHF1200 and query for required Person Scholarship record
• Select the required Person Scholarship Period and click on the Payment Activity button to open SCHF1280
• Select the required Person Scholarship Payment Activity record.
• Enter the Actual Payment amount
• Record the Payment Processed Date
• Save
• When the payment has been processed through the Finance system, return to this form and record the Payment Completed Date, the External Payment Reference and also a Comment if required
• Save.

Rules/Notes:

Where Payment Methods are split for a Management Period Instance it is necessary to record more than one Person Scholarship Payment Activity record for that Management Period instance, with the Scheduled Payment reflecting the percentage distribution for that Payment Method (see SCHF0610).

Payment can only be processed for a Commonwealth Scholarship of Type 7 (recorded in SCHF0500), if the System Scholarship Status is ACTIVE.

Person Scholarship Payment Activity details can only be added or updated when the Payment Processed Date and the Payment Completed Date are null.

The Actual Payment Amount can be altered if only the Processed Date is completed.

Payment Processed and Completed Dates can only be updated if the scholarship status is ACTIVE, PROBATION or TERMINATED and only if verification is successful or the Skip Verification checkbox is selected.

After Payment Activity records are saved, the Processed Totals are updated.

• Go to SCHF1200 and query for required Person Scholarship record
• Select the required Person Scholarship Period and click on the Payment Activity button to open SCHF1280
• Select the Management Period for Person Scholarship Payment Activity record
• Enter the Scheduled Payment($), Payment Method and Intended Payment Date
• Record Comments to indicate the payment is Ad Hoc. 
• If the Ad Hoc payment is to be made in advance of verification, or does not require verification, the Skip Verification indicator should be checked.
• As the Payment is made, modify the Actual Payment amount, if required, and record the Payment Processed Date
• When the payment has been processed through the Finance system, return to this form and record the Payment Completed Date and the External Payment Reference
• Save.

Rules/Notes:

Adjusting Payments

In order to preserve a view of a timeline of payment details for the duration of a scholarship, one payment record must always be retained for a unique Scholarship Management Instance established in the Person Scholarship Payments form. This payment record can have an amount of $0 recorded to reflect that the intended payment was not made for that Scholarship Management Period (as would be the case for an Intermission).

It is possible to insert new payment records with the same Scholarship Management Instance as existing payment records.  It is also possible to delete payment records, but at least one must be retained for a Scholarship Management Instance as described above.

The user can update other payment details, except for the Scholarship Management Instance of the Activity Status, for any payment records that do not have Payment Processed and Payment Completed Dates entered (the payment has not yet been processed through to a finance system or department). The Actual Payment can be updated if the payment has an entry for Processed Date but not for Completed Date.

If a payment is to be made using a distribution across a number of Payment Methods, a separate Payment Record is created for each Payment Method with the Intended Payment Amount reflecting the percentage of the payment for that Payment Method in SCHF0610.  Both Payment records are created with the same Scholarship Management Instance and Intended Payment Date.  This default Payment Method can be changed to other Permitted Payment Methods for the Scholarship Offering for an individual Payment, but only if the Payment Processed Date and Payment Completed Date is NULL. 

Completing a Person Scholarship Payment Activity Schedule:

When the Payment Completed Date is populated for all Person Scholarship Management Activity Periods, the Person Scholarship status is automatically updated to COMPLETED.

The Payment Processed Date can only be updated for:

• A Person Scholarship with Scholarship Status = ACTIVE, PROBATION, TERMINATED or PENDING
• A Person Scholarship with another status where the Person Scholarship Management Period Activity has an Overall Verification Override,
• A Person Scholarship with Overall Verification Outcome of SUCCESSFUL for the corresponding Scholarship Management Instance

Only Payment Processed Date and Payment Completed Date values can updated when the Person Scholarship is TERMINATED.

No field can be updated if the Scholarship Status is COMPLETED or WITHDRAWN.

For a Payment Activity record, the Payment Completed Date can only can only be populated if the Payment Processed Date is populated

If the Scholarship Management Period Activity Status is INTERMIT then the Actual Payment value must be zero.

If there is a Payment record for a INTERMIT Person Scholarship Management Activity Period with Processed date or Completed Date that is empty, then a Warning message is displayed.

A closed Payment Method cannot be selected.

An error is generated if the last Payment record for a Scholarship Management Activity Period is deleted.