Compare recorded charges and payments with the scholarship context before deciding the learner's next finance action.
Finance Officer selects the learner's fee and reads its description, due date, amount and status. Confirm that the charge still applies before using it in a payment discussion, particularly when older entries remain visible in a due-date list.
Finance Officer compares the paid amount with the charge and the confirmation maintained by the responsible finance process. Keep partially paid, paid and voided entries distinguishable during the review.
Finance Officer checks the learner's application and approved amount. Distinguish an Approved application from one recorded as Disbursed, then confirm whether the operating arrangement applies the support to this charge.
Where a confirmed payment or scholarship allocation affects the fee, Finance Officer follows the owning finance procedure and records the correct paid amount and status. This step is an agreed operating handoff; the scholarship application transition does not supply the allocation by itself.
Finance Officer explains the remaining amount or completed payment position to the responsible team. Resolve a disputed allocation or a voided charge before requesting further payment from the learner.
And how to keep it from happening.
Start free, then use Proto to change fields, steps and approvals before your team goes live.