This process updates the database

Subsystem

Student Finance

Purpose

Finds outstanding tuition fee amounts and applies these amounts to the specified Loan Scheme.

Normally Run By

A fees administrator

Anticipated Frequency

After the census date

Update Process(es)

Parameter Sample

Related/Dependent Jobs

The COFI payments job, INTJ0022, must be run immediately before running this job.

FINJ6235 needs to be run before the final Enrolment Statistics Snapshot is taken. Refer to the Statistics subsystem for further details.

There is no exception report generated from this job (FINJ6235).

FINJ6180 is run after the draw down process.

See also: HECS Payment Options in Special Topics.

Update Process

The Loan Draw Down job (FINJ6235) is a pivotal part of the PELS (and other loan schemes) processing. The FINJ6235 job inserts an entry into the Fee_Ass table for the Loans Scheme selected and for students who have registered as PELS liable; that is, they have a HECS Payment Option of 13 and have specified their Tax File Number.

The entry has an s_transaction_type of PELS LOAN and has a transaction category of LOAN. The amount inserted for this transaction is the excess of the assessment over the payments made by the student or the sponsor for the fee. The amount will not include any retention amount for the fee_type that is in excess of the student and sponsor payments.

This process does not change the HECS payment option for any students.

This job picks up any residual tuition fees that have not been paid provided an appropriate loans scheme HECS option type has been selected for the student as well as appropriate overrides in ENRF3110 and attaches them to the loans scheme.

Retention is handled differently. Retention fees are not picked up by the Loans Scheme. PELS rules do not allow loans for retention fees or any other non-tuition fees therefore the retention amount incurred by a student is not covered by the loan and will have to be paid by student or sponsor.

A PELS LOAN transaction is entered into the FEE_ASS table equal to the amount to be loaned to the student based on their declared HECS option and overrides.

It automatically logically deletes the PELS loan if there is a later debt transaction and reevaluates the PELS LOAN.

An audit trail of the draw down process is created in two tables: LOAN_DRAW_DOWN and LOAN_DRAW_DOWN_DTL.

PELS LOAN transactions deleted directly from the FEE_ASS table are detected and the details added to the audit trail. Details of later debt transactions are also recorded in the audit trail tables.

Provides the totals for the draw down process in the run log.

The results of FINJ6235 can be viewed in FINF3610 or the FEE_ASS table.

Run Details

Method

FINJ6235 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 produce 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.

Outcome

A student's 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.

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

HECS Payment Option:

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.

Nominate the Loan Scheme or make a selection from the list of values.