Process Student HECS Payment Option - FINJ6231

This process updates the database

Subsystem

Student Finance

Purpose

This job populates the Snapshot tab in Course Attempt HECS option form (ENRF3110). The HECS payment option recorded in the snapshot depends on the student's declared HECS payment option and the payment amount received at the time of running this job.

Using the Defer Debt indicator, it can also record any unpaid debt as a DEFERRED debt transaction. This can be viewed in the Manual Fee Assessment form (FINF3610).

Normally Run By

A fees administrator

Anticipated Frequency

After the census date

Update Process(es)

Creates the HECS Option Snapshot reflecting the students' payment records at the effective date.

Parameter Sample

Related/Dependent Jobs

Note that the Process Overdue Payment Penalties job (FINJ6230) automatically accesses the processing module described here, but without updating the database, in order to determine the effective HECS option for a student. Where a student is eligible to defer payment, FINJ6230 will not apply pending fee encumbrances for unpaid HECS fees.

This job needs to be run before the final Enrolment Statistics Snapshot is taken. Refer to the Statistics subsystem for further details.

See also: HECS Payment Options in Special Topics

Update Process

This job records the HECS Option Snapshot to reflect the student payment record at the effective date. The HECS Option Snapshot is displayed in ENRF3110.

For example:

A snapshot of 11 is recorded for a student with a HECS Payment Option Declaration of 10 if they failed to make a payment equivalent to 75% and has supplied their TFN. (see Table below)

Deferred Debt Indicator

When the Defer Debt indicator is set to YES:

  • HECS Payment Option snapshot is created with the option 10, if relevant
  • Unpaid HECS is recorded as DEFERRED debt, if relevant
  • FINJ6111 needs to be run after FINJ6231.

NOTES

  1. A student's Tax File Number (TFN) must be recorded before a HECS debt can be deferred.
  2. If, as a result of running this job, a DEFFERED DEBT transaction is created in the fee assessment for a student, the HECS Liability Notice Extract will not extract the student because an un-notified debt exists in the fee assessment.
    3.

When the Defer Debt indicator is set to NO:

This job can be used to provide details of students who have not yet provided their TFN or Certificate number and have outstanding HECS amounts. This would normally be done before census date to enable reminder notices to be sent to students requesting this information. Use the report FINR0190 to view the information.

See Job Parameters for Table of Combinations.

 

Run Details

Method

FINJ6231 runs only in batch mode, through the Job Control & Scheduling subsystem.

Timing

This job would normally be run for the first time on or after the census date, to effect the changes already described. The process does NOT check whether the payment due date for HECS fees has passed before making the changes.

If run more than once, the job can reverse a previously made change if a student's payment details have altered.

Setting effective date by parameter

In normal circumstances, the effective date should be set to the census date associated with the fee period. This ensures that the student's HECS payment option accords with their HECS debt/payment situation at this date and is correctly reported, in line with other statistical returns to government.

Subsequent processing

After running this job, run the HECS Option Change Report (FINR0190) to review what happened. FINR0190 reports all students considered and advises which options have been created. A reason is provided.

After running FINR0190, run Process Overdue Payment Penalties (FINJ6230) to set up pending fee encumbrances. Authorise encumbrances where appropriate via Authorise Fee Encumbrances (FINF6311).

Outcome

A student's declared HECS option for a course at any particular time can be seen in the form ENRF3110 in the Enrolments subsystem.

Job Parameters

Enter the effective date for the running of this process. This should normally be the census date associated with the fee period. The default is the current date. This date is used in determining the payment option current for the student at that time, and making changes, if appropriate, that are also effective as at that time.

Select the required fee period from the list of active fee assessment periods presented in the second parameter.

The next three parameters control the range of students accessed. 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
  • Select or type in a 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.

The next two parameters are used to select the institution defined equivalents for the deferred payment option and the option for upfront payment with discount. If an institution only has one deferred payment option and one upfront with discount payment option, the system will use these as defaults.

The parameter to defer debt relates to selected students who have a deferred option (either set by the current job or previously recorded). If set to 'Y', any outstanding HECS debt for such students is recorded as a DEFERRED transaction.

Under the Government Loan Scheme TAB, the Loan Scheme Payment Option LOV allows the user to select either the PELS(13), BOTPLS(14) or an instittion defined equivalent payment option.

RULES:

  • This job only is effective if the student has a debt greater than zero.
  • When running FINJ6231 to process Government Loan Schemes, the Deferred Payment Option and Upfront Payment Option parameters must first be set to NULL.
  • If the Loan Scheme Payment Option is NOT NULL then the Upfront Payment Option must be NULL.
  • If the Loan Scheme Payment Option is NULL then a Deferred Payment Option other than NULL must be selected.
  • If the Loan Scheme Payment Option is NULL then an Upfront Payment Option other than NULL must be selected.
  • If either the Deferred Payment Option or the Upfront Payment Option parameters are set, then the Loan Scheme Payment Option parameter must not be set.
  • If the Loan Scheme Payment Option parameter is set, then the Deferred Payment Option and Upfront Payment Option parameters must not be set.
Declared HECS Option
Override
TFN
Payment of >75% HECS Liability
Defer Debt Indicator
Snapshot Table Populated?
Snapshot HECS Option
Deferred Debt recorded in Fee_Ass Table
FINR0190 Exception
11
-
No
No
No
No
-
-
Yes
11
-
No
No
Yes
No
-
-
Yes
11
-
Yes
No
No
Yes
10
-
No
11
-
Yes
No
Yes
Yes
10
Yes
No
11
-
Yes
No
No
Yes
10
No
No
11
-
Yes
Yes
No
Yes
11
No
No
10
-
Yes
Yes
No
Yes
10
No
No 1
10
11
Yes
Yes
No
Yes
11
No
Yes
10
11
Yes
No
Yes
Yes
10
Yes
Yes
10
-
Yes
No
No
Yes
10
No
Yes
Declared HECS Option
Override
TFN
Payment of 100%
Defer Debt Indicator
Snapshot Table Populated?
Snapshot HECS Option
Deferred Debt recorded in Fee_Ass Table
FINR0190 Exception

13
-
Yes
No
N/A
Yes
13
Yes
No
13
-
No
No
N/A
No 2
-
N/A
Yes
14
-
No
No
N/A
No 2
-
N/A
N/A
13
-
Yes
Yes
N/A
Yes
20
N/A
No
14
-
Yes
Yes
N/A
Yes
26
N/A
No
Note Only one HECS Payment Option snapshot is allowed per fee calendar instance.
1
If the student has a declared HECS option of 10 and makes a payment then regardless of the amount they pay it will not be applied to their HECS debt. HECS option must be 11 (12) to apply a payment to the HECS debt any outstanding system credit remains in the system until refunds are processed.
2
 When a snapshot is not created because the Tax file details do not exist, then a message is written to the run log of FINJ6231.To view the explanation for the message, go to GENF0003, and look up the message number.

 

Updated 6 February 2003