VoS payment and refund schedule formats

Explains the formatting of payment and refund schedule files.

Payment schedules

StudyLink provides education providers with schedules of any direct transfers made to the provider’s nominated bank account. These payment schedules show the individuals that the bulk payment was for, and the amount being paid for each individual account.

Daily payment schedules

Daily payment schedules are made available on VoS Online the morning that payment will be made to the education provider’s nominated bank account. The header of a daily payment schedule contains two lines. It advises that it is a payment schedule, the number of students contained, and the total amount being paid. There is also a reference number, which is the provider code and the payment date:

Filename=P_7002_01052014.PAY Records=1

Date Paid=01052014 Amount=$200.00 Ref=7002_01052014

"DRONKEY","RAPUNZEL",05051968,900003496,2515796373,200,

Monthly payment schedules

Monthly payment schedules are uploaded on the second working day of every month, and list all payments made by StudyLink in the previous month. The Date Paid is replaced with the Month of Payment in a MMM-YYYY format:.

Filename=P_7002_02062014.PAY Records=1

Month of Payment=May-2014 Amount=$200.00 Ref=7002_02062014

"DRONKEY","RAPUNZEL",05051968,900003496,2515796373,200

Students within a payment schedule are ordered by Family Name. There may be more than one entry for a single student in a daily and/or monthly payment schedules, if an education provider has made, and been paid against, multiple fee requests.

The table below shows what each field is within the record:

Field Name

Field Length

Field Format

Contents of this file

Comments

Last Name

30

 

DRONKEY

 

First Name

30

 

RAPUNZEL

 

DOB

8

ddmmmyyyy

05/05/1968

 

StudyLink Client Number

9

nnnnnnnnn

900003496

Where the value is less than 9 characters, the last character(s) will be left as NULL’s

Student ID Number

10

 

2515796373

Where the value is less than 10 characters, the last character(s) will be left as NULL’s

Amount

15.2

Nnnnnnnnnnnnnnn.nn

$200.00

 

Amount Difference

1

 

Blank

Where the amount paid is different to the amount requested by the education provider, this field will contain an asterix(*)

Refund schedules

Where a student qualifies for a full or partial refund of fees, whether due to a change of course or a withdrawal, the education provider must return any monies owed back to StudyLink (where the initial payment was made from StudyLink). Refund eligibility is determined by NZQA in line with the Student Fee Protection scheme.

Fee refunds can be paid to StudyLink either by direct transfer to the StudyLink bank account [03-0049-0006550-25] at Westpac, or by non-transferable cheque payable to “WINZ StudyLink”.

A subsequent “Refund Schedule” must also be sent to StudyLink. Within the refund schedule is a ‘status’ field. This should be set to ‘W’ where the student has withdrawn from study, or left blank for any other study changes. Where this field is left blank, StudyLink will issue a send a VoS request for that student to pick up any changes in the study information.

StudyLink will accept fee refund schedules via:

  • a file on VoS Online; or
  • a scanned attachment to studylink_finance@msd.govt.nz; or
  • fax to 0800 88 77 88; or
  • via post to Student Support Centre, Private Bag 11070, Manawatu Mail Centre, Palmerston North

Refund schedule files use formatting similar to daily payment schedules, and when viewed as a .csv file should appear as below;

Filename=F_7002_01052014.PAY Records=1

Date Paid=01052014 Amount=$2010.00

"MOUSE","MICKEY",17051972,900013495,21478,2010,,

The table below describes each field, using the example from above:

Field Name

Field Length

Field Format

Contents of this file

Comments

Last Name

30

 

MOUSE

 

First Name

30

 

MICKEY

 

Date of birth

8

ddmmyyyy

17051972

 

StudyLink Client Number

9

nnnnnnnnn

900013495

 

Student ID Number

10

nnnnnnnnnn

21478

 

Amount

15.2

nnnnnnnnnnnnnnn.nn

2010.00

 

Status

1

 

Blank

Set to ‘W’ if the student has completely withdrawn from study. Otherwise, blank.

 

Where a status of ‘W’ is not supplied, StudyLink will send a new VoS request to the education provider for that student. This is to pick up any changes in the students study details that may have led to the refund.