This process updates the database

Subsystem

Student Finance

Purpose

To write off or transfer to a new fee period, specified minor debts of past students.

Normally Run By

Fees staff

Anticipated Frequency

At end of fee processing cycle

Update Process(es)

Writes a negative transaction to cancel a specified debt or transfers debt to another fee period.

Parameter Sample

Related/Dependent Jobs

Minor Debts Write Off Report (FINR3710) can be set up as a dependent job.

Update Process

This process examines all student fee assessments made in the relevant fee period. If an overdue fee for which a student is liable meets the criteria for inclusion specified by parameter, its assessed balance is written off, subject to the conditions described below. Where applicable, any tax debt relating to the balance for a particular fee is also written off.

Conditions

• Unpaid fee assessments for a fee period can only be written off up to and including the retro date for that fee and period. Where a retro date is not available, the date of the end date alias for the fee period marks the cutoff point.

If there are retro or end date alias instances for the fee recorded at both fee type and fee category level, the cutoff date will be whichever is the earlier of the two dates.

• A student must be considered to have ceased to study at the institution. This means that all student course attempts for the person (whether or not related to the overdue assessment under consideration, and irrespective of the time to which they relate) must have course attempt statuses of either COMPLETE, DISCONTIN or DELETED.

To write off fee assessments for students for whom an ENROLLED, UNCONFIRMed, INACTIVE, INTERMITted, or LAPSED attempt exists you can use the Optional Course Attempt Statuses to Include in Write Off / Transfer. This parameter is available on the More tab.

• An overdue assessment balance can only be written off if all instalments of the assessment (as specified in the person payment schedule) are overdue.

• Assessments cannot be written off unless all debt has been notified. Notification dates are displayed in FINF3610.

Writing Off Debt

Where all points in the above list are satisfied, a negative transaction is created to reverse the assessed positive balance (the total debt) recorded for the fee in question.

Transferring Debt

Using the Transfer Debt to Fee Period field on the More tab, you can nominate to transfer the debt to another fee period rather than writing off the debt completely. This feature enables you to maintain the current level of debt and still close off the Fee period.

Run Details

Method

FINJ3700 runs only in batch mode, through the Job Control & Scheduling subsystem.

Timing

Run as required, normally after completion of the fee processing cycle for a fee period.

NOTE, however, that debt incurred in a fee period cannot be written off once the relevant retro date for the fee liability in that period (or failing this, the relevant end date alias instance) is past. See Conditions above. If necessary, and with the correct security permissions, retro and end date alias instances can temporarily be changed.

Outcomes

After successfully running this job, the Minor Debts Write Off Report (FINR3710) should be run to check on its outcomes. Note that there may be inconsistencies in this report if the Process Person Payment Schedules job (FINJ6111) has not been run after the most recent fee assessments for relevant students.

The transaction records created by this process are shown in the form Manual Fee Assessment (FINF3610). They have transaction types of WRITEOFF and TAX WRTOFF.

Once the job Process Person Payment Schedules (FINJ6111) has been rerun:

• debt written off will be reflected in balances shown in the Fee Inquiry forms (FINF9100, FINF9200 and associated forms).

• related entries will be removed in the Person Payment Schedule form (FINF3800).

Job Parameters

Parameter Tab

• Select the required fee period from the list of values given in the first parameter.

  Use the next four parameters in combination to control the range of students and the particular fees which will be eligible for write off.

• Select or type in a fee type and/or fee category to write off fee assessments only for a particular fee and/or fees in a particular category.
• Enter a course code to indicate that only fees triggered by that course should be written off.
• Enter a person ID if the job is to be run for a single student, OR

• a person ID group to identify a group of students.

The next two parameters specify data required for processing, and are mandatory.

• Only debts that have been overdue in their entirety for longer than the value specified in the Minimum Days Overdue field can be written off. The number entered must be between 1 and 365.
• Only debts with a total assessed value (excluding tax) which is equal to, or less than the amount specified in the Maximum Outstanding Amount field, can be written off. This parameter is assumed always to be in the local currency specified in FINF1410. The amount entered must be between 1 and 999,999.
• The inclusion of comments about the write off transaction is optional. Comments entered here are displayed in the comments field of the Manual Fee Assessment form, FINF3610 (maximum 2000 characters).

More Tab

Transfer Debt To Fee Period

To transfer the debt instead of writing it off, nominate the fee period to which the debt is to be transferred. Use the LOV button to choose a Fee period.

Optional Course Attempt Statuses to Include in Write Off / Transfer

If required, you can select an additional three course attempt statuses to be included in the debt write off or transfer. The Course attempt statuses of COMPLETE, DISCONTIN and DELETED are automatically included as part of the conditions.