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Student Financials

Reference Guide

Student Financials Reference Guide

- 1 - CS-SF Reference Guide

Table of Contents

How to Use This Reference Guide ........................................................................ 11

Introduction ............................................................................................................ 13

Module Objectives ........................................................................................................... 13

Unit I: Foundations of Student Financials ........................................................... 14

Unit Introduction............................................................................................................... 14

Unit Objectives................................................................................................................. 14

Chapter 1: Components of Student Financials.................................................... 15

Chapter Objectives .......................................................................................................... 15

Topic 1: Student Financials .............................................................................................. 15

Topic 2: Charge Account ................................................................................................. 17

Topic 3: Adjust Account ................................................................................................... 18

Topic 4: Bill Account ........................................................................................................ 20

Topic 5: Pay Account ....................................................................................................... 21

Topic 6: Modify Account ................................................................................................... 22

Topic 7: Post to the General Ledger ................................................................................ 26

Topic 8: Reporting and Tax Documents ........................................................................... 27

Chapter 2: View Customer Accounts ................................................................... 28


Topic 1: View Customer Account ..................................................................................... 28

Chapter 3: Campus Community ............................................................................ 37

Topic 1: Student Services Center .................................................................................... 37

Topic 2: Student Services Center: Student Center Tab .................................................... 37

Topic 3: Student Services Center: General Info Tab ........................................................ 42

Topic 5: Student Services Center: Admissions Tab ......................................................... 48

Topic 6: Student Services Center: Transfer Credit Tab .................................................... 52

Topic 7: Student Services Center: Finances Tab ............................................................. 54

Topic 8: Manually Assign a Service Indicator ................................................................... 55

Topic 9: Manually Release a Service Indicator ................................................................ 59

Topic 10 :Edit a Service Indicator .................................................................................... 60

Topic 11: View Service Indicator Audits ........................................................................... 61



Topic 12: Assign Service Indicators in Batch ................................................................... 63

Topic 13: Student Groups ................................................................................................ 66

Topic 14: Add Student to Student Group ......................................................................... 66

Topic 15: Inactivate a Student in a Student Group ........................................................... 70

Topic 16: View Students in Student Group ....................................................................... 71

Unit II: Tuition Calculation ..................................................................................... 76

Unit Introduction............................................................................................................... 76

Unit Objectives................................................................................................................. 76

Chapter 1: Tuition Calculation Maintenance ........................................................ 77


Topic 1: Criteria ............................................................................................................... 77

Topic 2: Tuition Group ..................................................................................................... 80

Topic 3: Tuition Group Priority ......................................................................................... 87

Topic 4: Term Fees .......................................................................................................... 88

Topic 5: Minimum/ Maximum Fees .................................................................................. 96

Chapter 2: Tuition Calculation – Batch – Multiple Students ............................... 98


Topic 1: Tuition Verification Report (Initial Run) ............................................................... 99

Topic 2: Calculate Tuition in Batch – Multiple Students .................................................. 100

Topic 3: Tuition Calculation Error Report ....................................................................... 104

Chapter 3: Calculate Tuition – Individual Student ............................................. 105

Chapter Objectives ........................................................................................................ 105

Topic 1: Calculate Tuition - Individual Student ............................................................... 105

Chapter 4: Validation Sticker Report .................................................................. 113


Topic 1: Validation Sticker Report .................................................................................. 113

Unit III: Generate Student and Corporate Bills .................................................. 115

Unit Introduction............................................................................................................. 115

Unit Objectives............................................................................................................... 115

Chapter 1: Billing Maintenance ........................................................................... 115


Topic 1: Create Message Categories ............................................................................. 116



Topic 2: Create Billing Messages ................................................................................... 117

Topic 3: Create Item Type Messages ............................................................................ 118

Topic 4: Create Business Unit Messages....................................................................... 119

Topic 5: Create Aging Set Messages ............................................................................. 120

Topic 6: Create Customer Message ............................................................................... 121

Topic 7: Create Corporation Messages .......................................................................... 122

Topic 8: Add a Message to Billing Standard Requests ................................................... 123

Chapter 2: Student Bills ....................................................................................... 124


Topic 1: Create Student Billing Request ........................................................................ 124

Topic 2: Generate Student Invoice – Process Billing Request........................................ 128

Topic 3: Identify Student Charges .................................................................................. 129

Topic 4: Print Student Invoice ........................................................................................ 131

Topic 5: View Billing Information – Review Invoice ........................................................ 132

Topic 6: Cancel Invoice - Student or Corporate Bill ........................................................ 135

Chapter 3: Corporate Bills ................................................................................... 138


Topic 1: Create Corporate Billing Request ..................................................................... 138

Topic 2: Generate Corporate Invoices ........................................................................... 141

Topic 3: Print Corporate Invoice ..................................................................................... 142

Unit IV: Manage Group Post ................................................................................ 145


Unit Objectives............................................................................................................... 145

Chapter 1: Origins, Group Types and External File Layouts ............................ 145


Topic 1: Define Origin Table .......................................................................................... 146

Topic 2: Define Group Types ......................................................................................... 148

Topic 3: Define External File Layout .............................................................................. 150

Chapter 2: Load and Review External Files ....................................................... 156


Topic 1: Load External File Data .................................................................................... 156

Topic 2: Review External File Loads and Create Group Data Entries ............................ 158



Chapter 3: Group Post ......................................................................................... 163


Topic 1: Post Transactions ............................................................................................ 163

Topic 2: Review Transactions ........................................................................................ 165

Topic 3: Review Suspended Transactions .................................................................... 169

Chapter 4: Reverse Group Post .......................................................................... 171


Topic 1: Reversing Posting Groups................................................................................ 172

Unit V: Waivers ..................................................................................................... 176


Unit Objectives............................................................................................................... 176

Chapter 1: Assign Waivers to Students in Batch .............................................. 177


Topic 1: Create Waivers ................................................................................................ 177

Topic 2: Attach Waivers to Term Fees ........................................................................... 180

Chapter 2: Assign Waiver to an Individual Student .......................................... 182


Topic 1: Assign Waiver to an Individual Student ............................................................ 182

Chapter 3: County Chargeback ........................................................................... 183


Topic 1: Add Address of County Chargeback ................................................................ 184

Topic 2: Assign Waiver for County Chargeback ............................................................. 186

Topic 3: Monitor County Chargeback ............................................................................. 188

Topic 4: Bill Individual Counties ..................................................................................... 190

Unit VI: Refunds ................................................................................................... 194


Unit Objectives............................................................................................................... 194

Chapter 1: Refunding ........................................................................................... 195


Topic 1: Run Refunding Process (Report Only Mode).................................................... 195

Topic 2: Run the Student Receivables Report (R-063) ................................................... 200

Topic 3: Run Refunding Process (Production Mode) ..................................................... 202



Topic 4: Processing Campus-Based Refunds ................................................................ 206

Topic 5: Create Student Refund (Individual) .................................................................. 207

Topic 6: Refund With Extra Amount ............................................................................... 210

Topic 7: Student Bank Account & Direct Deposit (First-Time Election) ........................... 214

Topic 8: Update a Direct Deposit Election ...................................................................... 218

Topic 9: Revoke Direct Deposit ...................................................................................... 220

Topic 10: Inactivate Bank Account ................................................................................. 221

Unit VII: Payment Plans ....................................................................................... 224


Unit Objectives............................................................................................................... 224

Chapter 1: Manage Sallie Mae Payment Plan & Interface ................................. 225


Topic 1: Create Payment Plan ....................................................................................... 225

Topic 2: Copy Sallie Mae Payment Plan ........................................................................ 231

Topic 3: Process Inbound Sallie Mae Interface .............................................................. 233

Topic 4: Sallie Mae Suspense Files ............................................................................... 234

Chapter 2: Maintain Third Party Contracts ........................................................ 236


Topic 1: Create Third Party Contracts ............................................................................ 236

Topic 2: Copy Third Party Contract ................................................................................ 243

Topic 3: Assign Student to a Third Party Contract .......................................................... 245

Topic 4: Recalculate Third Party Contract ...................................................................... 246

Topic 5: Third Party Contract Report .............................................................................. 247

Unit VIII: Cashiering ............................................................................................. 250


Unit Objectives............................................................................................................... 250

Chapter 1: Open and Close Cashiering Offices ................................................. 251


Topic 1: Open Cashiering Office .................................................................................... 251

Topic 2: Review Balance and Close Cashiering Office................................................... 255

Chapter 2: Take Payments and Department Receipts ...................................... 258




Topic 1: Take Payments ................................................................................................ 258

Topic 2: Take Corporate Payments................................................................................ 261

Topic 3: Collect Departmental Receipts ......................................................................... 265

Chapter 3: Correcting Cashiering Errors ........................................................... 268


Topic 1: Reopen Cashiering Offices, Registers, and Cashiers ....................................... 268

Topic 2: Void Receipts ................................................................................................... 271

Chapter 4: Run Cashiering Reports .................................................................... 272


Topic 1: Review Receipts By Business Date .................................................................. 272

Topic 2: Review Receipt Tender Flow ............................................................................ 274

Topic 3: Review Totals by Deposit ID ............................................................................ 275

Topic 4: Review Tender by Cashier ............................................................................... 276

Topic 5: Review Tender by Register .............................................................................. 277

Topic 6: Run Receipts by Number Summary ................................................................. 278

Chapter 5: Cashiering Maintenance ................................................................... 279


Topic 1: Manage Cashiering Offices .............................................................................. 279

Topic 2: Manage Valid Registers ................................................................................... 283

Topic 3: Manage Valid Cashiers .................................................................................... 284

Topic 4: Manage Valid Tender Keys .............................................................................. 286

Topic 5: Manage Receipt Print Messages ...................................................................... 287

Topic 6: Manage Void Reasons ..................................................................................... 289

Unit IX: Reporting and 1098-T Tax Documents ................................................. 291


Unit Objectives............................................................................................................... 291

Chapter 1: Set Up 1098-T Tax Documents ......................................................... 292


Topic 1: 1098-T TIN Table ............................................................................................. 292

Topic 2: Copy TIN Setup ................................................................................................ 296

Chapter 2: Generate 1098-T Tax Documents ..................................................... 297




Topic 1: Generate 1098-T .............................................................................................. 298

Chapter 3: Edit 1098-T Tax Documents .............................................................. 300


Topic 1: Edit 1098-T Tax Data ....................................................................................... 300

Chapter 4: Audit 1098-T Tax Documents ........................................................... 302


Topic 1: 1098-T Audit Report ......................................................................................... 303

Chapter 5: Print 1098-T Tax Documents ............................................................ 305


Topic 1: Print 1098-T Form ............................................................................................ 306

Chapter 6: Summary of Grants ........................................................................... 308


Topic 1: Summary of Grants Report ............................................................................... 308

Unit X: Past Due Accounts .................................................................................. 311


Unit Objectives............................................................................................................... 311

Chapter 1: Enrollment Cancellation .................................................................... 312


Topic 1: Enrollment Cancellation Report Mode .............................................................. 312

Topic 2: Enrollment Cancellation Production Mode ........................................................ 319

Topic 3: Enrollment Cancellation Report ........................................................................ 320

Topic 4: Enrollment Cancellation Service Indicator ........................................................ 321

Chapter 2: Run Late Fees – Billing ..................................................................... 326


Topic 1: Late Fees – Billing Report Mode ...................................................................... 326

Topic 2: Late Fees – Billing Production Mode ................................................................ 328

Topic 3: No Late Fees Service Indicator ........................................................................ 329

Chapter 3: Aging of Accounts ............................................................................. 333


Topic 1: Aging of Accounts (Credit History Process) ...................................................... 333

Topic 2: CUNY Aging Report ......................................................................................... 335

Chapter 4: Write-Offs ........................................................................................... 337




Topic 1: Processing Batch Write-Offs in Report Mode ................................................... 337

Topic 2: Processing Batch Write-Offs in Production Mode ............................................. 339

Topic 3: Processing Manual Write-Offs .......................................................................... 340

Topic 4: Write-Off Reversals .......................................................................................... 342

Chapter 5: Service Indicators .............................................................................. 343


Topic 1: View and Add Service Indicators ...................................................................... 344

Topic 2: Using Population Selection (Mass Assign Service Indicators) .......................... 348

Topic 3: Mass Release Service Indicators ..................................................................... 351

Unit XI: End of Term Activities ............................................................................ 354


Unit Objectives............................................................................................................... 354

Chapter 1: End of Term Processing (Calendars) ............................................... 355


Topic 1: Copy Adjustment Calendars ............................................................................. 355

Topic 2: Copy Billing and Due Calendars ....................................................................... 358

Chapter 2: End of Term Processing (Fees) ........................................................ 360


Topic 1: Copy Term Fees .............................................................................................. 361

Topic 2: Copy Course Fees ........................................................................................... 366

Topic 2: Rollover Course and Class Fees ...................................................................... 370

Topic 4: Copy Transaction Fees .................................................................................... 371

Chapter 3: End of Term Processing (Dates) ...................................................... 373


Topic 1: Update the Null Due Date................................................................................. 373

Topic 2: Add SF Term Default ........................................................................................ 374

Topic 3: Update Tuition Calculation Controls ................................................................. 375

Topic 4: Change of Program Fee ................................................................................... 378

Unit XII: General Ledger ...................................................................................... 381


Unit Objectives............................................................................................................... 381



Chapter 1: Manage General Ledger Interface .................................................... 382


Topic 1: Generate Accounting Entries ............................................................................ 382

Topic 2: Generate Accounting Entries - Cashiering ........................................................ 385

Topic 3: Review Accounting Lines ................................................................................. 387

Topic 4: Review GL Messages ...................................................................................... 391

Topic 5: Reverse GL Interface ....................................................................................... 391

Chapter 2: Post Transactional Data to the GL ................................................... 393

Unit XIII: Manage Accounts Manually ................................................................. 394


Unit Objectives............................................................................................................... 394

Chapter 1: Manage Transactions Manually ........................................................ 395


Topic 1: Post Student Transaction ................................................................................. 395

Topic 2: Reverse Payments ........................................................................................... 398

Topic 3: Reverse Charges ............................................................................................. 399

Chapter 2: Posting Reports ................................................................................. 402


Topic 1: Daily Activity ..................................................................................................... 402

Topic 2: Daily Posting .................................................................................................... 403

Topic 3: Account Audit Statement Report ...................................................................... 404

Chapter 3: Running Payment Applier ................................................................. 406


Topic 1: Running the Payment Applier Process ............................................................. 406

Appendix A: Run CS Reports and Processes .................................................... 408

Appendix B: CEMLI Search – Repository .......................................................... 414

Appendix C: Sallie Mae Reconciliation Process ................................................ 418

Appendix D: Sallie Mae Suspense Error Codes ................................................. 420

Appendix E: Sallie Mae Web-Based Reports ...................................................... 422

Appendix F: Transfer to Third Party for Conversion Term ................................ 423

Appendix G: Direct Printing – Bursar Cashier Receipt ..................................... 431

Appendix H: Relational Operators ...................................................................... 434



Appendix J: Enrollment Cancellation for Non-Payment Process .................... 435

Topic 1: Enrollment Cancellation (Report Mode) ............................................................ 436

Topic 2: Report Cancellation .......................................................................................... 444

Topic 3: Enroll Cancellation Query ................................................................................. 449

Topic 4: Mass Assign Service Indicator .......................................................................... 450

Topic 5: Optional Re-Run of Enrollment Cancellation (Report Mode) ............................. 451

Topic 6: Enrollment Cancellation (Update Mode) ........................................................... 451

Topic 7: Non-Payment Term/Session Cancellations (SR Batch Process) ....................... 453

Topic 8: Non-Payment Class Cancellations (SR Batch Process) .................................... 456

Appendix K: Reversals Due to NSF .................................................................... 459

Topic 1: Reverse Payments for NSF .............................................................................. 460

Topic 2: To Add Return Check Charge on Student Account........................................... 462

Topic 3: To Add Negative Service Indicator ................................................................... 463

Appendix L: Actions Setting Tuition Calculation Required = Yes ................... 465


11 Last Updated 5/3/2013

How to Use This Reference Guide This reference guide contains information on business processes related to Student Financials. The first section is the introduction to the module. It is followed by Chapter and Topic sections, which include a Step Summary, Detailed Information, field definitions, and page shots.

Below is a description for each section type contained in the reference guide.

Introduction

The Introduction contains conceptual information on Student Financials. It also describes the business processes that are used in Student Financials.

Module Objectives

The Module Objectives contain a bulleted list of the learning objectives for the module.

Unit

The Unit information consists of a high-level explanation of a single content area of a module.

Chapter

The Chapter information includes introductory concepts needed for understanding the business processes presented in the chapter.

Chapter Objectives

The Chapter Objectives contain a bulleted list of the learning objectives for the chapter.

Procedure

The Procedure section contains the relevant application system navigational path used to locate a component page within the application in which the user will complete applicable transactions.

Topic

Topics instruct the user on executing a specific business process.

Step Summary

Step Summary consists of the high-level steps needed to complete a business process.

Detailed Information

Detailed Information contains a complete narrative of a business process, including page shots and tables of items (field names) with their definitions and/or selection criteria.

Scenario Description

Scenario Description provides input criteria for a specific set of circumstances that explains a business process using a realistic example.

Scenario Step-By-Step

Scenario Step-By-Step provides detailed steps used to complete a business process using a realistic example.



Appendix

Appendix may contain the following types of information:

Policy

Relevant policy documents

Job Aid

Documents detailing selection criteria for business processes

Process Flow

Conceptual diagrams of an end-to-end business process

Running Reports

Step-by-step guide to running reports and processes in CUNYfirst

Parts of images

may be obscured

for security reasons.



Introduction The CUNYfirst Student Financials module is the tool to manage all aspect of a student’s financial relationship with the institution. This includes managing student receivables, billing, and cashiering processes. Both staff and students can find and use student financial information needed to make key decisions that will impact the student’s record. Student Financials receives information from virtually all areas of Campus Solutions, including Admissions, Student Records, Financial Aid and Campus Community. Within Student Financials, users can

1. calculate tuition and fees 2. maintain customer account information 3. create bills 4. establish payment plans and waivers 5. reconcile student accounts through the refunding process 6. perform cashiering functions 7. interface with the general ledger 8. set up and print tax forms 9. run applicable reports

Prior to the implementation of Campus Solutions Student Financials, a substantial amount of setup and system configuration was required. The setup and configuration established the framework for using Student Financials. The system values available for selection within this module were configured by CUNY and are used across the Student Financials module. Some important values include:

10. account types 11. item types 12. charge priorities 13. billing and due dates 14. tuition and fee rates 15. tuition adjustment calendars (i.e. refunding policies)

Module Objectives Upon completion of this module, the learner will be able to:

Demonstrate understanding of the key concepts and terminology in the Student Financials

Perform tasks related to the management and maintenance of the students’ financial account



Unit I: Foundations of Student Financials

Unit Introduction The Foundations of Student Financials unit consists of three chapters.

The Components of Student Financials provides an overview of the key concepts and terminology used throughout the Student Financials module. It provides a basic understanding of the high-level functions existing within Student Financials and the types of processing used to manage and maintain students’ financial accounts.

In Student Financials the student’s financial account is called the “customer account.” The customer account is available for viewing by CUNY staff. It includes all transactions on the student account including charges, payments, waivers, charge backs and financial aid. It also includes other critical information, such as due dates. Users can view the customer account from the Student Financials page View Customer Accounts or via the Student Services Center, which gives the user a close approximation of what the student sees when viewing his or her account in the Student Center.

In addition to accessing the customer account to view Student Financials data, users will also be able to view specific Student Records-related data. This data is accessible in the Student Services Center through which the user is provided a 360° view of the student’s record, including general, academic and financial aid information.

Unit Objectives To present and explain:

1. Key concepts and terminology related to the functional areas of Student Financials 2. How to view customer accounts 3. How to view the Student Services Center



Chapter 1: Components of Student Financials This chapter will provide an overview of all of the functions within the Student Financials module. While not all CUNY Bursar staff may execute each function, this chapter is intended to provide an overview of the relevant business processes for all staff.

Chapter Objectives To present:

1. The functional areas of Student Financials

Topic 1: Student Financials

The Student Financials module manages processes such as student receivables, billing and cashiering. Using Student Financials, both staff and students can quickly find and use the financial information needed to accomplish a variety of tasks. Student Financials receives information from virtually all areas of CUNYfirst Campus Solutions, including Campus Community, Admissions, Student Records and Financial Aid. The Student Financials module includes many distinct but related functional areas that work together to manage a student’s financial relationship with the institution. These components are used to conduct daily business processes by individuals in the Bursar’s Office, make financial information available on demand to students through online self-service, and manage batch processes efficiently and effectively. The diagram below illustrates the major functions and processes in the CUNYfirst Student Financials module. This chapter will review each business process in a high-level overview for all CUNY Bursar staff. Subsequently, courses are offered for staff who will execute the business processes based on security and job duties and responsibilities.



Student Financials Module



Topic 2: Charge Account

Each term, the Office of the Bursar will charge the student account through two primary methods.

Tuition Calculation

Several setup steps were completed in order to be able to charge the appropriate tuition rate for students with certain attributes, including Academic Career (undergraduate or graduate) and residency (in-city, in-state, or out of state). At a designated point in a term, tuition is calculated so charges appear on the student account. Tuition calculation can occur for each student on an individual basis through the use of the tuition calculation functionality. It can also occur in a batch process, in which multiple student accounts are updated at one time.

Group Post

Group Post allows CUNY to post transactions in a centralized process using batch functionality. Transactions such as parking fines and library dues can be posted for a group of students rather than posting transactions individually. Additionally this process can be used to post multiple transactions to corporate accounts and to load charges and payments from external data files. To post transactions, the Office of the Bursar will import information from external CUNYfirst sources through the External File Load process. This process creates a posting group which can be reviewed prior to posting.



Topic 3: Adjust Account After charges are posted to the student account through tuition calculation or the group post process, the amount a student is responsible for paying may be adjusted a variety of ways. All or a portion of some charges may be waived for certain students based on a set of defined student attributes. Charges may be adjusted if the student is associated with a County Chargeback or third-party contract. Additionally, a student’s account can be adjusted by creating a payment plan and associating it with the student.

NOTE: The process of County Chargeback is relevant for CUNY Community Colleges only.

Waivers

Waivers provide a consistent way of reducing tuition and/or fees for students who meet specific criteria and can be applied to groups of students. Examples include senior citizens, employees, and College Now/SEEK students. The process of associating waivers automatically to a specific group of students requires system setup. Once configuration is complete, waivers can be calculated and posted to accounts as part of tuition calculation.

County Chargeback

The County Chargeback process applies only to students enrolled at one of CUNY’s community colleges.



CUNY will process a County Chargeback for New York State residents who attend one of CUNY's community colleges but who reside outside New York City limits. Students eligible for a Chargeback will be identified based on a specific address type, after they have submitted required documentation to the Office of the Bursar. Once the documentation has been submitted, the Office of the Bursar will manually set a flag for each student that will be recognized by the tuition calculation process. Tuition charges will be reduced to the In-City rate by way of a waiver that will be automatically calculated and posted to accounts. The students’ home counties will then be billed.

Third-Party Contracts

A Third-Party Contract is an agreement between CUNY and a third-party organization that agrees to pay all or some of the charges that appear on a student’s bill. The third-party organization determines the parameters of the agreement—the amount of the bill to pay, the types of charges that are eligible to be paid, etc. After a student is linked to a third-party contract and eligible charges are posted to the student’s account, a credit is posted to the student’s account, and corresponding charges are posted to the organization’s account. CUNY then sends a bill to the third-party organization. Additionally, if more than one third-party contract is applied to a student account, the priority of each contract must be established to ensure the contracts are applied to the student’s bill before in the appropriate order.

Payment Plans

Payment plans enable CUNY to offer students the flexibility of paying their educational expenses over a period of time, rather than in one lump sum. CUNY uses the Sallie Mae Tuition Payment Plan (referred to as Tuition Pay) for this purpose. The plan pays the student’s account and creates multiple new installment charges with future due dates. The number of charges created corresponds with the number of payments in the plan. CUNY interfaces with Sallie Mae to manage the payment plan.

Sallie Mae Interface

The purpose of the Sallie Mae interface is to automate the administration of the Sallie Mae Payment Plan to enable assignments, adjustments, cancellations and posting of student payments to the payment plan. The establishment of the payment plan occurs outside of CUNYfirst Student Financials. When the payment plan is established, Sallie Mae provides CUNY with interfaced data which may include:

New students who have entered into an agreement with Sallie Mae (additions)

Students who have defaulted on the payment plan agreement (cancellations)

Changes to the student’s payment plan amount

Amounts of payments that students on the plan have made to Sallie Mae

Sallie Mae provides the interface files to CUNY. CUNY uses the files to assign students to the previously configured Sallie Mae payment plan, thus informing the Student Financials system that the student will be paying over time. At the time a student is assigned to a payment plan, a credit for the total plan amount is posted to the student’s account. This offsets tuition and possibly other charges on the student account. On a regular basis, Sallie Mae sends CUNY a file with payments that the students make, as well as updates to existing payment plans, such as plan amount changes and plan cancellations. The payment information is loaded into Student Financials, using the delivered External File Load process, which creates a posting group. These groups are then posted and the payments applied accordingly to each student account.



Manage Accounts Manually

Most charges appearing on a student’s account are applied through the Tuition Calculation and Group Post. Most payments are posted to the account through Waivers, Payment Plans, Self-Service, and Cashiering. These processes are often executed automatically or in batch. However, there are circumstances when Bursar staff will need to make adjustments to student accounts manually. Student Financials functionality enables Bursar staff to process transactions for students without entering control information or running a batch process. Additionally, Bursar staff can also run reports to view transactions that were posted manually based on selection criteria. Reports include details about daily transactions. Manual adjustments to students’ accounts must be supported by proper documentation.

Based on campus policy and business practice, Bursar staff authorized to apply manual adjustments to charges should not also have security to post payments.

Reversal of charges and payments should be approved by a supervisor prior to their application by the appropriate staff.

Topic 4: Bill Account Once charges appear on a customer account, the student or corporate customer paying student charges through third-party contracts will receive a bill.



Student and Corporate Bills

The billing process is used to provide students with a list of charges that have been added to their account, as well as any payments or other credits that have been applied to those charges. Invoices (bills) are produced in PDF format. Based on campus policy and business practice, invoices are distributed to students by US Mail or by email.

Student tuition, fees and associated charges are available for students to view in the Student Center. Generating a hard-copy invoice is not a prerequisite to charges appearing on the student account on the student’s self-service page in the Student Center.

Bills can be produced for corporate customers as well, providing them with a list of charges associated with their sponsored students. Generally, corporate customers are organizations that have agreed to pay all or a portion of a student’s tuition such as an employer or vocational rehabilitation service.

Topic 5: Pay Account

Students and corporate customers pay on their accounts through the Student Financials Cashiering functions. Payment Allocation rules are used to specify the order in which charges are paid and the priority of payments applying to charges.



Cashiering

The cashiering operation is an important function performed by the Office of the Bursar and involves nearly the entire office. On a daily basis, the cashiering office collects and tracks a large number of transactions as students and other customers pay tuition, fees and other charges. Within the Cashiering component, one can perform a variety of transactions quickly, securely and accurately. The system's inquiry and report features support audit trails, in the form of reports, for maintaining integrity within the system. In addition, Student Financials functionality enables users to establish how each transaction will interface with the General Ledger.

Group Post

Group Post allows CUNY to post transactions in a centralized process using batch functionality. Payments such as SallieMae payment plan payments can be posted for a group of students rather than posting transactions individually.

Payment Allocation

Payment allocation refers to the rules that guide the payment applier on the order in which charges are to be paid, the time periods (e.g. current term, future term, past year) in which those charges can be paid, and the order in which payments should be used to pay those charges. It is possible the institution may always want tuition paid first or the oldest charge on the student account paid first. Another possibility is that waivers and financial aid should be applied to charges before cash and checks are applied. There are many rules that apply to financial aid alone. Regardless of the specific rules, CUNYfirst will apply them automatically, eliminating the need to make an ad hoc decision for each payment. There are three primary components to payment allocation:

Payment Overall Priority

Charge Priority

Payment Priority

It is important to plan carefully and understand how various rules work separately and with each other, and how they affect other parts of the system.

Topic 6: Modify Account Once students or corporate customers make payments on the account, the, account may require modification. For example, an account may require modification based on overpayment of tuition and fees. In this case, the customer would be refunded for the overpayment amount and this would be a modification to the account.

Additionally, modification of a customer account may be necessary due to delinquency or enrollment cancellation. Other types of modification include the account being aged or written off, late fees, and placement of service indicators (stops/holds) on the account.



Refunds

Refunds are generated through a batch process for students and corporations who have credit balances on their accounts and meet certain criteria. The refunding process posts refund amounts to the accounts. The campus-based refunding interface process produces a file which is used in conjunction with the campus check writer system to produce checks for customers who are entitled to refunds.

Enrollment Cancellation

The Office of the Bursar will work with the Registrar’s Office and Enrollment Managers to coordinate the communication and processing of Enrollment Cancellations. The coordination between the offices is an important piece to running the Enrollment Cancellation process. Bursars, in accordance with the Academic Calendar, will set up a Billing and Due Calendar which will provide the due date used in the Enrollment Cancellation process. Bursars will use the report mode function of the Enrollment Cancellation process to assist in analyzing the possible results. Bursars and others can use the generated report to determine how Enrollment Cancellations will affect enrollment statistics of the college.

Refer to Appendix A – Running CS Reports for additional information on running reports in CUNYfirst Campus Solutions.

Charge Account Tuition Calculation, Group Posting

Post to General LedgerGL Interface

Modify AccountRefunding, Cancel Enrollment, Aging of Accounts, Write-Offs, Late

Fees, Service Indicators (Stops and Holds)

Pay AccountCashiering, Group Posting, Charge Priorities

Bill AccountStudent Billing, Corporate Billing and Third Party Contracts

Adjust AccountWaivers, Payment Plans, Sallie Mae Interface, County Chargeback

Reporting and Tax DocumentsSummary of Grants Report, 1098-T Tax Documents



Enrollment Cancellation parameters include options such as item type groups to identify specific charges, anticipated aid and disbursed aid. Other options to process cancellations are by term/session, tuition groups, thresholds on the amount owed, and due dates. Bursars will want to verify that all payments, Service Indicators, Tuition Calculation, NY State Aid, Third-Party Contracts, and Anticipated Aid have been completed before running the Enrollment Cancellation process in either report mode or non-report mode. This will ensure that accounts are up to date before running the cancellation process. Upon completion of the process, the system generates an Enrollment Request ID to identify the grouping of students to be cancelled from their classes based on the parameters established in the Run Control. The Enrollment Request ID is then communicated to the Registrar’s Office or the Enrollment Manager to continue the Enrollment Cancellation process using Student Records functionality. The Registrar’s Office or Enrollment Manager will continue to process the enrollment cancellation by dropping students from their classes for non-payment. Once the drops have been entered, the Office of the Bursar will run the Tuition Calculation process to remove tuition and fees related to the dropped classes. Communication coordinated between the Office of Bursar, the Registrar’s Office and Enrollment Managers is used to notify the students of their cancelled classes. A letter will be sent to the students and comments will be added to customer records to indicate cancellation of enrollment.

Aging of Accounts

The Credit History process, also known as Aging of Accounts, will assign accounts to various past due categories based on the age of the receivable. In Student Financials these are called Aging Categories and are grouped together in Aging Sets. Once the Credit History process is run, the Office of the Bursar will run an Aging Report to assess the outcome. The Aging Report could be used to create a list of accounts to send to collections, as well as to analyze charges and payment trends.

Write-offs

CUNY Central Office determines the policy and procedure for writing off outstanding debt. CUNY Bursars will write off the outstanding debt by moving the receivables from an active receivable or collection account to a write-off or bad debt account.

The detail on the General Ledger shows how the outstanding debt is moved from the Student Receivables account to the Write-Off or Bad Debt account.

To ensure that uncollectible monies are written off in a timely manner, the Student Financials write-off component can support CUNY’s need to write-off outstanding student debt based on various policies and standards. CUNY will write off receivables for students individually or in a batch process based on university policy and campus business practice. Batch write-off processing relies on Aging Categories and the Credit History process. For an individual student write-off, the Office of the Bursar will use the Aging Report as a tool to support the process.

Additionally, CUNY will choose to write off receivables by the overall student balance, by account type, or by individual transaction. These options give CUNY colleges the flexibility to leave specific receivables open on the student’s account for further activity.

The write-off process, whether individual or batch, requires a Service Indicator. Once the write-off amount has been posted, a write-off Service Indicator will appear on the student’s record. Service Impacts are



attached to the Service Indicator, preventing the student from future enrollment-related services. Write-offs and write-off Service Indicators can be removed from the student’s account provided security access has been given to the proper staff.

CUNY will need to address reversing or restoring write-off amounts.

Refer to the CUNY Tuition & Fee manual for approved processes and values.

Late Fees

Bursars can assess late fees for all unpaid charges on students’ accounts. When assessing late fees, Bursar staff will use the billing process to determine which students receive late fees. The Late Fee process starts with the amount due from a specified billing request number and nets any payments or credits received on the account since the billing date. If payments or credits are less than the amount due, the student is assessed a late fee. Late fees can be posted to accounts through a batch process. The batch process will be run in report mode to validate the data before posting the batch results in update mode. Bursar staff can also specify a Service Impact that, if associated with any Service Indicator on the student’s record, will prevent late fees from being assessed.

Service Indicators

Service Indicators can be either positive or negative.

Negative service indicators are equivalent to holds and/or stops placed on the student record. Negative service indicators can impact many services such as barring enrollment, withholding transcripts and suspending library privileges.

Positive service indicators indicate that special services are to be provided. In Student Financials, positive Service Indicators are used to prevent late fee assessment, enrollment cancellation and billing.

Service Indicators are entered with an Active Date. This is the date in which the indicator goes into effect on the student record. Service indicators can also be set to expire at the end of a term or on a specific date.

The negative or positive service indicator icons display on every page in CUNYfirst that displays student data.

: Negative Service Indicator

: Positive Service Indicator

If a user clicks on one of the Service Indicator icons, it opens a summary page of the indicator in a new window. The page displays any service indicators associated with the student.



Topic 7: Post to the General Ledger

The Student Financials General Ledger Interface (GL Interface) records the effect of Student Financials transactions (charges, payments, cash receipts) against a General Ledger Chart of Accounts.

GL Interface

A chart of accounts represents how an organization gathers, stores, combines, and uses financial information in its operations. For example, an organization may want to track student receivables, third-party receivables, payments, financial aid disbursements, cash receipts, or refunds disbursed for the balance sheet and other financial statement reporting requirements. Student Financials integrates with the General Ledger. The Student Financials GL Interface can perform the following three functions:

1. Load setup information from the General Ledger application used in the creation of accounting information

2. Validate the Chart of Accounts (ChartFields) on various Student Financials setup tables against data from the General Ledger to ensure that Student Financials reflects an institution’s current chart of accounts

3. Create and send accounting information to an institution’s general ledger, enabling the institution’s accounting office to track revenue, expenses, receivables, and liabilities











Based on CUNY policy, the GL Interface will run at the appropriate intervals. Accounting office staff will have performed the setup required to record information in the general ledger prior to this process.

Refer to the General Ledger Unit for information on the processes related to transferring accounting data from Student Financials to the General Ledger.

Topic 8: Reporting and Tax Documents Each year, CUNY is required to produce a 1098-T tax document for each eligible student. Additionally, a report of certain financial aid disbursements needs to be remitted to the State of New York.

1098-T Tax Documentation

The Taxpayer Relief Act of 1997 allows taxpayers to claim educational credits for some higher education expenses. Since CUNY receives qualified tuition and related expenses from or on behalf of its students, they are required to furnish each eligible student with an IRS Form 1098-T Tuition Statement. The information on the form helps determine whether a student, or the person who may claim the student as a dependent, may claim a Hope Scholarship Credit or Lifetime Learning Credit. In addition, for every 1098-T provided to an eligible student, institutions must also file a 1098-T with the IRS.











CUNY Central Office will set up 1098-T values for each calendar year to include choices available as to how student names and addresses will appear on the tax form as well as other controls. Forms are generated for each eligible student and are then printed and mailed. Students can also access their 1098-T Tax Document in the Student Center. Student Financials functionality also allows administrative users to edit the 1098-T Tax document if the data is inaccurate. Summary of Grants

The Summary of Grants report is run each academic year, or as required, and will generate a dollar amount and head count by item type range and/or institution reporting code. Each item type range and institution reporting code will be subtotaled based on academic career.

Chapter 2: View Customer Accounts The Customer Accounts component will be used by Bursar staff as the primary way to view students’ accounts. This component provides a breakdown of charges, payments, financial aid, and refunds.


1. How to view customer accounts 2. How to Identify the student’s current balance including charges, payments, financial aid, and

refund information

Topic 1: View Customer Account

The Customer Accounts component displays all transactions for a student from all sources such as Tuition Calculation, Group Post, External File Load, Cashiering, etc. The Customer Accounts component consists of various links which allow the user to see different views of the students’ account information.

Procedure

The View Customer Accounts component can be found by navigating to: Student Financials > View Customer Account

Navigating to the View Customer Account component will trigger the Tuition Calculation Process to run, if the student’s record indicates that it is required.

Step Summary

To View Customer’s Account:

1. Navigate to the View Customer Accounts. 2. Search for and select student to view. 3. View Customer Account component and applicable pages.


View Customer Accounts Search Page

At least one search field must be populated before searching. Typically users will enter the Business Unit and either the ID or Name information in order to find the student.



The following table describes the fields on the Search page of the View Customer Accounts component:

Field Name Field Description

Business Unit A business unit is an identification code that represents a high-level organization. For CUNY this business unit represents an Institution or the Central Office. It is an alpha-numeric code consisting of three letters representing the college/institution and two digits.

In Campus Solutions, the last two digits will always be “01.”

Ex.: Queens College = QNS01; Baruch College = BAR01

ID The 8-digit, system-generated, unique student identification number

National ID The Social Security Number

For CUNY, the National ID is the last four digits of the social security number.

Campus ID CUNY will not use.

Last Name Last name of the student as it exists in the application

First Name First name of the student as it exists in the application

Customer Accounts Page

The Customer Accounts page is a view page displaying a general overview of the student’s account. The top section of the page identifies the student to whom the record belongs. It includes the student’s name, ID, total balance, anticipated aid amount, and a link to the student's academic information.



The bottom section of the Customer Accounts page provides a summary of the status of all account types (e.g. tuition, miscellaneous payments, etc.) for the student, including the Account Type, Account Number, Term, Balance, Status, and links to Account Details for each account.

If necessary, click the View All link to display all transactions. The links at the bottom of the page allow the user to access different views of the student’s financial record.

The following table describes the fields on the Customer Accounts page:


Academic Information link

View enrollment and limited personal information for a given student. On the Academic Information page, verify information about the student’s Academic Career, Program, Residency Group, Enrollment Units, Academic Level, and Academic Load for each term and institution.

Additional links such as Academic Plan and Enrollment in the Academic Information component provide additional information regarding the students’ academic record.

Total All-inclusive account balance

Anticipated Aid The amount of aid that has not yet been disbursed but is expected to be disbursed onto the student’s account

Account Type Account types classify transactions into usable account groupings. Differentiating charges into multiple accounts enables flexibility in billing and assessing fess. (i.e. Late Fees) For example, there is an account type for Tuition that is separate from the account type for Miscellaneous Fees.

Account Number Unique number for each identified account type



Balance Amount associated with the account type, number and term

Open Date Date this balance was opened on the students’ account

Status Identifies the status of the account type and balance. The status can be either Active or Inactive.

Account Details link Opens the account details associated with the account type. It displays a summary of each line item for an account type, including when a charge was created, when it was paid and how it was paid.

3Cs (three icons to the right of each account row)

3C’s stands for the following:

Comments =

Checklists =

Communications = The 3Cs provide a flexible way to track and analyze correspondence, lists of requirements, and communication to and regarding the student.

Refer to Campus Community documentation for additional information on the purpose and use of the 3C’s functionality.

Go To: Detail Trans link

Lists debits and credits that have been applied to the student's account for each posting

Go To: Item Summary link

Displays account information by Item Type per term, the Item Amount and the Item Balance. For example, the amount owed for a particular item with specific due dates.

Go To: Items by Term link

Displays for each term the total payments, total charges and the net balance for the term.

Click on View All link to view additional terms.

Go To: Items by Date link

Displays a custom sortable list of each Item Type by date, with a running total. This is followed by each invoice date and due date.

Go To: Due Charges link

Displays any amounts due according to due date with a running total.

Go To: Payment Plan link

Displays any payment plans that may exist on the student’s account. This also includes third-party contracts linked to the student’s account.

Go To: Anticipated Aid link

Displays anticipated Financial Aid items by term.



Anticipated Aid Details

After selecting the View Anticipated Aid link, the Anticipated Aid Details page will display. The page will list all financial aid by Item Type that is expected to impact the student account.

Account Details

After the selecting the account details link associated with a specific account type on the customer account page, the account details will display for that specific account and term. The account details page will display each transaction within the account type, the original amount of the transaction, and the remaining balance. Associated with each item, there is an Item Details link.

Select the Item Details link to view additional details regarding the payment made toward the item balance.



The following table describes the fields on the Account Details page of the View Customer Accounts component:


Debits Indicates the amount associated with charges and refunds

Credits Indicates the amount associated with payments, waivers, financial aid

Applied Indicates the amount of the credits that has been applied to charges

Unapplied Indicates the amount of unapplied credits, payments, waivers, financial aid not applied to charges or refunds.

Item (Item Type) Item Types are the basic work unit of the Student Financials application. Each item type defines and describes a unique action.



During the setup of items types there is a differentiation between charges (debits) and payments (credits), and how and where payments are to be applied. Item Types are also grouped by classification and configuration will enable student account information to be transferred to the General Ledger.

Class This field would display if there is a course or class fee.

Term The term in which the transaction occurred

Item Status Indicates if the status of the transaction is Active or Inactive

Last Activity Date This date reflects the last date the item was updated. The dates can be found in the Item Details link.

Amount The amount of the Item

Balance The Balance remaining on the item.

Item Details link Displays the detail for each individual item on the student account. The Item Type number and description are displayed as well as the Item Number.

Item Details Page

The Item Details page contains details related to the specific transaction. The page will look slightly different, depending on the type of transaction. Item Details Page—Charge

The following table describes the fields on the Item Details page for a charge:


Item Number Unique, system-generated, 15-digit number that identifies this transaction on the account

Item Amount The amount of the transaction; this is the sum of all ins and outs of the transaction. It does not include any payments against charges.

Applied Amount The amount of a charge that has been paid.

Balance The remaining balance (item amount – applied amount)

Reference Number Extra information that may have been included when the transaction was posted



Item Type The item type used to post the transaction

Details section Shows all in and out transactions related to this particular item. It includes the following:

Sequence number Date posted Effective date Amount

If applicable:

Billed date Due date GL (general ledger) posted date Reference number

Payments Paying this Charge Section

Includes information about the item if it is paid. Item Type Account Number Term Date Amount

Item Details Page—Payment

The following table describes the fields on the Item Details page for a payment, which is labeled “Payment Line Details.” Only those fields that are different from the fields on the Item Details page for a charge are listed.


Applied Amount The amount of the payment that has been applied to charges.

ID Name



Account Split for Payment section

This section will show where the payment has applied. If it has applied across multiple account types and/or multiple terms, it will be displayed here.

Charges this Payment paid section

Includes information about the charges to which the payment has applied.

Item Details Page—Refund

The following table describes the fields on the Item Details page for a refund, which is labeled “Refund Details.” Only those fields that are different from the fields on the Item Details page for a charge and a payment are listed.


Refund Number Unique, system-generated number identifying this individual transaction.

Refund Type of refund (A/P or Payroll)

Refund Status Status of the refund—Posted, Reversed, etc.

Refund Address link Clicking this link will display the address used for the refund.

Check/Voucher Info section

AP Voucher Information: Click this link for information on the voucher created by the AP Refund Interface process.

Gross Refund: Base amount of the refund

Other Deductions: Anything deducted from the refund; used only with Payroll refunding

Net Pay: Gross Refund – Other Deductions

Account Split for Refund section

If the refund included multiple payments over multiple account types and/or terms, that will be displayed here.

Refund Details All payments refunded from this account type and term

ID Name



Chapter 3: Campus Community Campus Community functionality enables a wide range of CUNY administrators, faculty, and staff to manage various aspects of a Student’s Record. Topics included in this chapter provide campus community members with the ability to provide student service in a timely and efficient manner.

Chapter Objectives

To present how to add, update and view:

1. Student data in the Student Services Center 2. Residency Information 3. Service Indicators 4. Student Groups 5. FERPA Control

Topic 1: Student Services Center The Student Services Center provides a comprehensive view of student information. The ability to update information or simply view data is determined by security access. The pages associated with Student Services Center provide a similar view to the Student Center, which is accessed by students using Self Service.

The Student Services Center is a collection of the following components:

Student Center - Displays most of what the student sees in Student Center self service

General Info – Contact Information, Service Indicators, Student Groups

Admissions - Current Status, Previous Education, and Program/Plan

Academics - Academic Program, Term, GPA, and Enrollment data

Transfer Credit - Transfer Courses, Test Credit and other types of Credit

Finances - Student Billing/Account & Financial Aid Information

Objectives

To explain how to:

1. Locate relevant data on each tab of the SS Center 2. Identify links to update student data

Topic 2: Student Services Center: Student Center Tab The student center tab provides administrator with a 360 degree overview of a specific student. Here they can view details of the advisee’s class schedule, service indicators, initiated checklists, enrollment appointments, and personal information.

Step Summary

Navigate to: Campus Community > Student Services Center

1. Enter appropriate search criteria: Empl ID; National ID; or Last Name & First Name



2. Click the Search button.

3. Use the sections detailed below of the Student Center to locate student record details.

Detailed Information ~ Student Center page

Search for Classes: This takes the viewer to a class search page, where you can search the class

schedule for specific class offerings. When you search for a class, and view class details, you can also

see class notes, department or instructor add consent required or pre- or co-requisites placed on that

class. This data is located within the Class Notes, Add Consent Enrollment Requirements section on

Class Details.



Holds : Positive and negative service indicators list with links to details of institution, start term and/or

date, end term and/or date, amount and department that placed the hold.

To Do List: Checklists relevant to this particular student that various units in the campus community may

be using appear here. For example, Admissions, Financial Aid or an academic department may be using

“to do” lists.

Enrollment Dates: Information regarding enrollment dates and student enrollment appointments will

appear here. In addition, you can click on “details” where you can view enrollment dates by session and

term enrollment limits for this student. From the details page you may also choose to “change” to view

enrollment dates for another term.

Advisor: Iif assigned, this displays a student’s assigned advisor. If populated, you can click on “details”

for link to the advisor’s email address.

Academics Section

In the Academics section:

Clicking on will lead to a weekly view of the class schedule

Clicking on My Class Schedule will lead to another view of the student's schedule that includes additional information than displayed in This Week's Schedule.

Clicking on My Planner will lead to a view of the student’s Planner. Students may use the planner to list classes of interest until it is time to enroll for a particular term. Note: The planner will NOT automatically enroll students in classes at any time!



My Class Schedule

Click the other academic dropdown box icon to select any of the following:

Course History: Course History displays a grid of all courses a student has previously taken (including transfer or test credit) plus units and grades.

Exam Schedule: Shows student’s exam schedule for the selected term.

Grades: You can select a term and bire the classes, term GPA and cumulative GPA for the student.

Transfer Credit - Report information: This report displays the classes for which the student has

been given credit from other institutions and tests. This same information exists on the Transfer

Credit tab.

To view the selected information, click the Go icon.



Finances Section

Finances section provides a quick snapshot/summary of student’s account as well as their financial aid

information. Account Summary lists current term balance as well as any future balances due based on

the due date; this does not reflect anticipated aid. Account Inquiry permits a view of all student financial

activity. Financial Aid permits a view of current financial aid as well as any prior year financial aid

received. Once you click on the aid year, the student’s financial aid is displayed by the year then by each

term.

In the Finances section, click the other financials dropdown and then select any of the following:

Account Activity: Shows all of the account activity that has transpired over a fixed period of time. Account activity can include any transactions that have been posted to the student's account, including charges, cash, checks, or credit card payments, financial aid and refunds.

Charges Due: Shows all of student’s outstanding charges and deposits incurred to date, including charge details.

Payments: Shows all of the payments posted to student’s account.

Pending Financial Aid: Shows pending or anticipated aid that has yet been posted to student’s account. Pending financial aid amounts may be viewed by all terms or by specific terms

To view the selected information, click the Go icon.

Personal Information

In the Personal Information section:

Demographic Data : Clicking on “Demographic Data” takes you to a page that displays the student's demographic information (if known) including ID number, gender, date of birth, birth country, birth state, marital status, ethnic group, military status, last four digits of national ID number (SSN), citizenship information, visa or permit data.

Contact Information: A variety of information displays here that may include addresses, phone numbers and email addresses.

Emergency Contact: Click here to view student Emergency Contact info, if the student has entered it.

Topic 3: Student Services Center: General Info Tab The general info page displays detailed personal information for a student. This information includes: service indicators, initiated checklists, student groups, personal data, and national ID. Contact information including addresses, phone and email addresses is also shown.

Step Summary


1. Enter appropriate search criteria: Empl ID; National ID; or Last Name & First Name 2. Click the Search button. 3. Use the General Info tab to locate student record details.




General Info tab

On the Advisee General Info tab view links to summary details related to:

Service Indicators: If the student has a current active service indicator(s) they will display here.

Initiated Checklists: If the student has a checklist(s), it will display here.

Student Groups: If the student is associated with a student group it will display here. Also displayed is current status (active/inactive) in the student group along with the associated effective date.

If a student needs changes made to the (Personal Data, National ID, Name, Address, Phone and Email Address) they may contact the Office of the Registrar for assistance.

Click the Expand All button to expand all sections.

General Info tab – upper portion

Note that the Edit Service Indicator link will bring the user to the Manage Service Indicator pages. Access to this link will be determined by campus security access.



General Info tab – middle portion

Note that the Edit Student Groups link will bring the user to the Manage Student Groups pages.



General Info tab – lower portion

Note that Bio-Demo updates are generally managed between the student and the Registrar’s Office.



Topic 4: Student Services Center: Academics Tab

The academics tab contains an overview of Institution/Career/Program section. Also the Term Summary section with details of academic level and load, classes and statistics displays.

Step Summary


1. Enter appropriate search criteria: Empl ID; National ID; or Last Name & First Name 2. Click the Search button. 3. Use the Academics tab to locate student record details.


Academics tab

View the Academics tab that displays:

Institution/Career/Program section: o Left Column: Institution, active career and program information displays in this column. If

the student has multiple careers/programs, clicking on a program in the left column determines the information that displays in the right column. In many cases, the Expected Graduation Term for a student will be blank. It is important to note that this field will remain blank until the student has applied for graduation. Then the field will be populated with the term for which they have applied to graduate. Requirement Term is similar to the Catalog Year for the student’s requirements.

o Right Column: General information about the student's program & plan, including status, admit term, expected graduation date, approved load, load determination & level determination displays in this column.

Term Summary section: o Left Column: Institution, active career information and terms for which the student has

been term activated displays in this column. You can click on any term in this column and information relevant to that term displays in the right hand column.

o Right Column: General information relevant to the selected term displays here, including whether or not the student is eligible to enroll (in an active program), their primary academic program for that term and their academic standing. In addition you can view level/load information, classes for which they are enrolled (if any) and term statistics (including GPA information).If you have access to “quick enroll” (See Enrollment :

Quick Enroll page for Detailed Information about this function), there is a link

available at the bottom of the “classes” section.



Academics tab – Upper portion



Academics tab – lower portion

Topic 5: Student Services Center: Admissions Tab The admissions tab page displays information including: Institution/Career/Application Number/Program, External Education and Test Summary.

Step Summary




1. Enter appropriate search criteria: Empl ID; National ID; or Last Name & First Name 2. Click the Search button. 3. Use the Admissions tab to locate student record details.

Admissions tab

View the admissions tab that displays:\

Institution/Career/Application Nbr/Program: If an application is on file with admissions, this information will display including Applicant Progression. Click the Edit Application Data link (green bar) to access the Application pages.

External Education: Displays institution(s) attended by the student. Click triangle icon to see further information. Click the External Education link (green bar) to access the External Education pages.

Test Summary: If test information (ACT, CPE, SAT, ACT, CPI, TOEFL, GED, REGENTS) is available on the student, a summary of each Test ID will display here. Click the Test Summary link (green bar) to access the Test data pages.


Following are screen-shots of the Student Center Admissions sections and the pages available through links.

Admissions tab - Upper section

Click the Edit Application Data page to access the Maintain Applications component. Note that access to this link will depend upon security permissions.



Admissions tab – Applicant Progression

Admissions tab – External Education section

The Edit Education Data link leads to the External Education pages.

Admissions tab – Test Summary section



The Edit Student Tests link leads to the Test Results page

Topic 6: Student Services Center: Transfer Credit Tab The transfer credit tab shows the classes that the student has been given credit for because of prior class work in other institutions and tests.

Step Summary


1. Enter appropriate search criteria: Empl ID; National ID; or Last Name & First Name 2. Click the Search button. 3. Use the Transfer Credit tab to locate student record details.


Transfer Credit tab

View the Transfer Credit tab that displays:

Course Credits: An overview of transfer credit appears in this table. Each institution attended displays on the Model page. A summary of the credit transferred displays on the Statistics page. If the credit has been posted to the student’s record, the Model Status will be posted. If it shows as Complete, the credit will be posted when the applicant is admitted and matriculated. Credits that are not in Posted status do not calculate in the student’s earned hours.

Test Credits: Test credits (AP, CLEP, IB) will display if the test credit has been equated to a course.

Other Credits: Other credits will display exemptions or Life time Achievement credit.



Student Services Center – Transfer Credit page

The Detail in the Course Credits area leads to the Transfer Course Entry pages.

The Detail in the Test Credit area leads to the Test Credit Entry pages.



Student Services Center – Transfer Credit page

The Detail in the Other Credits area leads to the Other Credit Detail pages (which includes Exceptions).

Topic 7: Student Services Center: Finances Tab The Student Services Center Finances Tab provides administrators with an overview of a specific student’s financial information with easy access to financial transactions.

Step Summary


1. Enter appropriate search criteria: Empl ID; National ID; or Last Name & First Name 2. Click the Search button. 3. Use the Finances tab to locate student record details.


Finances tab

View the Finances tab that displays:

Tuition Calculation Summary:



o Left Column: Institution, active career and program information displays in this column. If the student has multiple careers/programs, clicking on a program in the left column determines the information that displays in the right column.

o Right Column: General information about the student's finances, including Last Date/Time Tuition was Calculated, Primary Program, Tuition Group, Total Tuition and Fees and Total Waiver displays in this column.

Term Summary section: o Left Column: Campus/Institution displays in this column.

o Right Column: Detailed Information about student’s finances, including Account

Total Balance, Deposit Due, Anticipated Aid, 1098-T data form, Detailed Due Charges, Refunds, Refundable Credits, Bills, Payment Plans and Credit History and Collection displays in this column.

Topic 8: Manually Assign a Service Indicator Service indicators can be used to provide or limit access to services for a student. Service indicators can be used as holds to prevent a student from receiving certain services, or positive indicators to designate special services to be provided. Service indicators consist of one or more impact values that identify the types of specific services that are restricted or provided.

When a service indicator is assigned to an individual, the corresponding negative or positive service indicator button appears on all pages that display the student data. One button can represent one or several service indicators. Click the buttons on any of those pages to navigate to the appropriate details page that display which service indicators and service impacts apply to the individual.

Step Summary

The Manage Service Indicators page can be found by navigating to: Campus Community > Service Indicators > Person > Manage Service Indicators

To view and add service indicators:

1. Enter Search criteria and select the appropriate student.

2. Select an Effect from the drop-down list. The default ALL can be retained. Select an Institution and Click the Refresh button.

3. View the information or click the + or Add a New Service Indicator link to add a new indicator. Click OK.

4. To add a new service indicator, select the appropriate Institution.

5. Select the Service Indicator Code. The viewer will only have access to the specific service indicators associated with their security set-up.

6. Select the relevant Service Indicator Reason Code.

7. Select the appropriate dates for this Service Indicator: Start Term, End Term, Start Date, End Date. A Start Term and Start Date are required. An End Term and Date are not required but are advised in certain situtations, such as with Permit students who will depart the college by the end of a term.



8. Note that the department associated with the service indicator will default to Department field. This does not reflect security access, as individuals outside of that department can have access to manage a particular indicator.

9. It is not necessary to use the following fields: Contact ID, Contact Person. The Place Person ID will automatically populate to reflect the identity of the user applying the Service Indicator.

10. Enter Comment, if desired. Click the OK button. End of Procedure.


When a service indicator is assigned to an individual, the corresponding negative or positive service indicator icon appears on all pages that display that individual’s student data. One icon can represent one or several service indicators. Click the icon on any of those pages to navigate to the appropriate details page which displays the service indicators and associated details.

User ID security determines which service indicators a user can place, remove or view. Service indicators can be placed and removed in batch using Population Selection and other automated processes.

CUNYfirst automatically records the Placed Person ID (EmplID), Placed By (Name), and Department of the person who placed the service indicator.

The Manage Service Indicators Search page

The following table describes the fields on the Manage Service Indicators Search page of the Service Indicators component:



Field Description

ID Enter the student’s EmplID in this field.

Campus ID Enter the student’s campus in this field.

National ID Enter the student’s social security number in this

field.

Last Name Enter the student’s First Name in this field.

First Name Enter the student’s Last Name in this field.

Case Sensitive Click this box to execute a Case Sensitive

search.

The Manage Service Indicators page

Use the Manage Service Indicators page to add, remove or view service indicators assigned to an individual.

Field Description

Service Indicator Code Enter the code for the service indicator to assign to the individual. For example, the service indicator “HON” is used for honors students.

Service Ind Reason Code Enter the reason that you are assigning this service indicator to the individual. Only reason codes that are associated with the specific service indicator on the Service Indicator Codes page are available.

Effective Period



A Start Term and Start Date is required for saving the Service Indicator. The dates can be past/future

dated, if necessary. End Term/Dates are adviseable in cases such as Visiting/Permit students who will

leave the college upon the end of the term.

Field Description

Effective Period and Start / End Term Service impacts associated with a service indicator can be term-based or date-based. They are applied or released based on the start and end information that you enter.

Assignment Details

Field Description

Assignment Details section CUNYfirst will default the department that “owns” this Service Indicator. This linkage does not reflect security access to add, update, or remove the indicator.

Contact ID This is NOT necessary to populate, but it can be used to enter the ID and name of the person to contact with questions about this service indicator.

Placed Person ID Automatically defaults to the ID of the person who created the service indicator.

Comments & Identification



Field Description

Comments This field is currently not mandated to be used by CUNY.

Service Impact Description Use the Service Impact Description page to view details about the impact. Click a code link in the Impact column to access the Service Impact Description page.

Time/User Stamp Upon saving the Service Indicator (Apply/OK), CUNYfirst will update the Date/Time and the EMPL/Name of the User performing this activity.

Topic 9: Manually Release a Service Indicator Individuals can release service indicators if given the appropriate security access. If the “Release” button does not appear on the Service Indicator page, an individual does not have access to perform this task.

Navigate to: Campus Community > Service Indicators (Student) > Manage Service Indicators

When working on any page associated with a student, their service indicator icon will appear on the top of the page. Clicking directly on that icon will bring the user to the Mange Service Indicator page.

Step Summary

To release service indicators:

1. Enter Search Criteria for desired student. Click Search.

2. If desired, select Effect field and Academic Institution to narrow results. Click Refresh for this action to take effect.

3. Click on the appropriate Code to access data for the desired service indicator.



4. On the Edit Service Indicator page, click the Release button. Note: The Release button will only appear if the user has security access to remove that specific service indicator.

5. Click OK. End of Procedure.


Edit Service Indicator page – Release Button

Topic 10 :Edit a Service Indicator Service Indicators can be edited at any time. A common reason to edit a service indicator would be to add

an expiration date by using the End Term and End Dates fields.

Step Summary

To edit service indicators:

1. Follow the above navigation and enter the desired information into the Empl ID field.

2. Click the Search button and select the appropriate student.

3. Select the Service Indicator for editing.

4. Add or update the relevant data.

5. Click OK. End of Procedure.




Topic 11: View Service Indicator Audits CUNYfirst maintains an audit history that indicates who applied which service indictors to which individuals, including add, change, and delete history. Use the Service Indicator Audits page to view a history of the service indicators that a person has assigned to records in your system.

Step Summary

The Audit Service Indicators page can be found by navigating to: Campus Community > Service Indicators (Student) > Audit Service Indicators

To audit service indicators:

1. Follow the above navigation to reach the Audit Service Indicators page.

2. Enter the ID or use any of the desired search criteria fields to find the appropriate person.

3. Click the Search button to view all service indicators applied to that person.


The Audit Service Indicators Search page

Use the Audit Service Indicators page to view an individual's service indicator history, including the date and time when a service indicator was added or deleted and the ID that added or deleted it.



The Audit Service Indicators - Assignment tab

The following table describes the fields on the Audit Service Indicators page of the Service Indicators component:



Field Description

Service Indicator Code The short code that applies to the action taken on this service indicator. I.e.: NC is for Non-Compliant

Immunizations. Action The short code that applies to the action taken on

this service indicator. I.e.: A is for Add.

Audit Service Indicators – ID Data tab

Audit Service Indicators – Date/Time tab

Clicking the expand symbol next to Date/Time will show data from all tabs in one line.

Topic 12: Assign Service Indicators in Batch

Step Summary

The Mass Assign Service Indicators page can be found by navigating to: Campus Community > Service Indicators (Student) > Mass Assign

To Mass Assign Service Indicators:



1. Navigate to the Mass Assign page.

2. Click Add a New value to create a new run control ID. If one has already been created, skip this step and click on Preview Selection Results prior to running this query.

3. Check the Population Selection box.

4. Use the PS Query Selection Tool.

5. Enter prompt criteria for the query in Edit Prompts including Institution, Student Indicator Code, Reason.

6. Check System Date field if current date is starting date of Service Indicator.

7. Enter Start Term (0000) – service indicator will take effect as soon as assigned.

8. Enter Start Date if not using the Check System Date field.

9. Department will default from Service Indicator setup.

10. Option to click on Preview Selection Results to view students who will receive this service indicator.

11. Click the Run icon.

12. Click OK.

13. Click on the Process Monitor Tab to check the status

14. The Process List Tab should eventually show the status Success. If a process status of Error or Queued appears for a long time, contact the Help Desk.




The Mass Assign Page



Topic 13: Student Groups The Student Groups functionality permits grouping of students based upon a common criteria (ex:

students with disabilities, honor students, college now students). Correct placement in a Student Group is

essential as many key processes are run on the basis of a student group, such as assigning enrollment

appointments and calculating tuition.

Once students are assigned to a group, they will have associated student groups pages throughout their career at CUNY. Though their status may change from Active to Inactive, the student group record will remain available.

Campus administrators, faculty, and staff must be provided access to specific student groups in order to add and edit a student’s relationship to that group. A student may be assigned to multiple groups at multiple colleges. A batch process is available to assign students to groups via an uploaded file.

Objectives

To explain how to:

1. Add a student to student group 2. Inactivate a student in a student group 3. View students in a student group 4. Create a new student group

Topic 14: Add Student to Student Group Individuals must have access to specific student groups to be able to add and update student groups.

Step Summary

The Student Groups page can be found through the following navigation paths:

Student Admissions > Application Entry > Academic Information > Student Groups

Records and Enrollment > Career and Program Information > Student Groups

Campus Community > Student Services Center > General Info Tab

Please note that the following Student Groups may be imported from the CAS data load.

Field Description



Field Description

The CAS Load Process will create the following Student Groups if data is present.

CLIP (Immersion)

ESL

SEEK

CD

DAY

EVE

WKDN (weekend)

To add a student group to a student:

1. Follow the navigation above to access the Find an Existing value page.

2. Search by Academic Institution and ID and select the appropriate student.

3. Enter the appropriate data for the student including Academic Institution, Student Group, Effective Date, Status (defaults to active), and Comments.

4. Click Save.

5. Last Update Date/Time, Updated By, and Type will be populated.

6. If necessary, click the Add a New row button next to Academic Institution and repeat.


Student Groups will be maintained throughout the student's tenure at the college. There may come a time when a student is no longer a member of a group. To indicate that the student is no longer in the group, use the Add a Row button to add an effective dated row and change the status to Inactive.

The Student Groups page

Use this page to activate, inactivate, or delete a student from a student group.

Note that the top portion of this page shows there are two pages of data, which means this student belongs to two student groups.

The two pages of data in the lower portion are related to the status of this particular group. Please refer to Inactivating a Student Group for instruction in this area.



This page (2 of 2) shows the information pertaining to the second student group for the same student. The area below is associated with this student group.

The following table describes the fields on the Student Groups page of the Application Entry component:

Field Description

Student Group Enter the appropriate student group for this student.



Field Description

Effective Date Enter the date the assignment to the group takes effect.

Status Enter Active or Inactive.

Comments Enter comments for reference about the student group.

Last Update Date/Time Displays the date and time the record was updated.

Updated By Displays the user ID responsible for updating the student group.

Type Indicates whether the record was processed manually or by mass update. When updated through the mass process, the program name appears.



Topic 15: Inactivate a Student in a Student Group It is a best practice to add an effective dated row and inactivate a student’s membership in a student group to preserve student group history.

Step Summary

The Student Groups page can be found by navigating to: Student Admissions > Application Entry > Academic Information > Student Groups

To inactivate a student group for a student:

1. Follow the navigation above to access the Student Groups page.

2. Enter the appropriate Search Criteria, click the Include History checkbox, and click Search.

3. Select the appropriate Student Group to inactivate.

4. Click the Add a New Row icon in the lower portion of the Student Groups page. The top portion of the Student Groups page enables individuals to add a new Student Group to the student’s record.

5. Enter the Effective Date for Inactivation

6. Use the status pull-down menu to select the Inactivate Status.

7. If desired, enter relevant Comments.

8. Click the Save button.


This page shows the student as Inactive at a future date.



The following table describes the fields on the Student Groups page of the Academic Information component:

Field Description

Student Group Displays the student group to which the student is assigned.

Effective Date Displays the date the assignment to the group takes effect.

Status Select Inactive from the drop down list.

Comments Displays comments about the student group.

Last Update Date/Time Displays the date and time the record was updated.

Updated By Displays the user ID responsible for updating the student group.

Type Indicates whether the record was processed manually or by mass update. When updated through the mass process, the program name appears.

Topic 16: View Students in Student Group Use this page to display all students in a particular student group. Note that users will only view groups to which they have been given access.



Step Summary

The View Student Groups by Student page can be found by navigating to: Records and Enrollment > Career and Program Information > Student Groups

To view students in a student groups:

1. On the View Student Groups by Student search page, enter the appropriate search criteria.

2. Click Search.

3. Select the Institution and Student Group.

4. If desired, narrow results using the Select Effective Dates field or the Range Selection field.

5. If the additional fields were used, click the Get Results button.

6. Select the Details link to view student group details for a single student.


The View Student Groups by Student page

Search Results



The following table describes fields on the View Groups by Student page:

Field Description

Select Effective Dates Enter the type of effective dates to view. Values are:

All: Returns all student groups and displays all

effective-dated rows for each group.

Most Current (Any Status): Returns all student groups and displays only the most current effective-dated row, regardless of status.

Most Current Active: Displays the most current active

student group row.

Most Current Inactive: Displays the most current

inactive status for a student group row.

Get Results Click to view the list of student groups that match the selected effective date search criteria.

Search Results



The following table describes fields on the View Groups by Student page:

Field Description

Select Effective Dates Enter the type of effective dates to view. Values are:

All: Returns all student groups and displays all effective-dated rows for each group.

Most Current (Any Status): Returns all student groups and displays only the most current effective-dated row, regardless of status.

Most Current Active: Displays the most current active student group row.

Most Current Inactive: Displays the most current inactive status for a student group row.

Get Results Click to view the list of student groups that match the selected effective date search criteria.



Unit II: Tuition Calculation

Unit Introduction Prior to running the Tuition Calculation process, setup is necessary to establish the appropriate parameters. This includes the establishment of tuition groups, criteria, term fees, and course and class fees. The Office of the Bursar will execute the process of Tuition Calculation throughout a term. This will update student accounts to reflect tuition and fees for the term in which the student is enrolled. Tuition Calculation can be run via a batch process, with regularly scheduled dates and times as established by CUNY policy. It can also be run on an ad hoc basis by the Bursar staff for an individual student.

A batch process will update multiple student accounts at one time.

The Tuition Calculation process will be executed automatically each night for students who have had enrollment activity or student record updates during the business day, if the process has not already been kicked off automatically by viewing the student’s account. For example, if a student is enrolled for 15 credits and decreases enrollment to 6 credits, tuition calculation will automatically run that night in order to update the tuition and fees associated with the decreased enrollment. However, if in the meantime either the student views his account in the Student Center or a staff user views the student’s account, Tuition Calculation will automatically be triggered at that time.

Additionally, Tuition Calculation will be run in batch over the weekend for all students.

Bursar staff can generate the Tuition Verification Report and the Tuition Calculation Error Report to validate calculations for all students each term. The Tuition Verification Report will generate a list of all students who are enrolled but do not have tuition charges on their account. After generating the initial list and reviewing the list, the tuition calculation process is run again. The list is then generated again and compared with the first.

Unit Objectives Upon completion of this course, users will be able to:

1. Understand how tuition calculation parameters are established prior to calculating tuition 2. Understand the process of calculating tuition in batch 3. Understand the process of calculating tuition for an individual student 4. Generate and understand how to review the Tuition Verification Report and Tuition Calculation

Errors Report



Chapter 1: Tuition Calculation Maintenance Maintenance on tuition calculation values needs to occur if additional fees, tuition groups, and/or minimum/maximum fees are identified. New values will be set up by Bursar staff and should be tested to ensure accuracy.

Refer to Processing End of Term Activities for detailed information on how to roll over or copy existing fee values for a new term.


1. The process to manage and maintain the tuition calculation components of criteria, tuition groups and term fees

Topic 1: Criteria In order to tie tuition and fees to students based on specific logic such as Academic Career, Academic Program, Academic Plan, etc., Criteria are established. Criteria might be as simple as a single variable, such as Academic Program, or they could involve multiple variables, such as Academic Program and Academic Level and Residency.

Procedure

The Criteria component can be found by navigating to: Set Up SACR > Product Related > Student Financials > Tuition and Fees > Criteria

Step Summary

To add criteria:

1. Enter the college Business Unit 2. Enter Criteria such as the Effective Date, Description, Long Description, and Status. 3. Select the Criteria Type. 4. Select the Criteria Details tab. 5. Select value under “How Specified.” 6. Enter the Tree Information, if applicable, or enter the Operator and Value/Node.


Criteria On the Criteria page, enter the criteria description and long description. Select the Criteria Type.



The following table describes the fields important to the Criteria page.


Effective Date Enter the date on which the criteria will become active. Make sure, if you are making a change to criteria, that the effective date is less than or equal to the first day of the term for which the criteria should go into effect.

For initial configuration, the effective date for criteria was established as 01/01/1901. Format is MM/DD/YYYY.

Description Name of the Criteria

Long Description Detailed text describing the Criteria

Criteria Type Select one of two criteria types. Choose from:

Trigger Criteria: Select to define a criterion for a Term Fee or Waiver.

Tuition Group Criteria: Select to define a criterion for a Tuition Group.

Criteria Detail On the Criteria Detail page, select the description related to the variable used to define criteria. Select a value under “How Specified” to determine how the variable selected in the description will be matched to a student. If Selected Tree Nodes is selected in the “How Specified” field, enter the Table Set, Tree Name, and Level Name. More often Selected Detail Values is selected. Select an Operator and a Value. In this example, the Description is “Student Group,” and the value selected in the Value/Node field is SCIT to indicate Senior Citizen.



The following table describes the fields important to the Criteria Details page of the Criteria component.


Description Select a variable related to a student's characteristics for a particular term. CUNYfirst provides system variables that cover most needs. In addition, there are 30 user-defined variables to use. Using these user-defined variables is more difficult because users must know the definition of each variable position.

Selected Detail Values

Select to match the variable with a specific value.

Selected Tree Nodes Select to match the variable using any value within a tree node. When this option is selected, the fields in the Tree Information group box become available.

Table Set, Tree Name and Level Name

Select the table set, tree name and level on the tree (if the tree has strictly enforced levels). After specifying this information, enter a node or nodes to be used for selecting students.

Operator Define the function that the system performs against the value (=, < > , etc.)

Value/Node If Selected Detail Values was selected in the How Specified group box, enter an explicit variable value. The system edits it against a prompt table if one exists, or the system edits it for valid dates, numbers and string lengths. If Selected Tree Nodes is selected in the How Specified group box, specify a tree node. A tree node is a collection of values that is aggregated under a single node. It is a quick way to specify numerous values. A tree must have the same criteria as its detail value.

Topic 2: Tuition Group Tuition Groups enable institutions to combine large groups of students who are charged, generally, the same set of fees under the same rules. Within the tuition group definition, use adjustment codes, term fee, course list, and waiver definitions to define charges and adjustments (refund rules) to ensure students receive the correct charges based on specified criteria. Student Financials provides flexibility to users as it relates to the establishment of Tuition Groups. Therefore, it is possible to define relatively few tuition groups to control all tuition calculation processes. Students might be assigned to a Tuition Group when they are term activated (not common) or be automatically assigned to the correct group using criteria defined when tuition is calculated.

CUNYfirst also offers the ability to override the system-assigned tuition group on an individual student basis.

Procedure

The Tuition Group component can be found by navigating to: Set Up SACR > Product Related > Student Financials > Tuition and Fees > Tuition Group



Step Summary

To add a Tuition Group:

1. Enter the college Business Unit 2. Enter the description, short description, and long description. 3. Define a Priority. 4. Select a Transaction Fee Code (optional). 5. Select the appropriate values for Tuition Calculation group, Financial Aid Calculation Group and

Lock in Flag field. 6. Click the Adjustment Codes tab. Select appropriate adjustment codes. 7. Click the Criteria tab. Select the Criteria/Equation and Priority. 8. Click the Term Fees tab. Select the appropriate Term Fees. 9. Click the Course List tab. Select the appropriate course lists (optional). 10. Click the Waivers tab. Select the appropriate waivers (optional).


Definition On the Definition page, enter the Description, Short Description, and Long Description. Set the Priority. The Priority is related to all other tuition groups and determines which tuition group takes priority over another tuition group, if a student meets the criteria for more than one. If Late Registration or other enrollment transaction fees are being assessed, select the Transaction Fee Code. Select Tuition Calculation Group, Financial Aid Calculation Group and Lock in Flag fields based on desired definitions.

The following table describes the fields important to the Definition page of the Tuition Group component.


Effective Date Enter the date on which the Tuition Group will become active. Make sure, if you are making a change to a Tuition Group, that the effective date is less than or equal to the first day of the term for which the change should go into effect.

For initial configuration, the effective date for criteria was established as 01/01/1901.




Format is MM/DD/YYYY.

Description

Enter text to describe the Tuition Group.

Short Description Enter text to indicate an identifiable short description associated with the described Tuition Group. For example, this description may be an alpha-numeric or alpha code created by the user to easily identify the Tuition Group.

Long Description Enter text to describe the Tuition Group in greater detail.

Priority If a group of students cannot be categorized into only one Tuition Group, define the preferred tuition group with a higher priority. If a student meets the criteria for two Tuition Groups with the same priority, he/she will be charged tuition and fees associated with both Groups. For example, if the institution offers a combined JD/MBA program, students could be assigned to one of three tuition groups (JD, MBA, or JD/MBA). By setting a higher priority (lower number) for the JD/MBA group, it ensures that students are charged appropriately.

Transaction Fee Code

Search for and select an optional Transaction Fee Code to be associated with the Tuition Group. This is typically how Late Registration Fees are charged. “Transaction,” in this case, refers to an enrollment transaction.

Tuition Calculation Group

Clear the check box to not use this tuition group for actual tuition calculation.

Fin Aid Calculation Group

Select this option to enable this definition to be used for calculating projected fees for financial aid budgets.

Lock in Flag Select this option to lock in a minimum amount of tuition for the group at a specified point in the term.

Adjustment Codes Select Adjustment Codes to determine the withdrawal refund schedules for members of a Tuition Group. Some refund schedules are mandated by a state government or agency or by the federal government. The institution can also devise and apply its own refund schedule. Federal regulations require that refunds for students who have received federal financial aid and who have withdrawn be calculated using the refund table most advantageous to the student. The Adjustment Codes selected on this page do not apply to class drops, only to full term withdrawals.



The following table describes the fields important to the Adjustment Codes page.


Pro-rata Select the adjustment code defined for pro-rata refund calculations. Pro-rata refers to first-time students who are eligible for federal financial aid. This field is required.

Accrediting Agency Select the adjustment code defined to meet the refund requirements of the accrediting agency for students who withdraw.

State Select the adjustment code defined to meet the state refund requirements for students who withdraw and have received state aid.

Federal Refund Select the adjustment code defined to meet federal refund requirements for students who withdraw who are eligible for federal financial aid (not including first-time students. This field is required.

Institution Select the adjustment code defined for the institution for students who withdraw. This is the adjustment code that the system uses if there are no other schedules that supersede it.

Non-SFA Institution (non-federal student financial aid institution)

Select the adjustment code defined for students who withdraw, but do not receive any federal financial aid.

Non-SFA 1st Time

Institution Select the adjustment code defined for students who withdraw, but do not receive any federal financial aid and are attending the institution for the first time (first term).

Non-SFA 1st Time Career Select the Non-SFA 1st Time Career schedule that the institution

applies by career for students who are first-time students in their Academic Career, who do not receive any federal financial aid, and who withdraw.

Default Service Ind/ Reason

Select an optional service indicator and reason to use as default values to place on a student’s record when he/she withdraws.

Service Ind Select an optional service indicator code to apply to the student upon withdrawal. This is typically used to prevent refunding from occurring, as a result of a withdrawal, until the student’s financial aid has been reviewed by the Financial Aid Office. This allows




Financial Aid to make any necessary adjustments to the student’s award before a refund is issued.

Reason Select an optional service indicator reason.

Criteria Select one or more criteria to be used to select students for the tuition group. An Equation may be used as well. At least one Criteria or Equation must be entered.



The following table describes the fields important to the Criteria page.


Criteria/Equation (first)

Select either Use Criteria or Use Equation.

Criteria/Equation (second)

Specify the Criteria or Equations to be used to select students for inclusion in the tuition group. At least one must be selected.

Priority When more than one Criteria or Equation is used, set the order of priority in which they should be considered. This can help with performance. For example, if the majority of your students will be selected by one Criteria/Equation, it usually makes sense to give it a higher priority so that the majority of students do not have to be processed through more than that one Criteria/Equation.

Term Fees Associate all Term Fees that could be assessed to students in this Tuition Group. At least one Term Fee must be entered.

The following table describes the fields important to the Term Fees page.


Fee Code Select Term Fee codes to link to this Tuition Group. Link at least one Term Fee code, but add as many as necessary to cover all possible tuition and fees charges for all members of the Tuition Group.

Include in Pro-rata Calculation

If the withdrawal refund calculation is different for first-time students than for other students, select this checkbox to indicate that the Adjustment Code specified for Pro-rata on the Adjustment Codes page should be used for withdrawal calculations. If this checkbox is left unchecked, the Adjustment Code attached to the Term Fee itself will be used for the withdrawal




calculation.

Include in Withdrawal Calc If this check box is selected, the tuition calculation adjustment process for withdrawals uses the applicable adjustment calendar that is designated on the Adjustment Codes page. If this check box is cleared, the tuition calculation adjustment process for withdrawals uses the adjustment calendar that is defined on the Term Fees — Term Fees page for this specific term fee. In order to use the adjustment calendar associated with the term fee when adjusting tuition on a withdrawal, be sure to include at least one withdrawal reason in the setup of the adjustment calendar specified on the Term Fee.

Lock in Calc (lock in calculation)

Select to lock in charges for this Term Fee at a specified point in the term. This option is available only if the Lock in Calc check box has been selected on the Definition page.

Residency Calc Select to include the Term Fee in tuition residency calculation.

Waivers Click this link to select Waivers to be applied to that Term Fee.

Course Lists Select one or more course lists that should be associated with the Tuition Group. This is optional.

The following table describes the fields important to the Course Lists page of the Tuition Group component.


Course List Select the course list that is linked to the tuition group.

Include in Pro-rata Calc If the withdrawal refund calculation is different for first-time students than for other students, select this checkbox to indicate that the Adjustment Code specified for Pro-rata on the Adjustment Codes page should be used for withdrawal calculations. If this checkbox is left unchecked, the Adjustment Code attached to the Course List Fee itself will be used for the withdrawal calculation.

Include in Withdrawal Calc If this check box is selected, the tuition calculation adjustment process for withdrawals uses the applicable adjustment calendar that is designated on the Adjustment Codes page.




If this check box is cleared, the tuition calculation adjustment process for withdrawals uses the adjustment calendar specified on the Course List Fee setup.

Waivers Enter one or more waivers associated with the Tuition Group. This is optional.

The following table describes the fields important to the Waivers page of the Tuition Group component.


Waiver Code Waiver codes that are linked at this level could apply to all Term Fees and/or Transaction Fees that are attached to the Tuition Group. Waivers assigned at this level are configured with with an Item Type Group, which specifies what Item Types are eligible to be waived.

Topic 3: Tuition Group Priority The Tuition Group Priority component provides a list of all tuition groups, a description of the tuition group, and the priority identified for the tuition group defined by the college. This component is used to confirm and validate that tuition group priorities were entered accurately.

The establishment of Tuition Group priorities is a campus-based decision.

Procedure

The Tuition Group Priority component can be found by navigating to: Set Up SACR > Product Related > Student Financials > Tuition and Fees > Tuition Group Priority

Step Summary

To review Tuition Group Priority:

1. Enter the college Business Unit 2. Review tuition groups.


Tuition Group Priority



Tuition group priority is established in the Tuition Group component and can be viewed on the Tuition Group Priority page. Verify that the priority is correct on the Tuition Group Priority page. If adjustments need to be made, navigate to the Tuition Group component and make necessary changes.

If the Tuition Group Priority is incorrect and/or needs modification, navigate to the Tuition Group Component to make any necessary modifications.

Topic 4: Term Fees Term Fees are the primary unit of assessment within Tuition Calculation. They define the amounts to be charged, the item types to be used to post to student accounts, and the calendars used for adjustments and for setting due dates. Term fees are copied from term to term to facilitate setup for subsequent terms.

New term fees will need to be created if new fees are added.

Procedure

The Term Fees component can be found by navigating to: Set Up SACR > Product Related > Student Financials > Tuition and Fees > Term Fees

Step Summary

To create new term fees:

1. Search for or enter the SetID. Create a fee code. 2. Enter the description and long description. 3. Select the Charge By, Use, and Fee Class. 4. If applicable, select Use Anticipated Units if enrollment exists 5. On the Term Fees page select the appropriate Term and, if applicable, Session. 6. Select the Account Type, Item Type and, if applicable, Anticipated Item Type. 7. Select the appropriate Fee Trigger or Equation. 8. Select the Adjustment Code, Due Date Code, Min/Max Fee Code, Minimum Amount, and

Maximum Amount. 9. Select the appropriate checkboxes for Charge for Wait Listed Class and Track Class pricing. 10. On the Term Sub Fee Codes page, select the appropriate Sub Fee Code, Calculation Option 1

and 2.



11. Enter the Minimum Amount and Maximum Amount. 12. Select the appropriate Matching Criteria Option. 13. On the Term Sub Fees page, select the appropriate Audit Rate specified and Audit calculated

separately. 14. Select the appropriate values based on the selection for the matching criteria options. 15. On the Term Fee Residency page, enter the minimum amount, maximum amount and tuition

residency, if applicable.


Term Fee Codes On the Term Fee Codes page, enter the description and long description. Select the Charge By, Use, and Fee Class fields based on desired criteria. Select Use Anticipated Units if enrollment exists if desired.

The following table describes the fields important to the Term Fees page of the Term Fee Codes component.


Description Insert text to provide a descriptive name for the Term Fee

Long Description Insert text to provide a detailed description for the Term Fee

Charge By Specify how the fee code calculates fees. Values are:

Class: Select this option to reflect charges for the particular term fee that is relative to each class in which the student is enrolled.

Session: Select this option to sum charges for all classes that are

taken within a particular session in the student’s account information.

Term: Select this option to sum charges for all classes that are taken within a particular term in the student’s account information.




Use Select the basis for calculating the fee. Values are:

Anti Units (anticipated units): Select this option to calculate fees based on the number of units in which students typically enroll within a certain academic program. For example, if Fine Arts freshmen are expected to enroll in 15 units, the system calculates the fee on that basis for all freshmen.

Bill Units: Select this option to charge fees based on the actual number of units in which the student is enrolled versus anticipated units.

Fee Class Select a fee class to use for reporting purposes.

Use Anticipated Units if enrollment exists

Select this check box to calculate fees based on anticipated units even if actual enrollment information is available. If this check box is not selected and fees using anticipated units are calculated, the system uses actual enrollment information when it is available.

Term Fees On the Term Fees page, select the appropriate term and session (if applicable). Select the Account Type, Item Type, and Anticipated Item Type, if applicable. Select the appropriate Fee Trigger or Equation. Select the Adjustment Code, Due Date Code, Min/Max Fee Code, Minimum Amount, Maximum Amount. Select the appropriate check boxes from Charge for Wait Listed Class and Track Class pricing.

The following table describes the fields important to the Term Fees page of the Term Fees component.


Copy Term Fee Allows you to copy the Term Fee from one term to another.

Term The term in which the Term Fee applies.




Account Type The account type to which the Term Fee posts.

Item Type The Item Type used to post the charge to the account.

Anticipated Item Type If you selected Anticipated Units in the Use field on the Term Fee Codes page, this field will ungray. Enter the Item Type to be used for posting charges based on Anticipated Units.

Select a different Item Type than the one selected in the Item Type field to distinguish between charges that are based on anticipated enrollment and charges based on actual enrollment.

Fee Trigger You must select either Use Criteria or Use Equation. If you select Use Criteria (the default), you can enter a Criteria code in the following field, or you can leave it blank. If every student who is put in the Tuition Group to which this Term Fee will be attached should be assessed this charge, leave the field blank.

If you select Use Equation, you must enter a value in the following

field.

Adjustment Code Calendar used to adjust students’ charges for this Term Fee when they drop a class. If the Include in Pro-rata/Withdrawal Calc checkboxes are unchecked for this Term Fee on the Tuition Group component, this is also the calendar that will be used for term withdrawals.

Due Date Code Calendar used by Tuition Calculation to set due dates for the charges it assesses.

Minimum/Maximum Fee Code

Code that governs that minimum and/or maximum fees to be assessed by Billing Career, by Academic Year, by Term, by Session, and/or by Admit Term.

Minimum Amount The least amount to be charged for a term fee.

Maximum Amount The maximum amount to be charged for a term fee.

Anticipated Stop Date If assessing by Anticipated Units, enter a date as of which the system no longer uses anticipated units. At this point, the term fee is calculated using actual enrollment (billing) units. If the student has not enrolled in classes by the date specified, the system calculates based on zero units.

Charge for Wait Listed Class

Check if any classes for which a student is wait-listed should be included in the calculation of charges

Track Class Pricing Check this box to have the system keep track of the allocation of this Term Fee among each of the classes in which a student is enrolled. Even if the charge is a flat fee, the system will pro rate the charge for each class, based on the number of enrollment units.

If you have any Third Party Contracts that cover specific courses, Track Class Pricing must be checked so that the Third Party Contract can calculate appropriately.




Exclude classes w/HECS Status

This feature is specific to Australia/New Zealand.

Term Sub Fee Codes Define one or more sub fee codes for a given term fee. Sub fee codes allow multiple charges to be assessed using different course-specific criteria and rolled up into one charge posted to the student’s account. On the Term Sub Fee Codes page, select the appropriate Sub Fee Code, Calculation Option 1 and 2. Enter the Minimum Amount and Maximum Amount. Select the appropriate matching criteria option.

The following table describes the fields important to the Term Sub Fee Codes page of the Term Fees component.


Track Sub Fees Select this option to break down charges by the individual sub fees within the sub fee code. When the check box is cleared, the system sums all sub fee charges.

Sub Fee Code Select the name of the term sub fee. It will default to the same as the Term Fee Code.

Calculation Option 1 This option determines who is charged a term sub fee. All Matching Rows: Select this option if the system assesses the term sub fee against all criteria that match the checkbox options selected at the bottom of the page: Career Specific, Group Specific, Subject Specific, Campus Specific, Location Specific, and Instruction Specific. This is the default value. Most Descriptive Row: Select this option if the system charges the term sub fee for criteria that most closely match the checkbox options selected at the bottom of this page. If Most Descriptive Row value for Calculation Option 1 is selected, select the appropriate specific option(s): Career Specific, Group Specific, Subject Specific, Campus Specific, Location




Specific, or Instruction Mode Specific.

Calculation Option 2 This option determines how the system calculates the term sub fee. Against All Enrollment Units: Select this option if the system charges the students (identified in the Calculation Option 1 field) the term sub fee against all the units in their class load, as long as one class matches the criteria. This is the default value. Against Meet Criteria Units: Select this option if the system charges the term sub fee against only the courses they are taking that match the criteria selected in the checkboxes below.

Minimum Amount The least amount to be charged for a term sub fee

Maximum Amount The maximum amount to be charges charged for a term sub fee

Matching Criteria Options

If Most Descriptive Row for Calc Option 1 and/or Against Meet Criteria Units in Calc Option 2 is selected, define the specific criteria that the courses must match. The following checkboxes enable users to control the application of term sub fees by specifying class characteristics. For example, you might have a class for which 350 USD is charged per unit if it is taught in a classroom by a professor and 275 USD per unit if the class is an independent study using videotaped lectures. By selecting the Instruction Mode Specific checkbox, you can define two term sub fees under a single sub fee code. For students taking the class with a professor, the system charges 350 USD per unit. For students taking the class as an independent study, the system charges 275 USD.

Term Sub Fee On the Term Sub Fees page, if students are to be charged for audited classes, select the appropriate values for Audit Rate Specified and Audit Calculated Separately. Select the appropriate values based on the selection for the matching criteria options. Descriptions for each field appear below.



The following table describes the fields important to the Term Sub Fees.


Audit Rate specified You have the option to use a special rate, if students are to be charged for audited classes. With this option, the tuition calculation process uses the defined audit rate. If the checkbox is cleared, the system applies regular rates to audited classes.

Audit calculated separately

Use this option to calculate audited classes separately from graded classes. If checked, the system charges students only the audit rate for the class. If it is cleared, but the Audit Rate Specified box is checked, the system charges students the audit rate in addition to the regular term fee.

Institution Select the institution to which the term sub fee applies.

Career If the Career Specific checkbox on the Term Sub Fee Codes page is selected, enter the Academic Career of the courses to which the fee

applies.

Academic Group If the Group Specific checkbox on the Term Sub Fee Codes page is selected, enter the Academic Group of the courses to which the fee

applies.

Subject If the Subject Specific checkbox on the Term Sub Fee Codes page is selected, enter the Subject of the courses to which the fee applies.

Campus If the Campus Specific checkbox on the Term Sub Fee Codes page is selected, enter the Campus of the courses to which the fee applies.

Location If the Location Specific checkbox on the Term Sub Fee Codes page is selected, enter the Location of the courses to which the fee applies. Location Specific cannot be selected without selecting Campus Specific.

Mode If the Instruction Mode Specific checkbox on the Term Sub Fee Codes page is selected, enter the Instruction Mode of the courses to which

the fee applies.

Academic Program If the Program Specific checkbox on the Term Sub Fee Codes page is selected, enter the Academic Program of the courses to which the fee

applies.

Unit From and To CUNY will use the fields to define the range of units that are eligible for the term sub fee. The system does not charge the term sub fee for any number of units less than the number in the Units From field or greater than the number in the To field. When populating this field, all possibilities must be considered.

Fee Amount Equation Populate if using an equation to calculate the amount of a term sub fee.

Term Fee Residency On the Term Fee Residency page, enter the minimum amount, maximum amount and tuition residency, if applicable.



The following table describes the fields important to the Term Fee Residency page of the Term Fees component.


Minimum Amount Enter the minimum amounts that a student pays to reach each level of tuition residency.

Maximum Amount Enter the maximum amounts that a student pays to reach each level of tuition residency.

Tuition Residency If CUNY has programs in which students do not have to pay for more than a specified number of terms at full-time equivalency rates, CUNY can use tuition residency to automatically cap the fees.

Topic 5: Minimum/ Maximum Fees Minimum and maximum ranges can be set for any Term Fee. Ranges can be set by session, by term, by

academic year, and by billing career in any combination.

Procedure

The Minimum/Maximum Fees component can be found by navigating to: Set Up SACR > Product Related > Student Financials > Tuition and Fees > Minimum/Maximum Fees

Step Summary

To add minimum and maximum fees:

1. Search for and select the SetID. 2. Create a Min/Max Fee Code. 3. Enter the description. 4. Set the Billing Career Minimum and Maximum values. 5. Set the Academic Year Minimum and Maximum values. 6. Navigate to Minimum/Maximum 2 page and define maximum amounts for the term and session. 7. Navigate to the Minimum/Maximum 3 page and define maximum amounts for the admit term.


Minimum/Maximum Fees 1 Enter the description. If applicable, enter details in the Billing Career Minimum/Maximum section. Select the Institution and Career. Enter the Minimum Amount, Maximum Amount, and Maximum Tuition



Residency. If applicable, enter details in the Academic Year Minimum/Maximum section. Enter the Academic Year, Minimum Amount, and Maximum Amount. The system, by default, sets the student’s billing career to the academic career in the student’s career term record. The tuition calculation process uses the student’s billing career to calculate the student’s tuition. If the student is active in more than one academic career in the same term, consider consolidating tuition calculation and billing under a single academic career. Then point the billing career for all of the student’s career term records to the same academic career. For example, a student might be enrolled in a term as both a graduate student and an undergraduate student. To consolidate tuition calculation to just the undergraduate career, select undergraduate as the billing career for both the student’s undergraduate term record and graduate term record.

The following table describes the fields important to the Minimum/Maximum Fees 1 page.


Description Description of the Min/Max Fee Code.

Billing Career Minimum/Maximum Section

Institution The Institution that includes the career being defined.

Career Billing Career being defined.

Minimum Amount Minimum amount to charge over the course of the student’s membership in the Billing Career.

Maximum Amount Maximum amount to charge over the course of the student’s membership in the Billing Career.

Maximum Tuition Residency

This number represents the level of tuition residency, not the dollar amount that is charged.

Academic Year Minimum/Maximum Section

Academic Year Enter the Academic Year for which minimum and maximum amounts are being defined.

Minimum Amount Minimum amount to charge in the specified Academic Year.

Maximum Amount Maximum amount to charge in the specified Academic Year.

Minimum/Maximum Fees 2 Define the minimum and maximum fee amounts for a term and a session.



The following table describes the fields important to the Minimum/Maximum Fees 2.


Term Academic Term to which limits are being applied.

Minimum/Maximum Amount Minimum and maximum amounts to be charged within the specified Term.

Session Academic Session within the Term to which limits are being applied.

Minimum/Maximum Amount Minimum and maximum amounts to be charged within the specified Session.

Minimum/Maximum Fees 3 If applicable, define a maximum amount for the admit term.

The following table describes the fields important to the Minimum/ Maximum Fees 3 page of the Minimum/Maximum Fees component.


Admit Term Term for which Admit Term maximum amount is being defined.

Maximum Amount Maximum amount to be charged for the term, when it is the student’s Admit Term.

Chapter 2: Tuition Calculation – Batch – Multiple Students The tuition calculation process is required to ensure tuition and fee charges appear on student accounts for each term. Tuition calculation can be run in a batch process, either on an ad hoc basis or on a regular, scheduled basis, to update multiple student accounts at one time. Tuition calculation in batch may be run several times a day during registration and nightly at other times during the term. CUNY business processes



should be followed to ensure compliance with policy related to when the tuition calculation process should be run in batch. To ensure tuition calculated properly, two reports—Tuition Verification Report and the Tuition Calculation Error Report—are run to verify that tuition was calculated for all students registered for greater than zero (0) credit hours.

Chapter Objectives Upon completion of this chapter, users will be able to:

1. Demonstrate the ability to run the tuition calculation process in batch 2. Run the Tuition Verification Report multiple times to assess if tuition calculated for enrolled

students with greater than zero (0) credit hours 3. Run the Tuition Calculation Error Report to complete a comparative analysis used to assess

tuition calculation errors

Topic 1: Tuition Verification Report (Initial Run) In order to determine if tuition is calculated for each student who is enrolled for a particular term, there must be an “initial run” of the Tuition Verification Report. The report is run again after the batch tuition calculation process occurs, in order to compare the initial run with the subsequent run and determine which students should have been calculated but were not.

Procedure

The Verification of Tuition Calc component can be found by navigating to: Student Financials > CUNY SF Report Menu > Verification of Tuition Calc

Step Summary

To run the Tuition Verification Report:

1. Find an Existing or Add a New Run Control ID. 2. Select the Business Unit and Account Term. 3. Select the appropriate Item Type in the From field. 4. Select the appropriate Item Type in the To field. 5. Click Run.

Refer to the CS Reports Appendix for additional steps on running reports and processes.


Verification of Tuition Calc The Verification of Tuition Calc run control page provides the user with report parameters in order to obtain the desired results. Enter the Business Unit and Account Term for which the report should be generated. Define the range of Item Types the report should look for on enrolled students’ accounts, in the From and To fields, in the Item Type Ranges area.



The following table describes the fields important to the Verification of Tuition Calculation page.


Business Unit The business unit for which the report should be generated

Account Term The 4-digit term code for which the process will be run

From The first Item Type in the range the process should look for.

To The last Item Type in the range the process should look for.

After the Tuition Verification Report runs to success, a PDF file will be available for review. The Tuition Verification Report will include:

ID

Name

Career

Enrolled Units

Status: This will say “New!” if the student has been newly identified.

The next step is to run the Tuition Calculation process in batch. After the process is run, the Tuition Verification Report is run a second time. The two Tuition Verification Reports are then compared to determine if the Tuition Calculation process was successful for each student.

Topic 2: Calculate Tuition in Batch – Multiple Students The batch Tuition Calculation process is used to calculate tuition for all students or groups of students. Student Financials will run this process when the institution begins to assess tuition for a specific term, and will schedule it to run on a regular basis.



Refer to the current CUNY Tuition and Fee manual and any other charge/fee-related documentation prior to running the Tuition Calculation process at the start of each term to identify any rate changes, program/plan or residency status changes that need to be made in order to assess all students’ tuition and fees correctly.

Procedure

The Calculate Tuition component can be found by navigating to: Student Financials > Tuition and Fees > Calculate Batch Tuition > Calculate Tuition

Step Summary

To Calculate Tuition in batch for multiple students:

1. Find an Existing or Add a New Run Control ID 2. Select the Business Unit, Run Option, and Select Option. 3. Select the academic career(s), term(s), and academic program(s) if applicable. 4. Click Run.



Tuition for Multiple Students The Calculate Tuition page allows the user to define parameters for running the process. Enter the college Business Unit and select the appropriate Run and Select options. Identify the academic career(s), term(s), and academic program(s) to run the process. If the process will

be run for more than one academic career, term or academic program, click the icon to add additional rows in that area. Click the run button after selecting the parameter criteria to run the process.




The following table describes the fields on the Tuition for Multiple Students/ Batch Tuition page.


Batch ID Prior to running the process for the first time using the particular Run Control ID selected, the system will provide a Batch ID of 999999999999. After the process is run, a unique numeric ID will be assigned to the batch process.

Record the Batch ID. It will be used when the Tuition Calculation Error Report Process is run

Business Unit A business unit is an identification code that represents a high-level organization. For CUNY this business unit represents an Institution or the Central Office. This identification code is alpha-numeric and consists of three letters representing the college/institution followed by a two-digit number.

In CUNYfirst, the last 2-digits will always be “01.”

Ex.: Queens College = QNS01; Baruch College = BAR01

Run Option Select the appropriate Run Option: Calc and Post, Tuition, Waivers: The most commonly used option. Selecting this will cause the process to calculate tuition and any waivers that have been configured to calculate during tuition calculation, and the process will post whatever tuition and waivers have been calculated. Calculate Tuition only (the default selection): This will run the process to calculate tuition but will not post to student accounts. It will not calculate any waivers that have been configured to calculate during the tuition calculation process. This can be used to review calculations prior to posting. Calculate Waivers only: This will run the process to calculate waivers but will not post to student accounts. This can be used to review calculations prior to posting. It will not calculate tuition. Calculate and Post Tuition: This will calculate tuition and post whatever has been calculated. It will not calculate waivers. Post Tuition only: Once the results of running the process using Calculate Tuition only have been reviewed, this option can be used to post the tuition that was calculated. Post Waivers only: Once the results of running the process using Calculate Waivers only have been reviewed, this option can be used to post the waivers that were calculated.

Select Option Specify how students should be selected for tuition calculation: All students: Calculates tuition for all students, regardless of whether or not




tuition calculation is required, as indicated by the Tuition Calc Required flag on the career term record. Required Only: Calculates tuition only for students for whom tuition calculation is required, as indicated by the Tuition Calc Required flag on the career term record.

Academic Career Select an academic career to calculate tuition and fees. Leave this field blank to calculate tuition for all careers limited by run options and select option settings.

Term Enter one or more terms for which tuition should be calculated. At least one term must be entered.

Term codes use the following convention: [1 digit century code] + [2 digit calendar year] + [1 digit term code where 2 = Spring, 6 = Summer, 9 = Fall].

Ex. Fall 2008 = 1089; Spring 2015 = 1152

Academic Program Select one or more Academic Programs to calculate tuition and fees. Leave the field blank to calculate for all eligible students in all academic programs limited by run option and select options settings.

After the Tuition Calculation process is run:

Run the Verification of Tuition Report a second time.

The data of the second Verification of Tuition Report is compared to the data on the initial Verification of Tuition Report in order to determine if tuition calculated successfully and accurately for the expected students.

Follow the steps in Topic 1 to run the Verification of Tuition Report a second time.

Topic 3: Tuition Calculation Error Report Tuition Calculation generates reports to aid in the review of accounts for which the process did not run successfully. These reports should be run and reviewed on a regular basis, consistent with CUNY business process needs, in order to detect and correct tuition calculation errors.

An understanding of the College’s academic structure and the rules for charging tuition, as set out in the CUNY Tuition and Fee Manual, are required.

Procedure

The Tuition Calc Error Report component can be found by navigating to: Student Financials > Tuition and Fees > Calculate Batch Tuition > Tuition Calc Error Report

Step Summary

To run the Tuition Calculation Error Report:

1. Find an Existing or Add a New Run Control ID



2. Select the Batch ID obtained from the bath Tuition Calculation process. 3. Click Run.



Tuition Calculation Errors The Tuition Calculation Errors page is used to specify parameters for the report to use to obtain the required data. Based on the specific Batch ID entered, a Tuition Calculation Error Report will be generated and will provide a list of students for whom Tuition Calculation errored.

The following table describes the fields important to the Tuition Calculation Errors page.


Batch ID Unique numeric ID assigned by the Tuition Calculation process

The Tuition Calculation Error Report will produce a PDF file with a list of students for whom tuition calculation could not run.

If errors are found, the Office of the Bursar will need to troubleshoot. This could include communicating with other offices such as the Registrar’s Office. Once the problem is resolved, the student will get picked up again in the next back Tuition Calculation run.

Chapter 3: Calculate Tuition – Individual Student Tuition can be calculated for an individual student on an ad hoc basis by Bursar staff.

Chapter Objectives To explain how to:

1. Calculate tuition for an individual student

Topic 1: Calculate Tuition - Individual Student Bursar staff can calculate tuition for an individual student for a specific term and academic career on an ad hoc, as-needed basis. Students should have tuition calculated or recalculated if there is a change to their registration, academic program, academic plan, residency, etc.



Procedure

The Tuition Calculation component can be found by navigating to: Student Financials > Tuition and Fees > Tuition Calculation

Step Summary

To Calculate Tuition - Individual Student:

1. Search for and find the desired student. 2. If applicable, select desired fields to override. 3. Click Calculate Tuition and Fees button.


Tuition Calculation After searching for and finding the desired student, the Tuition Calculation page will display. Verify the following values for accuracy: Academic Career, Institution, Term, and Primary Program. If applicable, select the appropriate checkboxes to override billing units and/or initial enrollment fee (Transaction Fee for late registration). If the Tuition Group is to be overridden, search for and select the applicable group.

Pay special attention to the Override Initial Enrollment Fee (Override Init Enrl Fee) field in the event that students are eligible for a waiver of this fee. If it is determined a student does not need to pay the fee through a petition process or other business process, check this checkbox and recalculate tuition. The charge is reversed on the student account.

Select the Calculate Tuition and Fees button to calculate tuition for an individual student.

The following table describes the fields that are important to the Tuition Calculation page.


ID 8-digit, system-generated, unique identifier assigned to the student

Academic Career The Academic Career in which the student is term-activated




(Undergraduate, Graduate, Law)

Academic Information link View enrollment and limited personal information for a given student. On the Academic Information page, verify information about the student’s Academic Career, Program, Residency, Enrollment Units, Academic Level, and Academic Load for each term.

Additional links such as Academic Plan and Enrollment in the Academic Information component provide additional information regarding the students’ academic record.

Display Student Accounts View the student’s account

Term A 4-digit, numeric code

Term codes use the following convention: [1 digit century code] + [2 digit calendar year] + [1 digit term code where 2 = Spring, 6 = Summer, 9 = Fall].

Ex. Fall 2008 = 1089; Spring 2015 = 1152

Primary Program Academic Program in which the student is term-activated

Business Unit A business unit is an identification code that represents a high-level organization. For CUNY this business unit represents an Institution or the Central Office. This identification code is alpha-numeric and consists of three letters representing the college, followed by a 2-digit.

In CUNYfirst Campus Solutions, the last 2-digits will always be “01.” Ex.: Queens College = QNS01; Baruch College = BAR01

Billing Career Usually the same as the Academic Career

Campus Home campus of the student

Override Billing Units Select to calculate tuition based on manually entered number of units

Projected Billing Units Enter the number of projected billing units if different from the billing units established as part of the tuition calculation process.

Override Init Enrl Fee (Override Initial Enrollment Fee)

Select to override an initial enrollment fee (late registration fee).

Override Init Add Fee (Override Initial Add Fee)

CUNY will not use at this time.

Tuition Residency Tuition residency calculated for the student. Override the value and calculate it again to post the changed amount.

Override Tuition Group Enter a tuition group other than the one to which the student is already assigned. To calculate the student's tuition using this page, the system uses the tuition group entered in this field instead of the system-assigned group.

Tuition Calc Required The system displays the value of this field on the student’s career term record.

Tuition Group Indicates the tuition group in which the student was placed in the




most recent calculation of tuition.

Tuition Calc Date Time Displays the last time tuition was calculated for the student.

Calculate Tuition and Fee Button

Click to run the tuition calculation process.

Display Tuition and Fees Link

Provides a breakdown of all of the term fees (i.e. tuition & fee charges) that could have been charged to the student, as well as which charges were actually incurred by the student for the term. There are additional tabs in this component which will provide greater detail regarding the student’s charges.

Display Errors/Warnings Link

Provides a breakdown of Tuition Calculation errors, warnings and messages encountered during the Tuition Calculation process.

Bursar staff will use this link to identify Tuition Calculation errors and troubleshoot these errors as necessary.

Display Tuition and Fees On the Tuition Calculation page, click the Display Tuition and Fees link to view the term fees (i.e. tuition & fee charges) that could have been charged to the student, as well as which charges were actually incurred. Each tab on this page displays additional details about each term fee. Tuition and Fees 1

The following table describes the fields that are important to the Tuition and Fees 1 tab.


Account Nbr Account Number where the charge was or would be posted

Item Type Item Type associated with the Term Fee, used to post the charge to the student’s account

Description Description of the Item Type

Amount Amount calculated for the student




Tuition Group Tuition Group to which the Term Fee is attached



Tuition and Fees 2



Fee Code Term Fee code

Course ID If fee is due to Course or Class Fee, Course ID is listed here

Session Session of the course or class for the Course/Class Fee

Class Number If fee is due to Course or Class Fee, Class Nbr is listed here

Course List If fee is due to Course List Fee, Course List is listed here

Trans Fee Code If fee is due to Transaction Fee, Trans Fee Code is listed here

Tuition and Fees 3



Waiver Group If a Waiver was applied to a Course/Class/Course List Fee, the Waiver Group will be listed here.

Waiver Code If Waiver was applied, Waiver Code will be listed here

Due Date Code Billing and Due Calendar associated with Term Fee

Adjustment Code Adjustment Calendar associated with Term Fee; displayed if drop or withdrawal calculation was done

Adjust Reason Drop Reason or Withdrawal Reason used to calculate adjustment

Refund Percent Based on Adjustment Calendar, what percentage refund granted for the Term Fee



Tuition and Fees 4



Institution College

Billing Career Academic Career used for Tuition Calculation purposes; usually the same as Academic Career

Academic Career Academic Career for which student was calculated

Student Career Nbr Academic Career number

Academic Program Academic Program for which student was calculated

Academic Year Academic Year in which calculation Term contained

Academic Information On the Tuition Calculation page, click Academic Information to view academic information about a student. Continue to drill further into the academic record to view the student’s academic plan or enrollment for a particular term.

Calculation Messages On the Tuition Calculation page, click Display Errors/Warnings. The Calculation Messages page will display messages, warnings and errors related to the most recent calculation. Rows under the category of Message or Warning indicate that the process was unable to locate a fee for a particular item. For example, row 2, “Warning, Unable to find Class Fee/Course Fee setup” indicates that the tuition calculation process was not able to locate a class or course fee for the class, for this term. There is no fee



associated with the classes for which this student is registered, so the warning is simply alerting the user to this fact and is not a problem. If the Error/Warning column indicates that there is an Error, the problem should be investigated.

Student Accounts Click Display Student’s Accounts on the Tuition Calculation page to view all account activity, regardless of term or type of transaction, on the student’s account. In the example below, the student has Miscellaneous Fees and Tuition on the account.

Account Details



Click Account Details on the Student Accounts page to view details of a specific account type and term. In the example below, the student has MISC FEES for 2008 Fall Term. The specific charges are a Change of Program Fee and a Late Registration Fee.

Chapter 4: Validation Sticker Report The Validation Sticker Report produces a list of all students who are paid in full for the term.


1. Run the Validation Sticker Report.

Topic 1: Validation Sticker Report The Validation Sticker Report produces a list of all students who are paid in full for the term. The sticker allows access to various campus services. The report output values include name, local mailing address, student ID, and term. Each college will determine the specific date this report will be run each semester, but in general it will be run toward the beginning of each term to determine who has paid in full so students will be able to receive the validation sticker. Once the initial validation stickers are distributed, the report will be run as needed.

Procedure

The Validation Sticker Report component can be found by navigating to: Student Financials > CUNY SF Report Menu > Validation Sticker Report

Step Summary

To run the Validation Sticker Report: 1. Find and Existing Run Control ID or Add a New Run Control ID. 2. Select the Business Unit and Account Term. 3. Enter the Max Balance. 4. Select the “Student Activity Fee” item type for From and To fields. 5. Click Run.


Validation Sticker Report



On the Validation Sticker Report run control page, select the desired Business Unit and Account Term. Enter the Max Balance to indicate the maximum balance that a student can have on his or her account and still appear on the report (i.e. still be eligible for a validation sticker). Select the Item Type Range that includes the “Student Activity Fee.” Click Run. Navigate to the Report Manager to view the report. Additional details about Run Controls can be found in Appendix A.

The following table describes the fields important to the Validation Sticker Report page.


Business Unit Business Unit for which the report is being run

Account Term Term for which the report is being run

Max Balance Maximum outstanding balance on all item types in range to still qualify for sticker

From/To Range of item types to be considered to determine if student is eligible for sticker

Validation Sticker Report The validation sticker report includes details about students eligible for the validation sticker.



Unit III: Generate Student and Corporate Bills

Unit Introduction The Student Financials student and corporate billing components allow Bursar staff to generate and print bills and invoices. Prior to generating and printing bills and invoices, Bursar staff—based on security—has the ability create messages that will appear on bills by defining message categories and billing messages. After managing and maintaining message categories and billing messages, Bursar Staff can then generate and print bills and invoices for student and corporate customers. The billing components allow Bursar staff to provide students and corporate customers with a list of charges and payments that have been applied to their accounts. Bills and invoices are produced in PDF format.

The distribution mechanism for bills and invoices is a campus-based decision. Students have the ability to view a list of charges and payments via self-service in the Student Center.

Unit Objectives To present how to:

1. Create message categories and billing messages 2. Generate student and corporate bills/invoices 3. Print student and corporate bills/invoices

Chapter 1: Billing Maintenance Student Financials supports the creation and organization of messages which appear on student and corporate bills. This is accomplished by defining message categories and billing messages. Message categories enable tracking and organizing billing messages that relate to one type of action or account. All billing messages are then linked to a message category for tracking and organizing student and corporate bills Messages on student and corporate bills can provide information to students and vendors on any number of things, including past due payments, potential fines and/or penalties, and how bills are calculated. Messages can be linked to an item type, to an aging set, to a business unit, or to an individual customer.

Chapter Objectives To provide information on:

1. Creating message categories 2. Creating billing messages 3. Creating item type messages 4. Creating business unit messages 5. Creating aging set messages 6. Creating student messages 7. Creating corporate messages



Topic 1: Create Message Categories Message categories are created to organize the messages that are defined for the billing process. Messages appear on an invoice to indicate any message that the college decides to communicate to students and/or corporate customers.

Procedure

The Message Categories component can be found by navigating to: Set Up SACR > Product Related > Student Financials > Billing > Message Categories

Step Summary

To add Message Categories:

1. Select the SetID. 2. Enter a message category. 3. Enter the Description and Short Description.


On the Message Categories search page, select the SetID for the campus. Then enter the Message Category, which is a three-character, alpha-numeric code.

Determining the Message Category naming convention is a campus-based task.

On the Message Categories page, enter the effective date, description and short description for the category.

The following table describes the fields important to the Message Categories page.


Description Informational description of the message category

Short Description Informational short description of the message category



Topic 2: Create Billing Messages Billing messages appear on the student or corporate bill. Once billing messages are created, they are

attached to a range of item types, a business unit, an aging set, an individual student, or an individual

corporation. Additionally, messages that don’t fit into one of these categories can be created and attached

to the billing standard request.

Procedure

The Billing Messages component can be found by navigating to: Set Up SACR > Product Related > Student Financials > Billing > Billing Messages

Step Summary

To add Billing Messages:

1. Select the appropriate SetID. 2. Select the Message Category. 3. Enter the desired Message Text and Keywords.


Billing Messages On the Billing Messages search page, enter the desired SetID and, if you are creating a new message, leave the Message Number at 99999. This indicates the system will assign the number when the new message is saved. On the Billing Messages page, verify the appropriate Effective Date and Status. Select the desired Message Category to associate with the new message. Enter the Message Text and any desired Keywords. Keywords will help in searching for billing messages.

The following table describes the fields important to the Message Categories page.


Message Category Message category to associate with the message

Message Text Text that will appear on bill

Keywords Keywords to assist when querying for billing messages



Topic 3: Create Item Type Messages Messages can be attached an Item Type or range of Item Types. Item Type Messages will appear on the

bill only if an item type in the specified range appears on the bill. For example, “You have been charged a

library fine. Please contact the library directly for questions.”

Procedure

The Item Type Messages component can be found by navigating to: Set Up SACR > Product Related > Student Financials > Billing > Item Type Message

Step Summary

To add Item Type Messages:

1. Select the desired Business Unit, Item Type From and Item Type To. 2. Select the Message Number.


To add a new item type message, select the desired Business Unit, Item Type From and Item Type To on the Item Type Messages search page. On the Item Type Messages page, verify the appropriate effective date and status. Select the Message Number you wish to attach to this range.

The following table describes the fields important to the Item Type Messages page.


Message Number Number associated with the message created in the Billing Message component.

Message Text Text that will appear on the bill of anyone being billed for an Item Type in the specified range



Topic 4: Create Business Unit Messages Messages linked to a Business Unit appear on all bills generated by that Business Unit.

Procedure

The Business Unit Message component can be found by navigating to: Set Up SACR > Product Related > Student Financials > Billing > Business Unit Message

Step Summary

To add Business Unit Message:

1. Enter the Business Unit. 2. Select the Message Number.


Business Unit Message To add a new Business Unit Message, select the desired Business Unit on the Business Unit Message search page. On the Business Unit Messages page, verify the appropriate effective date and status. Select the Message Number you want to associate with this Business Unit. Bills created by the selected Business Unit will include this message.

The following table describes the fields important to the Business Unit Messages page.


Message Number Number associated with the message created in the Billing Message component

Message Text Text that will appear on the bill of anyone being billed in the specified Business Unit



Topic 5: Create Aging Set Messages When a bill is generated for a customer whose account aging shows a balance in a past due category, the system can be configured to include a message on the bill based on the number of days the account is past due. Attach only one message per Aging Category. The message associated with the oldest Aging Category on a customer's account is the one that appears on the customer's bill.

Procedure

The Aging Set Messages component can be found by navigating to: Set Up SACR > Product Related > Student Financials > Billing > Aging Set Messages

Step Summary

To add Aging Set Messages:

1. Select the desired Business Unit, Aging Set and Aging Category. 2. Select the Message Number.


Aging Set Messages To add a new Aging Set Message, select the desired Business Unit, Aging Set and Aging Category on the Aging Set Messages search page. On the Aging Set Messages page, verify the appropriate effective date and status. Select the Message Number you wish to attach to this Aging Category. Bills for accounts with balances in the selected Aging Category will include this message.

The following table describes the fields important to the Aging Set Messages page.


Message Number Number associated with the message created in the Billing Message component

Message Text Text that will appear on the bill of anyone being billed with a balance in the selected Aging Category



Topic 6: Create Customer Message When a bill is generated for a student, the Billing Message linked appears on the bill of that student only.

Procedure

The Customer Message component can be found by navigating to: Set Up SACR > Product Related > Student Financials > Billing > Customer Message

Step Summary

To add Customer Messages:

1. Select the desired Business Unit and ID. 2. Select the Message Number.


Customer Message To add a new Customer Message, select the desired Business Unit and student ID on the Customer Message search page. On the Customer Messages page, verify the appropriate effective date and status. Select the Message Number you wish to appear on the bill for the selected student.

The following table describes the fields important to the Customer Messages page.


Message Number The number associated with the message created in the Billing Message component.

Message Text Text that will appear on the bill of the selected ID



Topic 7: Create Corporation Messages When a bill is generated for a corporate account (External Organization), the Billing Message linked appears on the bill of that External Organization only.

Procedure

The Corporate Messages component can be found by navigating to: Set Up SACR > Product Related > Student Financials > Billing > Corporation Messages

Step Summary

To add Corporate Messages:

1. Select the desired Business Unit and External Org ID. 2. Select the Message Number.


Corporation Messages To add a new Corporation Message, select the desired Business Unit and External Org ID on the Corporation Messages search page. On the Corporation Messages page, verify the appropriate effective date and status. Select the Message Number you wish to appear on the bill of the selected corporate customer (External Org ID).

The following table describes the fields important to the Corporate Messages page.



Message Text Text that will appear on the bill of the selected ID



Topic 8: Add a Message to Billing Standard Requests The Billing Standard Request is a set of parameters used by the billing process to select accounts for billing as well as the specific transactions to be billed. Messages can be created and attached to the Billing Standard Request, if the messages don’t fall into the Item Type, Business Unit, or Aging Set Messages categories.

Procedure

The Billing Standard Request component can be found by navigating to: Set Up SACR > Product Related > Student Financials > Billing > Billing Standard Request

Step Summary

To add messages to the Billing Standard Request:

1. Select the desired SetID and Billing ID. 2. Navigate to the Messages page of the Billing Standard Request component. 3. Select the Message Number.


Billing Standard Request To add a message to the Billing Standard Request, select the desired SetID and Billing ID on the Billing Standard Request search page. Once in the Billing Standard Request component, verify the appropriate effective date and status. Navigate to the Messages page, and select the Message Number you wish to add. The selected message will appear on each bill generated using the selected Billing ID.

The following table describes the fields important to the Billing Standard Request Messages page.



Message Text Text that will appear on bills generated using the selected Billing ID



Chapter 2: Student Bills Institutions should submit a clear and accurate bill to every customer. The CUNYfirst billing feature offers great flexibility when generating bills. The system can create a single bill for one customer or a batch of bills for several customers at once. Also, the campuses can determine the messages that appear on bills. Establish one or more Billing Standard Requests that enable users to create bills repeatedly using the same parameters. CUNYfirst makes a distinction between an “invoice” and an “account statement.” Throughout this chapter, the term “bill” will be used to refer to a set of billing data for a student or a corporation that resides in the database.

Chapter Objectives To present how to:

1. Create billing requests 2. Generate and print invoices

Topic 1: Create Student Billing Request A Student Billing Request is a request to the CUNYfirst system to generate bills for students. Bills are generated on a schedule established by CUNY policy. CUNYfirst offers three Bill By Options when creating new Billing Requests. Selecting a Bill By Option is required for each Billing Request created. The options are: Bill One ID, Bill Range and Bill All Not Yet Billed. The Bill By Option selected specifies whether the billing process bills one specific student, all students meeting certain criteria of the Billing Standard Request, or only those students for whom a bill has not been generated. The table below shows the selection criteria from the Billing Standard Request that will be used for each Bill By Option.

Selection Criteria Bill All Not Yet Billed Bill Range Bill One ID

Last Name X X

Account Type X X X

Account Term X X X

Not Billed Since X X

Transaction Date X X X

Service Impact X X

Career/Program/Plan X

Campus X

Student Groups X



CUNY campuses will use the Bill Range option to generate bills for students.

Procedure

The Create Billing Request component can be found by navigating to: Student Financials > Bill Customers > Student Bills > Create Billing Request

Step Summary

To create a Billing Request: 1. Click Add a New Value. 2. Select the Business Unit and Bill By Option of “N” (Bill Range). 3. On the Billing Request 1 page, select the appropriate Billing ID (Billing Standard Request). 4. Enter a Due Date or Days for charges without a due date. 5. Navigate to the Billing Request 2 page. 6. Select All Terms, One Term or Term Range in the Bill Term field. 7. Enter one or a range of terms, if you did not select All Terms in the previous step. 8. Select the appropriate Invoice Layout. 9. Select XML Publisher in the Output Format field. 10. Select the range of Anticipated Aid terms to include on the bill, if desired. 11. Select Generate Invoice option. 12. Select the Address Usage. 13. Save and make note of the Billing Request Number.


Billing Request (Add a New Value) On the Billing Request search page, enter Business Unit and Bill By Option to add a new value. The only option that should be selected in the Bill By Option field is N (Bill Range). Click Add.

Billing Request 1 Use the Billing Request 1 page of the Billing Request component to specify basic student billing request parameters. Enter the appropriate Billing ID to generate a bill for all students in the range. Enter a Due Date or Due Days (number of days past the billing date that charges are due) for charges that do not already have a due date. Optionally, in the Item Due Info section, the Due Date/Days can be assigned differently to different Terms, for charges that do not already have a due date assigned.



Navigate to the Billing Request 2 page.

The following table describes the fields on the Billing Request 1 page on the Create Billing Request component.


Billing Request Nbr

Will initially display all 9’s. Once the component is saved, the system will generate a number.

Billing ID Billing Standard Request already configured for use with billing students

Invoice Date Enter the date to establish as the date of the invoice creation. The system can use this date to determine when generated bills are due. The system automatically populates the field with the current system date, but users can override this date.

ID Field not available for the Bill By Option of Bill Range

Due Date Enter the specific due date to assign to charges without a due date when the bill is created. CUNY uses this option.

Due Days Set the default due date as a function of the bill date. Enter the number of days that the system adds to the invoice date to determine a due date. CUNY does not use this option.

Item Due Info section

Used to specify the due date for charges in different terms. Anything entered here trumps the due date entered in the Due Date/Days box for the specified term.

Billing Request 2 On the Billing Request 2 page, specify bill term and print options. Select the appropriate bill term. If required, enter the From Term and To Term to limit the terms included in the billing request. Select STDNT BILL in the Invoice Layout field to select the appropriate layout for the student bill. Select XML Publisher from the Output Format field menu. Select the Generate Invoice radio button to generate the bill. Uncheck the Print Schedule of Classes checkbox and clear the for Term box, unless having the student’s class schedule printed on the invoice is desired. Note: If this bill run is for a large number of students and this option is left on, the number of pages to print could double. Select the appropriate Address Usage for the process to use to find an address for each student.



The Aid Term From and To are also required when using the Invoice Layout STDNT BILL, as the layout has the checkboxes for Anticipated Aid Detail and Include Anticipated Aid in Total turned on. The Generate Invoice button on the Billing Request 2 page is intended to be used when requesting a Billing Request for an individual student. Do not select the Generate Invoice button to run the process. Click Save. Note the Bill Request Nbr that is generated after the page is saved.



Billing Request Nbr Will initially display all 9’s. Once the component is saved, the system will generate a number.

Bill Term Term or terms for which to generate bills. Three valid values for this field are:

All Terms: Select to bill students for all terms. One Term: Select to bill students for one specific term. Then select a term in the From Term field. Term Range: Select to bill students for a specific range of terms. Then select a term in the From Term and To fields.

From Term and To If One Term in the Bill Term field is selected, select the term to bill in the From Term field. If Term Range is selected, enter the beginning term of the range in the From Term field and the ending term of the range in the To field.

Invoice Layout Layout appropriate for the invoices that will be generated and printed

Output Format Method used to generate invoices for printing. There are four valid printing output methods: Crystal Bill, Form Based Extract Bill, Other Bill (SQR), and XML Publisher. CUNYfirst will use the XML Publish format.

Generate Invoice With this option, the system generates and stores the bill, but does not print an invoice when the user clicks the Generate Invoice button. This is the default option if the Bill All Not Yet Billed or Bill Range values are selected.

Anticipated Aid From and To

Range of terms of anticipated financial aid to be included on the invoices. Select the beginning term of the range in the Aid Term From




field and the ending term of the range in the To field. These fields are required if you select either the Anticipated Aid Detail checkbox or the Include Anticipated Aid Total checkbox for the invoice layout that you select in the Invoice Layout field.

Generate & Print Bill Available only if the Bill One ID option is selected.

Print Schedule of Classes

System prints student's enrollment summary when invoices are printed.

For Term If Print Schedule of Classes is selected, use this field to select the academic term that includes the enrollment summary to print on invoices.

Address Usage Logic system uses to select the address printed on the invoices.

Topic 2: Generate Student Invoice – Process Billing Request After the student billing request is saved, generate bills for students that will be printed as invoices. CUNYfirst requires that users generate student invoices through a Run Control process. Additional information about understanding run controls can be found in Appendix A.

Procedure

To Generate Invoices, navigate to: Student Financials > Bill Customers > Student Bills > Generate Invoice

Step Summary

To Generate Invoices follow these steps:

1. Select the Business Unit and the Billing Request Nbr. 2. Click Run.


Generate Invoice On the Generate Invoice page, select the Business Unit for the institution for which the invoice will be generated. In the Billing Request Nbr, select the appropriate billing request number recorded from the Billing Request page. Click Run. Navigate to the Report Manager and verify that the process was run to success. There is no output for this process.



The following table describes the fields on the Generate Invoice page.


Business Unit Enter the Business Unit for the institution for which invoices should be generated

Billing Request Nbr (number)

Enter the Billing Request Nbr recorded from the Billing Request previously requested

Topic 3: Identify Student Charges Student Financials enables you to create an individual bill for a student for only some of the charges on the account. In addition, you can review pending billing items and an invoice summary when done.

Procedure

The Identify Student Charges component can be found by navigating to: Student Financials > Bill Customers > Student Bills > Identify Student Charges

Step Summary

To Identify Student Charges: 1. Enter the Business Unit and select the Search button. 2. Enter Student ID, Address Type and Billing ID. 3. Determine and enter a due date or days after the bill date that charges previously without due

dates will be due. 4. Select specific unbilled charges to bill.


Identify Student Charges On the Identify Student Charges search page, enter the Business Unit. Select the Address Type that should appear on the bill and the Billing ID to be used for specifying the invoice layout, etc. Enter a due date or the number of days past the billing date that any charges without due dates should be due.



The following table describes the fields on the Identify Student Charges page..


ID Student ID

Address Type Address to appear on bill; only Address Types that exist for the selected ID are available for selection.

Billing ID Billing Standard Request; contains invoice layout information

Due Date/Days How the process assigns due dates to billed charges without due dates

Account Info Breakdown of student’s account, by Account Number (Account Type), Term and Item Type

Details All activity (postings and reversals) for the item listed above

Details checkbox The checkbox for previously billed transactions will be grayed out. Only unbilled transactions will have the checkbox available. Select the transactions to include on the bill.

Clicking Save will create an invoice that can then be run through the print process.

Topic 4: Print Student Invoice The Student Invoice page allows users to print invoices for a batch of students or for a single student.

Procedure

To Print Student Invoices, navigate to: Student Financials > Bill Customers > Student Bills > Print Invoice

Step Summary

To Print Student Invoices: 1. Select a Run Control ID or enter a new Run Control. 2. Select a Business Unit. 3. Select “Yes” in the Output XML Data field. 4. Select the Print Invoice By option. 5. Select the appropriate Billing Request Number, ID and Invoice Number, Invoice Date or Invoice

Range, depending on the Print Invoice By option. 6. Enter “200” in the Output Chunk size field. 7. Click Run.


Print Student Invoice On the Student Invoice Other page, select the Business Unit for which you are printing the invoices. Select “Yes” in the Output XML Data field. In most cases, you will select “Billing Request Number” in the Print Invoice By field. However, if you have created an invoice using the Identify Student Charges page, you will not have a Billing Request Number to select. In this case, you will need to select Customer ID in the Print Invoice By field. Enter 200 in the Output Chunk Size field to limit the output to 200 invoices in a single chunk. Click Run. Navigate to the Report Manager to view the output which will include several PDF files that include the chunks of 200 invoices per PDF (as selected in the Run Control).



Refer to Appendix A to learn more about using Runs Control in CUNYfirst.

The following table describes the fields important to the Student Invoice Other page.


Business Unit Business Unit for which invoices are being printed

Print Invoice By Determines how invoices will be selected for printing

Req Nbr Billing Request Number generated in the Create Billing Request component; field is visible only when Billing Request Number selected in Print Invoice By field

ID EmplID for which invoice will be printed; visible only when Customer ID is selected in Print Invoice By field

Invoice Number Individual Invoice Number for selected ID; visible only when Customer ID is selected in Print Invoice By field

Invoice Date Date of invoices to be printed; visible only when Invoice Date is selected in Print Invoice By field

Start First Invoice Number in range to be printed; visible only when Invoice Range is selected in Print Invoice By field

End Last Invoice Number in range to be printed; visible only when Invoice Range is selected in Print Invoice By field

Output XML Data Invoice will be printed in XML format, select Yes

Output Chunk Size Number of invoices to print in a single PDF file

Topic 5: View Billing Information – Review Invoice View a specific invoice through the Review Invoice page.



Procedure

To use the Review Invoice page, navigate to: Student Financials > Bill Customers > Student Bills > Review Invoice

Step Summary

To Review a Student Invoice:

1. Enter the Business Unit. 2. Enter one or more of the following fields on the search page to limit the list of invoices to review.

Invoice Number

EmplID

Prior Invoice ID

Due Date

User ID (ID of the person who ran the process to create the invoices)

Billing Status (Cancelled or Initiated)


Print Student Invoice There are four pages in the Review Invoice component. Each contains detail of the invoice being viewed. Invoice Info Student

The following table describes the fields important to the Invoice Info Student page.


Business Unit College Business Unit

Invoice Number Invoice Number

Prior Invoice ID If an invoice has been created previously for this student, that invoice number would appear here.




Billing Status Initiated or Cancelled

Address Type Address used on the bill

Billing Request Nbr Billing Request Nbr with which the invoice is associated; if the invoice was created using Identify Student Charges, this will be blank

ID Student ID

Prior Invoice Amount If an invoice has been created previously for this student, the amount of that invoice would appear here.

Total Billed Total showing on this invoice

Due Date Due date used in the billing process

Bill Career

The Bill Career page displays all current Academic Career/Program/Plan information, up to three Career/Program/Plan combinations. The following table describes the fields important to the Bill Career page.


Academic Career Student’s current Academic Career

Academic Program Student’s current Academic Program

Academic Plan Student’s current Academic Plan

Projected Level (Proj Level)

Student’s projected Academic Level

Academic Load Based on number of enrollment units, if any

Campus Student’s home campus

Bill Detail



The Bill Detail page displays all transactions included on the bill. The following table describes the fields important to the Bill Detail page.


Item Type Description of the Item Type billed

Item Term Description of the term to which the transaction was posted

Date Posted Date the transaction was posted

Due Date Date the transaction is due

Effective Effective date of the transaction

Line Amount Amount of this transaction activity

Bill Messages

The Bill Messages page displays any messages included on the bill.

Topic 6: Cancel Invoice - Student or Corporate Bill If errors are encountered in the billing process, individual bills or billing batches can be cancelled so the

process can be rerun correctly.

Procedure

To Cancel Invoices navigate to: Student Financials > Bill Customers > Cancel Invoice

Step Summary

To Cancel Invoices: 1. Find an Existing or Add a New Run Control ID. 2. Enter Business Unit, Run Option and Billing Request Nbr or ID and Invoice Number. Only the

most recent Billing Request Nbr can be cancelled. 3. Click Run.




Bill Cancellation The Bill Cancellation page is used to cancel individual student and corporate invoices as well as an entire Billing Request Number. The parameters entered on the run control page will determine if the cancellation process will be run for a student or corporation (External Organization).

Refer to Appendix A to learn more about using Run Controls in CUNYfirst.

The following table describes the fields on the Bill Cancellation page.


Run Control ID Unique, user-specific ID created to gather a set of process parameters

Business Unit Campus-specific Business Unit

Run Option Options are Billing Request Nbr and Invoice ID

Billing Request Number Auto-populated by the system if Run Option of Billing Request Nbr is selected. If Invoice ID is selected, field will be grayed out. Note: When selecting Billing Request, the system allows you to cancel only the most recent billing request.

ID Student ID whose invoice you wish to cancel; available only if Invoice ID is selected as Run Option, otherwise grayed out

External Org ID Organization ID whose invoice you wish to cancel; available only if Invoice ID is selected as Run Option, otherwise grayed out

Invoice Number Invoice ID for the Customer or Corporate ID whose invoice is being cancelled; available only if Run Option Invoice ID is chosen

Note: Invoice ID is auto-populated with the last billing invoice number that was generated for the Student or Corporate ID.

Bill Cancellation Log Options are:

Log All Activity

Log Failed Cancels Only




Log Successful Cancels Only

None Note: Option chosen will determine what information is displayed on the Bill Cancellation Inquiry Page



Chapter 3: Corporate Bills CUNY will create a billing request in order to run batch bills for corporate billing. The billing request will be created for each bill run to establish the billing parameters. The entire billing process for corporate bills is similar to that of student bills with minor changes to the selection criteria. It is used to bill Third Party Contracts, including budgeted waiver item types as appropriate.

Chapter Objectives To show how to:

1. Create billing request for corporate bills 2. Generate and print corporate invoices

Topic 1: Create Corporate Billing Request Corporate billing requests are created in order to bill corporate customers who pay third party contracts. Third party contracts are contracts between the institution and a corporate customer/third party contractor.

Procedure

The Create Billing Request page can be found by navigating to: Student Financials > Bill Customers > Corporate Bills > Create Billing Request

Step Summary

To add a corporate Billing Request:

1. Select the Business Unit and select “N” (Bill Range) in the Bill by Option field. 2. Click Add. 3. Select the appropriate Billing ID (Billing Standard Request). 4. Verify the Invoice Date or enter a new date, if necessary. 5. Enter a Due Date or Due Days for charges with no due date. 6. Navigate to the Billing Request 2 page. 7. Select All Terms in the Bill Terms field or enter a range of terms. 8. Select the appropriate Invoice Layout. 9. Select XML Publisher in the Output Format field. 10. Select Generate Invoice option. 11. Save and make note of the Billing Request Number.


Billing Request Corp (Add a New Value) Add a new value by selecting the desired Business Unit and “N” (Bill Range) in the Bill By Option Field. Click Add.



Billing Request 1 Use the Billing Request 1 page of the Billing Request component to specify basic corporate billing request parameters. Enter the appropriate Billing ID to generate a bill for all IDs in the range. Enter a Due Date or Due Days (number of days past the billing date that charges are due) for charges that do not already have a due date. Optionally, in the Item Due Info section, the Due Date/Days can be assigned differently to different Terms, for charges that do not already have a due date assigned.

The following table describes the fields on the Billing Request 1 page.


Billing Request Nbr

Will initially display all 9’s. Once the component is saved, the system will generate a number.

Billing ID Billing Standard Request already configured for use with billing corporations

Invoice Date Date to appear on invoice. The system can use this date to determine when generated bills are due. The system automatically populates the field with the current system date, but users can override this date.

External Org ID

Field not available for the Bill By Option of Bill Range




Due Date Enter the specific due date to assign to charges without a due date when the bill is created. CUNY uses this option.

Due Days Set the default due date as a function of the bill date. Enter the number of days that the system adds to the invoice date to determine a due date. CUNY does not use this option.

Item Due Info section

Used to specify the due date for charges in different terms. Anything entered here trumps the due date entered in the Due Date/Days box for the specified term.

Billing Request 2 On the Billing Request 2 page, specify bill term and print options. Select the appropriate bill term. If required, enter the From Term and To Term to limit the terms included in the billing request. Select the appropriate Invoice Layout for the corporate bill. Select XML Publisher from the Output Format field menu. Select the Generate Invoice radio button to generate the bill. Uncheck the Print Schedule of Classes checkbox and clear the for Term box, unless having the student’s class schedule printed on the invoice is desired. The Aid Term From and To do not have any function here. The Generate Invoice button on the Billing Request 2 page is intended to be used when requesting a Billing Request for an individual student. Do not select the Generate Invoice button to run the process. Click Save. Note the Bill Request Nbr that is generated after the page is saved.



Billing Request Nbr Will initially display all 9’s. Once the component is saved, the system will generate a number.

Bill Term Term or terms for which to generate bills. Three valid values for this field are:

All Terms: Select to bill students for all terms.




One Term: Select to bill students for one specific term. Then select a term in the From Term field. Term Range: Select to bill students for a specific range of terms. Then select a term in the From Term and To fields.

From Term and To If One Term in the Bill Term field is selected, select the term to bill in the From Term field. If Term Range is selected, enter the beginning term of the range in the From Term field and the ending term of the range in the To field.

Invoice Layout Layout appropriate for the invoices that will be generated and printed

Output Format Method used to generate invoices for printing. There are four valid printing output methods: Crystal Bill, Form Based Extract Bill, Other Bill (SQR), and XML Publisher. CUNYfirst will use the XML Publish format.

Generate Invoice With this option, the system generates and stores the bill, but does not print an invoice when the user clicks the Generate Invoice button. This is the default option if the Bill All Not Yet Billed or Bill Range values are selected.

Anticipated Aid From and To

Does not apply to corporate bills

Generate & Print Bill Available only if the Bill One ID option is selected.

Print Schedule of Classes

System prints student's enrollment summary when invoices are printed.

For Term If Print Schedule of Classes is selected, use this field to select the academic term that includes the enrollment summary to print on invoices.

Topic 2: Generate Corporate Invoices Generate invoices for corporate customers that will be printed. Generate corporate invoices through a Run Control process in a manner similar to generating student invoices. Additional information about run controls can be found in Appendix A.

Procedure

To generate corporate bills, navigate to: Student Financials > Bill Customers > Corporate Bills > Generate Invoice

Step Summary

To generate corporate invoices: 1. Select the Business Unit and the Billing Request Nbr. 2. Click Run.


Generate Invoice On the Generate Invoice page, select the Business Unit. In the Billing Request Nbr field, select the appropriate billing request number recorded from the Billing Request page. Click Run.



The following table describes the fields on the Generate Invoice page.


Business Unit Business Unit for the institution for which invoices should be generated

Billing Request Nbr (number)

Billing Request Nbr recorded previously

Topic 3: Print Corporate Invoice The Corporate Invoice page allows users to print invoices for one or more corporate customers/third party sponsors.

Procedure

The Print Corporate Invoice page can be found by navigating to Student Financials > Bill Customers > Corporate Bills > Print Invoice

Step Summary

To Print Corporate Invoices:

1. Find an Existing or Add a New Run Control ID. 2. Select a Business Unit. 3. Select “Yes” in the Output XML Data field. 4. Select the Print Invoice By option. 5. Select the appropriate Billing Request Number, External Org ID and Invoice Number, Invoice

Date or Invoice Range, depending on the Print Invoice By option. 6. Enter “200” in the Output Chunk size field. 7. Click Run.


Corporation Invoice The Corporation Invoice page allows users to print invoices for a batch of corporate customers or for a single corporate customer. On the Corporate Invoice page, select the Business Unit of the institution



printing the invoices. Select “Yes” in the Output XML Data field and select “Billing Request Number” in the Print Invoice By field. Select the billing request number in the Req Nbr field for the billing request that was generated. Enter 200 in the Output Chunk Size field to limit the output to 200 invoices in a single batch. Click Run. Refer to Appendix A to learn more about using a Run Control ID in CUNYfirst.

The following table describes the fields on the Corporate Invoice Other page.


Business Unit Business Unit for which invoices will be printed

Print Invoice By Options are:

Billing Request Number

Corp ID

Invoice Date

Invoice Range

Req Nbr Billing request number generated in the Create Billing Request component; field is visible only when Billing Request Number is selected in the Print Invoice By field

External Org ID ID of the External Organization for which an invoice is being printed; field is visible only when Corp ID is selected in the Print Invoice By field

Invoice Number Invoice Number for the External Organization selected; field is visible only when Corp ID is selected in the Print Invoice By field

Invoice Date Date of invoices to be printed; field is visible only when Invoice Date is selected in the Print Invoice By field

Start First invoice number in range to be printed; field is visible only when Invoice Range is selected in the Print Invoice By field

End Last invoice number in range to be printed; field is visible only when Invoice Range is selected in the Print Invoice By field

Output XML Data The invoice will be printed in XML format, select Yes

Output Chunk Size Enter a value to limit the number of invoices that print in a batch



Unit IV: Manage Group Post

Unit Introduction Group Post allows CUNY to post transactions in a centralized process using batch functionality. Transactions such as parking fines and library fines can be posted for a group of students rather than posting transactions individually. Additionally, this process can post transactions to multiple corporate accounts and loads charges and payments from external source data files.

To post transactions from external sources (Library, Parking, SallieMae) to CUNYfirst, the Office of the Bursar will import charge and payment information through the External File Load process. This process includes loading the files into a Posting Group, reviewing prior to posting and posting the transactions into CUNYfirst. The five external file load layouts that have been set up for CUNY to support custom processes are AID_TYPE and AID_RVRS for State Aid processing, SALL_MAE for Sallie Mae Payment Plan processing, and SFA and REV_SFA for SFA disbursement processing.

Unit Objectives To provide information on:

1. Group post 2. Defining Origins, Group Types and External File Layouts 3. Creating posting groups and enter data 4. Loading an external file 5. Reviewing, correcting and posting transactions 6. Reversing posting groups

Chapter 1: Origins, Group Types and External File Layouts Before group data entry can be performed, Origins and Group Types must be defined. Origins represent sources of charges or payments used during Group Post. The description that is defined for an Origin can be used when selecting groups during group data entry, and access to Origins can be restricted within Student Financials security. The Office of the Bursar will also be able to enter Group Types into CUNYfirst. Group Types represent sets of frequently posted receivables such as financial aid, charges and payments. The description of a Group Type can be used when selecting groups for viewing during group data entry, and Group Type can be used as a parameter when running the Group Post process. If a campus has a need to load external payments and charges from a third party system, an External File Layout must be defined. Once this layout is defined, the external file can be loaded into the system. The five External File Layouts that have been set up for CUNY to support custom processes are AID_TYPE and AID_RVRS for State Aid processing, SALL_MAE for Sallie Mae Payment Plan processing, and SFA and REV_SFA for SFA disbursement processing.




1. Define Origins 2. Define Group Types 3. Define External File Layouts

Topic 1: Define Origin Table Origins are the sources of transactions posted in batch via the Group Post process. Typically the setup of the Origin Table is a one-time thing, though it may require maintenance, such as the configuration of additional Origins, over time. Access to use Origins can be restricted within Student Financials security.

Procedure

The Origin Table component can be found by navigating to: Set Up SACR > Product Related > Student Financials > Charges and Payments > Origin Table

Step Summary

To add a value to the Origin Table:

1. Search for and select the SetID (institution), Origin ID = NEXT (system will assign the number), click Add.

2. Enter Effective Date, Status, Description, Short Description, Origin Method, Currency, and Origin Type.

3. Select the optional checkboxes if applicable: Approval Prior to Posting, Approval on Update. 4. Save.


Origin Table Find an Existing Value/Add a New Value Page

The following table describes the fields on the Search page of the Origin Table component:


SetID Similar to the Business Unit, this value identifies the Institution, e.g. QCC01 or QNS01.

Origin ID When adding a new value, leave this field as “NEXT,” so the next sequential number can be issued by the system.



Origin Table

The following table describes the fields on the Origin Table page.


Effective Date Required. If this is a NEW Origin this date will ALWAYS be 1/1/1901. If an existing Origin is being updated, then a new row must be added, and the Effective Date must be the date the changes will go into effect.

Status Required. Options are Active and Inactive.

Description Required.

Short Description Required. A short version of the description of the Origin.

Origin Method Required. External: This is the most common option selected. Select this option if the transactions were entered into the system using an external file load from a source such as a third-party housing or parking system. Online: Select this option if the transactions were entered into the system manually using the Group Data Entry component. Online means that someone is going online and manually entering the data in order to load it into the system, i.e. batch data entry. LockBox: is not being used at CUNY at this time. Used if the transactions were entered into the system using an external file load from a lock box source.

Currency Required. This will default to USD and should remain so.




Origin Type Required. Select the origin type that describes the source of the transactions. Selections are: Department: The origin is a department within the institution. Individual: The origin is an individual either from the institution or external to it. Org (organization): The origin is an organization from within the institution or external to it. System: The origin is another computer system organization from within the institution or external to it.

Approval Prior to Posting CUNY is not using this option at this time. Do not check this checkbox. This check box would be used to require approval before posting transactions from this origin

Approval on Update CUNY is not using this checkbox at this time.

Topic 2: Define Group Types Group Types represent sets of frequently posted transactions such as financial aid, charges and payments. It is common for some Group Types to be more specific than just “Charges” or “Payments.” The reason for this is that Group Type is a field on the Group Post run control page and can be used as a selection parameter for the process. The description of a Group Type can be used as criteria for selecting groups for viewing during group data entry.

Procedure

The Group Type Table component can be found by navigating to: Set Up SACR > Product Related > Student Financials > Charges and Payments > Group Type Table

Step Summary

To add a Group Type to the table:

1. Navigate to the Group Type Table component and Click the Add a New Value Tab. 2. Enter the SetID and the Group Type, then click Add. 3. Enter: Effective Date = 1/1/1901, Status, Description, and Short Description. 4. Select the checkbox Create New Charge Item if applicable. 5. Save.


Group Type Table Search Page



The following table describes the fields on the Search page of the Group Type Table component:



Group Type One-character code representing the Group Type

Group Type Table Page

The following table describes the fields on the Group Type Table page:


Effective Date Required. Always set as 1/1/1901. This date reflects the “beginning of CUNYfirst” Group Types should always have this date set as the effective date.

Status Required. Options are Active and Inactive.

Description Required. The description is the definition of the Group Type.

Short Description Short version of the description of the Group Type.

Create New Charge Item Specify whether or not new charges posted using this Group Type and the same Item Type should post as separate transactions or as increments of the same charge. Example: If a student parks illegally every day of the semester, he could have many parking fine. If the checkbox is checked, the student will see a line for every fine. If not checked, the student will see one line with the total of all parking fines.

Topic 3: Define External File Layout Student Financials enables the Office of the Bursar to import charge and payment information from outside sources. For example, many institutions have housing and parking management applications from third-party vendors. State Aid processing (TAP), Sallie Mae payment plan processing, and SFA disbursement processing have been set up for Queens and Queensborough.



Procedure

The External File Layouts component can be found by navigating to: Set Up SACR > Product Related > Student Financials > External File Layouts

Step Summary

To add a new external file layout: 1. Navigate to the External File Layouts Page and Click the Add a New Value tab 2. Enter the SetID (institution) and the Input File Layout ID then click Add 3. On the Record Types tab: enter the description (required) and any optional fields 4. On the Field Details 1 tab: enter the Customer ID, Amount, Item Type, Account Type and any

optional fields 5. On the Field Details 2 tab: enter the Term. Typically the other fields on this page are not used 6. On the Field Details 3 tab: Typically the fields on this tab are not used. 7. On the Control Totals tab: enter the Origin and any optional fields if checkboxes were checked on

the Record Types tab.


External File Layouts Add a New Value Tab

The following table describes the fields on the Add a New Value tab of the External File Layouts search page.



Input File Layout ID Required. An code used to identify the input file layout. This code can be up to 8 characters, no spaces.



Record Types Page

The following table describes the fields on the Record Types page of the External File Layouts component:


Description Required. Enter a meaningful description for this input file layout.

Short Description Shorter version of the Description.

Record Type: Use Header Flag and Use Trailer Flag

Optional. Select to indicate to the system to look for information in the header and/or trailer position. Mainly this is used if information such as control totals are included in the flat file. E.g. if there is a list of 32 students and the total amount is $1000, this information could be in the first or last row of the file. If these checkboxes are being used, also navigate to the last tab and enter Control Total information.

Trailer Optional. Enter any specific information that is necessary to include in the file trailer. Typically this field is not used, but the Trailers Flag may be checked without using this field.

Field Details 1 Page

Define the Start position and Length of specified fields on the Field Details 1 page.



The following table describes the fields on the Field Details 1 page of the External File Layouts component:


Use To activate a field, select the Use check box next to it. The Customer ID, Amount, and Item Type fields are required.

Start and Length Select the starting position and length for any applicable fields.

Format Define the format for any applicable fields. Depending on the field, there are different options.

Default Define the default for any applicable fields. Depending on the field, there are different options.

Customer ID Required. The Default field for Customer ID is used to indicate

what type of ID the file will contain. If the file will contain EmplIDs

(for student groups) or External Org IDs (for corporate groups),

the “NO” value that defaults into this field should remain. If the file

will contain Social Security Numbers, this value should be

changed to “PR” (for student groups) or “TIN” (for corporate

groups).

If “PR” or “TIN” is selected in the Default field for Customer ID,

the Prefix field ungrays, and you can enter up to two characters

the process will add to the value in the Customer ID place in the

flat file, if it cannot be matched with an EmplID or External Org ID

in the system.

Amount Required. The amount of the transaction.

Item Type Required. Can be defaulted if all transactions are the same in the file. Do not default if they are different.

Reference Nbr Optional. If applicable a reference number can be entered for this transaction. With some of the custom processes such as Sallie




Mae payment plans and SFA disbursements, there will be a reference number that is added to this field.

Accounting Date Optional, automatically set to default to “today” but can be changed to a different date.

Due Date Optional.

Billing Date Optional. If this date is defined, the transaction will be billed on or after this date.

Account Type Required. Can be set to a default value.


Use the Field Details 2 page to define positions and lengths for additional fields.

The following table describes the fields on the Field Details 2 page of the External File Layout component:


Term Can be set to default values or taken from the external file.

Charge Priority Can be set to a default value. For instance Cash or a Program Fee.

The below fields are not typically used, but they are available.

Bank Tracer Nbr Used to enter a bank tracer number if applicable.

Description Can be set to a default value.

Application Nbr Admissions application number associated with the student.

Contract Nbr Third-Party Contract number associated with the transaction.

Contract ID EmplID of the student attached to the contract.

Refund ID Refund identification number




Use the Field Details 3 page to define positions and lengths for additional fields. These fields are typically not used when loading information from an external file, but they are available.

The following table describes the fields on the Field Details 3 page of the External File Layouts component.


Check Nbr Optional

Payment ID Nbr Optional

Reversal Indicator Optional

Control Totals Page

Control Count and Control Amount are used if the Header or Trailer checkbox is checked on the Record Types page. The Origin ID and Currency Code are required.



The following table describes the fields on the Control Totals page of the External File Layout component.


Control Count Number of items in the file.

Control Amount Total amount of the transactions in the file.

Origin Required; Origin ID for the source of the file

Currency Code Defaults to USD. Do not change this value.

Control Field Location box Display based on selection on Record Types page.

Chapter 2: Load and Review External Files Charges and payments from external sources can be loaded through the External File Load process, and these transactions will populate the Group Data Entry tables. First a user will process the external file load (EFL), then review the load in Create Group Data Entry. Create Group Data Entry can also be used to create a posting group manually.


1. Load external file data 2. Review group data entries

Topic 1: Load External File Data It is suggested that all External File Loads be run first in Report Only mode and then reviewed prior to running in Post mode. To review the data once the file is loaded, go to the Create Group Data Entry component.



Procedure

The External Files component can be found by navigating to: Student Financials > Charges and Payments > Group Processing > External Files See the Appendix A: Run CS Reports and Processes for additional information on running this process.

Step Summary

To load an external file: 1. Navigate to the External Files component. 2. Search for or add a new Run Control ID. 3. Enter required fields: Business Unit, File Name, File Directory, Group Type, and Layout ID. 4. Select the optional checkboxes if applicable: Report Only, Balance the Group, Restrict to Invoice. 5. Click the Run button, and proceed to run the process. 6. Navigate to the Process Monitor to monitor the status (optional)


External Files Once the search has been conducted and a Run Control ID selected or new Run Control ID added, fill out the fields on this page and select the applicable checkboxes prior to clicking Run to begin running this process. It is recommended that the process first be run in Report Only mode prior to running to production.

The following table describes the fields on the External Files run control page.


Business Unit Required. A business unit is an identification code that represents a high-level organization. For CUNY this business unit represents an Institution or the Central Office.

Report Only checkbox Optional but it is suggested that all External File Loads be run first in Report Only mode and then reviewed prior to running in production mode. The output file should look like a formatted version of the input file that is being loaded.




File Name Required. Enter the name of the data file. Do not include the file extension (.dat) because this is implied. The extension on data files must always be .dat and cannot be .txt or .csv.

Example: If the file name (externalfile.dat) were entered on this page as “externalfile.dat,” the process would look for a file named “externalfile.dat.dat.” Instead one should simply enter “externalfile” for the process to work.

File Directory Required. The exact location that the file was stored. Keep in mind that this file needs to be loaded onto the server. The user may need to get this from the individual that will be responsible for loading the file to the server.

Group Type Required. Represent sets of frequently posted transactions such as financial aid, charges and payments.

Layout ID Required. Enter the External File Layout ID that has been defined for the type of file that is being loaded.

Balance the Group checkbox Optional. If this checkbox is selected, the Balance Group check box is selected on the Group Entry page.

Restrict to Invoice checkbox CUNY is not using this checkbox because the invoice # is masked on the bill.

Process Monitor link Use this to monitor the status of the running process. When the process has run to success, click the View Log/Trace link to access the PDF file created by the process. Use this to review the results of the report-only mod running of the process.

Topic 2: Review External File Loads and Create Group Data Entries After processing an External File Load in production mode, navigate to the Create Group Data Entries page to review the results of the load. This page also allows the Office of the Bursar to define source information and control totals for group transactions and student-specific details for the payments or charges to be entered if included in the external file and layout. Coordination with the corresponding offices sending the group transactions is required. The main purpose of this page is to review data from the External File Load prior to posting. Validate that the information loaded correctly and see if there were errors or if some of the data needs to be edited. Some errors may include entering incorrect Start and Length values in the External File Layout.

Procedure

The Group Data Entries component can be found by navigating to: Student Financials > Charges and Payments > Group Processing > Create Group Data Entries

Step Summary

To create group data entries:

1. Navigate to the Create Group Data Entries component 2. Search for and select the Group ID created by the External File Load process. 3. Review or Enter Group Type, Origin ID and Posting Action.



4. Review or Enter any optional fields. 5. Navigate to the Group Line Entry tab. 6. Review, Edit or Enter information on the Group Line entry page. If reviewing/editing – this is

information from the EFL that was previously loaded 7. Add additional lines of information by clicking the plus button on the right hand side of the page.

Save page periodically. 8. Once data has been entered and reviewed, continue to the Group Post process.


Group Data Entry Search Page Find an existing value.

The following table describes the fields on the Group Data Entry search page of the Create Group Data Entry component:



Group ID An auto-assigned number identifying the group. When Adding a new value – leave the default of “NEXT” in the field – Do NOT change this value. Leaving the word “next” in the field will allow the system to auto-assign the next available number.

Group Entry Page Verify that the Group Entry data loaded correctly from the EFL. The Group Entry tab displays data about the entire external file. This includes the dates, the individual that loaded the file, group type, origin ID, totals, and status.



The following table describes the fields on the Group Entry page of the Create Group Data Entries component:


Group Type Required. Represent sets of frequently posted transactions such as financial aid, charges and payments.

Origin ID Required. Represents sources of charges or payments used during Group Post.

Original Group ID Used only when reversing a previous group.

Accounting Date Required. Specify the accounting date for the transactions; defaults to today’s date but can be changed if necessary.

Received Required. Defaults to today’s date but can be changed. Specify the date on which CUNY received payment or charge transactions

Entry Date Required. Defaults to today’s date but can be changed. Specify the date that the transactions are being entered.

Control Totals: Balance Group checkbox

Optional. Select this option to require that the group be in balance before the system posts it. To determine whether a group is balanced, the system compares the number of transactions and amounts to information in the control totals fields. Keep in mind that if this box is checked, information also needs to be manually entered into the appropriate fields as well. Also remember that when bringing a file into CUNYfirst that information will need to be set up there with the applicable control total information included in the file.

Control Totals: Control Total & Control Count

Optional. The control count field is to the right of the control total field. Enter the monetary sum of the transactions in the group in the Control Total field and enter the total number of transactions in the group in the unlabeled field to the right. For example, if a group of checks is entered that were received from students, enter the total monetary value of the checks in the Control Total field and the number of checks (count) in the unlabeled field. If the external file load process is used, and the external file setup defines control totals, these fields are populated through the file load process.




Entered Total These fields display the monetary amount and number of all transactions that are entered in the batch and the count of the entries.

Difference These fields display the difference between the entered totals and the control totals.

Posted Total These fields display the monetary total, posting date and count of the entries after the batch is posted.

Display Option section The display option enables multiple rows to be viewed. These fields show the range of the sequence numbers in the Group ID, range of sequence numbers that are currently displayed. The display range is the viewable “chunk” (viewable at one time), and the total number of transactions in the group ID.

Effective Status: Edit Status

This field displays whether the batch has been edited.

Effective Status: Deposit Balance

This field displays whether the batch is balanced. Select the Balance Group check box and the batch must balance for this field to display Balanced

Effective Status: Posting Action

Required. Available for Posting: If no approval is required, the field contains this value. Do Not Post: Use if there is an error with the external file, one may use this to not allow this data to be posted to CUNYfirst. This is used because Group ID cannot be deleted in CUNYfirst. Posted: Indicates that the group has been posted.

Effective Status: Posting Status

This field displays the posting status. The valid values for this field are Balance, Complete, Error, Incomplete, Not Posted, and Reversed.

Effective Status: Process Instance

This field displays the process instance number assigned by the process scheduler. This field is only populated if the posting job is not successful. To post a corrected group, remove the process instance number using the Reset Process Instance button on the group post run control page



Group Line Entry page This tab is used to review the individual transactions and can also be used to add, delete or modify transactions. Each line here represents a row from the external file. Click the arrows or the View All link on the top right hand side of the page in order to see more transactions.

The following table describes the fields on the Group Line Entry page.


ID Student or External Organization identification number.

Account Type Account Type where the transaction will be posted. The description of the account type appears to the right of the field.

Item Type Select the applicable item type for this transaction. The description of the item type appears to the right of the field

Amount The amount (charge or payment) of this transaction.

Term The term to which the transaction will be posted.

Ref Nbr Optional. If applicable a reference number can be entered for this transaction. With some of the custom processes such as Sallie Mae payment plans and SFA disbursements, there will be a reference number that is added to this field.

Charge Priority Populated only for payments and financial aid; comes from either the external file load or the Item Type setup.

Service Indicator Required for posting a Write-Off transaction. If this transaction is a write-off, the system populates the write-off service indicator code.

Use Excess Accounts Optional, for payments only

Restrict Payment to Account

Optional, for payments only

Payment Information: Payment ID

Optional, used to reverse a payment. Enter a payment ID in this field to reverse a payment. Entering a value here will cause the amount and term to default to the values of the original transaction.

Payment Information: Pay Auto-populated for Tender Specific payments, can be overridden.




Method If the payment item type is set up to be tender-specific, the tender value appears in this field. If the field is not populated, a payment method (tender) may be selected but is not required.

Payment Information: Payment Details

Optional. This link allows additional information regarding payments to be entered or reviewed.

Dates: Item Effective Date Enter the effective date of the transaction becomes active. The default value for the item effective date is the current date but can be changed.

Dates: Due Date Optional, defaults to Null Due Date if blank. You can enter a due date for charge transactions. If this field is left blank, the billing program assigns the due date for the transaction.

Academic Information link Displays student’s academic information

Application Information link Displays student’s application information

Tender Details link This appears when a Pay Method that allows further tender details to be entered is selected (Credit Card, Check). Field options available vary depending on Pay Method selected.

Chapter 3: Group Post Once all the data is ready to be posted to CUNYfirst, the next steps are to post the transactions and review what was posted. If there is a reason to reverse a group, refer to the next chapter. However, keep in mind that this is not recommended and only in rare cases will this action be taken. It is recommended that the review prior to posting catch any issues in the data that is to be loaded into CUNYfirst prior to posting the transactions.


1. Post transactions 2. Review transactions 3. Review suspended transactions

Topic 1: Post Transactions The Office of the Bursar uses this page to post groups and therefore update affected accounts. This process can be run after the transactions have been reviewed and any changes have been made and remedied.

Procedure

The Post Transactions component can be found by navigating to: Student Financials > Charges and Payments > Group Processing > Post Transactions

Step Summary

To post transactions:

1. Navigate to the Post Transactions component. 2. Search for and select or add a new Run Control ID. 3. Enter the applicable information into the page. 4. Click the Run button.



5. Select ONLY the Group Post Process checkbox. 6. Click the OK button. 7. Monitor the process through the Process Monitor to a status of Success.


Enter the information below and click Run to begin the process. See the appendix for additional information on how to run a process in CUNYfirst.

The following table describes the fields on the Post Transactions run control page.



Group Type Optional. If you are going to process a broad range of Group IDs, you can limit the types of Posting Groups that are processed in this run by entering a Group Type.

Starting Group ID Required. First Group ID in the range to be posted.

Ending Group ID Required. Last Group ID in the range to be posted. When the Starting Group ID is entered, this field defaults to the same value. This can be changed if there is a need to run multiple groups at one time.

Operator ID Optional. Normally left blank

Assign Group OperID Optional. Normally left blank

Process Scheduler Request Page

On this page, select the checkbox next to the Group Posting Process. CUNY Bursars will not be using the other checkbox, so take care to leave this box blank. No other options on this page will need to be changed. Simply click on the OK button.



Process Monitor

Verify that the Run Status is Success and the Distribution Status is Posted.

Topic 2: Review Transactions After Posting Transactions the Bursar will use this page to validate and correct the group data entries that might have suspended during the posting process.

Procedure

The Review Transactions component can be found by navigating to: Student Financials > Charges and Payments > Group Processing > Review Transactions

Step Summary

To review transactions: 1. Navigate to the Review Transactions component. 2. Search for and Select the appropriate record. 3. Review the information after posting.




Review Transactions Search Page

The following table describes the fields on the Search page of the Review Transactions component:



Group ID An auto-assigned number identifying the group. This was assigned after saving the group line detail information from either loading the external file or manually entering. See previous topics for additional information.

User ID The identification of the individual who was responsible for creating the group, either by entering it manually or by running the External File Load process.

Origin ID Represents sources of charges or payments used during Group Post.

Posting Status This field displays the posting status. The valid values for this field are Balance, Complete, Error, Incomplete, Not Posted, and Reversed.

Entry Date Date that this group was entered into the system

Posted Date Date that this group was posted (if already posted)

Operator ID Approval Not being used by CUNY at this time



Review Transactions Page

This is a view-only page used to view each transaction within the group. See previous topics for field definitions.

Click the Group Post Details link for more information on the group as a whole.

Group Post Detail

This page allows CUNY to view the details for the group. It is similar to the Create Group Data Entries page, but view only. See previous topics for field definitions.



Click the Line Details link for more information on an individual transaction. Line Details link page This page allows you to view the detail specific to one line. See previous topics for field definitions.



Topic 3: Review Suspended Transactions The Suspended Group Post component enables the end user to view unposted lines in a posting group.

Procedure

The Review Suspended Transactions component can be found by navigating to: Student Financials > Charges and Payments > Group Processing > Review Suspended Transactions

Step Summary

To review prior to posting: 1. Navigate to the Review Suspended Transactions component. 2. Search for and Select the appropriate record. 3. Review the information that was suspended.


Search Page

The following table describes the fields on the Search page of the Review Suspended Transactions component:



Group ID An auto-assigned number identifying the group. This was assigned after saving the group line detail information from either loading the external file or manually entering. See previous topics for additional information.

Posting Status Options include: Errors, Incomplete and Not Posted. Keep in mind that this search page shows only suspended transactions



Suspended Group Post

The following table describes the fields on the Suspended Group Post page of the Review Suspended Transactions component:


Group Post Details link Click to view more information on the posting group as a whole.

Acad Info (Academic Information) link

Click to access the Academic Information page, where the student’s enrollment information can be viewed.

Line Details link Click to view more information on an individual transaction in the posting group.

Posted Total Amount of this group that is posted

Suspended Amount of this group that is not posted



Group Line Details link

The Group Line Details page is similar to pages we have seen in previous topics. The addition to this page is the Errors section at the bottom of the page. Here is where any errors suspending this transaction can be seen.

Chapter 4: Reverse Group Post Reversing a posting group is NOT recommended. All issues should be resolved prior to running the Group Post process. However, it is sometimes unavoidable. When a group is reversed, the system creates a new posting group with reversing entries. The new group references the original. There is not a point in time or date when CUNY is not able to reverse a posting group. Keep in mind that if posting groups are reversed, the student will see the original post and another line showing the reversal. The system will track and display this information.


1. Reversing a posting group



Topic 1: Reversing Posting Groups Please read the chapter introduction prior to reversing a posting group, because it is not recommended. This data must be carefully recorded from the posting group containing errors so as not to reverse the wrong one.

Procedure

The Reverse Groups component can be found by navigating to: Student Financials > Charges and Payments > Group Processing > Reverse Groups

Step Summary

To reverse a posting group:

1. Navigate to the Reverse Groups component. 2. Search for and select or add a new Run Control ID. 3. Enter the required and optional information into the fields and click the Run button. 4. Click OK. 5. Monitor the process through the Process Monitor to a status of Success. 6. Open PDF and take note of new Group number. 7. Navigate to Review Transactions component. 8. Review Transactions in the new Reversal Group (see Review Transactions topic for more

information). 9. Navigate to Post Transactions component. 10. Post new Reversal Group Transactions (see Post Transactions for more information). 11. Navigate to Review Transactions. 12. Review Transactions of the posted Reversal Group.


The following table describes the fields on the Group Reversal page.


Business Unit Required. A business unit is an identification code that represents a high-level organization. For CUNY this business unit represents an




Institution or the Central Office.

Group ID Required. Select the unique ID of the group of transactions that is to be reversed.

Description Optional. Enter an optional description for the group reversal. This description appears next to the item type on the Group Line Entry page.

Bank Tracer Nbr Optional. Enter a number for tracking purposes.

Item Effective Date Optional. Enter the effective date that the system assigns to the reversal transactions.

Due Date Option Required. Select an option to determine how the system calculates due dates for the reversed transactions. New Due Dt (new due date): Select this option to enter a new due date that the system assigns to the reversed transactions. Null: The system assigns a null value to the due date of the reversed transactions and assigns new due dates during the billing process. Old Due Dt (old due date): The system assigns the original due date of the reversed transaction.

PDF Report

Take note of the New Group ID that has been created and also notice that the item amounts correctly reflect a reversal for the appropriate Group ID.

Review Transactions

Review the transactions that were in the new Group by Navigating to the Review Transactions component (for additional information see the Review Transactions Topic in this course). Take note of the Entered total and the Posted total. Since our next step is to post, the posted total should be 0. Also verify that everything is correct prior to posting.



Post Transactions

The next step is to post the new group for the reversal. For additional information see the Post Transactions Topic in this course.

Review Transactions

Once the transactions have been posted, review the transactions. (For additional information see the Review Transactions Topic in this course.) Take note of the Entered total and the Posted total. They should now be the same amount.



Unit V: Waivers

Unit Introduction CUNY bursars and their designees will use Student Financials Waivers to provide a consistent way of reducing tuition and/or fees for students who meet desired criteria. Waivers can be applied to groups of students, such as senior citizens, employees, or College Now students, or to individual students, such as students who are veterans who are assigned waivers on an individual basis, since not all veterans are waiver eligible. The process of automating waivers requires several setup steps but is easily automated once setup is complete. Waivers function based on students meeting certain criteria. CUNY is currently configured to identify students for waivers either with Student Groups or Equation Variables. When students are added to Student Groups or the student has the proper Equation Variable set, the appropriate fees will be waived automatically. The County Chargeback process applies to students enrolled at one of CUNY’s community colleges. CUNYfirst will manage County Chargeback processing for New York state residents who attend one of CUNY's community colleges but who reside outside city limits. Students will be identified by using a specific address type after submitting required paperwork to the Office of the Bursar. Counties will be billed and the student’s tuition rate will be adjusted.

Unit Objectives To explain how to:

1. Create and assign waivers for groups of students 2. Assign waivers to an individual student 3. Manage the county chargeback process



Chapter 1: Assign Waivers to Students in Batch Waivers enable the Bursar’s Office to waive charges such as tuition and activity fees for groups of students such as College Now, Paris Exchange, or Senior Citizens. Waivers can also be applied to individual students for programs that apply to small groups such as the NYPD. The process of automating waivers requires several setup steps, but is easily automated once setup is complete. Waivers function based on students meeting a certain criteria. When creating waivers, attach the waiver criteria to waivers. The final step is to attach waivers to specific charges on the Term Fees page of the Tuition Group component. CUNY or campus policy will dictate the Student Groups and waivers to be added.


1. Create a waiver 2. Attach waivers to term fees

Topic 1: Create Waivers Waivers provide a convenient, consistent, and easily maintainable way of reducing tuition or fees for students who meet specific criteria. Waiver groups enable users to attach one or more waivers directly to class, course, and course list fees.

Procedure

The Create Waivers component can be accessed by navigating to: Set Up SACR > Product Related > Student Financials > Tuition and Fees > Waivers

Step Summary

To Create Waivers:

1. Add a New Value. 2. Enter the Description and Long Description. 3. Select the Account Type, Item Type, and Criteria. 4. Enter other data as appropriate for the Waiver.


Add a New Value

Select a SetID and define a Waiver Code. For example, use ART PLAN for waivers that will be applied to students active in the Art plan. Waivers page

On the Waivers page, enter the Description and Long Description that effectively describes the waiver being created. Enter the effective date and status. The effective date is defaulted as the current date, but can be changed to a date in the past or in the future, depending on the waiver being created. For example, if the waiver is not effective until Fall term, then select an effective date before the beginning of Fall term. Status should be set to Active unless the waiver is no longer being used at all.



Select the Account Type, Item Type, and Criteria that are appropriate to attach to this Waiver. If applicable enter the adjust until date, use excess account, waive percentage, amount/unit, waiver offset, waive tax, tax waiver account type, tax waiver item type, item type group, flat amount, maximum amount, and increase waiver tax. Values are determined based on the attributes of the waiver being created.

The following table describes the fields on the Waivers page.


Description Description of the waiver

Long Description More detailed description

Effective Date Date on which the waiver becomes effective and active; make sure this is less than or equal to the first day of the term for

which the waiver should go into effect.

Status Active or Inactive

Account Type Account Type where the waiver will be posted

Item Type Item Type to be used to post the waiver to student accounts

Enable Student Override If checked, allows default values in this waiver to be manually overridden. Indicates the Waiver can be used in the Assign Student Waiver page and the Mass Assign Student Waivers page. The waiver calculation process uses the values in the Assign Student Waiver table to override the

waiver code values.

Waiver Type There are two options for this field:




Net: This option refers to the remaining balance to be paid and is associated with a Waiver Offset or Waive Percentage value. The Tuition Calculation process uses only the Net waiver type when it calculates term

fees and course/class fees.

Gross: This option refers to the original amount to be

paid. This option is selected by default.

Criteria Options Criteria to use to determine student’s eligibility for a waiver. If the criteria option is selected as:

Use Criteria or Use Equation, the Tuition Calculation process uses the selected criteria to check the student’s eligibility for the waiver.

No Criteria, you must manually verify the student’s eligibility.

Waiver Offset If there is an amount you want to have students pay themselves, enter it here. The process will reduce the waiver calculation by that much.

Use Excess Account Select to move any excess waiver amounts to the account defined for excesses. In most cases you should not have excess waiver amounts, but it can happen.

Waive Percentage If only a percentage of a fee is to be waived, enter that percentage in this field.

Item Type Group If the waiver is to be attached to a Tuition Group, you must enter an Item Type Group, in order to limit which fees are affected. If the waiver is attached to a term, class, course or course list fee, it isn’t necessary, because the waiver is attached at a more specific level.

The Item Type Group field is available only if Waive Percentage is selected as the method of calculating the waiver.

Amount/Unit If the waiver is calculated as a set amount per enrolled unit, enter the per unit amount here.

Flat Amount Waive a flat amount for students who meet the criteria. If this option is selected, do not complete the Waive Percentage and Waiver Offset fields.

Prorate Dropped Units This option is for term fee waivers only. Select to allow the proration of fees for dropped classes or term withdrawals. This field is used in conjunction with the Amount/Unit field. In order for this to work, you have to select Track Class Pricing when setting up Term Fees. The class price data is used to determine the class refund percent.

Adjust Until Date Used to determine the total number of units against which the waiver is calculated. If the class drop date falls later than the Adjust Until Date, the class units are added to the total number of units. However, if the class drop date falls later than Adjust Until Date, and you select Prorate Dropped Units,




then the Amt/Unit waiver will include an amount for all units and not just the non-refunded units. If this field is blank, dropped classes are not included in the total number of units. The total number of units is used in calculating the value for Amount/Unit.

Maximum Amount Specify the maximum amount that can be waived for a student.

Waive Tax Select to control whether the waiver adjusts taxes associated with a charge. Selecting this option does not increase the amount of the waiver, but distributes it proportionately across the charge and tax. If this option is selected, the Tax Waiver Account Type and Tax Waiver Item Type fields become available.

Increase Waiver for Tax Select to add the amount of the tax to the waiver. When selected, this option can cause the total waiver to exceed the maximum amount limits.

Tax Waiver Account Type Enter an Account Type for the tax waiver. The default value is the same as for the waiver account type, but it can be overridden.

Tax Waiver Item Type Enter an Item Type for the tax waiver. The default value is the same as for the waiver item type, but it can be overridden.

Topic 2: Attach Waivers to Term Fees CUNY will attach Waivers to term fees to reduce specific tuition and/or fees in a term.

Procedure

The Tuition Groups component to Attach Waivers to Term Fees is found by navigating to: Set Up SACR > Product Related > Student Financials > Tuition and Fees > Tuition Groups

Step Summary

To Attach Waivers to Term Fees:

1. Identify the term fee requiring a waiver. 2. Click Waiver in the row of the term fee. 3. Select the Waiver Code. 4. Add additional rows for additional Waiver Codes, if applicable. 5. Click OK. 6. Click Save.


Term Fees Identify the Fee Code for which the waiver should be applied. Click the Waivers link to view the Term Fee Waivers page. On this page, select the appropriate Waiver Code for the Fee Code. Add additional Waiver Codes, if applicable. Click OK and then click Save.



Term Fee Waivers Page

The following table describes the fields on the Term Fee Waivers secondary page of the Tuition Groups component.


Waiver Code Select the Waiver Code to apply to the Term Fee to waive charges. Waivers that are attached at this level apply only to the specific Term Fee and not to the Tuition Group as a whole.



Chapter 2: Assign Waiver to an Individual Student In some cases, it is necessary to attach a waiver to a student on an individual basis through a manual process.


1. Assigning a waiver to an individual student

Topic 1: Assign Waiver to an Individual Student In some cases, it is necessary to attach a waiver to a student on an individual basis through a manual process.

Procedure

The Equation Variables component to Assign a Waiver to an Individual Student is found by navigating to: Student Financials > Tuition and Fees > Equation Variables

Step Summary

To assign a waiver to an individual student: 1. Search for and locate the student. 2. On the Char Variables page, navigate to the applicable Billing Career for the student. 3. Enter the term. 4. Use the Char Variables or Y/N Flags (for County Chargeback) page to indicate the student’s

eligibility for a particular waiver. 5. Click Save.


Find an Existing Value Search for a student using any of the search fields. Char Variables

Use the Char Variables page on the Equation Variables component to enter the term in which the waiver should be applied. Enter the designated value for the waiver in the Var Char2 field. Once the tuition calculation process is run, the waiver will be applied to the student’s account.



The following table describes the fields on the Char Variables page of the Equation Variables component.


Term Select the term for which the variable should apply,

Var Char1-10 Attach up to 10 character variables to the student, using the Var Char1 through Var Char10 fields. Save the page, and the system links the character variables specified to the student. The character variables no longer apply when the term selected ends. The variables are used in waiver Criteria.

Chapter 3: County Chargeback CUNY performs chargeback processing for New York state residents who attend one of CUNY's community colleges but who reside outside city limits. This process identifies these students, reduces their tuition to the In City rate, and bills the appropriate county operating and capital costs. For County Chargeback adjustments, Bursars will manually apply waivers to students’ accounts once the student has supplied the proper documentation. The county bill needs to charge counties by student and include the student address from the certificate the student receives proving their association with a particular county. The county will be billed an operating cost dollar amount and a capital cost dollar amount per credit hour for part-time students, and a fixed amount for full-time students. Part-time and full-time students will be totaled separately. Currently the county considers students enrolled in 15 or more credit hours to be full-time. These dollar amounts typically change from year to year.


1. Identify and assign students eligible for county chargeback 2. Monitor county chargeback process



3. Bill individual counties

Topic 1: Add Address of County Chargeback The “Other” Address Type has been reserved to hold the County Chargeback address and is the address that is used to tie a student to a county for purposes of County Chargeback billing. Enter the address of the student to be used for County Chargeback.

Procedure

To add the County Chargeback address, navigate to the Addresses component: Campus Community > Personal Information (Student) > Biographical (Student) > Addresses/Phones > Addresses

Step Summary

To Add an Address:

1. Check the Other box in the Add Address Types column. 2. Click Edit Address. 3. Add the County Chargeback address of the student and click OK. 4. Click Submit


Addresses Click the Other Address Type, then click Edit Address to add the address the student provided for the purposes of the County Chargeback. The “Other” Address Type is used to record the County Chargeback address.



The following table describes the fields on the Addresses page of the Personal Information component:

Field Description

Other The address type used to record the County Chargeback address



Edit Address Enter the address provided by the student for the County Chargeback.

The following table describes the fields on the Edit Address page of the Personal Information component:

Field Description

Address 1 First line of street address

Address 2 Second line of street address (if applicable)

Address 3 Third line of street address (if applicable)

City City

State State

Postal Zip code

County County; should default, based on zip code

Override Address Verification

Used to override any address verification errors or messages and force address to be accepted as valid

Topic 2: Assign Waiver for County Chargeback Once it is verified that the student is eligible for a County Chargeback, the waiver must be assigned to the student by way of the Y/N Flags page on the Equation Variables component.

Procedure

The Equation Variables component can be found by navigating to: Student Financials > Tuition and Fees > Equation Variables

Step Summary

To set the flag for the County Chargeback Waiver:

1. On the Char Variable page, select the appropriate Billing Career. 2. Enter the term to which the waiver should apply. 3. Click on the Y/N Flags tab. 4. Check the Certificate Resident Rate checkbox. 5. Click Save.




Char Variables Locate the applicable Billing Career and desired term. If the term does not yet exist in the component for the student, add a new row for the term for which the student is eligible for the County Chargeback. Note that multiple terms can be assigned at one time, if the student is already term-activated. Navigate to the Y/N Flags page.

The following table describes the important fields on the Char Variables page of the Equation Variables component:

Field Description

Term The term for which the waiver should be applied.

Y/N Flags Click the Certificate Resident Rate checkbox. Click Save.



The following table describes the important fields on the Y/N Flags page of the Equation Variables component:

Field Description

Certificate Resident Rate

Indicates that the student has submitted a certificate and is eligible for County Chargeback.

Topic 3: Monitor County Chargeback CUNYfirst can monitor the County Chargeback process by running the Verification Report and the Eligibility Report. Since County Chargeback can be assigned for multiple terms, the Verification Report verifies that students receiving the waivers are still valid. It reports on students that are (1) enrolled in the term; (2) have a County Chargeback (Other) address effective date that is greater than the term end date and (3) the student has a waiver for the term. If a student has the selected address different from the Other address, the student will appear on this report. The Eligibility Report produces a list of students who are enrolled in the term, have the appropriate NY state address, but are missing either a waiver for the term or an “Other” address. The report will isolate students who are eligible for current term but, due to an address change, may no longer be eligible for previously assigned future terms. Actual eligibility will need to be verified manually.

Procedure

The County Chargeback Reports component can be found by navigating to: Student Financials > CUNY SF Report Menu > County Chargeback Reports

Step Summary

To run the County Chargeback Reports: 1. Select the Business Unit, Term, and Compare Address Type. 2. Click Run.



Refer to Appendix A: Run CS Reports and Processes for additional information on running reports and processes.


County Chargeback Report On the County Chargeback Report page, select the Business Unit, Term, and Compare Address Type. Click Run.

The following table describes the fields on the County Chargeback Report component.

Field Description

Business Unit Business Unit for which the report should be generated

Term Term for which the report should be generated

Compare Address Type Address type to look at to determine if student has a New York State, non-New York City address that should make him or her eligible for County Chargeback.

County Chargeback Report (Process Scheduler) Select the checkbox beside Eligibility Report or Verification Report, based on the report that should be generated. Click OK. Navigate to the Report Manager to view the report(s). Note: These should NOT be run at the same time. Wait until one completes before submitting the process request for the other.



County Chargeback Eligibility Report Below is the image of the County Chargeback Eligibility Report that is produced in Microsoft Excel.

County Chargeback Verification Report The County Chargeback Verification Report is produced in Microsoft Excel.

Topic 4: Bill Individual Counties The CUNY campuses will be responsible for billing individual counties for the County Chargeback. The billing process for County Chargeback is a separate and distinct process from the student and corporate billing processes.

Procedure

The County Chargeback Bill can be found by navigating to: Student Financials > CUNY SF Report Menu > County Chargeback Bill



Step Summary

To run the County Chargeback Bill process: 1. Select the Business Unit, Term, NY County being billed, and Display EMPLID. 2. Enter the Capital Cost Rate and Operating Cost Rate for Part-Time Rates. 3. Enter the Capital Cost, Operating Cost, and Full-Time Units for Full-Time Flat Rates. 4. Click Run.


County Chargeback Bill On the County Chargeback Bill page, select the Business Unit and Term for which the County Chargeback billing process will be run. Select the NY (New York) County to be billed (if left blank, the process will run for all available counties, though they will print on separate sheets) and select to Display the EmplID of the student on the bill. Enter the Capital Cost Rate and Operating Cost Rate for the PART-TIME RATES. These are per-unit amounts. Enter the Capital Cost and Operating Cost for FULL-TIME FLAT RATES. These are flat amounts. Enter the number of units in which a student must be enrolled to be considered full-time.

The following table describes the fields on the County Chargeback Bill component.

Field Description

Business Unit Business unit for which the bill should be run

Term Term for which the bill should be run

NY County County in the state of New York to be billed. If no county is selected, the report will be run for all counties.

Display EMPLID Select to display the student EmplID on the bill.



Field Description

Capital Cost Rate Established per-unit rate for capital costs for part-time students

Operating Cost Rate Established per-unit rate for operating cost rate for part-time students

Capital Cost Established flat rate for capital cost for full-time students

Operating Cost Established flat rate for operating costs for full-time students

Full Time Units Number of enrollment units considered by the county to be full-time.



County Chargeback Bill Below is an example of the County Chargeback Bill.



Unit VI: Refunds

Unit Introduction Refunds are the repayment—to the student or to a corporate sponsor—of excess funds on the account, when there is an overall credit balance. Refunds are generated through a batch process. The refunding process posts refunds to the student account. The campus-based refunding interface produces a file which is used with the campus check writer system to produce checks for students who are entitled to refunds.

Unit Objectives



Chapter 1: Refunding Two types of recipients can receive refunds: students and organizations. In CUNYfirst, the recipient refers to the type of account being refunded and does not necessarily indicate the person or organization that actually receives the refund. For example, a student drops a class and is due to receive a refund. However, a non-student sponsor originally paid the student’s tuition fees and should therefore receive the refunded money. Although the sponsor receives the actual refund, it is still considered a student refund in terms of how it is created and distributed. The CUNYfirst refunding process includes a common procedure in CUNYfirst to run the process in report mode, check for issues, and then run the report in production mode. Finally, the refunding process culminates in an interface output file for information that is relevant to the check-writer process.


1. Run the refunding process 2. Run the student receivables report 3. Run the campus-based refunding interface

Topic 1: Run Refunding Process (Report Only Mode) This process will be run initially in Report Only mode to generate the detail required to populate the R063 Credit Balance Report. Due to the changes in refunding processes required by Wave 1 financial aid processing, the Controller’s Office policies for refunding Student Financial Aid (SFA) disbursed funds must be followed. To process refunds in the Wave 1 environment, interfaces I-062 and I-505 need to be employed.

Procedure

The Create Refunds component can be found by navigating to: Student Financials > Refunds > Process Batch Refunds > Create Refunds

Step Summary

To create refunds in batch: 1. Select a Run Control ID or enter a new Run Control. 2. Select the desired Business Unit. 3. Select desired value in the Run Option 1 (Individual Only), Run Option 2 (Non Financial Aid

Only), and Sponsor Refund Option fields (No Sponsor). 4. Select “Refund Campus Based” as the Refund Item Type. 5. Select desired Address Usage. 6. Click Report Only. 7. Navigate to Academic Programs. 8. Click All Programs. 9. Navigate to Accounts/Terms. 10. Click All Accounts and All Terms. 11. Navigate to Item Types. 12. Select the “Payment by Cash” Item Type in the Item Type From field and the “Payment by Check”

Item Type in the Item Type To field.



13. Click Save and Run. 14. On the Process Monitor Page, make sure the Batch Refund checkbox is checked. 15. Click OK. 16. Review results of the refunding process in Report Mode to ensure that the batch includes the

appropriate students.


Batch Refund On the Batch Refund page, select the appropriate business unit, Run Option 1, Run Option 2, and Sponsor Refund Option. Select the refund item type to be used to post the refund to accounts. Select the address usage the process should use to find the address to appear on the refund. Click Report Only to run the process in Report Only mode. Click Calculate (Calc) Tuition if Required to run the Tuition Calculation process for any student with the Tuition Calculation Required flag on the career term record set to yes. Navigate to the Academic Programs tab.

The following table describes the fields important to the Batch Refund page on the Create Refunds component.


Batch ID Unique ID assigned when the run control page is saved

Business Unit Business unit for which the refunding process will be run

Refund Method Refund method selected on the Refund Setup page of the SF Business Unit component

Run Option 1 Type of recipients for whom to create refunds. Options are:

Individual Only

Organization Only

Individual and Organization

Run Option 2 Type of credits for which to create refunds. Options are:

Financial Aid Only (item types with a classification of Financial Aid)




Non Financial Aid Only (item types with a classification of Payment)

Both Financial Aid and Non FA

Sponsor Refund Option Indicates whether or not to include sponsors in the process, and if so, what types of sponsors. Refund sponsors are individuals or organizations designated as the recipients of refunds of specific credits on student or organization accounts. The refund appears on the student or organization account, but the Refund ID will be different from the EmplID or External Org ID of the account.

Refund Item Type Item type used to post the refunds to recipient accounts; no refunds will be posted when the process is run in report-only mode, but the field is required.

Address Usage How the system searches for an address for each student recipient; the person to whom an organization refund is sent is determined by the Ext Org Contact Type designated on the Refund Setup page of the SF Business Unit component.

Report Only Select to generate a report listing what refunds the system would create. When selected, the process does not actually create the refunds listed in the report.

Calc Tuition if Required Select to calculate tuition for students who have not already had their tuition calculated or who need tuition recalculated. Note: If selected, the process will look at all terms for which a term activation record exists, not just the term or terms for which refunds are being generated.

Check Batch Refunds After the process is run, click to access the Batch Refund Lines page and view refunds.

Batch Refund Messages After the process is run, click to access the Review Batch Messages page and view warnings or errors that the system encountered during the process.

Academic Programs Click All Programs to run the process for all academic programs in the selected business unit. If refunds should be run only for specific programs, select the desired academic programs in the Academic Program. Add additional rows for additional Academic Programs. Click All Statuses to select all program statuses, or click the right arrow beside Program Status to add or delete program statuses. For example, users may wish to process refunds for all statuses except students that are waitlisted. Navigate to Accounts/Terms.



The following table describes the fields important to the Academic Programs page of the Create Refunds component.


All Programs Select to include all Academic Programs in the batch process.

Academic Program If All Programs is not checked, enter the Academic Program(s) to include in the process.

All Statuses Expand this scroll area to select Academic Program statuses to include in the batch refund process. The system creates refunds only for those students with the statuses selected. Alternatively, click the All Statuses button to populate all the statuses in the grid. This should be used with caution, as statuses included are “Deceased,” “Dismissed” and other statuses for which you may not wish to process refunds.

Accounts/Terms On the Accounts/Terms page, select All Accounts and All Terms. To run the process for specific account or terms, uncheck All Accounts and/or All Terms and then select the desired Accounts and Terms. Navigate to Item Types.



The following table describes the fields important to the Account/Terms page in the Create Refunds component.


All Accounts Select to include all Account Types in the batch refund process. If the checkbox is cleared and Refresh is clicked, a scroll area appears. Add the specific Account Types to process.

All Terms Select to include all Terms in the batch refund process. If the checkbox is cleared and Refresh is clicked, a scroll area appears. Add the specific Terms to process.

Item Types On the Item Types page, select the “Payment by Cash” and “Payment by Check” item types in the Item Type From and Item Type To fields. This will limit the batch refunding process to only those payments that were made with cash or check. This will prevent financial aid refunds from being included in this refunding process. This is necessary because prior to implementation of CUNYfirst Financial Aid, SFA items are interfaced to CUNYfirst Student Financials using item types with the classification of Payment. Therefore, using the Non Financial Aid Only option on the Batch Refund page will not exclude these items.



The following table describes the fields important to the Item Types page in the Create Refunds component.


All Item Types Select to include all refundable Item Types in the batch refund process. Clear the checkbox and use the Item Type From and Item Type To fields to define the range or ranges of Item Types to include.

Topic 2: Run the Student Receivables Report (R-063) The Student Receivables Report is run in order to verify that students are being refunded for the appropriate amount. It provides a list of students who are eligible for non-SFA refunds and determines credits, by Item Type, that are remaining unapplied on student accounts. The report allows colleges to audit the list of students identified as being eligible for a refund, merely by virtue of the fact that the student accounts reflect credit balances. The report is run before the batch refunding process is run in production mode, so that, if necessary, changes can be made. CUNY policy will dictate how issues are handled.

Procedure

The Student Receivables Report run control page can be found by navigating to: Student Financials > CUNY SF Report Menu > Student Receivables Report

Step Summary

To run the Student Receivables Report: 1. Select the desired Business Unit, Batch ID, Term, and Waiver Form. 2. Select the Item Type Ranges From and To. 3. Click Run.


Student Receivables Report

On the Student Receivables Report page, select the Business Unit. Select the Batch ID that was

generated when the refund process was run in Report Mode. Select the Term for which refunds are being

processed. Enter “TITLEIV” in the Waiver Form field. This is a form students can submit granting

permission to use Title IV Financial Aid to pay charges in terms other than those the college is



automatically allowed to pay. This works to reduce the instances of a refund being issued when there are

still outstanding charges on the account.

For the purposes of this report, the value entered here is for informational purposes only—the report

will tell you if any of the students in the refund batch have submitted this form.

Select the appropriate “From” and “To” Charge Item Type Range. This is used to define the range of item types to be considered for calculating the amount due. If you need to skip an Item Type or a range of Item Types, click the Add a New Row button to add a new row and define an additional range. Click Run. Once the process has run to success, navigate to the Report Manager to view the report.

The following table describes the fields important to the Student Receivables Report page.


Business Unit Business unit for which the report should be run

Batch ID Batch ID that was generated by running the refunding process in Report Only Mode; it is important that the correct Batch ID is selected, because this will determine the IDs that will appear on the report.

Term Term for which the report is being run

Waiver Form The Title IV Waiver for students who authorize Title IV funds to pay otherwise ineligible fees. CUNY may choose not to use this functionality, but it is a required field on the page and must be populated.

From and To The range or ranges of item types to include in the report.



Topic 3: Run Refunding Process (Production Mode) The Batch Refunding process is run in Production mode after the R-063 Receivables Report has been run and reviewed. Due to the changes in refunding processes required by Wave 1 financial aid processing, the Controller’s Office policies for refunding Student Financial Aid (SFA) disbursed funds must be followed. To process refunds in the Wave 1 environment, interfaces I-062 and I-505 must be employed.

Procedure

The Create Refunds component can be found by navigating to: Student Financials > Refunds > Process Batch Refunds > Create Refunds

Step Summary

To create refunds: 1. Select a Run Control ID or enter a new Run Control. 2. Select the desired Business Unit. 3. Select the desired value in the Run Option 1 (Individual Only), Run Option 2 (Non Financial Aid

Only), and Sponsor Refund Option fields (No Sponsor). 4. Select “Refund Campus Based” as the Refund Item Type. 5. Select desired Address Usage. 6. Make sure Report Only is unchecked. 7. Navigate to Academic Programs. 8. Click All Programs. 9. Navigate to Accounts/Terms. 10. Click All Accounts and All Terms. 11. Navigate to Item Types. 12. Select the “Payment by Cash” Item Type in the Item Type From field and the “Payment by Check”

Item Type in the Item Type To field. 13. Click Save and Run. 14. On the Process Monitor Page, make sure the Batch Refund checkbox is checked. 15. Click OK. 16. Review results of the refunding process to ensure that the batch includes the appropriate

students.


Batch Refund On the Batch Refund page, select the appropriate business unit, Run Option 1, Run Option 2, and Sponsor Refund Option. Select the refund item type to be used to post the refund to accounts. Select the address usage the process should use to find the address to appear on the refund. Verify that the Report Only checkbox is unchecked. Click Calculate (Calc) Tuition if Required to run the Tuition Calculation process for any student with the Tuition Calculation Required flag on the career term record set to yes. Navigate to the Academic Programs tab.



The following table describes the fields important to the Batch Refund page on the Create Refunds component.


Batch ID Unique ID assigned when the run control page is saved

Business Unit Business unit for which the refunding process will be run

Refund Method Refund method selected on the Refund Setup page of the SF Business Unit component

Run Option 1 Type of recipients for whom to create refunds. Values are: Individual Only, Organization Only and Individual and Organization.

Run Option 2 Type(s) of credits for which to create refunds. Create refunds for financial aid credits (credits with an item type classification of Financial Aid), non-financial-aid credits (credits with an item type classification other than Financial Aid or both.

Sponsor Refund Option

Indicates whether or not to include sponsors in the process, and if so, what types of sponsors

Refund Item Type Item type used to post the refunds to recipient accounts; no refunds will be posted when the process is run in report-only mode, but the field is required.

Address Usage How the system searched for an address for each student recipient

Report Only Select to generate a report listing what refunds the system would create. When selected, the process does not actually create the refunds listed in the report.

Calc Tuition if Required

Select to calculate tuition for students who have not already had their tuition calculated or who need tuition recalculated. Note: If selected, the process will look at all terms for which a term activation record exists, not just the term or terms for which refunds are being generated.

Check Batch Refunds After the process is run, click to access the Batch Refund Lines page and view refunds.

Batch Refund After the process is run, click to access the Review Batch Messages




Messages page and view warnings or errors that the system encountered during the process.

Academic Programs Click All Programs to run the process for all academic programs in the selected business unit. If refunds should be run only for specific programs, select the desired academic programs in the Academic Program. Add additional rows for additional Academic Programs. Click All Statuses to select all program statuses, or click the right arrow beside Program Status to add or delete program statuses. For example, users may wish to process refunds for all statuses except students that are waitlisted. Navigate to Accounts/Terms.

The following table describes the fields important to the Academic Programs page of the Create Refunds component.


All Programs Select to include all Academic Programs in the batch process.

Academic Program If All Programs is not checked, enter the Academic Program(s) to include in the process.

All Statuses Expand this scroll area to select Academic Program statuses to include in the batch refund process. The system creates refunds only for those students with the statuses selected. Alternatively, click the All Statuses button to populate all the statuses in the grid. This should be used with caution, as statuses included are “Deceased,” “Dismissed” and other statuses for which you may not wish to process refunds.

Accounts/Terms On the Accounts/Terms page, select All Accounts and All Terms. To run the process for specific account or terms, uncheck All Accounts and/or All Terms and then select the desired Accounts and Terms. Navigate to Item Types.



The following table describes the fields important to the Account/Terms page in the Create Refunds component.


All Accounts and All Terms Select to include all Account Types and Academic Terms in the batch refund process. If either checkbox is cleared and Refresh is clicked, a scroll area appears. Add the specific Account Types and Terms to process.

Item Types On the Item Types page, select the “Payment by Cash” and “Payment by Check” item types in the Item Type From and Item Type To fields. This will limit the batch refunding process to only those payments that were made with cash or check. This will prevent financial aid refunds from being included in this refunding process.

The following table describes the fields important to the Item Types page in the Create Refunds component.





All Item Types Select to include all refundable Item Types in the batch refund process. Clear the checkbox and use the Item Type From and Item Type To fields to define the range of Item Types to include.

Topic 4: Processing Campus-Based Refunds The Campus Refunding interface will be used to create a CSV file. The CSV file includes the information from CUNYfirst needed to generate checks for non-SFA refunds through the campus check writer system. The interface will be used until the Accounts Payable refunding process is implemented.

Procedure

The Campus Refunding run control page can be found by navigating to: CUNY > Campus Solutions > CS Interface > Campus Refunding

Step Summary

To run campus refunding: 1. Select the appropriate institution for the campus. 2. Select the semester code. 3. Enter a Start Date and End Date to indicate the date the refunding process was run. 4. If desired, select Greater Than, Less Than or Equal To in the Operator field. 5. If a value is selected in the Operator field, enter an amount in the Amount field. 6. If desired, enter a specific EmplID. 7. Enter the Path/File Name. 8. Select one or more refund Item Type ranges.


Campus Refunding On the Campus Refunding page, select the appropriate Institution. This code should be the same as the SF Business Unit. Select the Semester Code. This is used to populate the Semester Code field in the CSV file. It is not used in the selection of refunds to process. This extract can be run based on one or more of three different criteria: Date Range, Amount or single EmplID. Select the Start Date and End Date that includes the refunding period to be included. If desired, select an Operator. Options include Greater Than, Less Than and Equal To. Once a value is selected, the Amount field unhides. The Operator, in conjunction with the Amount entered in the Amount field, will narrow the results selected. To run the process for one student, enter the EmplID of the student. Enter the Path/File Name. At this time, the file path name is: sftpcsout/i062-RefundChecque/data/. Verify this name once the process is run. Define the range of refund Item Types (i.e. the Item Types used to post the refunds to student accounts) to be picked up by this process. Item Type Range is “Refund Campus Based” to “Refund Campus Based” (there is only one).



The following table describes the fields important to the Campus Refunding page.

Field Description

Institution Institution for which the process is being run.

Semester Code Semester code that appears on the report. This is used to populate the outbound file Semester Code field as a literal value; it is not used in the selection of refunds to process.

Start Date/End Date Optionally, enter a start date and end date to limit the output file to refunds from a date range.

Operator Optionally, select an operator to filter on the amount of the refund. Options include: Less Than: Limits to refunds with amounts less than the dollar value entered in the Amount field. Greater Than: Limits to refunds with amounts greater than the dollar value entered in the Amount field. Equal To: Limits to refunds with amounts equal to the dollar value entered in the Amount field.

Amount The amount associated with the Operator.

EMPLID Limits the process to run for one EmplID only.

Path/File Name Path/File name where the file will be stored on the FTP server

Item Type Range From and To

Used to limit item types to those relevant to the campus refunding process. Select the Refund Campus Based Item Type.

Topic 5: Create Student Refund (Individual) Students who have a credit balance on their account and meet criteria are entitled to a refund. This process, Create Student Refund (Individual), will post a refund to an individual student. After this process is completed, the student will not appear on the R-063 Student Receivables Report, as the posting has been completed. However, the student will appear on the I-062 Interface file, to be used to upload refund information into the campus check writing system.



Policy

When using this component, the below requirements are necessary for the transaction to complete successfully.

1. Individual must be a valid student; and, 2. Individual must be term activated in a valid term (current or prior), in the Academic

Institution/Business Unit (eg. KCC01) where the refund is being requested.

Procedure

The Student Refund component can be found by navigating to: Student Financials > Refunds > Student Refund

Step Summary

To Create a Student Refund: 1. Enter the Business Unit and click Search. 2. Enter the student’s ID and tab out of the ID field. 3. Select the refundable credits to refund. 4. If necessary, adjust the Refund Amount. 5. Enter the Refund Item Type and Address Type. 6. Click Post Refund.


Student Refund page On the Student Refund page, enter the ID of the student who is eligible for a refund. When you tab out of the field, the student’s name will appear. It is critical that the student’s name is validated, to ensure the correct ID has been entered. Account information including balance and anticipated aid will display. In the Refund Selection area, all refundable credits on the student’s account will be displayed. Uncheck any you do not wish to refund. If necessary, you can adjust the refund amount downward. Enter the Refund Item Type and Address Type. Click the Post Refund button to post the refund to the student account. You can click the Expand arrow in the View Refund Check section for a representation of what the refund check will look like.

Run the I-062 process to produce a check for the refunded amount.



The following table describes the fields important to the Student Refund page.

Field Description

ID The 8 digit system generated unique identification number. It is critical that the student name is validated to ensure the correct ID has been entered.

Balance Amount on the student account to be paid to the college or refunded to the student.

Anticipated Aid The amount of aid that is anticipated to impact the student’s account when financial aid interfaces and disbursements are run.


View enrollment and limited personal information for the student. On the Academic Information page, verify information about the student’s Academic Career, Program, Residency Group, Units, Level and Academic Load for each term and institution. Additional links such as Academic Plan and Enrollment in the Academic Information component provide additional information regarding the student’s academic record.

Student Accounts link View of the Customer Account

Refund Method Displays the refund method selected on the Refund Setup page of the SF Business Unit component.


Term Term codes use the following convention: [1 digit century code] + [2 digit calendar year] + [1 digit term code where 2 = Spring, 6 = Summer, 9 = Fall]. Ex. Fall 2008 = 1089, Spring 2015 = 1152

Item Type Item Types are the basic work unit of the Student Financials application. Each item type defines and describes a unique action. During the setup of items types there is a differentiation between charges (debits) and payments (credits) and they are defined how



Field Description

and where to be applied. Item Types are also grouped by classification and configuration will enable student account information to be transferred to the General Ledger.

Item Amount Amount posted to the student’s account

Item Balance Unapplied amount of the item

Refund Amount Amount to be refunded/returned to the student. This defaults to the Item Balance amount but can be adjusted downward.

The Refund Amount cannot be greater than the Balance Amount.

Format Select the refund method that you want to use to create this refund. Possible values are:

A: Automatic Check C: Credit Card D: Direct Deposit E: Electronic Check P: Paper Check

Refund Item Type Item Type to be used to post the refund to the student’s account

Address Type Address Type to be printed on the check; only Address Types associated with the selected student will be available for use.

Event ID CUNY will not use

Post Refund This button will post the refund amount to the student account

View Refund Check When expanded, displays the refund in check format

Topic 6: Refund With Extra Amount This process is used to create a refund to a student who has an amount due greater than the refundable balance on the account. Students who have a credit balance on their account and meet criteria are entitled to a refund. This process, Refund with Extra Amount, will post a refund to an individual student. After this process is completed, the student will not appear on the R-063 Student Receivables Report, as the posting has been completed. However, the student will appear on the I-062 Interface file, to be used to upload refund information into the campus check writing system.

Policy

When using this component, the below are requirements in order for the transaction to complete successfully.

1. Individual must be a valid student; and, 2. Individual must be term activated in a valid term (current or prior), in the Academic

Institution/Business Unit (eg. KCC01) where the refund is being requested.

Procedure

The Refund With Extra Amount component can be found by navigating to: Student Financials > Refunds > Refund with Extra Amount



Step Summary

To create a Refund with Extra Amount: 1. Enter the Business Unit and click Search. 2. Enter the ID and tab out of the field. 3. Deselect any existing refundable credits that appear in the Refund Selection box. 4. Select the “Refund Extra Amount” Item Type as the Refund Item Type. 5. Select the Address Type to appear on the refund. 6. Enter the Extra Amount to refund. 7. Enter the Extra Refund Info (Extra Account Nbr, Extra Account Term, Extra Item Term). 8. Click OK. 9. Select Post Refund


Refund with Extra Amount page On the Refund with Extra Amount page, enter the EmplID of the student for whom you are processing the refund. When you tab out of the ID field, the student’s name will appear. It is critical that the student’s name is validated, to ensure the correct ID has been entered. Account information including balance and anticipated aid will display. In the Refund Selection area, all refundable credits on the student’s account will be displayed. These should be unchecked so that the Refund With Extra Amount is processed separately, using a separate refund item type. Enter the Refund Item Type—“Refund Extra Amount”—and Address Type. Enter an amount in the Extra Amount field. After entering the Extra Amount, the Extra Refund Info page should appear. If it does not automatically do so, click the Extra Refund Info link. Enter the required fields Extra Account Nbr, Extra Account Term and Extra Item Term. Click OK to return to the Refund with Extra Amount page to Post the Refund.

You can click the Expand arrow in the View Refund Check section for a representation of what the refund check will look like.

Run the I-062 process to produce a check for the refunded amount.



Extra Refund Information link



The following table describes the fields important to the Refund Extra Amount page.

Field Description

ID The 8 digit system generated unique identification number. It is critical that the student name is validated to ensure the correct ID has been entered.

Balance Amount on the student account to be paid to the college or refunded to the student.

Anticipated Aid The amount of aid that is anticipated to impact the student’s account when financial aid interfaces and disbursements are run.


View enrollment and limited personal information for the student. On the Academic Information page, verify information about the student’s Academic Career, Program, Residency Group, Units, Level and Academic Load for each term and institution. Additional links such as Academic Plan and Enrollment in the Academic Information component provide additional information regarding the student’s academic record.

Student Accounts link View of the Customer Account

Refund Method Displays the refund method selected on the Refund Setup page of the SF Business Unit component.


Term Term codes use the following convention: [1 digit century code] + [2 digit calendar year] + [1 digit term code where 2 = Spring, 6 = Summer, 9 = Fall]. Ex. Fall 2008 = 1089, Spring 2015 = 1152

Item Type Item Types are the basic work unit of the Student Financials application. Each item type defines and describes a unique action. During the setup of items types there is a differentiation between charges (debits) and payments (credits) and they are defined how and where to be applied. Item Types are also grouped by classification and configuration will enable student account information to be transferred to the General Ledger.

Item Amount Amount posted to the student’s account

Item Balance Unapplied amount of the item

Refund Amount Amount to be refunded/returned to the student. This defaults to



Field Description

the Item Balance amount but can be adjusted downward. The Refund Amount cannot be greater than the Balance Amount.

Format Select the refund method that you want to use to create this refund. Possible values are:

A: Automatic Check

C: Credit Card

D: Direct Deposit

E: Electronic Check

P: Paper Check

Refund Item Type Item Type to be used to post the refund to the student’s account

Address Type Address Type to be printed on the check; only Address Types

associated with the selected student will be available for use.

Post Refund This button will post the refund amount to the student account.

View Refund Check When expanded, displays the refund in check format

Extra Amount Enter the amount to be applied in excess of the refundable amount.

Extra Refund Info link Enter the following required fields:

Extra Account Nbr: Select an Account Number that already exists on the student’s account where the extra refund amount will be posted.

Extra Account Term: Select an Account Term that already exists on the student’s account where the extra refund amount will be posted.

Extra Item Term: The Item Term to which the extra refund amount will be posted. This does not have to be a term that already exists on the student’s account.

Event ID CUNY will not use

Post Refund This button will post the refund amount to the student account

Topic 7: Student Bank Account & Direct Deposit (First-Time Election)

Students who receive Financial Aid refunds or other payments will have the ability to enter direct deposit information into CUNYfirst in Student Self-Service. The process requires a student to enter bank information first, then the direct deposit election. Students may have only one direct deposit distribution. Scholar Support Card participants will have their election recorded on these pages through an interface process. Direct Deposit Administrators will have the ability to add/update a student's bank information and direct deposit election as necessary. This process details the steps required for the Direct Deposit Administrators to update bank information.

Procedure

The Accounts-Student component can be found by navigating to: Student Financials > Refunds > AP Direct Deposit > Accounts - Students



Step Summary

To Add Student Bank Account & Direct Deposit information: 1. Select the Add a New Value tab, enter the Student ID and click the Add button. 2. Enter Bank Account Information: Routing Number, Account Type, Account Number, Account

Name, Nickname 3. Click Save. 4. Click the Direct Deposit link and select the Nickname of the account. 5. Click Save.


Account - Students page After selecting the Add a New Value tab, entering the Student ID, and selecting the Add Button, the Accounts - Student page will display. The Financial Institution Information area is used to enter the student’s bank account information. After entering the required information, click Save. The Direct Deposit link will now appear below the EmplID. Click the link.

The Direct Deposit page will display. Select the nickname of the bank account to be used for direct deposit refunds and student payments.

The following table describes the fields important to the Accounts - Student page.

Field Description

Name Displays first and last name of the student.



Field Description

ID The 8 digit system generated unique identification number. (It is critical the student name displayed is validated, matches and is correct).

Direct Deposit link Appears after the bank account information is saved. It is used to associate the bank account as the agreed account for direct deposit transmittals.

Country Code Identifies the configured country. This will default to USA.

Currency Code Identifies the manner in which currency is configured. This will default to USD.

Status Indicates the status of the bank account information entered. There are two status types:

Active – Bank Account Information is in effect

Inactive – Bank Account Information is no longer in effect

Note: If the Bank Account Information is in the status of “Inactive,” direct deposit transmittals cannot occur.

Routing Number A nine-digit bank code, used in the United States, which appears on the bottom of negotiable instruments such as checks, identifying the financial institution on which it was drawn.

The routing number is also used by Federal Reserve Banks to process funds transfers, and by the Automated Clearing House to process direct deposits, bill payments and other transfers.

Account Type A name or code given to an account that indicates the account's purpose. There are two account types:

Checking: A bank account which pays little or no interest, but from which the customer can withdraw money by check or debit card transactions.

Savings: Bank or other depository institution account (1)

from which withdrawals can be made, (2) on which

interest accrues, (3) which does not have any maturity

date, and (4) which usually does not require a minimum

balance.

Account Number Code which identifies the holder of a bank account.

Account Name Specific name to be associated with the bank account information entered

Nickname Name chosen to identify bank account information quickly and easily for future use.

Note: Nickname Format – Use the student’s first name plus the last four digits of the account number. ( Example: FName2121)

Last Updated By Indicates the 8-digit User ID of the person who entered or last updated the bank account information.

Last Update On Indicates the date and time the student bank account information was entered or last updated.

http://en.wikipedia.org/wiki/Bank_code

http://en.wikipedia.org/wiki/United_States

http://en.wikipedia.org/wiki/Negotiable_instruments

http://en.wikipedia.org/wiki/Cheque

http://en.wikipedia.org/wiki/Federal_Reserve_Banks

http://en.wikipedia.org/wiki/Automated_Clearing_House

http://en.wiktionary.org/wiki/direct_deposit

http://www.businessdictionary.com/definition/code.html

http://www.businessdictionary.com/definition/account.html

http://www.businessdictionary.com/definition/bank.html


http://www.businessdictionary.com/definition/pay.html

http://www.businessdictionary.com/definition/interest.html

http://www.businessdictionary.com/definition/customer.html

http://www.businessdictionary.com/definition/money.html


http://www.businessdictionary.com/definition/depository-institution.html


http://www.businessdictionary.com/definition/interest.html

http://www.businessdictionary.com/definition/accrue.html

http://www.businessdictionary.com/definition/maturity-date.html

http://www.businessdictionary.com/definition/maturity-date.html

http://www.businessdictionary.com/definition/balance.html

http://www.businessdictionary.com/definition/holder.html





Direct Deposit – Student page

As indicated, after the transaction is saved, the Direct Deposit link will display below the student’s ID. Select the Direct Deposit link to display the Direct Deposit - Student page. The Direct Deposit - Student page is used to select the bank account to be used for direct deposit. When the bank account is selected as the direct deposit account, funds can be distributed via direct deposit into that account. Click Save.

Once the page is saved and the Agreement Status is “Accepted,” all fields are grayed out and are no longer available for editing.

The following table describes the fields important to the Direct Deposit - Student page.

Field Description

Name Displays first and last name of the student.

Agreement Status After the transaction is saved successfully, the agreement status will indicate “Accepted”.

ID The 8 digit system generated unique identification number. (It is critical the student name displayed is validated, matches and is correct).

Manage Account link Used to return to the Accounts - Student page for review/update of bank account information.

Effective Date Date as of which the direct deposit entry will be effective

Note: The date will default to the current date.

Effective Sequence Sequence number of the row associated with the displayed effective date; this indicates that multiple rows can be entered with the same effective date.



Field Description

Nickname Select the nickname of the bank account to use for direct deposit transmittals.

Routing Number, Account Type, Account Number

Defaulted from the information entered in the Accounts - Student page; not editable on this page

Last Updated By Indicates the User ID of the person who entered or last updated the direct deposit information.

Last Updated On Indicates the date and time the direct deposit information was entered or last updated.

Topic 8: Update a Direct Deposit Election

Direct Deposit Administrators will have the ability to add/update a student's bank account and direct deposit elections. To change the direct deposit election, the Administrator must first add a new bank account, then insert a new row on the Direct Deposit page to add the new bank account as the direct deposit account. Administrators should not modify the Scholar Support Card elections. This process provides the steps required to update the direct deposit election.

Procedure

The Accounts - Student component can be found by navigating to: Student Financials > Refunds > AP Direct Deposit > Accounts - Students

Step Summary

To Update Direct Deposit Election: 1. Enter ID and click Search. 2. Click the add a new row icon 3. Enter Bank Account Information: Routing Number, Account Type, Account Number, Nickname 4. Click Save 5. Click the Direct Deposit link 6. Enter the EMPL ID and click Search 7. Click the add a new row icon to add a new row 8. Select the Nickname from the dropdown 9. Click Save


Accounts - Student page The Accounts - Student page is used to add and update student bank account information. After entering the Student ID and selecting the search button, the Accounts - Student page will display, providing the most current bank account information entered. In order to add new account information, select the Add a

New Row button to insert a new row of data. The Financial Institution area is used to add the student’s new bank account information. After entering the required information, click Save. Click the Direct Deposit link.

The Direct Deposit page will display to select the student bank account information for refunds and/student payments to be transmitted via direct deposit into the student account.



Direct Deposit – Student page

Select the Direct Deposit link to display the Direct Deposit - Student page. The Direct Deposit - Student page is used to select the bank account to use for direct deposit.

Select the Add a New row icon to insert a new effective-dated row. Enter the date the change should go into effect. From the Nickname dropdown, select the Nickname of the new bank account to be used for direct deposit transmittals. Click Save.



Topic 9: Revoke Direct Deposit

Direct Deposit Administrators will have the ability to terminate a student's direct deposit election. This process provides the steps required to revoke a student's direct deposit election.

Procedure

The Direct Deposit Revocation page can be found by navigating to: Student Financials > Refunds > AP Direct Deposit > Revoke Direct Deposit

Step Summary

To Revoke Direct Deposit: 1. Enter ID and click Search. 2. Select the Revoke Consent checkbox. 3. Click Save.


Direct Deposit Revocation The Direct Deposit Revocation page is used to revoke the accepted direct deposit entry associated with the student banking information. This page will display the agreement text of direct deposit consent. In order to revoke the direct deposit transaction, the checkbox next to Revoke Consent should be checked. After selecting the checkbox, click Save.



The following table describes the fields important to the Direct Deposit Revocation page.

Field Description

Name Displays first and last name of the student

ID 8-digit, system-generated, unique identification number Agreement Number System-generated number associated with the direct deposit

agreement

Agreement Date Date the direct deposit agreement was entered

Agreement Text Direct deposit agreement text

Revoke Consent Checkbox used to revoke the direct deposit agreement

Note: After the page is saved, the checkbox is no longer available.

Date Revoked Date the direct deposit was revoked

By User ID of the staff person who processed the revocation

Topic 10: Inactivate Bank Account Direct Deposit Administrators will have the ability to update a student's bank account information. This process instructs Administrators on the steps required to inactivate a bank account. In order to do this, the Administrator must first revoke the Direct Deposit election or change the existing Direct Deposit election to another account before executing these steps.



Procedure

The Accounts - Student component can be found by navigating to: Student Financials > Refunds > AP Direct Deposit > Accounts - Students

Step Summary

To Inactivate a Bank Account: 1. Enter ID and click Search. 2. Select the Account to inactivate. 3. In the Status field, select inactivate. 4. Click Save.


Accounts - Student page The Accounts - Student page can be used to inactivate bank account information. After entering the Student ID and selecting the search button, the Accounts – Student information page will display, providing the most current bank account information entered. In order to inactivate an account, select the appropriate bank account. Then use the Status dropdown menu to select “Inactive” to inactivate the account.

The following table describes the fields important to the Accounts - Student page.

Field Description

Name Displays first and last name of the student

ID The 8-digit, system-generated, unique identification number.

Direct Deposit link Transfers the user to the Direct Deposit – Student page.



Country Code Identifies the configured country; defaults to USA

Currency Code Identifies the manner in which currency is configured; defaults to USD

Status Indicates the status of the bank account information entered; there are two statuses:

Active – Bank Account Information is in effect

Inactive – Bank Account Information is no longer in effect

Note: If the Bank Account Information is in the status of “Inactive” direct deposit transmittals to that account cannot occur.

Last Updated By Indicates the 8-digit User ID of the person entering or last updating the student bank account information

Last Update On Indicates the date and time the student bank account information was entered or last updated

After selecting the status of “Inactive,” click Save. The fields on the page will no longer be available. The date/time stamp will indicate the date/time the update was completed.



Unit VII: Payment Plans

Unit Introduction Payment plans offer flexibility in the way educational expenses can be paid. In CUNYfirst, the two types of plans offered are Sallie Mae payment plans and third party contracts.

The Sallie Mae payment plan pays a student’s account and then creates multiple charges, each with a future due date, depending on the number of payments in the plan. This process is performed by the Bursar’s Office, interfacing with Sallie Mae.

The third party contract creates an account for an external organization. The student’s account is credited up to the amount of eligible charges, and the charges are then posted to the organization’s account. The Bursar’s Office will bill the organization for these charges.

Unit Objectives To show how to:

1. Create payment plans 2. Manage the Sallie Mae interface 3. Create and assign students to third party contracts 4. Copy payment plans and third party contracts



Chapter 1: Manage Sallie Mae Payment Plan & Interface The purpose of the Sallie Mae Payment Plan interface is to automate the administration of the Sallie Mae Payment Plan to enable assignment, adjustment, cancellation, and posting of student payments to payment plans. Sallie Mae provides students the ability to pay their tuition charges over time by setting up a payment plan. The arrangement is handled completely outside of CUNYfirst, except that Sallie Mae provides the campuses with a regular interface that includes:

New students that have entered into an agreement with Sallie Mae (additions)

Students that have defaulted on the plan payment agreement (cancellations)

Changes to the student’s payment plan amount

Payments made to Sallie Mae that are passed through to CUNYfirst Sallie Mae provides the interface files to the Bursar’s Office. The Bursar’s Office uses the files to assign students to the previously configured Sallie Mae payment plan, thus informing the Student Financials system that the student will be paying over time. At the time a student is assigned to a payment plan, the total plan amount is posted to the student’s account and offsets charged on the account. On a regular basis, Sallie Mae sends payments made by students, as well as updates to existing payment plans such as plan amount changes and plan cancellations. This information is posted to the student’s account. The Bursar’s Office receives monthly batch feeds from Sallie Mae that include individual payments from students enrolled in the payment plan. These payments are credited to the individual student accounts. The files must be parsed out into group post batches to accomplish this task within CUNYfirst. These batches can then be posted and the payments applied accordingly to each student’s account.


1. Create a Sallie Mae payment plan 2. Process the inbound registration and payment files from Sallie Mae 3. Add and cancel students to and from the Sallie Mae payment plan 4. Adjust plan amounts 5. Review the interface suspense record

Topic 1: Create Payment Plan The Bursar’s Office will create payment plans in CUNYfirst for Sallie Mae. Generally, this setup will be executed only once per term. In order to handle the inbound interface files, the Bursar’s Office will need to create at least six different payment plans per term to match with the incoming Sallie Mae payment plans. Once one payment plan has been created, it can be copied and modifications made to represent the additional plans needed for the term. This helps to ease data entry, to maintain accuracy of data and to expedite the process. Payment plans can also be copied from term to term.

Procedure

The Payment Plans component can be found by navigating to: Student Financials > Payment Plans > Payment Plan > Create



Step Summary

To Create a Payment Plan: 1. Click the Add a New Value tab. 2. Select the Business Unit and enter a Contract Number. 3. Click Add. 4. Define basic payment plan contract parameters. 5. Define payment plan type, eligible charges and time frame. 6. Define payment plan item types. 7. Define self-service options. 8. Define payment plan administrative fees.


Payment Plan Contract (Add a New Value)

Select the Business Unit for which the Payment Plan will be created. Enter the Contract Number. For each institution, contract numbers are created using the following logic. The logic includes a literal title + term code + nbr of installments. The first part of the Contract Number will be the literal “SALLIE_MAE_.” The second part is the CUNYfirst term code. Term codes are four digits and can be located on the term values table. The third part is the number of payments in the plan. All of the fields needed to build the Plan Name are in both the Registration File Detail record and the Payment File Detail. Example Payment Plan name: “SALLIE_MAE_1132_4.” This indicates a Sallie Mae payment plan, for Spring 2013, with four installments. Payment Plan 1 On the Payment Plan 1 page, enter a description, short description and long description. Enter a payment plan type of “Credit Original Account.” Enter Total Budget Amount of the maximum amount for the entire payment plan. Enter the First Bill Date as the first date that bills are sent to students for the term. Select the term associated with this Contract Number. Enter the desired Number of Payments. Select the Last Date that new charges can be added or existing charges increased and still be picked up by the plan. It is suggested to set this date to the term end date + five years. Select “Monthly” for the Billing Cycle. Navigate to Payment Plan 2.



The following table describes the fields important to the Payment Plan 1 page of the Payment Plans component.


Description Enter a description. This description will also display in Self Service Enroll as a Payment Plan.

Short Description Brief description of the plan

Long Description More detailed description of the plan (can be the same as the Description, if additional detail is not necessary)

Pay Plan Type Credit the Original Account: allows the system to pay all eligible charges and create new payment plan charges

Status Specify whether the payment plan contract is Active or Inactive. The status of a contract can be changed to Inactive regardless of the status of any students associated with it. Resetting the contract status to Inactive on any calculated payment plans for previous terms enhances performance since the system automatically recalculates active contracts. An active contract is one for which both the contract and student status have a value of Active, and the last date of the contract is greater than the current system date. When the system recalculates contracts for a student, it evaluates all active contracts for that student. Setting the student status to Inactive is not required as long as the appropriate contract status to Inactive.

Total Budget Amt Maximum amount of charges that can be put into the payment plan; careful attention should be paid to consider all eligible charges when establishing this figure to make sure it is high enough to cover all the intended costs. For lump sum plans, the total budget amount is the default lump sum amount. The actual amount can be adjusted for each student linked to the plan.

First Bill Date Set the date on which the first bill for the payment plan will be




generated. The first bill date and the billing cycle is used to set the billing dates for the duration of the payment plan. User can override this setting for each student linked to the plan. The billing program does not acknowledge the Payment Plan until on or after the first bill date specified. For example, if the first bill date is set for November 16 and the billing process runs on the 15th, the system will not process Payment Plan billing.

Payment Due Days Number of days after the bill date that the payment is due

Number of Payments Number of installments students must make to pay off the plan; the system uses the information in this field as the default value for individual students. The number of payments for each student linked to the plan can be overridden.

Term Required for calculated payment plans; optional for lump sum and existing payment plans; enter the term for the charges to be covered.

Last Date Last date new charges can be added or existing charges increased and still be picked up by the plan

Service Impact Service impact that would prevent a student from enrolling in the payment plans; prevents enrollment in the plan through Batch Assignment, Assign Page and Self-Service.

Payment Plan 2

On the Payment Plan 2 page, select the Play Type of “Lump Sum” and enter the Lump Sum Amount. The Lump Sum Amount should equal the Total Budget Amount. Navigate to the Payment Plan Item Type page.

The following table describes the fields important to the Payment Plan 2 page of the Payment Plans component.


Plan Type Select the plan type from the following values.

Calculated: Select to determine which charges to include




based on the rules. Each time the payment plan calculates or recalculates the system picks up all eligible charges and adds them to the plan balance. The Calculate Real Time option can also be used to have the contract recalculated each time there is an eligible change to the student’s account. This particular option is available for Self Service Enroll in a Payment Plan.

Existing: Select to manually choose which charges to include in each student’s payment plan at the time the student is added to the plan. If the Existing value option is selected, the rest of the fields (with the exception of Calculate Real Time) become unavailable.

Lump Sum: Select to create a payment plan for a fixed amount. This is the most basic type of plan and is useful for students who do not expect there to be any changes in their account and know just how much they need to finance. If the Lump Sum option is selected, the Lump Sum Amount field becomes available, and all other fields on the page become unavailable. This particular option is available for Self Service Enroll in a Payment Plan.

Maximum Amount Maximum amount is set by default from the Total Budget Amount and can be overridden, if needed. This field is available with calculated payment plans only.

Lump Sum Amount Lump sum amount that the contract will cover. The default value for this field is the Total Budget Amt value established on the Payment Plan 1 page. This value can be superseded, but cannot exceed the total budget amount limit. This field is available with lump sum payment plans only.

Item Type Group Item Type Group that includes all of the charges to be included in the payment plan. This field is available with calculated payment plans only.

Offset Item Type Group

Item Type Group that includes payments and/or financial aid that the system uses to offset charges and thereby reduce the amount of the payment plan. This field is available with calculated payment plans only.

Term and Offset Term

In these group boxes, enter the range of terms for which the system includes charges and offsetting credits in the payment plan. These fields are available with calculated payment plans only.

Charge Date and Charge Offset Date

In these group boxes, specify when charges and offsetting credits may be added to or adjusted in the payment plan. These fields are available with calculated payment plans only. Add: Specify the earliest date to include charges and/or offsetting credits in the payment plan. Adjust: Specify the last date a payment plan can be adjusted for new charges or a reduction in charges and/or offsetting credits.

Anticipated Aid Term/Date

Enter the range of terms for which the system considers anticipated aid. These fields are available for the calculated payment plan but are not required. From and To: enter the earliest term and latest term for which the system considers anticipated aids. Anticipated Aid Date: enter the date that the system uses to determine if anticipated aid is eligible. If this date is less than the current system




date, the system disregards anticipated aid when it calculates the payment plan contract.

Calculate Real Time Select this functionality to automatically calculate payment plan charges whenever a change is made to eligible charges. This option affects all students associated with the plan, but can be superseded at the student level. If this option is not selected, the calculation for payment plan agreements must occur in batch mode.

Payment Plan Item Type

On the Payment Plan Item Type page, select “Adjust Equally” in the Adjustment Options field. Select “Last Bill” in the Extra Payment Option field. Select “PPL” for Account Type. Select “Payment Plan Balance Due” in the Charge Item Type field. Select “Payment Plan Credit” for the Payment Item Type. Click Save.

The following table describes the fields important to the Payment Plan Item Type page of the Payment Plans component.


Adjustment Option Specifies how the system distributes changes to payment plan installments.

Extra Payments Option

Specifies how the system applies payments that exceed the amount billed.

All Bills: Select to apply the extra amount in equal portions across all remaining bills.

First Bill: Select to reduce the amount of the next bill by the amount of the excess payment. If the excess is greater than the amount of the next bill, the system applies it to remaining bills in the order due.




Last Bill: Select to apply the excess amount to the final bill of the contract.

Account Type Account Type defined for payment plans (must be designated as a Payment Plan Account)

Charge Item Type Item Type used to create the installment charges Note: If this field is not available, change the payment plan type on the Payment Plan 1 page to Credit Original Account.

Billing Item Type This field is not available for use with this type of payment plan. If the field is available, change the Payment Plan Type on the Payment Plan 1 page to Credit Original Account.

Payment Item Type Item Type used to pay the charges covered by the payment plan. If this field is not available, change the Payment Plan Type on the Payment Plan 1 page to Credit Original Account. The setup of the account types and item types used with the payment plans significantly affects the way the plan works. How the account types are defined determines how charges and payments display on the student’s account. Item Type Setup controls how charges and payments are applied.

Topic 2: Copy Sallie Mae Payment Plan Sallie Mae payment plans are created by term. To ease the process of creating the payment plan contracts each term, CUNYfirst offers the ability to copy contract information.

Procedure

The Payment Plans component can be found by navigating to: Student Financials > Payment Plans > Payment Plan > Create

Step Summary

To Copy a Payment Plan: 1. Enter the appropriate Business Unit. 2. Search for the Contract Number to copy. 3. Enter the appropriate term, if necessary. 4. Click Search. 5. Click Copy. 6. Enter New Contract Number (ex. SALLIE_MAE_1136_2) 7. Enter Description. 8. Click Next. 9. Enter or update Long Description and First Bill Date for the new contract. 10. Make any other necessary updates. 11. Click Save.




Payment Plan Contract (Copy)

Select the Business Unit for which the Payment Plan will be created. Select the Contract Number that will be copied. For each institution, contract numbers are created using the following logic. The logic includes a literal title + term code + nbr of installments. The first part of the Contract Number will be the literal “SALLIE_MAE_”. The second part is the CUNYfirst term code. Term codes are four digits and can be located on the term values table. The third part is the number of payments in the plan. Example Payment Plan name: “SALLIE_MAE_1132_6.” Copy Contract Page

The following table describes the fields important to the Copy Contract page.


Contract Number Contract being copied

New Contract Number

Number of the new contract

Description Description of the new contract

Copy All Values Most fields from the old contract will be copied; Last Date, First Bill Date and Term will not. Check this box to have those fields copied as well. Note: Whether you choose to copy those fields or not, they will almost certainly need to be updated. It is a somewhat better practice NOT to copy them, because you will not be able to save the new contract without those values. If you do copy those fields, you could accidentally save the contract without updating them.



Topic 3: Process Inbound Sallie Mae Interface

The inbound interface file from Sallie Mae is imported for the purpose of adding, deleting and maintaining students enrolled in Sallie Mae payment plans. Sallie Mae sends two files for each institution—a Registration file and a Payment or Disbursement file. The Registration file contains data for adding new students to a payment plan, for cancelling students who have defaulted on their plans, and for making adjustments in plan amounts. The Payment file contains regular payments to the plan as well as reversals of previously sent payments (for example when a check has been returned). Behind the scenes, the interface will place students in a payment plan and allocate the payment to the student account. The interface will be executed as needed and deemed appropriate by the production calendar. Historically, the Registration file is received nightly and the Payments file is received twice a month. Execution of the interface will consist of the necessary processes to process fully the inbound information. It is important to understand that if student payments will be input to the system via External File Load and Group Post, the Group Post process will require user intervention by someone familiar with Student Financials Group Post processing. Additionally, Sallie Mae files contain information for a single term only.

Procedure

The Sallie Mae Interface can be found by navigating to: CUNY > Campus Solutions > CS Interfaces > Sallie Mae Interface

Step Summary

To run the interface: 1. Add a New or Find an Existing Run Control ID. 2. Select the Business Unit and Term. 3. Click Run.


Sallie Mae Interface On the Salle Mae Interface page, select the desired Business Unit and Term. The External File Load File Path field defaults and is not editable. The file will be sent to this path. Once the file is loaded, the Group Post process is used to post the payment file.



The following table describes the fields important to the Sallie Mae Interface page:


Business Unit Business Unit associated with the Salle Mae interface being run

Term Term associated with the file

External File Load File Path Location where file will be placed when process is run

Topic 4: Sallie Mae Suspense Files View the Sallie Mae Suspense page after the Sallie Mae Interface has been run to view records that encountered errors in the inbound interface process. The Sallie Mae Suspense page displays all the suspense transactions for review. Business policy will determine how suspended transactions are handled. Suspended transactions can be deleted manually once issues are resolved. There are 13 possible Error Codes in the Sallie Mae Suspense table including:

CHIN Change indicated, but amount has not changed.

ESTD Existing student indicated as New.

IPLN Inbound indicates existing student, but no plan found for student. Possible manual delete of student from plan.

IVAC Invalid Account Status Code.

NACT Student does not exist on a plan, yet a payment is passed from Sallie Mae and posted to student account.

NAMT Negative amount received, manual intervention needed to maintain student account.

NOCH No change indicated but contract amount is different.

NOSC There are no outstanding charges for the student; Payment Plan can't be adjusted downwards. Manual intervention needed to maintain student account.

NPLN Change indicated, but no plan found for student. Possible manual delete of



student from plan.

PPC Payment Plan is Cancelled.

PPI Payment Plan is Inactive.

UNDF Unidentified condition found on inbound record.

ZAMT Payment record received with Amount Disbursed of zero (0).

Procedure

The Sallie Mae Interface can be found by navigating to: CUNY > Campus Solutions > CS Interfaces > Sallie Mae Suspense

Step Summary

To view the Sallie Mae Suspense: 1. Enter the Business Unit. 2. Search for the desired Batch ID or Error Code. 3. Click the desired Selection Flag. 4. Click Search.


Sallie Mae Suspense Page On the Sallie Mae Suspense page, view each student with a suspended file. Once issues with the suspended student have been resolved, users can manually delete the student from the Suspense page.

The following table describes the fields important to the Sallie Mae Suspense page.


Selection Flag Select checkbox to delete students from the Sallie Mae Suspense Page.



Chapter 2: Maintain Third Party Contracts A third party contract is an agreement between the campus and a third party that agrees to pay all or some of the charges that appear on a student’s bill. The third party dictates the parameters of the agreement (the amount of the bill to pay). Once a student has been linked to a third-party contract and posted, and there are eligible charges on the student’s account, a credit is posted to the student’s account, and a corresponding charge is posted to the sponsor’s account. The Bursar’s Office can then send a bill to the sponsor. Additionally, if more than one third party contract is applied to a student, priorities may be established, so that certain third party contracts are applied to the student’s bill before others.

Chapter Objectives To demonstrate how to:

1. Create a third party contract 2. Assign a third party contract 3. Calculate and re-calculate third party contracts 4. Run third party contract reports

Topic 1: Create Third Party Contracts Create Third Party contracts to manage contracts with organizations or businesses that will pay part or all of a student’s bill. These contracts will be attached to students who qualify. Details about the third party contract should be established with the company or organization receiving and paying the bill.

Procedure

The Third Party Contracts page can be found by navigating to: Student Financials > Payment Plans > Third Party Contract > Create

Step Summary

To Create a Third Party Contract:

1. Add a New Value and enter the Business Unit and Contract Number. 2. Enter the descriptions. 3. Select the External Org ID, Status and Contact Type. 4. Enter the Contract Priority. 5. Check the Enforce Contract Max checkbox, if applicable. 6. Enter the Contract Max and Student Max. 7. Select the Charge Tree. 8. Enter the Last Date. 9. Select a Service Impact, if applicable. 10. Check the Cross Reference Student Charge checkbox, if applicable. 11. Assign a Contract Group, if desired. 12. Enter Third Party Contract Details, if desired. 13. Assign a Charge Account Type and Item Type. 14. Assign a Discount Item Type, if applicable. 15. Assign a Credit Account Type and Item Type. 16. Select the Contract Type and Date Type. 17. Enter the Term OR Academic Year OR Start and End Dates. 18. Enter a Course List, if applicable.



19. Enter Offset Charge Information, if applicable. 20. Specify the charges eligible to be paid by the contract, including the maximum amount and/or

percentage per tree node.


Third Party Contract

On the Third Party Contract page, enter the Description, Short Description, and Long Description. Select the External Org ID associated with the third party. Select a Contact Type, then enter the Contract Max and Student Max. Select the Charge Tree for the business unit. Select the last date that the contract transactions can be adjusted. It is suggested to set this date to the term end date plus five years. Optionally, enter a Service Impact that, if found on a student record, will prevent that student from being added to the contract. Use the Contract Group box to enter the group to which this contract belongs, if appropriate. This allows you to set maximums across a set of contracts, even if those contracts cross multiple terms and years. Navigate to Third Party Contract Detail.

The following table describes fields on the Third Party Contract page.


Description Description for the third party contract.

Short Description Brief description for the contract

Long Description More detailed description of the contract

External Org ID (external organization ID)

ID of the contract sponsor. If the external org does not exist, contact the person in the Registrar’s Office who is responsible for adding external orgs.




Contract Priority Contract priority value relevant for students linked to more than one contract; establishes an order for the contracts to apply to the student’s account

Contact Type Select the type of contact person at the organization who is your primary contact for the contract. That way even as individuals may change, as long as there is one designated as the specified contact type, you will know who to contact. Define contacts at the same time the organization ID is created. This field is informational only.

Enforce Contract Max Enforces the Contract Maximum; if the checkbox is cleared, the Contract Max field is unavailable.

Contract Max (contract maximum)

Maximum dollar amount the sponsor provides for all sponsored students combined; this amount cannot be adjusted after students are linked to a contract.

Student Max (student maximum)

Maximum amount that the sponsor provides for any one sponsored student; this amount cannot be adjusted after students are linked to a contract.

Charge Tree Select the charge tree (item type tree) to use to define which charges the contract covers.

Last Date Specify the last date that charges can be adjusted. This date cannot be adjusted after students are linked to a contract.

Service Impact Specify the service impact that would prevent enrollment into the third party contract, through individual assignment or batch assignment.

Cross Reference Student Charge

If checked, provides additional student information on the View Corporate Account component

Due Date Tracking box fields

Track Charges by Due Date: Transfers student’s eligible charge Due and Billing Dates to the Corporate Account. The student’s Due Date field should be populated before moving the eligible charges to the Corporate Account.

Reconcile Org Due Date: Syncs the student’s due and billing dates with the corporate account

These checkboxes are available if the Cross Reference Student Charge checkbox is checked and if the Track Charges By Due Date checkbox is selected on the SF Business Unit: Posting Setup page.

Contract Group box fields Contract Group: Contract group for which aggregate amounts are required for multiple contracts

Enforce Lifetime Group Cap, Lifetime Group Cap and Lifetime Student Cap: Display-only fields which default from the Contract Group setup

Third Party Contract Detail

Enter additional, optional information about the contract, which can be printed on third party bills, if desired. Also indicate whether or not students’ enrollment should be printed on the third party bills.

Navigate to Third Party Item Types.



The following table describes fields on the Third Party Contract Detail page.


User Defined 1-5 Additional details related to the contract; the corporate XML invoice process picks up these additional details. You can also enter user-defined values while assigning students to a contract on the Student Contract Details page, while rolling over a contract on the Contract Reference Details page, and while reviewing the student assigned to a contract on the Review Results by Contract page.

Ext. Contract (external contract)

Enter the sponsor’s contract number in this field. This value can be used as a reference number.

Delivery Code and Requisition Nbr (requisition number)

Enter a delivery code and/or requisition number if provided by the sponsor. These values can be used as a reference number.

Billing Extract Options box fields

Print Student Enrollment: If selected, enrollment details for students associated with this contract are printed when the corporate invoice is generated.

Invoice Layout ID: Invoice Layout for this contract; may be different from layout used with other contracts

Note: Billing Extract Options are applicable only for XML invoices.

Third Party Item Types

Select the Account Type. At CUNY, this is TPC. In the Charge Item Type field, select the Sponsored Tuition item type. Select a Discount item type, if applicable. In the Credit Account Type, select the TPC again. In the credit item type field, select the Payment by Sponsored Check option.



In the Contract Type field, select the appropriate contract type based on the Third Party Contract. Based on selection criteria in the Contract type field, Enter values in the Date Type, Term, Academic Year, Start, Date, End Date or Course List fields.



The following table describes the fields on the Third Party Item Types page of the Third Party Contract component.


Account Type The account type associated with the Third Party Contract. In CUNYfirst, this is TPC

Charge Item Type The item type for third party contract charges that will appear on the corporate account and invoice

Discount Item Type To allow discounts to third party contract sponsors, select the item type set up to credit against eligible charges. For example, a local corporation that provides tuition sponsorship for dozens of employees each year can receive a discount

Credit Account Type Select the account type used for credits to the customer account

Credit Item Type Select the item type that the system used for credit to the customer account

Contract Type Select from the following values:

Specific Course List: Select to apply the contract to a specific list of courses. When this option is selected, the Term and Course List fields become available.

Specific Term: Select to apply the contract to charges assessed to the student within a specific term. When this option is selected, the Term field becomes available.

Specific Year or Period: Select to apply the contract to charges assessed to the student within a particular academic year or specified period of time. When this option is selected, the Academic Year, Start Date, and End Date fields become available.

Specific Course: Reserved for future use.

Date Type When the Specific Year or Period in the Contract Type field is selected, set the time period to which the third party contract applies.

Academic Year: Select to apply the contract to a full academic year. Select this option and the Academic Year field becomes available.

Course List: This option is not available.

Date Range: If this option is selected, the Start Date and End Date fields become available. Enter the start date and end date to specify the date range to which the contract applies.

Term Year: This option is not available.

Term Select the academic term to which the contract applies

Academic Year Select the academic year to which the contract applies

Start Date Enter a start date for the period to which the contract applies

End Date Enter an end date for the period to which the contract applies

Course List Select the course list to which the contract applies. This course list applies to all students attached to the contract, but users can override it at the student level if necessary.

Offset Charge Info box fields

Item Type Group:




Term From/To:

Third Party Charges

Navigate to the Third Party Charges page. In the Item Type Group field, select the Third Party Item Type Group. Select the applicable Term From and Term To for which the charges will be offset. In the Tree Node field, select the appropriate tree node that this Third Party Contract will cover. In the Max Amount field, enter the maximum amount covered in the Tree Node. Enter the percentage of the eligible charge that the system transfers to the sponsor. In the Charge Item Type field, select the charge item type that the system uses to apply charges to the sponsor’s account. If applicable, select the Discount %, if there is a discount for the third party. And select the charge item type that the system uses to apply a discount to the sponsor’s account. Select to Include Tax, if applicable. And select the Tax Item Type.

The following table describes the fields on the Third Party Charges page on the Third Party Contract component.


Item Type Group Select an item type group that the system uses to offset charges covered by the contract. For example, users can apply all financial aid to the student’s account before transferring eligible charges to the sponsor.

Term From Term To

Specify a term range for offsetting charges. Users can limit the range to just one term by entering it in both fields.

Line # This field automatically populates as new charge nodes are added.

Tree Node Select a tree node from the item type tree that includes all charge item types that are covered with the third party contract.

Max Amount Define a maximum amount to apply to pay off the charges belonging to the corresponding tree node.




Charge % Specify the percentage of the eligible charge that the system transfers to the sponsor. This percentage amount is limited by the maximum amount. For example, if the student has eligible tuition charges of 8,000 USD and a sponsor has agreed to pay 50% of the charges up to a maximum amount of 3,000 USD, the system transfers only 3,000 USD to the sponsor.

Discount % Select to give a discount to the third party contract sponsor, enter a discount percentage in this field.

Charge Item Type Select the charge item type that the system uses to apply charges to the sponsor’s account.

Discount Item Type The value in this field is set by default from the discount item type selection made on the Third Party Item Types setup page. Override this value for each eligible charge if desired.

Include Tax Select to transfer all tax charges associated with an eligible charge to the sponsor. If this check box is selected, the Tax Item Type field becomes available.

Topic 2: Copy Third Party Contract CUNYfirst offers the functionality to copy details about a third party contract from a contract that was previously created to ease data entry efforts and ensure quality data.

Procedure

To copy third party contracts, navigate to: Student Financials > Payment Plans > Third Party Contracts > Create

Step Summary

To copy: 1. Search for the contract to copy from 2. Click Copy 3. Enter New Contract Number and Description

4. Click Copy All Values and then Next


Third Party Contract

Click the Copy button.



Copy Contract

On the Copy Contract page, enter the New Contract Number and Description. To copy all values from the

third party contract check the box Copy All Values.

The following table describes the fields on the Copy Contract page on the Third Party Contract component.


New Contract Number Enter the contract number for the new contract

Description Enter the description that will appear in the Description field on the Third Party Contract page

Copy All Values Select to copy all values from the previous contact



Topic 3: Assign Student to a Third Party Contract Once third party contracts are created, the contracts can be assigned to individual students or in a group.

Procedure

The Assign Third Party Contract page can be found by navigating to Student Financials > Payment Plans > Third Party Contract > Assign

Step Summary

To Assign a Third Party Contract to a Student(s):

1. Select the contract 2. Add ID 3. Click Post.


Assign Third Party Contract

On the Assign Third Party Contract page, enter the ID of the student to be assigned to the Third Party Contract. The Student Max, Course List, and Priority will automatically populate based on the default values of the contract. Override these values for an individual student if necessary. Click Post to post the contract to the student’s account.

To add additional students to the Third Party contract, click the to add a new row.

The following table describes the fields on the Assign Third Party Contract page of the Assign component.

Field Description

ID Enter the ID of the student being linked to the contract

Student Max The amount specified during the third party contract setup appears by default in this field. Users can decrease the amount.

Course List Confirm the default course list attached to the third party contract or override the selection with a different list. Override the default selection if desired, the list applies only to the individual student being linked to the contract. If the contract was not set up with the Specific Course List option, it cannot be added on this page.



Field Description

Status Select Active or Inactive. Only Active will allow the student to be assigned to the contract.

Priority Enter a priority value to determine the order in which the contracts apply. The default priority value is 999999. The lower the number, the higher the priority.

Post Click to link the student to the third party contract.

Topic 4: Recalculate Third Party Contract In order to keep Third Party Contracts up to date, Third Party Contracts should be recalculated periodically throughout the term to reflect adjustments to student charges and especially before invoicing the third party organizations. The bursar’s office will recalculate Third Party Contracts using the Third Party Contract number ranges on the Third Party Contracts page.

Procedure

To recalculate third party contracts, navigate to Student Financials > Payment Plans > Third Party Contracts > Assign and Recalc

Step Summary

To recalculate Third Party Contracts:

1. Enter a Run Control ID or create a new Run Control ID 2. Select the Business Unit, Contract Number From and Contract Number To. 3. Click Run.


Recalc Third Party

On the Recalc Third Party Contracts page, select the Business Unit and select Contract Number From and Contract Number To. Click Run to run the process. See Appendix A for additional details about managing the Run Control process.



The following table describes the fields on the Recalc Third Party Contracts page of the Third Party Contracts component.

Field Field

Business Unit Enter the Business Unit associated with the contracts

Contract Number From Contract Number To

Recalculate one contract or several contracts in a range. To recalculate only one contract, enter the contract number in the Contract Number From field. The same number populates the Contract Number To field by default. To recalculate a range of contracts, enter the first contract number of the range in the Contract Number From field and the last in the range in the Contract Number To field. To recalculate multiple contracts that are not in a range, click the + button to add additional contract number(s) or ranges of numbers.

Topic 5: Third Party Contract Report The Third Party Contract report includes summary information about each Third Party Contract at the institution.

Procedure

To run the Third Party Contract report, navigate to: Student Financials > Payment Plans > Third Party Contracts > Third Party Contract Report

Step Summary

To run the Third Party Contracts Report: 1. Enter a Run Control ID or create a new Run Control ID 2. Select the Business Unit 3. Click Run.




Third Party Contracts Report

On the Third Party Contracts report page, select the Business Unit to run the report. Click Run. See Appendix A for additional details about managing the Run Control process.

The following table describes the fields on the Third Party Contracts Report run control page of the Third Party Contracts Report component.


Business Unit Enter the Business Unit associated with the contracts



Third Party Contract Report



Unit VIII: Cashiering

Unit Introduction The cashiering operation is an important function performed by the Office of the Bursar and involves nearly everyone in the office. On a daily basis, the cashiering office collects and tracks a large number of transactions as students and other customers pay tuition, fees, fines, and other charges. With the CUNYfirst cashiering function, a variety of transactions can be performed quickly, securely and accurately. The system's inquiry and report features support audit trails, in the form of reports, for maintaining integrity within the system. In addition, the system allows ease of design in how each transaction interfaces with the general ledger. When there are errors in cashiering, staff can void receipts, and reopen cashiering offices from a previously closed business date to void receipts from a previous day’s transactions. There will be circumstances when parts of the cashiering setup need to be maintained to accommodate new cashiering offices, new registers and cashiers, and new or adjustments to the receipt messages and void reasons.

Unit Objectives To demonstrate how to:

1. Open and close cashiering offices 2. Take payments and departmental receipts 3. Manage cashiering errors 4. Produce receipts 5. Run cashiering reports 6. Understand maintenance of cashiering setup tables.



Chapter 1: Open and Close Cashiering Offices The bursar or a designee at each campus will be responsible for opening and closing cashiering offices for each business day. In CUNYfirst, the “virtual” cashiering offices are opened each business day to process transactions such as accepting payments from students, payments from corporate parties, and departmental receipts. Offices are closed each day after balances are reviewed, maintaining accuracy in cashiering.


1. Open cashiering offices 2. Copy cashiering values from a previous business day 3. Close cashiering offices

Topic 1: Open Cashiering Office The Cashiering Office is opened and cashiers are assigned to registers each business date. This process can be executed manually, or values can be copied from a previous business day to ease data entry and improve accuracy. The Open Offices component includes a three-step process to open offices. A business process should be developed to ensure best practices are used in the Cashiering Offices for cash control and low risk exposure.

Procedure

The Open Offices component can be found by navigating to: Student Financials > Cashiering > Cash Management > Open Offices

Step Summary

To open a cashiering office: 1. Enter the Business Unit. 2. Enter the Current Business Date. 3. Click Open Cashier Office and Save. 4. Navigate to the Open Registers tab. 5. Select the appropriate tender keys for each register. 6. Check the Open checkbox beside each register to be opened and Save. 7. Navigate to the Open Cashiers tab. 8. Enter the ID of each cashier who will be working that day and assign the cashier to a register. 9. Select the Tender Key(s) available to each cashier on his or her register. 10. Enter the Deposit ID, and opening balance, if desired. 11. Click Save.


Open Cashier Offices Each business day, cashiering offices need to be opened to process transactions. On the Open Cashier Offices page, select the appropriate Current Business Date for the day for which the office is to be opened. The system date will default, but it can be changed. Click Open Cashier Office. Verify that the cashier office was opened by viewing the appropriate business date, opened by, and open date/time in the section below the blue line. This section will detail who opened a cashier office for a particular business date and when. Click Save.



The Open Offices (and Close Offices) components require that users Save after entering data on each page. Navigate to Open Registers

The following table describes the fields important to the Open Cashier Offices page in the Open Offices component.


Current Business Date The business date for which the cashiering office will be opened. The default value for the field is the system date, but it can be changed.

Open Registers Once the cashier’s office is opened, users can select to open particular registers. On the Open Registers page, select the register that will be opened for the business date. If more than one register needs to be

opened, click the in the Register row to add additional registers Multiple cashiers can be associated with one register on the Open Cashiers page. Select all available tender keys for the selected register. Tender keys are values such as cash, credit

cards, or checks. If additional tender keys need to be added, click the in the Tender Key row to add additional tender keys. Enter an Opening Balance for the Cash tender key, if necessary. Click the Open checkbox to open the registers. Click Save. Navigate to Open Cashiers The Opening Balance field is not available on the Open Registers page because CUNY balances tender keys by cashier, not by register. The Open Offices (and Close Offices) component requires that users Save after entering data on each page.



The following table describes the fields important to the Open Registers page in the Open Offices component.


Register The virtual register, associated with a physical register, to be opened for a business day

Open Opens the register for the business day

Tender Key The type of tender the register is able to use in its transactions. Examples include cash and checks.

Deposit ID Used to help track deposits. Optional.

Opening Balance Used to enter an opening balance for the Cash tender key. Optional.

Open Cashiers The Open Cashiers page allows a cashier to be associated with a particular register. On the Open Cashiers page, enter the cashier’s User ID in the Cashier field. If necessary, users can search for the

cashier by clicking . Next, assign a register to each cashier as well as the tender keys that each cashier may use. Note: Only tender keys associated with the register on the Open Registers page are available. Because CUNY balances at the end of the business day by cashier, rather than by register, enter the Opening Balance for the Cash tender key, if applicable. Click the Open button and the Save

button. Multiple cashiers can be associated with a single register. To add additional cashiers, click the button on the cashier row and add cashiers. The Open Offices (and Close Offices) components require that users Save after entering data on each page.



The following table describes the fields important to the Open Cashiers page in the Open Offices component.


Cashier User ID of the cashier to be assigned to the register. Users must be designated as Cashiers in order to be available.

Register The register that the cashier will use. Only registers opened on the Open Registers page are available to be selected.

Open Open this cashier for the business day.

Tender Key The type of tender that the cashier will be able to use in transactions. Only the tender keys assigned to the selected open register are available to select. In addition, the cashier must be assigned as a “Valid Cashier” on the tender key setup. Examples of tender keys include cash and checks.

Deposit ID This is an optional field to help track deposits.

Opening Balance Optionally, enter an opening balance for the Cash tender key.

Copy Registers and Cashiers It is also possible to copy registers and cashiers from a previous business day by clicking “Copy Registers and Cashiers” on the Open Cashier Offices page. Enter the Business Date from which the registers and cashiers should be copied. Make adjustments to the copied registers and cashiers on the Open Registers and Open Cashiers pages.



After clicking Copy Registers and Cashiers, enter the date from which values should be copied in the Business Date field. Click OK.

The following table describes the fields important to the Copy Registers and Cashiers function in the Open Offices component.


Business Date The date from which registers and cashiers should be copied for the new business day

Topic 2: Review Balance and Close Cashiering Office At the close of each business day, cashiers should be balanced and closed. Registers and cashiering offices must be closed for a particular business day before the offices can be opened for the next business day. Like opening cashiering offices, closing the office will be executed by the bursar or designee and is a three-step process to complete. Closing cashiers in CUNYfirst should be executed in conjunction with business policies and procedures related to depositing cash and check transactions.

Procedure

The Close Offices component can be found by navigating to: Student Financials > Cashiering > Cash Management > Close Offices

Step Summary

To close cashiering offices:

1. Locate desired business unit and cashier’s office. 2. Click Close on the Close Registers page and Save. 3. Navigate to the Close Cashier page. 4. Enter the Closing Balance for each tender. 5. Click Close and Save. 6. Navigate to the Close Offices page.



7. Click Close and Save.


Close Registers The Close Registers component is used to close the registers that were opened for a particular business

day. On the Close Registers page, click Close. To navigate to additional registers, click to navigate to and close additional registers. Click Save. Navigate to Close Cashier The Close Offices (and Open Offices) component requires that users Save after entering data on each page. The Closing Balance field is not available on the Close Registers page because CUNY balances tender keys by cashier, not by register.

The following table describes the fields important to the Close Registers page on the Close Offices component.


Close Closes the registers. If multiple registers are open, close them all. The cashiering office for a given business day remains open until all of its open registers are closed.



Close Cashier On the Close Cashier page, enter the Closing Balance for the cashier for each tender key. CUNY policies and procedures will determine how tender keys are balanced before entering the amount in the Closing

Balance field. Click Close and click Save. Navigate to the next Cashier by clicking and repeat the closing process. Navigate to Close Offices The Close Offices (and Open Offices) component requires that users Save after entering data on each page.

The following table describes the fields important to the Close Cashier page on the Close Offices component.


Close Closes the cashier. If multiple cashiers are open, close them all. The cashiering office for a given business day cannot be closed until all of its open cashiers are closed. Note: Check this box AFTER the closing balances are entered.

Closing Balance Enter the closing balance for any tenders used during the business day.

Over/Short Amount When a closing balance for a tender is entered, the system calculates and displays the amount of any overage or shortage under this heading.

Close Offices The Close Offices page is the final step in the closing process. Click Close on the Close Offices page. Click Save. This will close the cashiering office for the day. If certain processes were not completed or saved, users will receive an error message when trying to close. Correct the problem and click Close again. After the close is successful, verify that the office was closed by viewing the business date, closed by and close date/time in the lower section. The Close Offices (and Open Offices) component requires that users Save after entering data on each page.



The following table describes the fields important to the Close Offices page on the Close Offices component.


Close Click to close the cashiering office. When this button is clicked, the system populates the Closed By and Datetime fields, recording who closed the cashiering office and when it was closed.

Chapter 2: Take Payments and Department Receipts Cashiers will be responsible for accepting payments made by students and organizations to apply to charges on their accounts. Additionally, cashiers will process departmental receipts accepted from departments across campus. Nearly all staff in the Office of the Bursar will accept payments and departmental receipts.


1. Accept payments from students 2. Accept payments from corporate customers 3. Process departmental receipts from campus departments

Topic 1: Take Payments CUNYfirst offers the functionality to take payments from students and post to the students’ account for specific charges for a current or past term. Students can use a variety of tenders in a single transaction and receive a receipt for the payment.

Procedure

The Post Student Payments component can be found by navigating to: Student Financials > Cashiering > Post Student Payment

Step Summary

To take payments: 1. If they do not default, enter the Business Unit and Cashier’s Office. 2. Search for or enter the student’s ID. 3. Click Add. 4. Select the Target and Term.



5. Enter the Target Amount. 6. Select the Tender. 7. Enter the Tender Amount. 8. Create and Print Receipt. 9. Navigate to the Report Manager to view and print the receipt.


Student Payments Locate the desired student. On the Student Payments page, in the Target Details section, select the target and term for which the payment should be posted. Enter the total amount of the payment to be posted. Customers can use more than one type of tender therefore the total amount should be added to the amount field. In the Tender Detail section, select the type of tender in the Tender field and enter the amount of that

tender in the amount field. To add additional tenders, click the button and enter additional tender and amounts. For example, a student might pay a $50 fee with $20 in cash and $30 in a check.

Click Create and Print Receipt, then navigate to the Report Manager to print the receipt.

The following table describes the fields important to the Student Payments page.


Top section fields

Display the Business Unit, Cashier Office, Business Date, Register, and Cashier to be associated with the receipt.

Ref Nbr (reference number)

Reference number to help organize transactions. This is not a required field and simply helps organize and track cashiering transactions.

Target Target key for the student payment. Target keys are configured with payment Item Type and Charge Priority information, so they direct payments to charges.



Term Term to be associated with the payment. This defines the Current Term to be used by the Charge Priority and the Payment Term to be used by the Payment Overall Priority. If left blank, the Term will be derived from the SF Term Default configuration (Set Up SACR > Product Related > Student Financials > Charges and Payments > SF Term Default).

Amount The amount of the total payment (for all tender keys).

Tender Identifies the method(s) of payment the student is using. If a check tender is selected, the system prompts the user to enter further payment information. It is possible to create student payments with both cash and check tenders, but credit card tender payments must be processed separately from other tenders.

Amount Amount tendered for each Tender Key.

Deposit ID If a deposit ID was assigned to the selected Tender Key when the cashiering office was opened, it appears in this field.

Tender Details If a check tender is selected as the Tender Key, click this link to access the Check Information page, where specific information about the check tendered is entered. If a credit card is selected as the Tender Key, click this link to access the Credit Card Information page, where specific information about the credit card used is entered.

Select Charges to Pay

Click to access the Select Charges to Pay page where specific charges can be selected for payment. Only charges covered by the Charge Priority associated with the Target Key selected in the Target Detail group box can be selected. If more than one Target Key in the Target Detail group box, the Select Charges to Pay page is not available.

Create/Create and Print Receipt

Posts the payment; if button says only “Create Receipt,” once the receipt is posted, it will change to Print Receipt and must be clicked again to print the receipt. If button says “Create and Print Receipt,” only one click is necessary.

Report Manager Navigate to the Report Manager to view, save and/or print the receipt.



Student Receipt Below is an example of the student receipt.

Topic 2: Take Corporate Payments If a student’s tuition, fees or other education expenses are paid by a third party via a Third Party Contract, then when the payment is received by the institution, it is processed as a corporate payment. If a payment is received by a third party but is not related to a Third Party Contract, then it is processed as a student payment as described in this chapter. For example, if a payment is received for a student from an employer, but the employer does not have an established Third Party Contract with the institution, then the payment is processed as a student payment and posted directly to the student’s account.

Procedure

The Post Corporate Payments component can be found by navigating to: Student Financials > Cashiering > Post Corporate Payments

Step Summary

To take corporate payments: 1. If they do not default, enter the Business Unit and Cashier’s Office. 2. Search for or enter the External Organization ID. 3. Click Add. 4. Select the Target and Term. 5. Enter the Target Amount. 6. Select the Tender.



7. Enter the Tender Amount. 8. Click Third Party Info. 9. Enter the Contract Number and Contract ID (ID of the student on the contract) to which the

payment should be posted. This will enable you to associate a payment directly with a particular student’s charges, so that it cannot apply to any other student’s charges. This is often necessary with Third Party Contracts, because of the sponsor’s requirements for payment tracking.

10. Create and Print Receipt. 11. Navigate to the Report Manager to view and print the receipt.


Corporate Payments On the search page, locate the desired external organization. On the Corporate Payments page in the Target Detail section, select the appropriate target, enter the amount and select the term to which the payment should be applied. In the Tender Detail section, select the tender and enter the account. Enter Third Party Info. Click Create and Print Receipt, then navigate to the Report Manager to print the receipt.

The following table describes the fields important to the Corporate Payments page.


Ref Nbr (reference number)

Reference number to help organize transactions. This is not a required field and simply helps organize and track cashiering transactions.

Target Target key for the corporate payment.

Term Term to be associated with the payment. This defines the Current Term to be used by the Charge Priority and the Payment Term to be used by the Payment Overall Priority. If left blank, the Term will be derived from the SF Term Default configuration (Set Up SACR > Product Related > Student Financials > Charges and Payments > SF Term Default).

Amount The amount of the total payment (for all tender keys).

Tender Select a tender key to identify the method of payment the organization is using. If a check tender is selected, the system prompts users to enter further payment



information. It is possible to create corporate payments with both cash and check tenders.

Amount Enter the amount tendered for each tender key.

Deposit ID If a deposit ID was assigned to the selected tender key when the cashiering office was opened, it appears in this field.

Tender Details If a check tender is selected as the tender key, click this link to access the Check Information page where specific information about the check tendered is entered.

Select Charges to Pay

Click to access the Select Charges to Pay page where specific charges can be selected for payment. Only charges covered by the Charge Priority associated with the Target Key selected in the Target Detail group box can be selected. If more than one Target Key in the Target Detail group box, the Select Charges to Pay page is not available.

Select Students to Pay

Click to access the Select Students to Pay page where it can be specified to which student charges to apply the payment.

Third Party Info Click to access the Third Party Info page where it can be specified to which contract and student ID to apply the payment. Using this page prevents the payment from being applied to any other contract or to any other student associated with the organization.

Third Party Info Select Contract Number and the ID of the student associated with that contract to which the payment should be applied. The student’s account was already credited for the payment when the third party contract was created and applied, but this page will define when a payment was received for a specific student. It will also prevent the payment from applying to any other student on any other contract, even if the payment becomes excess at some point (i.e. the student’s charges decrease or the student is cancelled from the contract). This is often necessary to meet the sponsor’s payment tracking requirements.

The following table describes the fields important to the Third Party Info page of the Corporate Payments component.


Contract Number Contract associated with the External Org ID to which the payment should be applied

Contract ID ID of the student on the contract to which the payment should be applied




Corporate Receipt Below is an image of the Corporate Receipt.



Topic 3: Collect Departmental Receipts Departmental receipts facilitate a transfer of funds through the cashiering office to a department’s general ledger account. Offices or departments, such as the bookstore or the library, that take in money on a daily basis or periodically can deposit their funds through the cashiering office as a way to make a bank deposit and to record the accounting information in the general ledger.

Procedure

The Collect Department Receipts component can be found by navigating to: Student Financials > Cashiering > Collect Department Receipts

Step Summary

To collect departmental receipts:

1. If they do not default, enter the Business Unit and Cashier’s Office. 2. Search for or enter the student’s ID. 3. Click Add. 4. Enter a reference number if desired. 5. Enter an amount and ChartField. 6. Select the tender and amount for each tender 7. Enter Deposit ID if desired. 8. Create and Print Receipt. 9. Navigate to the Report Manager to view and print the receipt.


Department Receipts Locate the desired institution and business office on the search page. Enter text in the Reference Number field, if applicable. This is an alpha-numeric field that can be used to track department receipts. In the Target Detail section, enter the amount. Use a SpeedType Key to enter the chartfields to which the deposit should be posted on the General Ledger or click on the ChartFields link to enter the chartfield values manually. In the Tender Detail section, select the appropriate Tender Key(s) (cash, check, credit card) and enter the

amount for each tender. If the deposit has more than one tender type, click the button on the right side of the page to add additional tenders. Click Create and Print Receipt, then navigate to the Report Manager to print the receipt.



The following table describes the fields important to the Department Receipts page.


Reference Nbr Enter a reference number to help organize transactions. This is not a required field and simply helps organize and track cashiering transactions.

Amount Amount applicable to the selected chartfield combination

SpeedType Used to select a Speed Key which contains pre-configured chartfield combinations. Once a SpeedType is selected, the ChartFields box will display chartfield values.

ChartFields Used to enter chartfield values manually.

Tender Select a tender key to identify the method of payment the student is using. If a check tender is selected, the system prompts users to enter further payment information.

Amount Amount applicable to the selected tender

Look Up SpeedType



The following table describes the fields important to the Look Up SpeedType page.


SetID Used to narrow the search; the SetID associated with the desired SpeedType Key; usually the same value as the Business Unit

SpeedType Key

Code assigned to the SpeedType; used to narrow the search; can enter partial values and wildcards (ex. %R% would return “TRANSCRIPT” and “PARKING,” but not “MISC.”)

General Ledger Unit

Used to narrow the search; GL Business Unit associated with the desired SpeedType Key; often the same value as the SF Business Unit

Ledger Used to narrow the search; ledger associated with the desired SpeedType Key; usually “ACTUALS”

Type of SpeedType

Used to narrow the search; options are:

Class: For use by cashiers assigned to a specified Permission List

Operator: For use by specific cashiers

Universal: For use by all cashiers




Departmental Receipt Below is an image of the departmental receipt.

Chapter 3: Correcting Cashiering Errors There are occasions when supervising cashiers will need to void receipts to correct an error made in the cashiering process. Reopen Cashiering Offices allows a previously closed business date to be reopened in order to make any necessary adjustments to transactions. The Void Receipts process allows a supervising cashier to void a receipt when there is an error in a transaction or a student requests that the payment be voided.


1. Reopen cashiering offices 2. Void cashiering transactions

Topic 1: Reopen Cashiering Offices, Registers, and Cashiers Situations may occur that require cashiering offices be reopened for a business day that has already been closed. For example, to void a receipt from a closed business day, the cashiering office must be reopened for the business day on which the receipt was generated.



Procedure

The Reopen Offices component can be found by navigating to: Student Financials > Cashiering > Cash Management > Reopen Offices

Step Summary

To reopen cashiering offices: 1. Enter Business Date to be reopened. 2. Click Reopen Cashier Office. 3. Click Save. 4. Navigate to Reopen Register. 5. Click Open and Save. 6. Navigate to Reopen Cashier. 7. Click Open and Save.


Reopen Office Select the business date for which the cashiering office should be opened. Click Reopen Cashier Office. Click Save. Navigate to Reopen Register The Reopen Offices component requires that users Save after entering data on each page.

The following table describes the fields important to the Reopen Office page.


Current Business Date The business date for which the cashier office should be reopened



Reopen Register On the Reopen Register page, select or confirm the registers that should be reopened and click the Open checkbox. Click Save. Navigate to Reopen Cashier The Reopen Offices component requires that users Save after entering data on each page.

The following table describes the fields important to the Reopen Register page.


Register Register that was open on the requested business date

Open Reopens the register for the requested business date

Reopen Cashiers On the Reopen Cashier page, select or confirm the cashier and register that should be reopened. Click Open. Click Save. Use the scroll arrows to navigate to additional cashiers to reopen.

The Reopen Offices component requires that users Save after entering data on each page.



The following table describes the fields important to the Reopen Cashiers page.


Cashier ID of the cashier to reopen

Register Register to reopen; only reopened registers on the Reopen Register page are available to be selected.

Open Reopen this cashier for the business day.

Tender Key Indicates the type of tender that the cashier will be able to use in transactions. Only the tender keys assigned to the selected open register are available to select. In addition, the cashier must be assigned to the tender key selected when the tender key was setup. Examples of tender keys include cash, checks, credit cards.

Deposit ID This is an optional field to help track deposits.

Opening Balance Optionally, enter an opening balance for the Cash tender key.

Topic 2: Void Receipts It is possible for a processed or even a posted receipt to become invalid. A cashier could make a mistake when creating a receipt, a student’s check could bounce, or an organization could stop payment on a check. In these cases, the Cashiering feature enables one to void a receipt. Void receipts only for an open business day. To void a receipt for a past business day, reopen the cashiering office for that business day.

Procedure

There are two pages used to void receipts. Void Receipts – Cashier and Void Receipts – All. Void Receipts – Cashier can be used by an individual cashier to void his or her own receipts. The Void Receipts – All page can be used by a supervisor to void receipts of any cashier. The pages look the same; only the displayed data is different. The pages can be found by navigating to: Student Financials > Cashiering > Cash Management > Void Receipts – Cashier/Void Receipts – All

Step Summary

To void receipts: 1. Enter the Business Unit. 2. Click Void beside the desired receipt. 3. Enter Void Reason Code and click OK. 4. Verify voided transaction.


Void Receipts On the Void Receipts page, click the Void button beside the transaction that should be voided.



The following table describes the fields important to the Void Receipts page.


Void Click Void to void the receipt

Void Reason Select the Void Reason Code. Click OK.

The following table describes the fields important to the Void Receipts page.


Void Reason Code Code used to identify the reason for the void. This is for informational purposes only.

Chapter 4: Run Cashiering Reports The Bursar at each campus is responsible for monitoring the cashiering process through several reports that are run on a regular basis. Several reports can be run based on a variety of search criteria such as the business date, cashier, register, deposit ID, and tender. These reports are designed to help with monitoring and auditing the cashiering process.


1. Run, view and manipulate cashiering reports.

Topic 1: Review Receipts By Business Date CUNYfirst provides several pages enabling users to view cashiering office’s receipt activities. The Receipts by Business Date page shows all receipts for a particular business date. Results can be limited by parameters such as the cashier, register or transaction type.



Procedure

The Receipts by Business Date page can be found by navigating to: Student Financials > Cashiering > Cash Management > Balance by Business Day > Receipts By Business Date

Step Summary

To view receipts by business date: 1. On the search page, select the Business Unit and Cashier’s Office. 2. Select the appropriate Business Date. 3. Filter results further, if desired, but selecting Cashier, Register, Transaction Type, and/or

Approval Status. 4. Click Search. 5. View results.


Receipts by Business Date On the search page, select the Business Unit and Cashier’s Office. On the Receipts by Business Date page, select the Business Date for which you wish to view receipts. Additionally, you can select other parameters to limit the results, such as Cashier, Register, Trans Type (transaction type), and/or Approval Status. Select the sort order in the Sort By field. Click Search. Results will appear in the lower section of

the page. The button will export results to excel.

The following table describes the fields important to the Receipts by Business Date page.


Business Date Business Date of requested results

Cashier Used to filter results by specific cashier

Register Used to filter results by specific register

Trans Type Used to filter results by transaction type. Options include: 1. All transaction types 2. Cash Check (cashed checks) 3. Cash Repl (cash replenishments) 4. Corp Pymt (corporate payments) 5. Dept Rcpt (department receipts)




6. Interim Deposits (interim deposits) 7. Stdnt Pymt (student payments)

Approval Status Used to filter results by status. Available values are: 1. Approved 2. Cancelled 3. Delayed 4. Denied 5. Group Post 6. Not Posted 7. Pending 8. Posted 9. Processed 10. Unprocessed 11. Voided

Sort By Used to sort the displayed receipts. Sort by cashier, date, receipt status, register, total, transaction date and time, or transaction type. Sort in either ascending or descending order.

Search Performs search according to selected parameters and displays results.

Topic 2: Review Receipt Tender Flow Receipts can be viewed by tender flow for a particular business unit and office.

Procedure

The Review Receipt Tender Flow component can be found by navigating to: Student Financials > Cashiering > Cash Management > Balance by Business Day > Review Receipt Tender Flow

Step Summary

To view the Receipt Tender Flow: 1. On the search page, select the Business Unit and Cashier’s Office. 2. Select the appropriate Business Date. 3. Click Search. 4. View results.


Receipt Tender Flow On the search page, select the Business Unit and Cashier’s Office. On the Receipt Tender Flow page, select the Business Date for which you wish to view receipts. Optionally, select parameters to limit results by Cashier, Tender or Register. Click Search. Results will appear in the lower section of the page with the amount that the business date is over or short.



The following table describes the fields important to the Receipt Tender Flow page.


Business Date Business Date for which the tender flow will be viewed

Cashier Used to limit results to a specific cashier

Tender Used to limit results to a specific tender

Register Used to limit results to a specific register

Include in Totals Select the checkbox to add the opening balance of the cashiering office to the tender in and out activity to come up with a system-generated closing balance

Opening Balance After clicking the Search button, this field displays the total of all of the opening balances specified for cashiers or registers when the cashiering office is opened. If a specific cashier or register is selected in the Cashier or Register fields, the Opening Balance field reflects the opening balance for only the selected cashier or register.

Search Click to display all of the receipts that meet the criteria selected in the Business Date, Cashier, Tender, and Register fields.

Receipt Nbr (number)

Lists the system-assigned receipt number for each receipt; click the receipt number to view complete information about the receipt. Do not use the Print Receipt feature. CUNYfirst has a custom receipt with a custom process.

Over/Short The system calculates any overage or shortage by comparing the actual closing balance entered on the Close Cashier page to the system-generated closing balance, which appears to the right of the Over/Short field. If an overage or shortage exists, inquire on specific tenders to narrow down the cause.

Topic 3: Review Totals by Deposit ID CUNYfirst offers the ability to review totals by a Deposit ID. When the office is opened, a Deposit ID can be entered on the Open Cashiers page.

Procedure

The Review Totals by Deposit ID component can be found by navigating to: Student Financials > Cashiering > Cash Management > Balances by Business Day > Review Totals by Deposit ID

Step Summary

To review Receipts by Business Date:



1. On the search page, select the Business Unit and Cashier’s Office. 2. Enter the Deposit ID. 3. Click Search. 4. View Results.


Totals by Deposit ID Locate the desired business unit and cashier’s office on the search page. On the Totals by Deposit ID page, enter the deposit ID that was created on the Open Cashiers page. Click Search. The results will appear in the section below and will include all tenders included in the deposit ID. For example, cashiers can enter a deposit ID associated with cash and checks, so that the deposit ID that appears in this report will indicate the amount of a bank deposit.

The following table describes the fields important to the Totals By Deposit ID page.


Deposit ID Enter the deposit ID for which results will be viewed

Search Click this button to display all of the payments associated with the selected deposit ID

Topic 4: Review Tender by Cashier CUNYfirst offers the ability to review the types and amount of tenders taken by cashiers.

Procedure

The Review Tender By Cashier page can be found by navigating to: Student Financials > Cashiering > Cash Management > Balance by Business Day > Review Tender by Cashier

Step Summary

To review tender by cashier: 1. On the search page, select the Business Unit and Cashier’s Office. 2. Select the appropriate Business Date. 3. Click Search. 4. View Results.


Tender By Cashier



Locate the desired business unit and cashier’s office on the search page. On the Tender By Cashier page, enter the Cashier Office Date (Business Date) and click Search. View results for the Total by Tender Key and Detail by Cashier. Results will report the totals for each tender for each cashier.

The following table describes the fields important to the Tender by Cashier page.


Cashier Office Date Business Date for which results should be retrieved

Search Click to view the tender activity by tender key and cashier

Topic 5: Review Tender by Register Similar to the Review Tender by Cashier, CUNYfirst offers the ability to review tender by a single register for a specific business date.

Procedure

The Review Tender by Register page can be found by navigating to: Student Financials > Cashiering > Cash Management > Balances by Business Day > Review Tender by Register

Step Summary

To review tender by register: 1. On the search page, select the Business Unit and Cashier’s Office. 2. Select the appropriate Cashier Office Date (Business Date). 3. Click Search. 4. View Results.


Tender By Register Locate the desired business unit and cashier’s office on the search page. On the Tender by Register page, enter the Cashier Office Date for the business date for which tender should be reported. Click Search. View results under Total by Tender Key and Detail by Register. Results will report all tender keys, by register.



The following table describes the fields important to the Tender by Register page.


Cashier Office Date Business date for which registers will be searched

Search Click Search to retrieve data for the cashier office date

Topic 6: Run Receipts by Number Summary CUNYfirst offers a customized receipt that must be run from the Receipts by Number Summary page. The

process executes a run control. Additional Detailed Information about executing run controls is

available in Appendix A of this document. When a payment is posted to a student account, a receipt number will be generated. Record this number when posting a payment in order to generate the appropriate receipt on the Receipts by Number Summary page.

Procedure

The Receipts by Number Summary page can be found by navigating to: Student Financials > Cashiering > Balance by Business Day > Receipts by Number Summary

Step Summary

To run the receipts by number summary: 1. Enter a Run Control ID or create a new Run Control ID 2. Select the Business Unit, Cashier’s Office and Receipt Number. 3. Click Run. 4. Click OK. 5. Click Report Manager. 6. View Report.


Receipt by Number Select the run control parameters on the Receipt by Numbers page. Select the desired business unit and cashier’s office. Enter or search for the desired receipt number of the transaction for which the receipt should be produced.



The following table describes the fields important to the Receipt by Number run control page.


Business Unit Business Unit for which the transaction was executed

Cashier’s Office Cashier’s Office of the Business Unit for which the transaction was executed

Receipt Number Number generated when payment was posted, used to track the receipt

Chapter 5: Cashiering Maintenance When appropriate, the Bursars or their designees will need to maintain the cashiering setup in order to meet business requirements. Cashiering offices, registers, or cashiers may need to added, deleted, or modified when there are new employees or additional registers need to be added. CUNY or campus business policy should define when values are added or modified. Bursars may also find a business need to add, delete or modify messages that appear on the printed receipt or void reasons available to supervising cashiers.


1. Add, delete, or modify a cashiering office, register or cashier 2. Add, delete, or modify receipt print messages and void reasons

Topic 1: Manage Cashiering Offices Cashiering offices have been set up to meet the current business needs of CUNY campuses; however, additional cashiering offices may need to be added to accommodate future business needs. The Cashiering feature provides the flexibility to define different cashiering offices, each with its own set of cashiering rules and requirements.

Procedure

The Cashiering Offices component can be found by navigating to: Set Up SACR > Product Related > Student Financials > Cashiering > Cashiering Offices



Step Summary

To create a cashiering office: 1. Click Add a New Value 2. Locate desired business unit and define the cashier’s office code. 3. Enter the descriptions. 4. Select the appropriate campus, location, base currency, balance by, and change due tender. 5. Enter the retrieval limit. 6. Select the print product and enter the GL interface fields.


Cashiering Offices Enter the desired description, short description, and long description for the new cashiering office. Select the appropriate campus, location, and base currency. Select the balance by to indicate how offices will be balanced (by cashier or register). Currently balances are determined by cashier. Select the change due tender, retrieval limit, and print product. If it will be necessary to generate over and short entries for the General Ledger, check the GL Interface Required checkbox and enter the over GL entry and the short GL entry. If applicable, check the Posted Close Required and/or Approved Close Required

The following table describes the fields important to the Cashiering Offices page.


Description Description of the cashiering office




Short Description Short description of the cashiering office

Long Description Long description of the cashiering office

Campus Campus where the cashiering office is located; in most cases, this should be “MAIN.”

Location Location of the cashiering office; in most cases, this should be “MAIN.”

Base Currency Base currency that the cashiering office uses when processing transactions; defaults to USD and in most cases should remain as such.

Balance By How the office will be balanced at the end of the business day; options are Cashier or Register; CUNY balances by Cashier

Change Due Tender Type of tender the office uses to give change to customers; Note: Cashiering Office cannot be set up until Change Due Tender has been set up in the Tender Key component.

Retrieval Limit Number of cashiering business days that will be listed on the Open Offices component; generally kept fairly low, so that the system doesn’t have to spend a lot of time searching for and displaying a large number of business dates

Print Product Select Crystal.

Use Forms Engine for Receipts

Select to use Forms Engine to print student payment, corporate payment, department, and check cashing receipts. Clear to use the specified Print Product to print receipts. If this checkbox is selected, it is necessary to specify printers for valid registers before receipts can be printed using Forms Engine. CUNY is not using the forms engine for receipts at this time.

Posted Close Required If the office is configured to delay posting, check this box to ensure that all receipts have been posted prior to closing the office for the day.

Approved Close Required

Select this checkbox if the office is configured to require supervisor approval of department receipts and all receipts are required to be approved before closing.

Transaction Setup On the transaction setup page, in the Direct Reports field, select Student Financials Data or Human Resources to define how voided receipts are handled. If Student Financials Data is selected, then void receipt overrides are defined on the Valid Cashiers page. Select the appropriate posting delay.



The following table describes the fields important to the Transaction Setup page of the Cashiering Offices component.


Direct Reports Governs how the cashiering functionality determines who supervises whom; options are: Student Financials Data: Supervisory structure for cashiering is defined within cashiering, on the Valid Cashiers page. Human Resources Data: Supervisory structure for cashiering follows the supervisory relationships established within Human Resources employment data

Transfer after void Select this checkbox if, upon voiding a receipt, the system should to transfer users automatically to the page where the receipt was created. For example, after voiding a student payment, the system automatically takes users to the Student Payment page.

Posting Options are: Delay Posting: Selecting this option means that periodically throughout the business day, someone will go to the posting page and will select individual receipts for posting. Group Post: Selecting this option means that each cashier will create a posting group of receipts, and at the end of the day, these posting groups will be run through the Group Post process. Cashiers do not have to create posting groups themselves; it occurs automatically. No posting delay: Selecting this option means receipts will post immediately. This is the option used in CUNYfirst.

Origin ID and Group Type

If Group Post is selected in the Posting field, select the Origin ID and Group Type of the posting group in which the cashiering office places student and corporate payment receipts.

Post Unprocessed Authorization

If this checkbox is selected, credit card transactions are posted even if authorizations have not yet been processed. If this checkbox is cleared, the system posts only transactions for which authorizations have been processed. This option is useful when intermittent timeouts of the authorization process occur. This enables the system to save or post the transactions normally regardless of the timeout. However, if this situation occurs, remember to authorize credit card transactions using the batch process found at Student Financials > Charges and Payments > Electronic Transactions > Process Credit Cards.

Dept Receipt Approval Required

Select this checkbox to implement the workflow approval process for all department receipts generated by this cashiering office. When the checkbox is selected, the Cashier Approval Role becomes available.



Topic 2: Manage Valid Registers CUNYfirst requires that valid registers be available to manage transactions in the cashiering process. Campuses may have a need to add or manage valid registers based on new or changes in business requirements.

Procedure

The Valid Registers component can be found by navigating to: Set Up SACR > Product Related > Student Financials > Cashiering > Valid Registers

Step Summary

To add a new valid register: 1. Enter the Business Unit and Cashier’s Office. 2. Click Search.

3. Click to add a new row. 4. Enter a new register. 5. Select appropriate Print Receipt Automatically options. 6. Enter Server Destination Printer for each register. 7. Click Save.


Valid Registers

Select the button to add a new register. Select the fields that should print the receipt automatically and enter a server destination printer, if applicable. Consult with campus technical resources to add appropriate server printers.

The following table describes the fields important to the Valid Registers page.


Register Enter the alphanumeric code used to identify the register.




Print Receipt Automatically Use the checkboxes under the Print Receipt Automatically heading to determine which types of receipts print automatically when each valid register creates them. The system recognizes the selections made in these checkboxes only if the institution chooses to balance by register in the setup of the cashiering office. Choose to print receipts automatically for Student Payment, Corporate Payment, Department Receipt, and/or Cash Check receipts.

Server Destination Printer For each valid register set to print automatically, use the Server Destination Printer field to specify the printer to be used to print the receipt.

Topic 3: Manage Valid Cashiers Regardless of whether cashiers already have EmplIDs and User IDs in CUNYfirst, those IDs need to be designated as cashiers in order for those people to be able to post receipts. Once staff are added as Valid Cashiers, they must be assigned Valid Cashiers for each Tender Key they will be using.

Procedure

The Valid Cashiers component can be found by navigating to: Set Up SACR > Product Related > Student Financials > Cashiering > Valid Cashiers

Step Summary

To add a valid cashier: 1. Enter the Business Unit and Cashier’s Office. 2. Select the User ID in the Cashier field and click Add. 3. On the Valid Cashiers page, select Supervisor, Approval Required Switch, and Department Only

Cashier fields, if applicable. 4. Enter the supervisor in the Supervisor Operator ID, if necessary. 5. Select the valid fields to Print Receipts Automatically. 6. Associate the cashier with valid registers.


Valid Cashiers (Add a New Value) Select the User ID of the person to be added as a Valid Cashier. Click Add.



The following table describes the fields important to the Valid Cashiers (Add a New Value) page.


Business Unit Business Unit associated with the Valid Cashier

Cashier’s Office Cashier’s Office to which the Valid Cashier is being associated

Cashier User ID of the person to be added as a Valid Cashier

Valid Cashiers On the Valid Cashiers page, select criteria based on the attributes of the new cashier in the Supervisor, Approval Required Switch, and Department Only Cashier fields. Select the cashier’s supervisor in the Supervisor Operator ID. Select the valid fields to Print Receipts Automatically. Associate the cashier with valid registers to which (s)he can be assigned. To delete a cashier, locate the cashier on the search page. On the Valid Cashier page, click Delete Cashier.

The following table describes the fields important to the Valid Cashiers page.


Delete Cashier Used to delete a cashier from the cashiering office

Supervisor Designates the cashier as a supervisor and therefore able to void receipts posted by cashiers for whom this cashier is designated as the supervisor

Approval Required Switch Select to implement the workflow approval process for any department receipts processed by the cashier.

Department Only Cashier Select to designate the cashier as one who can process only department receipts and does not have an open cash drawer. Note: When this check box is selected, the system automatically selects the Approval Required checkbox.

Supervisor Operator ID This field is available only if Student Financials Data in the Direct Reports field of the Transaction Setup page is selected.




Select an ID to indicate the supervisor to whom the cashier directly reports. The supervisor assigned to this cashier can view and void the cashier’s receipts.

Print Receipt Automatically Use the Print Receipt Automatically group box to determine which types of receipts print automatically when the cashier creates them. The system recognizes the selections made in these checkboxes only if Balance by Cashier is selected in the setup of the cashiering office. Choose to print receipts automatically for Student Payment, Corporate Payment, Department Receipt, and/or Cash Check receipts.

Valid Cash Registers In the Valid Cash Registers scroll area, enter the codes of the valid registers that the cashier will be able to use.

Topic 4: Manage Valid Tender Keys CUNYfirst requires that any staff configured as a cashier be assigned to tender keys.

Procedure

The Tender Keys component can be found by navigating to: Set Up SACR > Product Related > Student Financials > Cashiering > Tender Keys

Step Summary

To add a valid cashier to a tender key: 1. Locate desired business unit and tender key. 2. Select the Tender Key and Click Add. 3. On the Tender Key Valid Cashiers page, add a new effective date 4. Select the desired cashier 5. Click In Allowed and Out Allowed, if applicable. 6. Click Save.


Tender Key Valid Cashiers Select the ID of the Cashier that should be added as a valid cashier. Click In Allowed and Out Allowed, if applicable.



The following table describes the fields important to the Tender Keys Valid Cashiers page.


Cashier ID of the Cashier to be assigned to use the Tender Key

In Allowed/Out Allowed Determines if cashier can take the tender in or give the tender out For example, selecting only the In Allowed checkbox for the CASH Tender Key will allow the cashier only to take in cash. The cashier cannot give cash to a customer in a check cashing transaction or as change. A cashier with neither checkbox selected cannot perform transactions with this tender.

Topic 5: Manage Receipt Print Messages CUNYfirst offers the ability to add and edit messages that appear on receipts based on certain criteria. Receipt messages can be linked to cashiering offices, to target keys, and to tender keys.

Procedure

The Receipt Print Messages component can be found by navigating to: Set Up SACR > Product Related > Student Financials > Cashiering > Receipt Print Messages

Step Summary

To add receipt print messages: 1. Enter the Business Unit and Cashier’s Office


Cashier Office Messages On the Cashier Office Messages page, enter a brief message text and a longer message.



The following table describes the fields important to the Cashier Office Messages page.


Message Message that will appear on all receipts printed by this Cashier’s Office

Long Message Optional, more detailed message

Target Messages On the Target Messages page, enter the specific Target Key to which the message should be associated. Enter the Message and Long Message.

The following table describes the fields important to the Target Messages page.


Target Key Target Key to which messages should be linked

Message Message that will appear on all receipts associated with the Target Key


Tender Messages On the Tender Messages page, enter the specific Tender Key for which the message should appear. Enter the Message and Long Message.



The following table describes the fields important to the Tender Messages page.


Tender Key Tender key to which messages should be linked

Message Message that will appear on all receipts associated with the tender key.


Topic 6: Manage Void Reasons CUNYfirst offers the ability to configure Void Reasons. Void Reasons provide brief explanations for voided cashiering receipts. They provide background information for auditors and staff.

Procedure

The Void Reasons component can be found by navigating to: Set Up SACR > Product Related > Student Financials > Cashiering > Void Reasons

Step Summary

To add void reasons: 1. Select the SetID and enter a Void Reason Code. 2. On the Void Reasons page, enter a description and short description.


Void Reasons Enter the SetID and a Void Reason Code. Enter the Description and Short Description.



The following table describes the fields important to the Void Reasons page.


Description Description of the void reason

Short Description Short description of the void reason



Unit IX: Reporting and 1098-T Tax Documents

Unit Introduction The Taxpayer Relief Act of 1997 allows taxpayers to claim educational credits for some higher education expenses. Since each campus receives qualified tuition and related expenses from or on behalf of its students, they are required to furnish each eligible student with an IRS Form 1098-T Tuition Statement. The information on the form helps determine whether a student, or the person who may claim the student as a dependent, may claim a Hope Scholarship Credit or Lifetime Learning Credit. In addition, for every 1098-T provided to an eligible student, institutions must also file a 1098-T with the IRS. The Central Office will set up 1098-T values for each calendar year to include how student names and addresses will appear on the tax form as well as other controls. Forms are printed for all eligible students and are also available for students to print on demand in self-service. CUNYfirst also offers the flexibility to edit the 1098-T document if student data is inaccurate. CUNY will run the Summary of Grants report each term in order to retrieve data from CUNYfirst.

Unit Objectives To demonstrate how to:

1. Add and edit setup requirements for 1098-T processing 2. Generate 1098-T forms for a calendar year in batch 3. Edit information included in the 1098-T for a single student or group of students 4. Request and view an audit of 1098-T information for a single student or group of students 5. Print a group of 1098-T forms or a single 1098-T form for a single student 6. Run the Summary of Grants report.



Chapter 1: Set Up 1098-T Tax Documents The Central Office will flag the appropriate item types for 1098-T reporting to the IRS. Each campus needs to follow proscribed business processes to secure, if possible, valid SSNs or TINs from students and ensure that invalid SSNs or TINs are reported on the 1098-T reports as blank fields. The University requires that each campus’ 1098-T information be reported in one single file per calendar year per institution. Each campus is responsible during its CUNYfirst cut-over year to be sure that legacy and CUNYfirst 1098-T data is properly merged into one file that is reported to the Central Office for additional processing. CUNYfirst campuses will configure their Student Centers to display and make available for downloading their students 1098-T information.


Add a new value to the 1098-T TIN Table

Add detail to the TIN table

Copy TIN setup from year to year

Enter valid citizenship statuses for 1098-T reporting

Topic 1: 1098-T TIN Table The 1098-T TIN table allows an institution to add a Federal TIN (taxpayer identification number) to the 1098-T TIN Table. Before beginning this process, locate the institution’s TIN. The taxpayer identification number is used by the Internal Revenue Service (IRS) to process 1098-T tax documents.

Procedure

The 1098-T TIN Table can be found by navigating to: Set Up SACR > Product Related > Student Financials > Taxes > 1098-T TIN Table

Step Summary

To add a new 1098-T TIN: 1. Click Add a New Value. 2. Enter the Federal TIN and the Calendar Year. 3. Click Add. 4. Enter the Description. 5. Select the Address Usage and Name Usage. 6. Enter a Contact Name and Contact Phone. 7. Enter a Name Code and IRS Transmission Code. 8. Select Reporting Method Changed (if the reporting method has changed). 9. Select the Business Unit(s), FinAid Group, and Third Party Group. 10. Select Display 1098-T Self Service. 11. Click 1098-T Institution Address and enter the address. 12. Click the 1098-T Citizenship tab. 13. Select one or more valid citizenship statuses. 14. Click Save.




1098-T TIN Table The CUNY Central Office will add values to the 1098-T TIN Table. This information will be used to generate 1098-T tax documents for eligible students. When entering the Federal TIN, there are 2 TIN numbers for CUNY. Community colleges have a separate TIN. For the purposes of tax reports, the calendar year represents the tax year being reported.

The following table describes the fields on the 1098-T TIN Table search page.

Field Description

Federal TIN Taxpayer identification number under which the institution files 1098-T tax information to the IRS.

Calendar Year Tax year being reported

1098-T TIN Detail Use the 1098-T TIN Detail page to add detailed information related to the Federal TIN for the selected Calendar Year. Enter a description. Select the Address Usage and Name Usage. These selections control how the process searches for address and name for use on the 1098-T. Enter a Contact Name and Contact Phone number for the 1098-T. Enter the Name Control of the first four characters of the description of the institution associated with the TIN. The transmission code is a five-character, alphanumeric code assigned by the IRS for transmission of the 1098-T file. If this is the last filing year for this TIN, check Last Filing Year. If the reporting method has changed from the previous year, check the Reporting Method Changed checkbox. Note: The reporting method cannot be changed without prior IRS approval. Under Business Unit Detail, select the Business Unit or Business Units that should be included under this Federal TIN. The Institution field will automatically populate when the Business Unit is entered. Select the FinAid Group of FIN AID and select the Third Party Group of 3RD PARTY. If more than one business unit should be added, click the button to add additional rows. In the 1098-T Self-Service group box, check the Display 1098-T Self Service checkbox for students to be able to view and print their 1098-Ts in self-service. Enter the Report Definition and Template Definition



that are needed to display and print the 1098-T in self-service. CUNY will use the delivered reports for the 1098-T. Click 1098-T Institution Address to enter the address associated with the 1098-T.

The following table describes the fields on the 1098-T Detail page of the 1098-T TIN Table component.

Field Description

Description Description for the TIN entered; can be up to 30 characters and helps to identify the source of the Federal TIN

1098-T Institution Address Access the 1098-T Institution Address page to enter address information associated with this TIN.

Address Usage Determines the order in which the process will search for addresses.

Name Usage Determines the order in which the process will search for names.

Contact Name Name of the primary contact person associated with the TIN.

Contact Phone Telephone number of the primary contact person associated with the TIN.

Name Control Four characters referencing the institution related to this TIN

Transmission Code To file 1098-T tax forms with the Internal Revenue Service (IRS) electronically, first file IRS Form 4419, Application for Filing Information Return Magnetically/Electronically. If the IRS accepts the application file electronically, the institution is assigned a five-character alphanumeric Transmitter Control Code. Enter this code in the Transmission Code field.

Last Filing Year If checked, indicates this is the last year the institution is using this TIN to file 1098-T forms with the IRS.



Field Description

1098-T Reporting Method Two options: Amounts Billed: Indicates the institution is reporting based on the amounts billed to students Payments Received: Indicates the institution is reporting based on payments received from students. CUNY uses this value.

Reporting Method Changed If checked, indicates institution has changed its method of reporting (payments received or amounts billed) from the previous year

Business Unit Business Unit(s) reporting 1098-T data under this TIN; Institution field automatically populates when Business Unit is selected

Institution Institution associated with the Business Unit selected. If a business unit was previously selected, the system automatically populates this field with the correct institution.

FinAid Group Item Type Group used to identify scholarship, grant and fellowship item types.

Third Party Group Item Type Group containing item types used to post third-party contract credits to student account.

Display 1098-T Self Service If checked, allows the 1098-T for this calendar year to appear in student self-service.

Report Definition Used for formatting 1098-T in self-service for printing; CUNY uses the delivered definition template: SSF_SS_1098-T

Template Definition Used for formatting 1098-T in self-service for printing; this is a delivered value that is updated each tax year.

Display Box Amount Details Select to display the details of the 1098-T in student self-service/

Use Electronic Statements Used to indicate the student can consent to receive the 1098-T form electronically (online via self service) only, rather than receiving a printed copy. The student must consent to receive the 1098-T electronically; otherwise, the form continues to be printed and mailed to the student.

1098-T Institution Address Click Edit Address to enter the address associated with the 1098-T.



Edit Address

Enter the Address, City, State, and Postal (zip code).

1098-T Citizenship Use this page to select one or more citizenship statuses that should receive a 1098-T.

The following table describes the fields on the 1098-T Citizenship page of the 1098-T TIN Table component.

Field Description

Citizenship Status Citizenship statuses for which 1098-Ts are produced.

Topic 2: Copy TIN Setup CUNYfirst offers the ability to copy TIN information from a previous calendar year to a new calendar year instead of entering data for each calendar year. This process eases data entry efforts and increases accuracy of data entry.

Procedure

Copy TIN Setup can be found on the 1098-T TIN Table page: Set Up SACR > Product Related > Student Financials > Taxes > 1098-T TIN Table



Step Summary

To Copy TIN setup:

1. Click Add a New Value. 2. Enter the Federal TIN and the new Calendar Year. 3. Click Add. 4. Click on Copy TIN Setup. 5. Enter the year from which to copy information for the TIN being created. 6. Click OK.


Copy TIN Setup

The Copy TIN Setup feature allows users to copy data from one year to another. After adding a new value to the 1098-T TIN Table, click Copy TIN Setup. Once information is copied, fields on the 1098-T Detail and 1098-T Citizenship pages will be populated with the values from the year in which the information was copied.

The following table describes the fields on the Copy TIN Setup page of the 1098-T TIN Table component.

Field Description

From Year: Enter the year from which TIN information should be copied.

Chapter 2: Generate 1098-T Tax Documents After the 1098-T information is set up for a Federal TIN and Calendar Year, users are able to generate the 1098-T tax documents for a given year. The process retrieves the necessary data from Campus Community, Student Records and Student Financials to populate and update the PS_SF_1098_DTL table in Student Financials. The system generates new 1098-T data for students who have no existing 1098-T records for the calendar year. In addition, the process compares the new 1098-T data it retrieves to any existing 1098-T data. When the process detects differences in an existing row of 1098-T data that has never been printed or included in an electronic transmission file, it updates all the affected fields in the record with the new information. However, if a 1098-T record has already been printed or included in an electronic transmission file, the process does not update the existing record. Instead, it inserts a new row of updated 1098-T information for the student.




1. Run the generate 1098-T process 2. View the report in the Report Manager

Topic 1: Generate 1098-T The Generate 1098-T process generates a 1098-T for a population of students for a year.

Procedure

The Generate 1098-T run control page can be found by navigating to: Student Financials > Taxes > Generate 1098-T

Step Summary

To run the Generate 1098-T process:

1. Select an existing Run Control ID or create a new Run Control ID. 2. Select the Federal TIN. 3. Select the Calendar Year. 4. Click Run. 5. Click Report Manager.


Generate 1098-T Search Page

Select an existing Run Control ID or click Add a New Value and enter a Run Control ID.

Generate 1098-T

At CUNY, there are two TINs. One Federal TIN is for community colleges; the other is for all other institutions. In most cases, CUNY will run the Generate 1098-T process without bypassing validation edits or student overrides. Enter the Federal TIN and Calendar Year and click Run to run the process. Click Report Manager to view the results. Refer to Appendix A for details on running processes.



The following table describes the fields on the Generate 1098-T page.

Field Description

Federal TIN The TIN (taxpayer identification number) under which the institution files 1098-T tax information to the IRS.

Calendar Year The tax year being reported

Student Override Clear to generate data for all applicable students who fall under the federal TIN and calendar year selected. Check to use the fields in the Student Override group box to specify the students for which the process generates 1098-T data.

Bypass Validation Edits The checkboxes in the Bypass Validation Edits box, listed below, enable the user to generate a 1098-T for a student who wouldn’t otherwise get one for one of these reasons.

Field Description

Citizenship Check to override the edit for students whose citizenship status is not one defined on the 1098-T Citizenship page of the 1098-T TIN component.

Academic Credit Check to override the edit for students who are not in a degree-seeking program or did not receive academic credit for their coursework.

Financial Aid Check to override the edit for students whose eligible charges are covered fully by scholarships, fellowships and/or grants.

Financial Info Check to override the edit for students who have no financial information to report.

Student Override

Field Description

ID Select an ID to generate 1098-T data for that student.



Field Description

National ID Use this field to produce a 1098-T for a student who does not have a Social Security Number (SSN).

Force 1098-T Select the Force 1098-T checkbox, to generate a 1098-T record for the student specified in the ID field, even if he or she does not meet the previous criteria.

Chapter 3: Edit 1098-T Tax Documents CUNY Central Office and the Bursar Office will use this functionality to edit student 1098-T information. Bursars need to respond to student requests to correct their 1098-T data when errors are detected in the data, provide corrected forms and submit corrections to the IRS.


1. Edit 1098-T data for a single student

Topic 1: Edit 1098-T Tax Data There will be times when information on a 1098-T form needs to be edited or changed based on a student request or an identified error.

Procedure

The Edit 1098-T Data page can be found by navigating to: Student Financials > Taxes > Edit 1098-T Data

Step Summary

To edit 1098-T data:

1. Select the desired ID, Federal TIN and Calendar Year. 2. Click the Override Data button. 3. Change the Validation Status to Validation Overridden. 4. Correct the necessary data elements in the Student 1098-T Data section. 5. Click Save.


1098-T Data On the 1098-T Data page, view reported data in the 1098-T Status section. In the Student 1098-T Data section, make appropriate changes to the available fields such as SSN, Student Address, Payments Received, Amount Billed, Prior Year Adj., Financial Aid, Prior Year FA Adj., Include Future Period, Half Time, and Graduate. CUNY policy should define the fields that are eligible to be changed.



The following table describes the fields on the 1098-T Data page.

Field Description

Overridden This check box indicates whether the current user or the system has overridden a record. The system designates any records created using the Force 1098-T check box on the Generate 1098-T page as Overridden.

Correction If a transmission file is created to send to the IRS and then an error is discovered in one of the records and a correction is submitted, this checkbox is populated.

Correction Type The two options are defined by the IRS:

One Transaction Correction includes:

Incorrect money amounts

Incorrect check boxes

Two Transaction Correction includes:

No TIN (SSN)

Incorrect TIN

Incorrect name

Incorrect address

Printed This checkbox indicates whether a 1098-T form has been printed. When the 1098-T Form Print report is run, the system selects this checkbox for all the records it prints. The date and time that the system printed the record appears to the right of the field.

File Created This checkbox indicates whether the current record has been included in an IRS electronic transmission file. When the 1098-T Form Print report is run, the system selects this checkbox for all the records it includes in the transmission file. The date and time that the system created the transmission file appears to the right of the field.



Field Description

Validation Status This field indicates whether the data in the record has been validated. The 1098-T Audit Report automatically sets the validation status to one of the values. When the 1098-T Form Print report is run, the system uses this field to determine whether to pick up the record.

Disable 1098-T Self Service Select this checkbox to prevent the current record from appearing in student self-service.

Override Data Click this button to edit any of these fields: Overridden, Printed, File Created, Validation Status, and Correction. When the button is checked, the system inserts a new row for the student and selects the Overridden checkbox by default.

Payments Received Displays the value that prints in Box 1 on 1098-T forms (payments received that applied to eligible tuition and fee charges)

Amount Billed Displays the value that prints in Box 2 on 1098-T forms (billed eligible tuition and fee charges)

Reporting Method Changed The system selects this checkbox if the reporting method has changed on the 1098-T TIN Table.

Prior Year Adj. Displays the value that prints in Box 4 on 1098-T forms. Indicates adjustments made for a prior year to payments received or amount billed (adjustments to Box 1 or 2 for prior year).

Financial Aid Displays the value that prints in Box 5 on 1098-T forms. Indicates receipt of scholarships or grants.

Prior Year FA Adj. Displays the value that prints in Box 6 on 1098-T forms. Indicates adjustments to scholarships or grants for a prior year.

Includes Future Period Displays the value that prints in Box 7 on 1098-T forms. The system selects this checkbox during the Generate 1098-T process if any of the amounts reported in Boxes 1 or 2 (Payments Received or Amount Billed) were related to an academic period that begins in January through March of the following year.

Half Time Displays the value that prints in Box 8 on 1098-T forms. The system selects this checkbox during the Generate 1098-T process if the student's academic load was at least half-time during any term within the tax-reporting year.

Graduate Displays the value that prints in Box 9 on 1098-T forms. The system selects this checkbox during the Generate 1098-T process if the student was enrolled as a graduate student during any term within the tax-reporting year.

Chapter 4: Audit 1098-T Tax Documents The 1098-T Audit Report checks each applicable record to determine the validity of its data. If a record has an invalid SSN, name or address, the system assigns it a validation status of Failed Validation and prints it on the 1098-T Audit Report. If a record has a valid SSN, name and address, the system assigns it a validation status of Passed Validation and does not print it. In addition, if the system finds any records containing no data for the related academic period, it issues a warning. Users can audit, validate or audit and validate data from this component.




1. Audit 1098-T data 2. Validate 1098-T data 3. View audit and validate report

Topic 1: 1098-T Audit Report

Procedure

The 1098-T Audit Report can be found by navigating to: Student Financials > Taxes > Tax Reports > 1098-T Audit Report

Step Summary

To run the 1098-T Audit Report:

1. Enter a Run Control ID or create a Run Control ID. 2. Select the Report Mode. 3. Select a Print Selection. 4. Select the record sort order using Primary Sort and Secondary Sort. 5. Select the Federal TIN and Calendar Year. 6. If necessary, check the Student Override checkbox and enter the ID(s) of the student(s) for whom

the report should be run. 7. Click Run. 8. Click Report Manager.


1098-T Audit Report On the 1098-T Audit Report page, select the desired Report Mode, Print Selection, and Primary and Secondary Sort. Select the Federal TIN and Calendar Year. Alternatively, click the Student Override checkbox and enter the ID(s) of the student(s) for whom the Audit Report should be run. Click Run. Refer to Appendix A for additional details about running processes and reports.



The following table describes the fields on the 1098-T Audit Report page.

Field Description

Report Mode Select to validate data, audit data, or audit and validate at the same time. This field has three valid values. Audit Only: Report lists all 1098-T records meeting the parameters specified, enabling users to check the data manually before printing or creating a transmission file. Validate Only: The 1098-T Audit Report checks each applicable record to determine the validity of its data. If a record has an invalid SSN, name, or address, the system assigns it a validation status of Failed Validation and prints it on the 1098-T Audit Report. If a record has a valid SSN, name, and address, the system assigns it a validation status of Passed Validation and does not print it. In addition, if the system finds any records containing no data for the related academic statistics period, it issues a warning. Audit and Validate: The 1098-T Audit Report prints all applicable records and assigns a validation status to them.



Field Description

Print Selection Determine which types of 1098-T records the system includes in the 1098-T Audit Report. This field has five options:

All 1098-T's: Includes all types of 1098-T records.

Not Filed Corrected 1098-Ts: Includes only those 1098-T records that were previously included in an IRS transmission file and now have the Correction checkbox selected but have not yet had the corrected data transmitted.

Not Filed Original 1098-Ts: Includes only those 1098-T records that were not previously included in a transmission file and do not have the Correction checkbox selected.

Not Printed Corrected 1098-Ts: Includes only those 1098-T records that have the Correction checkbox selected but have not yet been printed.

Not Printed Original 1098-Ts: Includes only those 1098-T records that have not been printed and that do not have the Correction checkbox selected.

Primary and Secondary Sort Fields to sort against first (primary sort) and second (secondary sort) for ordering on the report; available sort fields are:

Country

ID

Last Name

Postal Code

SSN

State

Federal TIN The TIN (taxpayer identification number) under which the institution files 1098-T tax information to the IRS.

Calendar Year For the purposes of tax reports, the calendar year represents the tax year being reported.

Student Override Clear to run the report for all applicable students who fall under the Federal TIN and Calendar Year selected. Select to use the ID field to run the report on only the students that are specified.

ID Enter the ID(s) of the student(s) for whom to run the report.

Chapter 5: Print 1098-T Tax Documents The 1098-T Print component allows users to print, create an extract file, and/or create an IRS transmittal file.




1. Printing 1098-T documents 2. Creating an extract file of 1098-T documents 3. Creating a transmittal file of 1098-T documents

Topic 1: Print 1098-T Form

Procedure

The 1098-T Form Print can be found by navigating to: Student Financials > Taxes > Tax Reports > 1098-T Form Print

Step Summary

To print 1098-T forms:

1. Enter a Run Control ID or Create a Run Control ID. 2. Select the Transmitters TIN and Calendar Year. 3. Select the desired value from the Media menu. 4. Select the desired value from the Filing Status menu. 5. Select the Primary and Secondary sorts. 6. Select the desired TIN. 7. Select the desired Calendar Year. 8. Click Run.


On the 1098-T Print page, select the appropriate Transmitter’s TIN and Calendar Year. Select the appropriate Media, Filing Status, and Primary and Secondary Sort. Select if the print is an alignment run or a test file. If it is an Alignment Run, enter the Alignment Count. If Replacement is selected in the Filing Status field, enter the Replacement Alpha Character. To print a form for an individual student, select Student Override and enter the ID in the Student Override section.



The following table describes the fields on the 1098-T Print page.

Field Description

Transmitter’s TIN 1098-T TIN of the transmitting institution

Calendar Year Calendar year being reported

Media What the report should produce. Options are: Extract File Only: Select to create a generic extract file containing the 1098-T Form data. This will not be transmittable to the IRS. Extract and Transmittal Files: Select to create the IRS transmission and extract files simultaneously. Print Only: Select to print 1098-Ts using 1098-T print stock. Print and Transmittal File: Select to create the IRS transmission file and simultaneously print 1098-T tax forms using 1098-T print stock. Transmittal File Only: Select to create the IRS transmission file only.

Filing Status Select the type of records to include in the run and specify the type of file the institution intends to transmit to the IRS. Options are: Correction: Process will select only those records that have the Correction check box selected. In addition, the system designates the file as containing only corrected records. Original: Process will select only those records that do not have the Correction checkbox selected. In addition, the system designates the file as containing only original records. Replacement: Select if the IRS rejected the file originally sent. The report includes only original records in the replacement file.

Alignment Run Select to run a print job that helps align the print stock in the printer. When this checkbox is selected, the report prints X instead of characters and 9 instead of numbers in the data fields of 1098-T print stock. This field is available only if Print Only is selected in the Media field.

Alignment Count Enter the number of dummy 1098-T forms to print in the alignment run. This field is available only if the Alignment Run check box is selected.

Test File Select to set a test file flag in the transmission file sent to the IRS. This selection indicates to the IRS that the file is for testing purposes only.

Replacement Alpha Character If the IRS rejects the original file, it will request a replacement and assign a two-character Replacement Alpha Character to include with the file. Enter it here. This field is available only if Replacement is selected in the Filing Status field.



Field Description

Primary and Secondary Sort Fields to sort against first (primary sort) and second (secondary sort) for ordering on the report; available sort fields are:

Country

ID

Last Name

Postal Code

SSN

State

TIN The TIN (taxpayer identification number) under which the institution files 1098-T tax information to the IRS.

Calendar Year For the purposes of tax reports, the calendar year represents the tax year reporting.

Student Override Clear to run the report for all applicable students who fall under the federal TIN and calendar year selected. Select to use the ID field to run the report for only the students specified.

ID Enter the ID(s) for the students to print.

File Parameters Click this link to access the 1098-T File Info page. CUNY is not currently using this functionality.

File Path Enter the location where the system sends the transmission and extract files. CUNY is not currently using this functionality.

Transmission File Name Enter the name of the transmission file. If a name is not specified for the file, the default name is IRSTAX.001. CUNY is not currently using this functionality.

Extract File Name

If another system is being used to print 1098-T forms, enter the name of the extract file that the system will use to print the forms. If a name is not specified, the default name is SF1098RP.dat. CUNY is not currently using this functionality.

Chapter 6: Summary of Grants The Summary of Grants report is run each academic year or as required. It generates a dollar amount and head count by Item Type ranges and/or institution reporting codes. Each Item Type range and/or institution reporting code will be subtotaled based on career.


1. Run the Summary of Grants process.

Topic 1: Summary of Grants Report

Procedure

The Summary of Grants report can be found by navigating to: Student Financials > CUNY SF Report Menu > Summary of Grants



Step Summary

To run the Summary of Grants report:

1. Select a Run Control ID or create a new Run Control ID. 2. Select a Business Unit. 3. Select an Aid Year. 4. Select Waiver Item Types From and To. 5. Select Conversion Waiver Item Types From and To. 6. Enter a Description for Waiver Items. 7. Click Run.


Summary of Grants On the Summary of Grants page, select the desired Business Unit and Aid Year. Select the Waiver Item (From and To) and Conversion Waiver Item (From and To) if desired. Enter a description for the waiver items. Click Run. Navigate to Report Manager to view the report. Refer to Appendix A for more detail on running reports and processes.

The following table describes the fields on the Summary of Grants run control page.

Field Description

Business Unit Business Unit for which the report is to be run

Aid Year Aid year being reported

Item Type From Beginning of range for waiver and conversion waiver Item Types to include in the report

Item Type To End of range for waiver and conversion waiver Item Types to include in the report

Description Enter the description for waiver items

Report Code Select the appropriate Report Code.



Field Description

Description Report Code description



Unit X: Past Due Accounts

Unit Introduction Enrollment Cancellations, Running Late Fees, Aging of Accounts, and Write-offs are all processes that run independent of one another. Yet they are all related to accounts that are past due. CUNY campuses or Central Office will make decisions based on procedure or policy if and when these past due accounts will be processed. The Enrollment Cancellation and Late Fees processes have service impacts available to prevent identified students from being included in the process. For example, Student IDs can be grouped together to have an exception Service Indicator applied to prevent the student’s classes from being cancelled.


1. Run enrollment cancellations and add enrollment cancellation service indicators 2. Run late fees for billing and add late fee service indicators 3. Age accounts and run the aging report 4. Process write-offs and add write-off service indicators



Chapter 1: Enrollment Cancellation Bursars and/or their designees will work with Registrars and Enrollment Managers to coordinate communication and processing of Enrollment Cancellation. The coordination between the offices is an important piece to running Enrollment Cancellation. Bursars, in accordance with the Academic Calendar, will set up Billing and Due Calendars which will provide the due dates used in the Enrollment Cancellation process. Bursars will use the report mode function of the Enrollment Cancellation process to assist in analyzing the possible results. Bursars and others can use the generated report to determine how Enrollment Cancellation would affect the enrollment statistics of their Institution. Creating multiple Run Controls for running the Enrollment Cancellation process in the report mode gives Institutions the flexibility to choose various parameters and produce results to discuss with the Administration on how the cancellation impacts their students. The parameters of Enrollment Cancellation include options such as item type groups for specific charges, anticipated aid and financial aid. The item type groups allow the Institution the flexibility of having either the charges or types on Financial Aid to be considered in the Enrollment Cancellation process. Other options to process cancellations are by term or by session, tuition groups, thresholds on the amount owed, and due dates. When creating the Run Controls Bursars will save this selection and name the Run Controls for future processing. Bursars will want to verify that all payments, Service Indicators, Tuition Calculation, NY State Aid. Third-Party Contracts and Anticipated Aid have been completed before running the Enrollment Cancellation process in either report mode or non-report mode. By having all transactions posted the results from the process will be up to date. Upon completion of the process, the system generates an Enrollment Request ID number to uniquely identify the grouping of Students to be cancelled from their classes based on the parameters of the Run Control. The Request ID number is then communicated to the Registrar or Enrollment Manager to continue the Enrollment Cancellation process from the Records module. The Registrar or Enrollment Managers continue to process the cancellation by withdrawing Students from their classes for non-payment. Once the withdrawals have been completed, Bursars will run Tuition Calculation to remove tuition and fees related to the cancelled classes. Communication coordinated between Bursars, Registrars and Enrollment Managers will notify the Students of their cancelled classes. A letter will be sent to the students, and comment(s) will be added to the Student Account to indicate the cancellation of classes.


1. Run enrollment cancellation in report mode 2. Run enrollment cancellation in production mode 3. Run the enrollment cancellation report 4. Enter an enrollment cancellation service indicator

Topic 1: Enrollment Cancellation Report Mode The Enrollment Cancellation process is used to create an enrollment request that will withdraw students who have past due charges. The process considers charges, payments and anticipated aid on the student account. As a business process, Enrollment Cancellation should always be run in Report Mode to



analyze data prior to running the process in non-report mode, or production mode. This process can run by term or by session for all students. Keep in mind that a Service Indicator can be added to a student’s record in order to prevent classes from being cancelled by this process. To enter Service Indicators, see the topic on Enrollment Cancellation Service Indicators. The run control values in this process can be reused from term to term by changing the due date to correspond with the current term’s due date. Refer to the CUNY Tuition and Fee manual and campus Business Process when setting criteria for enrollment cancellation. Refer to Appendix A for more information on running reports and processes.

Procedure

The Cancel Enrollment component can be found by navigating to: Student Financials > Tuition and Fees > Cancellation > Cancel Enrollment

Step Summary

To cancel enrollment for students with past due accounts:

1. Search for and select or add a new Run Control ID. 2. Select a Business Unit and check the Report Only box. 3. Select the Term or Session Cancellation option and the appropriate term and session. 4. Select and enter the Selection Criteria, Aging Criteria, and Initial and Subsequent Amounts in the

Past Due section. 5. Navigate to Tab 2; enter the Item Group options. 6. Enter the Service Impact of NOCAN. 7. Run the process for the Report Mode and review results using the Display Cancellation link. Also

review any errors or messages under the Display Cancellation Messages link. Correct errors as needed.

8. Continue to running the process in Production Mode (next topic).


Enrollment Cancellation Tab 1

Define which enrollments are to be cancelled. The cancellation type works in conjunction with the Cancel Completed Classes and Cancel Classes with Grades checkboxes on the Enrollment Cancellation Tab 2 page to determine what type of request the Enrollment Cancellation process generates for a student. Check the Report Mode checkbox at the top of the page.



The following table describes the fields on the Run Control Tab 1 page of the Cancel Enrollment component:



Batch ID The identification number auto-assigned to the Enrollment Cancellation process when run. There will be a different number each time the process is run.

Report Only Check this box to run a report of students eligible for cancellation without completing the process. This must be done prior to running the process in production mode. The results of the report are available by clicking the Display Cancellation link. Once results are verified, this checkbox can be unchecked and the process can be run again in production mode.

Display Cancellation Click this link to view cancellation results. It does not matter whether the Report Only checkbox is selected—the results for the Class Cancellation process that has been run will be displayed.

Display Cancellation Messages

Click this link to view enrollment cancellation warning and error messages.

Cancellation Type Section

Required. Only Term or Session are used by CUNY at this time.

Term Cancellation Select to cancel all the classes a student is taking for a term.

If this option is selected and the Cancel Completed Classes and/or the Cancel Classes With Grades checkboxes are also selected, the Enrollment Cancellation process generates a term cancellation request




for each selected student.

If this option is selected and the Cancel Completed Classes or the Cancel Classes With Grades checkboxes is not selected, and a student has either completed a class or has a graded class, the Enrollment Cancellation process generates an enrollment request with an action of drop for the student's uncompleted and ungraded classes, instead of a term cancellation request.

If this option is selected and the Cancel Completed Classes or the Cancel Classes With Grades checkboxes is not selected, and a student has no completed or graded classes, the Enrollment Cancellation process generates a term cancellation request.

Term Enter the term for which enrollments will be cancelled. This field is required if the above option button is selected.

Session Cancellation Select this option to cancel all classes a student is taking for a session, for example the winter session.

If this option is selected and the Cancel Completed Classes and/or the Cancel Classes With Grades check boxes are selected, the Enrollment Cancellation process generates a session cancellation request for each selected student.

If this option is selected, and the Cancel Completed Classes or the Cancel Classes With Grades check boxes is selected, and a student has either completed a class or has a graded class, the Enrollment Cancellation process generates an enrollment request with an action of drop for the student's uncompleted and ungraded classes instead of a session cancellation request.

If this option is selected, and the Cancel Completed Classes or the Cancel Classes With Grades check boxes is not selected, and the student has no completed or graded classes, the Enrollment Cancellation process generates a session cancellation request.

Session Enter the session for which enrollments will be cancelled.

Class by Class within Term

This Option will not be used at CUNY at this time.

Class by Class within Session

This Option will not be used at CUNY at this time.

Selection Criteria section Required. Select which students to review for enrollment cancellation processing.

All Select this option to review all students in the Business Unit who meet the criteria specified. If this option is selected, the Tuition Group and Academic Program fields are not available.

Tuition Group Select this option to review students within a specific tuition group. Then select the tuition group in the box below. Multiple tuition groups may be added by clicking the plus button. To remove tuition groups, click the minus button beside the group which needs to be removed.




Academic Program Select this option to review students within a specific academic program. Then select the Academic Program in the box below. Multiple academic programs may be added by clicking the plus button. To remove academic programs, click the minus button beside the program which needs to be removed.

Aging Criteria Required. Specifies how the system determines a student’s past due status.

By Date Select this option and enter a date to indicate that any student with a past due amount on the specified payment date should be selected for enrollment cancellation.

By Days Select this option and enter the number of days to indicate that any student with a past due amount for the number of days specified should be selected for enrollment cancellation.

Past Due Required.

Initial Amount Enter the initial amount past due that places a student in the enrollment cancellation process. Students with amounts past due that are lower than the initial amount are not selected.

Subsequent Amount The subsequent amount field is available only when the Class by Class Within Term or Class by Class Within Session option is chosen. The system uses this information to automatically cancel classes one by one until the amount past due is less than the subsequent amount




The following table describes the fields on the Enrollment Cancellation 2 page.


Item Group Selection

Charges Select the appropriate Item Type Group to indicate the specific charges to be included in the past due amount. From/To Term Required. Enter the From/To Term range for picking up the charges

Unapplied Payments To reduce charges by certain types of unapplied payments, unapplied financial aid, or anticipated aid, select the option and then enter the appropriate Item Type Group and the from/to term range for picking up these credits.

Unapplied Financial Aid

Anticipated Aid

Cancel Completed Classes

Select this option to cancel classes that have been completed but not graded.

Cancel Classes with Grades

Select this option to cancel classes with grades.

Eligible to Enroll If this check box is selected, the Enrollment Cancellation process selects the Eligible to Enroll check box on the Term Activation page for students selected by the process. If this checkbox is not selected, the Enrollment Cancellation process clears the Eligible to Enroll checkbox on the Term Activation page for students that were selected by the process. This flag will have to be reset manually in order for the student to reenroll in classes.

Service Impact Enter the service impact NOCAN to exclude students from the enrollment cancellation process. Those students with a service indicator with this impact will not be selected for enrollment cancellation.

Display Cancellation link

Click this link to view cancellation results. It does not matter whether the Report Only check box is selected. The system displays results for the Class Cancellation process that has been run.



The following table describes the fields on the Display Cancellation page of the Enrollment Cancellation component:


ID The student’s identification number

Billing Career Typically the same as the Academic Career. However, a student could be active in more than one career. The Billing Career defines which career is used for Tuition Calculation.

Academic Career A grouping of all academic work undertaken by a student in a faculty that the faculty groups into a single student record. CUNY has two careers: Undergraduate and Graduate.

Request ID Enrollment Request ID created by the cancellation process. The Request ID number is then communicated to the Registrar or Enrollment Manager to continue the Enrollment Cancellation process from the Records module. When Enrollment Cancellation is run in Report Mode, no Request ID is assigned. The Registrar or Enrollment Managers continue to process the cancellation by withdrawing Students from their classes for non-payment. Once the cancellations have been completed, Bursars run Tuition Calculation to remove tuition and fees related to the cancelled classes. Communication coordinated between Bursars, Registrars and Enrollment Managers will notify the students of their cancelled classes. Comments will be added to the student records to indicate the cancellation of classes.

Display Cancellation Messages link

Click this link to view enrollment cancellation warning and error messages for each student. To navigate through the records, click on the “View 100” link to view more than one record at a time or click on the arrows to move through the messages student by student.

The following table describes the fields on the Enrollment Cancellation Messages page of the Enrollment Cancellation component:


User The employee that ran the Enrollment Cancellation process either in




report mode or production mode for this Batch ID.

Run Date The date on which the above User ran this report or process

Error/Warming This column will display whether this line is an Error or Warning message.

Description This column will display the detail of the error or warning message for this student.

Topic 2: Enrollment Cancellation Production Mode As a business process, Enrollment Cancellation should always be run in Report Mode to analyze data prior to running the process in non-report mode, or production mode. This topic will discuss how to run this process in Production Mode. The Request ID must be communicated to the Registrar or Enrollment Manager to continue the cancellation process once run in production mode. They will take this information and run their Enrollment Request processes. Refer to the CUNY Tuition and Fee manual and campus Business Process when setting criteria for enrollment cancellation. Refer to Appendix A for more information on running reports and processes.

Procedure

The Cancel Enrollment component can be found by navigating to: Student Financials > Tuition and Fees > Cancellation > Cancel Enrollment

Step Summary


1. If still on the Run control page from the Report Mode simply skip to step 3. Otherwise, navigate to the Cancel Enrollment component.

2. Search for and Select the Run Control ID 3. Uncheck the Report Only checkbox and re-run the process in Production Mode. 4. Communicate the Request ID to the Registrar or Enrollment Manager once run in Production

Mode.



Uncheck the Report Only checkbox and Run the report in production mode.



The following table describes the fields on the Run Control Tab 1 page of the Cancel Enrollment component:


Report Only checkbox Should be unchecked to run the process can for the second time in production mode.

Topic 3: Enrollment Cancellation Report CUNY will use the Batch ID to retrieve a report of those Students that have been flagged for Enrollment Cancellation whether the process has been run in Report Mode or Production Mode.

This information must be communicated to the Registrar or Enrollment Manager to continue the cancellation process when run.

Procedure

The Report Cancellation component can be found by navigating to: Student Financials > Tuition and Fees > Cancellation > Report Cancellation

Step Summary


1. Search for and select or add a new Run Control ID. 2. Enter the Batch ID from the Enrollment Cancellation run. 3. Run the report and review for expected results.



4. Pass the output file to Student Records.


Report Cancellation page

Enter the Batch ID from the Enrollment Cancellation component after the process has run.

The following table describes the fields on the Run Control page Tab 2 of the Cancel Enrollment component:


Batch ID The identification number auto-assigned to the Enrollment Cancellation process when run. There will be a different number each time the process has been run. Enter this number and click the Run button.

Report Output

Topic 4: Enrollment Cancellation Service Indicator A service indicator is added to students who should not be cancelled but might otherwise be cancelled without the service indicator. The Population Selection process identifies the group of IDs to process using a selection tool. The three selection tool options are:



Equation Engine

External File

PS Query These selection tools allow the user to accurately define the population that will be processed, for example, using the Query selection tool gives the user the ability to use any field that can be queried as criteria for selecting the population to be processed.

Procedure

The Mass Assign Service Indicators page can be found by navigating to: Campus Community > Service Indicator > Person > Mass Assign

Step Summary

To mass assign a Service Indicator using the Population Selection tool:

1. Search for and select or add a new Run Control ID. 2. Select the PS Query selection tool. 3. Enter the name of the query to be used to select the population to be processed. 4. Click on the "Launch Query Manager" and "Preview Selection Results" links to preview the

results or make changes to the query being used. 5. Complete the service indicator related fields. 6. Run the Mass Assign process.


Use the Mass Assign Service Indicator page to assign service indicators using the Population Selection tool.



The following table describes the fields on the Mass Assign page of the Service Indicator component.



Population Selection

Service Indicator Data

Effective Period

Assignment Details

Contact Information

Field Description

Selection Tool Select “PS_Query" from the drop down list.

Query Name Enter the name of the query that was created to identify the population that will be assigned the service indicator. Only queries valid for the population selection process are visible in the drop down box. Limiting the prompt list to valid queries ensures that users select queries with the appropriate data needed for running the process. For Communication Generation, valid queries use a data source record listed in the context definition. For Population Selection, valid queries include specific bind records.

Launch Query Manager / Preview Selection Results

The "Launch Query Manager" and "Preview Selection Results" links allow users to preview the population selected to be assigned the service indicator, and to make changes to the query that is being used if they are needed. Click the Preview Selection Results link to preview the population to be processed, based on the parameters in the query that was selected.

Field Description

Institution Enter the code for the institution that is responsible for this service indicator.

Service Indicator Code Enter the code for the service indicator to assign to the individual.

Reason Enter the service indicator reason code that applies to the individual.

Use System Date Start Date will be the date the process is run

Field Description

Start Term

Enter the term during which the service indicator should become valid for the ID.

End Term Enter the term during which the service indicator should cease to be valid for the ID.

Start Date Enter the date on which the service indicator should become valid for the ID.

End Date Enter the date on which the service indicator should cease to be valid for the ID. If no End Date value is entered, date-based impacts will be in effect until the service indicator is released.

Field Description

Department Enter the department that is responsible for placing the service indicator (or requesting its placement) on the individual's record.

Reference Enter any reference number or other data that may assist in tracking and identifying the service indicator and its resolution.

Amount Enter the monetary amount, if any, that is required to satisfy the reason for this service indicator.

Currency Specify the currency in which the monetary amount is expressed.

Field Description

Contact ID and Contact Person

Enter the ID and name of the person to contact about this service indicator.

Placed Person ID and The system displays the current user's ID and name. Override this value to



Comments

Action Buttons

Placed By enter what the institution requires.

Enter the ID or, if no ID exists, enter the name of the person responsible for placing the service indicator on the individual's record. Enter the name in the lastname;firstname format. Alternatively, one can identify the person who requested that the service indicator be placed on the record.

Field Description

Comments Enter comments to further describe or identify the reason for the assignment of the service indicator.

Button Description

Save Click on the "Save" button to save any changes that have been made to the Run Control.

Run Click on the "Run" button to run the process.

At this point, continue to run the Mass Assign process just as one would any other PeopleSoft Enterprise Process Scheduler process.



Chapter 2: Run Late Fees – Billing Bursars can assess late fees for all unpaid charges on students’ accounts. There are two late fees processes that could be used. In CUNYfirst, the Late Fees – Billing process will be used to assess late fees for unpaid billed charges on student accounts. The Billing process is used as the basis for determining which students are assessed late fees. The Late Fee process starts with the amount due from a specified billing request number and nets any payments or credits received on the account since the billing date. If the payments or credits are less than the amount due, the student is assessed a late fee.

Late fees can be posted to students’ accounts via a batch process. The batch process will be run in report mode to validate the data before posting the batch in production mode. A Service Indicator can be placed on a student’s account to prevent late fees from being assessed.


1. Run the process in report mode. 2. Place any necessary Service Indicators to prevent late fee assessment. 3. Run the process in production mode.

Topic 1: Late Fees – Billing Report Mode The first step in the Late Fees – Billing cycle is to run the process in report mode. This process is typically done after the billing process has been run.

Procedure

The Late Fees – Billing run control page can be found by navigating to: Student Financials > Charges and Payments > Late Fees > Late Fees Processing - Billing

Step Summary

To run the late fees – billing process in report mode:

1. Search for and select or add a new Run Control ID. 2. Check the Report Only checkbox. 3. Enter all applicable information. 4. Run the process. 5. Review the Display Late Fees link and the Display Errors and Warnings links.


Enter the applicable information into the fields on the Run Control page. Click Run to begin the late fees process. Once the process completes successfully, click the “Display Late Fees” link and the “Display Errors and Warnings” link on the Run Control page to review the results and any errors or warnings.



The following table describes the fields on the Late Fees – Billing run control page.


Batch ID Automatically assigned when process is run or page is saved; identifies this particular run.

Business Unit Identification code representing a high-level organization. For CUNY the Business Unit represents an Institution or the Central Office.

Report Only If checked, the process will only create a report to be reviewed. If cleared, the process will run in production mode, posting late fees to accounts.

Billing Request Nbr Billing Request Number from the billing cycle that was run for calculating the late fees

Late Fee Code Previously configured parameters for assessing late fees

Posting Term Term to which late fee charges will be posted

Payment Date Range Start and end dates within which payments should be considered for offsetting charges due; if From is left blank, no minimum date will be considered

Late Fee Maximum Date Range

Date range used to determine if the maximum amount of Late Fees has been charged; From date defaults from the Late Fee setup. If it is blank, no minimum date has been indicated.

Include Anticipated Aid? Indicates whether or not aid that has not yet been disbursed should be considered as offsets to charges due

Maximum Aid Term Field Enabled if Include Anticipated Aid checkbox has been selected; latest term the process should use to look for and consider anticipated aid

Display Late Fees link Used to access the Display Late Fees page, where accounts that were processed in this run can be reviewed

Display Errors/Warnings link

Used to access the Late Fee Messages page, to view any errors or warnings that were encountered during this run. If there are no errors or warnings a pop-up box will appear that states that there were none.

Display Late Fees link

Click the Display Late Fees link to access the Display Late Fees page, to review the accounts that were processed in this run. On this page you can review:



How many IDs were selected in the run

Total amount billed for all IDs in the batch

Total amount of credits for all IDs in the batch

Late fee balance, which is the total billed minus total credits for all IDs in the batch

Total amount of late fees assessed In the lower half of the page, the same information is displayed for the individual IDs in the batch. The Information tab shows the Late Fees assessed (or what would have been assessed, if the process had been run in production mode). Click on the Financial tab to view the Total Billed, Total Credits, Late Fee Balance, Late Fee assessed, and Service Indicator Code for this individual student. The Service Indicator Code field will display any service indicator that has the No Late Fees impact associated with it.

Topic 2: Late Fees – Billing Production Mode Once the results of running the process in Report Mode have been reviewed and any No Late Fees service indicators placed to prevent late fee assessment for individual students, the process is run again in Production Mode by unchecking the Report Only checkbox.

Procedure

The Late Fees processing component can be found by navigating to: Student Financials > Charges and Payments > Late Fees > Late Fees Processing - Billing

Step Summary

To run the late fees – billing process in production mode:

1. Search for and select the Run Control ID used to run the process in report mode. 2. Uncheck the Report Only checkbox. 3. Run the process.




Uncheck the Report Only checkbox then run the process to production.

The following table describes the fields on the Late Fees – Billing run control page important to running the process in production mode.


Report Only Uncheck once the results of the report only run have been reviewed and any necessary No Late Fees service indicators have been place.

Topic 3: No Late Fees Service Indicator The No Late Fee Service Indicator can be placed on students’ records in batch. The Population Selection function identifies the group of IDs to process using one of three selection tools. The three options are:

Equation Engine

External File

PS Query These selection tools allow the user flexibility in defining the population to be processed. PS Query allows you to select the population by creating a query in Query Manager. This is best used when the population to be selected has common characteristics, such as all sophomore students majoring in biology.

External File is useful when there is a manually created list of Student IDs to which a service indicator

needs to be assigned. A file mapping must be defined prior to using this option.

Equation Engine allows for the use of a much more complex set of criteria to select the population, if

necessary.



Procedure


Step Summary

To mass assign Service Indicators using the Population Selection with the PS Query tool:

1. Search for and select or add a new Run Control ID. 2. Select the PS Query selection tool. 3. Enter the name of the query to be used to select the population to be processed. 4. Click on the Launch Query Manager link to make changes to the query being used, if necessary. 5. Click on the Preview Selection Results links to preview the query results, if desired. 6. Complete the service indicator related fields. 7. Run the Mass Assign process.


Use the Mass Assign Service Indicator page to assign service indicators using the population selection process.



The following table describes the fields on the Mass Assign run control page.


Field Description




The "Launch Query Manager" and "Preview Selection Results" links allow users to preview the population selected to be assigned the service




Effective Period

Assignment Details

Contact Information

Comments

indicator, and to make changes to the query that is being used if they are needed. Click the Preview Selection Results link to preview the population to be processed, based on the parameters in the query that was selected.

Field Description





Field Description

Start Term





Field Description





Field Description



Placed Person ID and Placed By

The system displays the current user's ID and name. Override this value to enter what the institution requires.


Field Description




Action Buttons

Chapter 3: Aging of Accounts In CUNYfirst, accounts are aged using a process called Credit History. The process assigns accounts to various categories based on unpaid charges in relation to their due dates. Bursars can determine for their institutions how to categorize students accounts that have an outstanding balance. Generally the process is run for all students on a regular basis and can be used to place and release service indicators based on aging. Once the Credit History has been run, an Aging Report is run in order to review the outcome of the Credit History process. The Aging Report can be used to analyze charge and payment trends and to create a list of accounts to send to collections.


1. Age accounts using the Credit History process 2. Run the Aging Report

Topic 1: Aging of Accounts (Credit History Process) The Credit History process, also known as aging of accounts, will assign accounts to various past due categories based on the age of receivables. These categories in CUNYfirst are called Aging Categories and are grouped into Aging Sets.

Procedure

The Credit History run control page can be found by navigating to: Student Financials > Collections > Credit History > Process Credit History

Step Summary

To run the Credit History process:

1. Search for and select or add a new Run Control ID. 2. Choose a Select Option. 3. Enter Processing Options: Business Unit, Aging Set and ID Switch. 4. Enter Service Indicator Update information. 5. Enter Back Date information, if applicable. 6. Run the process.

Button Description







Credit History Page

Enter the required information listed below on the run control page and any additional information that is optional. Once the information is entered, run the process.

The following table describes the fields on the page of the Credit History run control page.


Select Option Only one option can be selected. Generally, “All IDs” will be selected. Refer to Campus Business Policy for exceptions to using the “All IDs” option.

Business Unit Identification code that represents a high-level organization. For CUNY this business unit represents an Institution or the Central Office.

Aging Set Select the aging set containing the aging categories to which outstanding charges will be assigned.

ID Switch Indicates if this run will include students or organizations. Select the By Emplid value to run the process for students or the By Org ID (by organization ID) value to run the process for organizations.

Service Indicator Update Check this box to indicate that the process should place and release service indicators based on the Service Indicator Set established in prior configuration. Refer to Campus Business Policy for Service Impact policies.

Service Indicator Set Ungrays when Service Indicator Update is checked; set of rules that will be used for placing and releasing aging-related service indicators.

Placed Person ID Ungrays when Service Indicator Update is checked; ID of the person who is assigning the service indicator

Exclude Service Impact Service impact that prevents an aging-related service indicator from being applied through the credit history process



Back Date Flag Check to calculate credit history for a prior date; if selected, the Back Date field appears in the group box.

Note: When using this option, the system will create two rows of data for each ID it ages: one row for the date the process is run and one record for the back-dated date.

Back Date Prior date for which to run the Credit History process

Topic 2: CUNY Aging Report The Aging Report is a custom report based on CUNY’s business requirements. The Aging Report gives detailed information used for analyzing account activity. It is also a tool to help manage past due accounts within a certain time frame. Data can be sorted to help define trends in payments and forecast possible collection accounts. The Aging Report also will identify populations of students to be used in other business processes in managing accounts receivables. The report can be run by the Office of the Bursar at any time; however, the updates will not be effective until the Credit History process (Aging of Accounts) for All Students has been run. Best practice is to run the Credit History process and then run the Aging Report. Information can then be updated as needed and the Credit History process rerun. See the Aging of Accounts topic for additional information. After the report is run, Service Indicators can be updated as well as other processes that are directed by CUNY or Campus business policy.

Procedure

The Aging Report run control page can be found by navigating to: Student Financials > CUNY SF Report Menu > Aging Report

Step Summary

To run the aging report:

1. Search for and select or add a new Run Control ID. 2. Enter Business Unit and As Of Date. 3. Run the Report. 4. Navigate to the Report Manager to view, save and/or print the report.


Aging Report Run Control Page

Enter information in the two fields below and click the Run button to process the report. Once the process has completed successfully, navigate to the Report Manager to locate the output.



The following table describes the fields on the Aging Report run control page.


Business Unit A business unit is an identification code that represents a high-level organization. For CUNY this business unit represents an Institution or the Central Office.

As of Date The report selects data from the Credit History table. The As of Date is used to find for each student the latest run of the Credit History process that is less than or equal to the As of Date.

Report Output

Institution Name ID Term Aging ID Descr Eff Date Amount

QUEEN LName, FName 10xxxxxx 1072 STD Over 120 4/15/2008 2195.100



QUEEN LName, FName 10xxxxxx 1082 STD Current Charges 10/9/2007 0.000






QUEEN LName, FName 10xxxxxx 1069 STD 61-90 4/15/2008 630.100









Chapter 4: Write-Offs CUNY Central determines the policy and procedure for writing off outstanding debt. Bursars will write off the outstanding debt by moving the receivables from an active receivables or collections account to a write-off or bad debt account. The detail on the General Ledger shows how the outstanding debt is moved from one account to the other. The CUNYfirst Student Financials write-off functionality can support CUNY’s need to write-off outstanding Student debt based on various policies and standards, ensuring that uncollectible monies are written off in a timely manner.

CUNY will write off receivables on an individual basis or via batch, based on the established business process. In order to run write-offs in batch, the institution must be performing routine aging of student accounts via the Credit History process. For an individual student write-off, Bursars will use the Aging Report as a tool to support the process. Additionally, CUNY will choose to write off receivables by the overall student balance, by account (e.g. Tuition Fall 2012, Miscellaneous Spring 2011), or by specific transaction. These options give CUNY institutions the flexibility to leave specific receivables open on the student’s account for further activity.

The write-off process, whether individual or batch, requires that a write-off service indicator be specified on the SF Business Unit setup. The process automatically places this service indicator on the record of any account being written off, and if the service indicator is not attached to the Business Unit, the process will fail. Service impacts are attached to the service indicator that will prevent students from future enrollment-related activity. Write-offs and write-off service indicators can be removed from the student’s account, provided security access has been given to the proper staff.


1. Process write-offs in report mode 2. Process write-offs in production mode 3. Process write-off manually for an individual student in production mode 4. Reverse write-offs

Topic 1: Processing Batch Write-Offs in Report Mode When run in production mode, the write-off process creates a posting group. Make note of the posting group ID to review the posting group before posting this information. After the review of the posting group, post it using the Group Post process. For additional information on running process, refer to Appendix A.

Procedure

The Write Offs run control page can be found by navigating to: Student Financials > Collections > Write-offs > Run Write-off Process

Step Summary

To run the write-off process in report mode:

1. Search for and select or add a new Run Control ID. 2. Enter the Select By option.



3. Check Report Only. 4. Enter the Business Unit, Aging Set, Aging Category, Past Due Amount, Last Activity Date, Item

Type Write-off, Service Indicator Code, Group Type, and Origin ID. 5. Run the process.


Write-Off Page

The following table describes the fields on the Write Offs run control page.


Select By Two options: By ID: Will students By External Org ID: Will select external organizations.

Report Only checkbox Check to create a report for review; no posting group will be created

Business Unit A business unit is an identification code that represents a high-level organization. For CUNY this business unit represents an Institution or the Central Office.

Aging Set Enter the aging set and the appropriate aging category to select the overdue amounts. Aging category will be used by the process to select data from the Credit History record. The process will look for accounts with an Aging Category that is greater than or equal to the category selected here.

Aging Category

Past Due Amount Minimum amount that must be past due and in an aging category that is



greater than or equal to the category selected, in order to be selected for write-off

Item Type Writeoff Used to post the write-off to the student or organization account

Service Indicator Code Defaults from the Business Unit setup but can be changed; will be placed on all accounts written off

Group Type Not required to run the process in report mode; when running in production mode, this is the group type and origin ID the process will use when creating the posting group of write-offs

Origin ID

Topic 2: Processing Batch Write-Offs in Production Mode Once the write-off process has been run in report mode, the Report Only checkbox can be unchecked and the process run again to create the posting group of write-offs. The group must then be run through the Group Post process to post the write-offs to accounts.

Procedure

The Write Offs run control page can be found by navigating to: Student Financials > Collections > Write-offs > Run Write-off Process

Step Summary

To run the write-off process in production mode:

1. Search for and select or add a new Run Control ID. 2. Enter the Select By option. 3. Uncheck Report Only. 4. Enter the Business Unit, Aging Set, Aging Category, Past Due Amount, Last Activity Date, Item

Type Write-off, Service Indicator Code, Group Type, and Origin ID. 5. Run the process. 6. Monitor to success and take note of the Group ID number from the report. 7. Run the Group Post process for this group.


Write-off Page

Once the report has been reviewed, uncheck the report only checkbox and run the report in production mode.



The following table describes the fields on the Run Control page of the Run Write-off Process component:


Report Only Uncheck this checkbox when the report has been reviewed and write-offs will be added to production.

Topic 3: Processing Manual Write-Offs

Write-offs can be performed for an individual account, when it is necessary to write off a single transaction, a group of similar transactions or the entire account for an individual student.

Procedure

The Post Student Write-off page can be found by navigating to: Student Financials > Collections > Write-offs > Post Student Write-off

Step Summary

To post student write-offs:

1. Enter the required information into the fields on this page. 2. Click on the links to view student accounts or academic information if applicable. 3. Click Post.




Student Write-off Add a New Value Page

Select the Business Unit and click the Add button at the bottom of the page. The other fields will automatically populate and are not editable.

Student Writeoff Page

The following table describes the fields on the Student Writeoff page.


ID Student’s EmplID

Writeoff Three options: Writeoff Balance, Writeoff Account(s) and Writeoff Item(s). When Writeoff Account(s) and Writeoff Item(s) is selected, a link will display in order to select the account(s) or item(s) that should be written off.

Srv Ind Cd Service indicator to be placed on student record when write-off is posted.

Item Type Used to post write-off to account; only item types with a classification of “write-off” are available for select; description of the item type appears in the field to the right.

Item Amount Amount to be written off based on write-off selection on the left

Term Term to which write-off should be posted



Reference Nbr Optional; can be used for tracking or other reference purposes

Item Effective Date Defaults to the system date but can be changed; effective date of the write-off

Payment Details link Used to view further detail about the write-off

Student Accounts link Used to view the student’s account

Academic Information link Used to view the student’s academic information

Topic 4: Write-Off Reversals Sometimes it is necessary to reverse a write-off. This can happen if, for example, a former student needs to obtain a transcript, but the write-off service indicator is preventing this, so the former student wants to pay the previously written off charges. Typically, write-off reversals are done infrequently and for individual students. If for some reason it is necessary to reverse an entire write-off batch, this would be done as a Group Reversal just as for any other Posting Group that needed to be reversed. The fact that it is a group of write-offs does not matter. For more information on Group Reversal, refer to Unit IV, Chapter 4.

Procedure

The Reverse Student Write-off page can be found by navigating to: Student Financials > Collections > Write-offs > Reverse Student Write-off

Step Summary

To reverse a student write-off:

1. Enter the Business Unit. 2. Enter the Required information into the fields on this page – ID and Term. 3. Click the Search button. 4. Review the row(s) of write-offs and select the row that needs to be reversed. 5. Click the Reverse button next to the row that will be reversed.


Writeoff Reversal Page

Bursars or their designees will enter the two fields below and click Search. Review the row(s) of write-offs for this student and click the Reverse button next to the row that needs to be reversed.



The following table describes the fields on the Writeoff Reversal page.


Business Unit Identification code that represents a high-level organization. For CUNY this business unit represents an Institution or the Central Office.

ID ID of the student for whom to reverse the write-off

Term Can be used to filter the search for write-offs; not required

Writeoff Description Description of the write-off item type

Short Description Description of the term

Post Date Date the write-off was posted

Amount Amount of the write-off

Balance Balance of the transaction

Rev (reversed) Write-off reversal status; when the reversal is complete, the N changes to a Y to indicate that the write-off was successfully reversed.

Writeoff Detail link Used to access Writeoff Detail page

Reverse button Reverses the write-off

Chapter 5: Service Indicators Use service indicators to provide or limit access to services at the institution for an individual. Service indicators can prevent an individual from receiving certain services or designate special services to be provided. Service indicators consist of one or more impacts that identify the types of specific services that are restricted or provided.

Service indicators can be either positive or negative. Negative service indicators are equivalent to holds. Negative service indicators can impact many services including barring enrollment, withholding transcripts and suspending library privileges. Positive service indicators indicate special services to be provided. For example, the Bursar’s Office can use a positive service indicator to prevent a student from being assessed a late fee or to prevent a student’s enrollment from being cancelled. The service indicator Active Date is the date the service indicator goes into effect, and service indicators can be set to expire at the end of a term or on a specific date.

After you define service impacts, you can group them to define service indicators and create service indicator codes. Next, you identify reasons for applying service indicators, and you create codes for those reasons. When you create service indicators and reason codes, administrative users with the appropriate



security can assign service indicators to individuals. They can also remove an active service indicator from an ID's record when that service or restriction no longer applies. Automated processes can also be used to assign or remove negative service indicators.

When a service indicator is assigned, the corresponding negative or positive service indicator button appears on most pages about that individual or organization. One button can represent one or several service indicators. You would click the buttons on any of those pages to navigate to the appropriate details page, where you can determine how many and which restrictions apply.

: Negative Service Indicator

: Positive Service Indicator

If a user clicks on one of the Service Indicator buttons, it opens a summary page in a new window. The page displays any service indicators associated with the student. Click the Detail hyperlink to see more detailed information regarding the service indicator.


1. Use service indicators on student records 2. View and add service indicators 3. Review service indicator audit information

Topic 1: View and Add Service Indicators

Use service indicators to provide or limit access to services at your institution for an individual or organization.

Procedure

The Manage Service Indicators page can be found by navigating to: Campus Community > Service Indicators > Person > Manage Service Indicators

Step Summary

To view and add service indicators:

1. Follow the above navigation and enter the desired information into the EmplID field. 2. Click the Search button and select the appropriate student. 3. View the information or insert a row to add new service indicator information and click OK.

To remove a service indicator:

1. Follow the above navigation and enter the desired information into the EmplID field. 2. Click the Search button and select the appropriate student. 3. Use the grid controls to find the row that contains the service indicator to be removed. 4. Click the Delete Row button. CUNYfirst asks to confirm the deletion. 5. Click the Save button, and the hold is removed. (However, the information is retained on another

page for auditing purposes.)



Only the office or department that placed the service indicator can remove it.


Click the positive or negative service indicator icon on any of the pages on which they appear to navigate to the details page. User ID security determines which service indicators a user can place, remove or view. Service indicators can be placed and removed in batch using Population Selection and other automated processes.

CUNYfirst automatically audits the Placed Person ID (EmplID), Placed By (Name), and Department of the person who placed the service indicator.

The Manage Service Indicators Search page

The following table describes the fields on the Manage Service Indicators Search page of the Service Indicators component:

Field Description

ID Enter the student’s EmplID in this field.

Campus ID Enter the student’s campus in this field.

National ID Enter the student’s social security number in this field.

Last Name Enter the student’s First Name in this field.

First Name Enter the student’s Last Name in this field.

Case Sensitive Click this box to execute a Case Sensitive search.

The Manage Service Indicators page

Use the Manage Service Indicators page to add, remove or view service indicators assigned to an individual.



The following table describes the fields on the Manage Service Indicators page.

Field Description

Effect Select the effect of the service indicators from the available values: All, Positive or Negative. If a change is made to this field, click the Refresh link to display data according to the effect that was selected.

Institution Select the Institution whose service indicators will be displayed for the ID. If a change is made to this field, click the Refresh link to display data according to the institution that was selected.

Add Service Indicator

Used to assign a new service indicator to the ID

The Add Service Indicator page



The following table describes the fields on the Add Service Indicator page.

Field Description

Institution Institution associated with the service indicator

Service Indicator Code Service indicator to assign to the individual; for example, the service indicator “HON” is used for honors students.

Service Ind Reason Code

Reason for assigning this service indicator to the individual; only reason codes associated with the specific service indicator on the Service Indicator Codes page are available.

Description A more detailed description of this service indicator reason will display if it was entered on the service indicator setup table.

Effective Period and Start / End Term

Since service impacts associated with a service indicator can be term-based or date-based, they are applied or released based on the start and end information.



Field Description

Department CUNYfirst populated the Department field based on the value entered in the Service Ind Reason Code field. This field defines the department that is responsible for placing the service indicator (or that requested it be placed) on this individual's record.

Contact ID Enter the ID and name of the person to contact with questions about this service indicator.

Placed Person ID Contains the ID of the person who created the service indicator.

Comments Enter additional comments here on a per student basis.

Services Impacted Click on the Service Impact to view details regarding the impact.

Topic 2: Using Population Selection (Mass Assign Service Indicators)

The Population Selection function identifies the group of IDs to process using one of three selection tools. The three options are:

Equation Engine

External File

PS Query These selection tools allow the user flexibility in defining the population to be processed. PS Query allows you to select the population by creating a query in Query Manager. This is best used when the population to be selected has common characteristics, such as all sophomore students majoring in biology.

External File is useful when there is a manually created list of Student IDs to which a service indicator

needs to be assigned. A file mapping must be defined prior to using this option.

Equation Engine allows for the use of a much more complex set of criteria to select the population, if necessary.

Procedure


Step Summary

To mass assign Service Indicators using the Population Selection with the PS Query tool:

1. Search for and select or add a new Run Control ID. 2. Select the PS Query selection tool. 3. Enter the name of the query to be used to select the population to be processed. 4. Click on the Launch Query Manager link to make changes to the query being used, if necessary. 5. Click on the Preview Selection Results links to preview the query results, if desired. 6. Complete the service indicator related fields. 7. Run the Mass Assign process.




Use the Mass Assign Service Indicator page to assign service indicators using the population selection process.

The following table describes the fields on the Mass Assign run control page.


Field Description


Query Name Enter the name of the query that was created to identify the population that will be assigned the service indicator. Only queries valid for the population selection process are visible in the drop down box. Limiting the prompt list to valid queries ensures that users select queries with the appropriate data




Effective Period

Assignment Details

Contact Information

needed for running the process. For Communication Generation, valid queries use a data source record listed in the context definition. For Population Selection, valid queries include specific bind records.



Field Description





Field Description

Start Term





Field Description





Field Description



Placed Person ID and Placed By

The system displays the current user's ID and name. Override this value to enter what the institution requires.




Comments

Action Buttons

Topic 3: Mass Release Service Indicators

To release service indicators on student records, use the Mass Release component. The following steps show how to do this using the PS Query option.

Procedure

The Mass Release Service Indicator page can be found by navigating to: Campus Community > Service Indicator > Person > Mass Release

Step Summary

To mass release a Service Indicator: Campus Community > Service Indicators > Person > Mass Release

1. Search for and select or add a new Run Control ID. 2. Select the PS Query selection tool. 3. Enter the name of the query to be used to select the population to be processed. 4. Click on the Launch Query Manager link to make changes to the query being used, if necessary. 5. Click on the Preview Selection Results links to preview the query results, if desired. 6. Complete the service indicator related fields. 7. Run the Mass Release process.


Mass Release Page Enter the information onto this page and click the Run button when ready to run the mass release process. See Appendix A for additional information regarding running processes in CUNYfirst.

Field Description


Button Description






The following table describes the fields on the Mass Assign page of the Mass Assign component. Population Selection


Effective Period

Field Description





Field Description





Field Description

Enter the term during which the service indicator should become valid for



Start Term the ID.






Unit XI: End of Term Activities

Unit Introduction CUNYfirst tracks tuition rates and fees, manages calendars, and defines landmark dates on a term by term basis. This functionality facilitates the ability to effective date values by term and track history of fees and dates by term. CUNYfirst requires that certain data values be rolled or copied to a new term and updated to reflect new information. CUNY campuses will establish the appropriate timeline for which configuration will be rolled, copied or updated.


1. Copy adjustment calendars and billing and due date calendars 2. Manage course and class fees, transaction fees, and term fees 3. Update the null due date, term default, change of program fee, and tuition calculation controls



Chapter 1: End of Term Processing (Calendars) In CUNYfirst, some calendars, dates, and fees must be rolled, copied, or added to a new term so that values can be updated and applied to the new term. These processes are typically executed at a specific time in the term. CUNY campus business process should determine when processes are executed.


1. Understand how to copy adjustment calendars and billing and due date calendars.

Topic 1: Copy Adjustment Calendars Adjustment calendars define the refund schedules that are applied to members of a tuition group (group of students who are assessed the same tuition and fees). These calendars govern how the system adjusts term and class level fees when a student withdraws or drops a class. CUNYfirst uses the number of days a term or class has been in session to determine the percentage of refund due.

Procedure

The Adjustment Calendars component can be found by navigating to: Set Up SACR > Product Related > Student Financials > Tuition and Fees > Adjustment Calendars

Step Summary

To copy adjustment calendars:

1. Locate desired institution on the Adjustment Calendars search page. 2. Click ‘Copy Adjustment Calendar’. 3. Enter From Term and To Term. 4. Click OK. 5. Make changes to the Adjustment Calendars for the new term as appropriate.


Adjustment Calendars On the adjustment calendars page, verify the accuracy of the Description and Adjustment Option. Click Copy Adjustment Calendar button.



The following table describes the fields important to the Adjustment Calendars page.


SetID The institution to which the adjustment calendar applies

Description Description of the adjustment calendar

Adjustment Option The adjustment option for this adjustment calendar:

1. By Census Date: Select to adjust fees based on the Census Date. Use used only for HECS calculation. This adjustment option is not available for Term Fees.

2. By Class Length % (by class length percentage): Select to adjust fees based on the number of days passed out of the total number of class days scheduled. For example, if a class is scheduled to run for 13 weeks, and a student drops the class at the end of the second week, they would have attended slightly over 15 percent of the class length.

3. By Class Meeting % (by class meeting percentage): Select to adjust fees based on the number of class meetings attended out of the total number of scheduled class meetings.

4. By Class Meetings: Select to adjust fees based on the number of class meetings attended regardless of the total number of meetings scheduled.

5. By Class Start Date: Select to adjust fees based on the number of days passed from the class start date.

6. By Session Start Date: Select to adjust fees based on the number of days passed from the first day of the session.

7. By Term Start Date: Select to adjust fees based on the number of days passed from the first day of the term.

CUNY will select the By Term Start Date.

Adjust Reason Select the adjustment reason code. Adjust fees differently depending on the reason that the student drops or withdraws.

Copy Adjustment Calendar Click to copy the adjustment calendar from a term to a new term

Term Withdrawal Select if this adjustment reason code is to be used for term withdrawal. Do not select this check box if the adjust reason is for dropped classes




Set Default Select to designate an adjust reason as the default reason for both term withdrawal and dropping a class. Both term withdrawal and class drop must have one adjustment calendar defined as the default.

Term/ Session Enter the appropriate term and session (if applicable) information for each adjust reason

Day From/ To For the adjustment options By Class Start Date, By Term Start Date, or By Session Start Date, enter the beginning (Day From) and ending point (Day To) of the time period. For both of these fields, express the number of days before the start date defined in the Adjustment Option field as a negative number.

Percent From/ To For the adjustment options By Class Length % or By Class Meeting %, enter a beginning (Percent From) and ending point (Percent To) of the range. Percent values cannot be expressed as negative numbers.

Meeting From/ To For the adjustment option By Class Meetings, enter a beginning (Meeting From) and ending (Meeting To) class session.

Refund Percent Enter the percent of fees charged the student should receive as a refund

Administrative Fee Setup Click to define any administrative fees associated with the adjustment period. CUNY will not be using this feature.

Copy Adjustment Calendar After clicking the Copy Adjustment Calendar button on the Adjustment Calendars page, select the From Term for the term from which the values should be copied from. Select the To Term values for the term for which the values should be copied to. Click OK, which will return users back to the Adjustment Calendars page. Make any adjustments to the values in the new term on the Adjustment Calendars page.



The following table describes the fields important to the Copy Adjustment Calendar page.


From Term/Session Enter the term and session (if applicable) from which the values for the adjustment calendar should be copied

To Term/Session Enter the term and session (if applicable) to which the values for the adjustment calendar should be copied

Topic 2: Copy Billing and Due Calendars Billing and due date calendars are associated with tuition calculation and are used to determine the

percentage of specific fees due to be paid by a particular date. Because a due date calendar is required

for the setup of fees, CUNY must define at least one billing and due date calendar for each institution.

The CUNY Tuition and Fee manual determines the points in a term when penalty fees are to be applied, when tuition charge reductions may be made and in what percentage, and gives the policies on balance due dates. Student Financials when configuring Bill and Due Date Calendars must reference this manual.

The University establishes the first day of each term and the Student Records Office (Registrar) publishes

this date. Student Financials will use the first day of each term as the Pivot Date for Student Financials

calendar configuration

Part of the Academic Year process conducted by each campus as a coordinated effort with at least Student Records and the other Campus Solutions modules plus the IT department.

Procedure

The Copy Billing and Due Date Calendars can be found by navigating to: Set Up SACR > Product Related > Student Financials > Tuition and Fees > Billing and Due Calendars

Step Summary

To copy billing and due calendars:

1. Click Copy Billing and Due Calendar 2. Enter the From Term and To Term 3. Validate accuracy of data or make changes. 4. Click Save.


Billing and Due Calendars On the Billing and Due Calendars page, click Copy Billing and Due Calendar.



The following table describes the fields important to the Billing and Due Calendars page.

Field Description

Due Date Code Name of the Billing and Due Calendar

Description Description of the Billing and Due Calendar

Short Description Abbreviated name of the Billing and Due Calendar

Pivot Date CUNYfirst uses the pivot date as the starting place to calculate due dates or billing dates. CUNY will select the Term Start Date and represent the 0 day.

Copy Billing and Due Date Calendar

CUNY will have the ability to copy the Billing and Due Date Calendar from term to term. As part of a new term setup, CUNY will copy calendars from like terms, for example, Fall-to-Fall and Spring-to-Spring

Term 4 digit Term Code

Session Select applicable Session Note: Required if Pivot Date is Session based

From Day and To Day

Accounts for the number of days in the past, the day, and the future day the charges will become due. The From Day and To Day is a timeline for when charges would become due and appear on students’ accounts. CUNY will select days based on the current policies regarding billing due date.

Due % The amount of the charge that would be due on the given day. CUNY will select 100% of the charge due to comply with set policies.

Due Date Calc Use this field to determine how the system calculates the due date for a given fee assessment period. Choose from the options below. Days from Pivot Date: Select to calculate the due date based on the pivot date.

Days Enter the number of days from the pivot date or run date that the fees are due. Enter a negative number to indicate days before the respective date; enter a positive number to indicate days after the respective date. If selected,



No Date Calculated in the Due Date Calc field, the Days field becomes unavailable.

Billing Date Calc Use this field to determine how the system calculates the billing date for a given fee assessment period. Choose from the options below.

Days from Due Date: Select to calculate the billing date based on the calculated due date.

Days from Pivot Date: Select to calculate the billing date based on the pivot date.

Days from Run Date: Select to calculate the billing date based on the day fees are assessed.

No Date Calculated: Select to disable the calculation of a billing date.

Days Enter the number of days from the due date, pivot date, or run date on which the system produces a bill. Enter a negative number to indicate days before the respective date; enter a positive number to indicate days after the respective date. If selected, No Date Calculated in the Billing Date Calc field, the Days field becomes unavailable.

Copy Billing and Due Calendar After clicking the Copy Billing and Due Calendar button, select the From Term, Session (if applicable), To Term, and Session (if applicable). Click OK. Make adjustments to the Billing and Due Calendars page if necessary.

The following table describes the fields important to the Copy Billing and Due Calendars page of the Billing and Due Calendars component.


From Term Enter the term from which data values should be copied

Session Enter the session from which data values should be copied

To Term Enter the term to which data values should be copied

Session Enter the session to which data values should be copied

Chapter 2: End of Term Processing (Fees) In CUNYfirst, some calendars, dates, and fees must be rolled, copied, or added to a new term so that values can be updated and applied to the new term. These processes are typically executed at a specific time in the term. CUNY campus business process should determine when processes are executed.




1. Copying term fees and transaction fees 2. Rolling over course and class fees.

Topic 1: Copy Term Fees Term Fees must exist in order to charge students accounts. Data values will be copied from a previous term and changed appropriately. The CUNY Tuition & Fee Manual, campus Business Office, and/or Provosts Office needs to be referred to prior to copying term fees to determine if there are any new fees and/or if a fee(s) amount has changed. It is not possible to reverse this process once it is run. Extra care must be taken to check values prior to running the process. While values can be changed, the name of the fee code cannot be changed.

Procedure

The Term Fees page can be found by navigating to: Set Up SACR > Product Related > Student Financials > Tuition and Fees > Term Fees

Step Summary

To copy term fees:

1. On the search page, enter the SetID and term fee code 2. Click Term Fees 3. Click Copy Term Fees 4. Select the From Term and To Term 5. Adjust values on the Term Fees, Term Sub Fee Codes, Term Fees, Term Fee Residency pages

for the new term. 6. Click Save.


Term Fees On the Term Fees page, click Copy Term Fee.





Copy Term Fee Allows CUNY to copy term fees from one term to another.

Term CUNY will select the term in which the term fee applies.

Account Type CUNY will select the account type to which the term fee posts.

Item Type CUNY will select the corresponding Item Type.

Anticipated Item Type CUNY can select this option if the system calculates the term fee code using anticipated units; this field is required. Select a different Item Type than the one selected in the Item Type field to distinguish between charges that are based on anticipated enrollment and charges based on actual enrollment.

Fee Trigger CUNY will need to determine if a course fee is charged to a specific identifiable grouping of students or is triggered by an event.

Use Criteria or Use Equation: CUNY may use this option to gather information about a grouping of students or an event.

Adjustment Code CUNY will select the Adjustment Calendar; the term fee will follow.

Due Date Code CUNY will select the Billing and Due Date; the term fee will follow.


CUNY will select the minimum/maximum fee code that applies to the term fee.

Minimum Amount The least amount to be charged for a term fee.

Maximum Amount The maximum amount to be charged for a term fee.

Anticipated Stop Date If CUNY uses Anticipated Item Types, this field becomes available when fees are calculated using anticipated units. Enter a date after which the system no longer uses anticipated units. At this point, the term fee is calculated using actual enrollment (billing) units. If the student has not enrolled in classes by the date specified, the system calculates fees using zero units.





CUNY will have the option to charge for a term fee for wait-listed classes.

Track Class Pricing CUNY will have the option to track revenue on a class-specific basis, which will allow allocating revenue to specific departments. To accurately track revenue by class, CUNY must setup Item Types and classes appropriately in addition to selecting this check box.

Exclude classes w/HECS Status

CUNY will not use this functionality.

Copy Term Fees Select the From Term to select the term from which values should be copied. Select the To Term value to select the term to which values should be copied. Click OK to return to the Term Fees page where data values can be changed to meet the needs of the new term.



From Term Enter the term from which the values for the adjustment calendar should be copied

To Term Enter the term to which the values for the adjustment calendar should be copied

Term Sub Fee Codes Verify the appropriate term and make necessary changes to the values on the Term Sub Fee Codes page for the new term.



The following table describes the fields important to the Term Sub Fee Codes page of the Term Fees component.


Track Sub Fees CUNY will select this option to break down charges by the individual sub fees within the sub fee code. When the check box is cleared, the system sums all sub fee charges.

Sub Fee Code CUNY will select the name of the term sub fee.

Calculation Option 1 This option determines who is charged a term sub fee.

Calculation Option 2 This option determines how the system calculates the term sub fee.

Minimum Amount The least amount to be charged for a term fee

Maximum Amount The maximum amount to be charges charged for a term fee

Term Sub Fee Verify the appropriate term and take necessary changes to the values on the Term Sub Fee page for the new term.

The following table describes the fields important to the Term Sub Fees page of the Term Fees component.





Audit Rate specified CUNY will have the option to use a special rate for audited classes. With this option, the tuition calculation process uses the defined audit rate. If the check box is cleared, the system applies regular rates to audited classes.

Audit calculated separately

CUNY will use this option to select to calculate audited classes separately from graded classes. If checked, the system charges students only the audit rate for the class. If it is clear, but the Audit Rate Specified box is checked, the system charges students the audit rate in addition to the regular term fee.

Institution CUNY will need to select the institution that uses the term sub fee.

Career If CUNY selects the Career Specific check box on the Term Sub Fee Codes page, the Academic Career will need to be populated.

Academic Group If CUNY selects the Group Specific check box on the Term Sub Fee Codes page, the Academic Group will need to be populated.

Subject If CUNY selects the Subject Specific check box on the Term Sub Fee Codes page, the Academic Subject area will need to be populated.

Campus If CUNY selects the Institution Specific check box on the Term Sub Fee Codes page, the Institution will need to be populated.

Location If CUNY selects the Location Specific check box on the Term Sub Fee Codes page, the Location will need to be populated.

Mode If CUNY selects the Instruction Mode Specific check box on the Term Sub Fee Codes page, the Mode will need to be populated.

Academic Program If CUNY selects the Program Specific check box on the Term Sub Fee Codes page, the Academic Program will need to be populated. This is the Academic Program on the students' enrollment and not the students' Primary Academic Program.

Unit From and To CUNY will use the fields to define the range of units that are eligible for the term sub fee. The system does not charge the term sub fee for any number of units less than the number in the Units From field or greater than the number in the To field. When populating this field, all possibilities must be considered.

Fee Amount Equation Populate if an equation was created to charge a term sub fee.



Term Fee Residency Verify the appropriate term and make necessary changes to the values on the Term Fee Residency page for the new term.

The following table describes the fields important to the Term Fee Residency page of the Term Fees component.


Minimum Amount Enter the minimum amounts that a student pays to reach each level of tuition residency.

Maximum Amount Enter the maximum amounts that a student pays to reach each level of tuition residency.

Tuition Residency If CUNY has programs in which students do not have to pay for more than a specified number of terms at full-time equivalency rates, CUNY can use tuition residency to automatically cap the fees.

Topic 2: Copy Course Fees If charged, Course and Class fees are tied to a particular term. They will be copied from a previous term and changed appropriately. The CUNY Tuition & Fee Manual, the campus Business Office, and/or the Provosts Office needs to be referred to prior to copying course and/or class fees to determine if there are any new fees and/or if a fee(s) amount has changed. It is not possible to reverse this process once it is run. Extra care must be taken to check all values prior to run the process.

Procedure

The Copy Course Fees component can be found by navigating to: Set Up SACR > Product Related > Student Financials > Course and Class Fees > Course Fees

Step Summary

Copy Course fees:

1. Enter SetID 2. Select Course ID 3. Click Search 4. Click Copy Course Fee 5. Enter From Term and Session 6. Enter To Term and Session 7. Click OK 8. Adjust values on Course Fees page, if necessary



9. Click Course Sub Fees tab 10. Adjust values on the Course Sub Fees page for the new term. 11. Click Save.


Course Fees page

Select the SetID for the institution. Select the From Term and Session for the term from which values will be copied. Select the To Term and Session for the term to which values will be copied. Once the copy process is complete, values can be changed on the Course Fees page.

The following table describes the fields important to the Course Fees page.


Component If there is more than one component of the course (lecture, lab, field trip, etc.) select the component for which you want to define the fee.

Institution Specify the institution to which the course belongs.

Campus Specify the campus to which the course belongs.

Location Specify the location to which the course belongs.

Copy Course Fee button Select this option to copy a definition from one term to another.

Term Select the term in which the fee is charged.

Session Select the session in which the fee is charged.

Charge Method Define the charge method. You have two choices:

Always: If you select this option, the fee is charged in addition to term fees. For example, the lab fee would be charged in addition to the course’s term fee (tuition).

Not included in term tuition: If you select this option, the course fee is charged in addition to term fees. However, class units will be excluded from the term fee calculation.


Select this option if the course fee is to be charged to a wait listed student.




Include in Pro-rata Select this option if this course fee is included in pro rata refund calculations.

Include in Other Withdrawal

Select this option to include this fee in other withdrawal calculations. This selection is optional.

Copy Course Fees Select the From Term and To Term and Sessions. Click OK.

The following table describes the fields important to the Copy Course Fees page.






Course Sub Fees page

Using the following fields, you can control how much the system charges for the course fee. Fees can be

charged based on academic units or a flat fee, or a combination of the two.

The following table describes the fields important to the Course Fees page.


Audit Rate Specified Select to define a unique rate for audited courses. If you clear the check box, students that audit the course are charged the regular rate.

Account Type Select the account type to which you want to post the course fee.

Item Type Select the item type to which you want the course fee posted.

Fee Trigger To apply the course fee to only certain students, click either the Use Criteria option or the Use Equation option, and then select the predefined criteria or equation from the lookup. If you leave the field blank, all students who take the course are charged the fee.

Course Rate ID Enter an optional course rate ID to control the application of the course fee using student characteristics. If you enter a course rate ID, the Equation, Amount/Unit, and Flat Amount fields become unavailable.

Fee Amt Equation Select an optional equation. Use equations for more complex selections than are possible using the student characteristics.

Amount/Unit Specify the amount to charge per unit.

Flat Amount Specify a flat amount to charge regardless of units taken.

Minimum Amount Specify an optional minimum amount for the course sub fee.

Maximum Amount Specify an optional maximum amount for the course sub fee.

Adjustment Code Select the adjustment code (calendar) to associate with this course sub fee.

Due Date Code Select the due date code (calendar) to associate with this course sub fee.

Waiver Code Select an optional waiver group that can offset course sub fee charges.




Exclude HECS Students

Australian students

Topic 2: Rollover Course and Class Fees Course and class fees are charges that are applied to a particular course (every offerings of a course in a term) or a class (a specific offering of a course in a term). For example, CUNY may charge a $50 lab fee to every student in a Chemistry course (course fee). Or, CUNY may charge a $100 travel fee for students enrolled in section 1122 of English 100 because those students will take a field trip.

Procedure

The Course and Class Fees component can be found by navigating to: Set Up SACR > Product Related > Student Financials > Course and Class Fees > Class / Course Fees Rollover

Step Summary

To rollover course and class fees:

1. Enter a run control ID or add a new run control 2. Select the SetID, From Term and To Term 3. Select Override Existing Setup if necessary 4. Select Class Fees, Course Fees and Course List Fees if necessary 5. Click Run.


Class/Course Fees Rollover Select the SetID for the institution. Select the From Term for the term from which values will be copied. Select the To Term for the term to which values will be copied. In some cases, the term to which values will be copied may have some data already defined. If those values should be overridden, select the Override Existing Setup checkbox to override values previously entered in the new term. Select from Class Fees, Course Fees, and Course List Fees the fees that should be copied to the new term. Click Save. Click Run. Refer to Appendix A for additional details on executing a Run Control.



The following table describes the fields important to the Class/ Course Fees Rollover page.


SetID Select the institution for the fees rolled over

From Term/ To Term Enter the term from which fees should be rolled and the term to which fees will be rolled

Override Existing Setup If the term specified in the To Term field has existing fee information, the process does not overwrite it unless the check box is selected. When the checkbox is selected, the process replaces the existing fee information with the fee information from the term specified in the From Term field

Class Fees/ Course Fees/ Course List Fees

Select the fees that should be copied to the new term

Topic 4: Copy Transaction Fees Transaction Fees are additional fees charged to students based on registration activity. For example, CUNY charges a fee for students who register late. Values will be copied from a previous term and then values are changed appropriately. CUNY Tuition & Fee Manual, campus Business Office, and/or the Provosts Office needs to be referred to prior to copying transaction fees to determine if there are any new fees and/or if a fee(s) amount has changed. It is not possible to reverse this process once it is run. Extra care must be taken to check all values prior to run the process.

Procedure

The Transaction Fees component can be found by navigating to: Set Up SACR > Product Related > Student Financials > Tuition and Fees > Transaction Fees

Step Summary

To copy transaction fees:

1. Click Copy Transaction Fee 2. Select the From Term and To Term. 3. Click OK. 4. Change the Effective Date to the first day of the new term. 5. Adjust other values on the Transaction Fees page for the new term. 6. Click Save.


Transaction Fees Click the Copy Transaction Fee button to enter the term from which values should be copied and the term to which values should be copied. Once the copy process is complete, values can be changed on the Transaction Fees page for the new term. Change the Effective Date to the first day of the term. If the Late Registration Fee increases from $25 to $35 for the new term, values can be changed on the Transaction Fees page and then saved for the new term.



The following table describes the fields important to the Transaction Fees page.


Trans Fee Code Enter a transaction fee code

Description Name of the transaction fees

Copy Transaction Fee CUNY will use the Copy Transaction Fee to copy a transaction fee definition from one term to another. CUNY will need to change the effective date when copying the transaction fee definition so that the fee becomes active on the appropriate day of the additional term for which it is being copied.

Term CUNY will select the term during which the transaction fee applies

Session: CUNY will select the session during which the transaction fee applies.

Effective Date Enter the date the transaction fee will start.

Status Denotes whether the transaction fee is active or inactive.

Transaction CUNY will select the check box by the transaction fee that is to be defined (Initial Enrollment, Add Fee, Drop Fee, Add Wait List, or Drop Wait List).

Amount Enter the amount to charge.

Account Type CUNY will need to select the corresponding account type.

Item Type CUNY will need to select the corresponding Item Type for the charge.

Graded Only CUNY may select this option to apply the transaction fee only to graded classes. If unchecked, the transaction fee applies to audited and graded classes. This option is not available for initial enrollment transactions.

Charge Withdraw CUNY may select this option to charge the transaction fee when a student withdraws from school. This option is available with drop fee




transaction charges only. If unchecked, drop fee transaction charges are not applied when a student withdraws.


CUNY may select a minimum/maximum fee code to apply to these transaction fees.

Due Date Code CUNY will need to select the due date code (billing and Due Date Calendar) that applies a due date to the transaction fee.

Copy Transaction Fees Select the From Term and To Term and Sessions (if applicable). Click OK.

The following table describes the fields important to the Copy Transaction Fees page.




Chapter 3: End of Term Processing (Dates) In CUNYfirst, some calendars, dates, and fees must be rolled, copied, or added to a new term so that values can be updated and applied to the new term. These processes are typically executed at a specific time in the term. CUNY campus business process should determine when processes are executed.


1. Update the null due dates and tuition calculation controls 2. Add SF term defaults.

Topic 1: Update the Null Due Date CUNY will set the Null Due Date to the net due date and will be used to establish the due date for any charges without a due date. The date needs to be established so it coordinates with each term’s final billing run, aging and collections processes. A Null Due Date is required in order to ensure all charges have a due date and can be properly billed and aged. This date should be updated at the end of each term. The system will use this date when no other form of due date is specified and charges with a null due date display as future charges. This date appears on the Total Due Charges page of the self-service portion of Student Financials.



Procedure

The Null Due Date component can be found by navigating to: Set Up SACR > Install > Student Fin Installation > SF Installation 2

Step Summary

To update the null due date:

1. Select a new date in the Null Due Date field.


On the SF Installation 2 page, select the updated date in the Null Due Date field. This date will be used for charges with no due date specified.

The following table describes the fields important to the SF Installation 2 page of the Student Fin Installation component.


Null Due Date The date used for charges that otherwise do not specify a due date

Topic 2: Add SF Term Default CUNY will set the date the term begins to the SF Term Default so that transactions that leave the term field blank will default to the appropriate term. CUNY establishes and publishes term start dates via a process run by the Registrar’s Council. Coordination with Student Records is required when setting SF Term Default date.

Procedure

The SF Term Default component can be found by navigating to: Set Up SACR > Product Related > Student Financials > Charges and Payments > SF Term Default.



Step Summary

To add SF term default:

1. Select the appropriate business unit. 2. Add a new row. 3. Select the new term, term begin date, term ending date, academic year, antic aid term from and

antic aid term to.


On the search page, select that appropriate Business Unit. On the Term Default page, add a new value by clicking the button on the right side of the page. Select the appropriate term and the term begin date and term ending date. Enter the academic year and select the appropriate antic aid term (anticipated aid term) from and to.

The following table describes the fields important to the Term Default page.


Effective Date Effective date for the SF term identified.

Status Status for this term default

Term Academic term

Term Begin/End Date The term beginning date and tern ending date. Communication with Student Records is important to ensure the appropriate date

Academic Year Academic year to which the term belongs

Antic (anticipated) Aid Term From/To

Date of the last (ending) term considered for anticipated financial aid.

Topic 3: Update Tuition Calculation Controls Tuition calculation controls determine the academic careers that are eligible for tuition and fee calculation for each term. Tuition calculation controls must be set up in accordance with the CUNY Tuition and Fee Manual.

Procedure

The Tuition Calculation Controls component can be found by navigating to: Set Up SACR > Product Related > Student Financials > Tuition and Fees > Tuition Calculation Controls



Step Summary

To update tuition calculation controls:

1. Select the appropriate SetID 2. Verify the appropriate academic career 3. Add a new row to the Term row and select the appropriate term 4. Enter the appropriate term wash period and transaction wash period values 5. Select the appropriate auto calculate tuition, auto calculate waivers, and auto calculate self

service 6. Select the session, if appropriate 7. Repeat for additional careers.


Tuition Calculation Controls Search for the appropriate SetID on the search page. On the Tuition Calculation Control page, verify the appropriate academic career. In the Term field, select the appropriate term. CUNY will enter 0 (zero) for the Term Wash Period and 0 (zero) for the Transaction Wash Period. Make appropriate selections for the Auto Calculate Tuition, Auto Calculate Waivers, and Auto Calculate Self Service. Select the appropriate session within the term, if necessary.

The following table describes the fields important to the Tuition Calculation Controls page of the Tuition Calculation Controls component.


Academic Career Select the academic career for tuition calculation controls.

Term Select the term to which these controls apply.

Term Wash Period The term wash period indicates the number of days that a student can drop and add classes of equal value (wash) without penalty. This is not the same as a drop/add period in which students are allowed to make any changes. The term wash period typically extends beyond the normal drop/add period to accommodate students who must make changes to their enrollment. CUNY will not be using this option.

Transaction Wash Enter a number of days for a transaction wash period, which allows




Period students a period of time in which to complete a wash transaction. In other words, it is not necessary for the student to drop and add the wash classes at the same time. Rather, as long as the replacement class or classes are added within the transaction wash period, there is no penalty. If the drop and add take place outside both the term wash and transaction wash periods, the student is charged the prorated amount of the dropped class and the full amount of the added class.

Auto Calculate Tuition Select to automatically calculate tuition whenever users inquire on a student's account. This feature enables users to see the most up-to-date tuition information without having to run a separate tuition calculation.

Auto Calculate Waivers CUNY can use this functionality to calculate student waivers whenever tuition is calculated. If CUNY selects this option, CUNYfirst calculates a student’s tuition first and then automatically applies all tuition waivers against the student’s final tuition amount.

Session Allows tuition calculation controls to apply to specific sessions within the term. If this field is blank, the controls apply to all sessions in the term.

Session Wash Period To apply tuition calculation controls by the session.

Refund Calculation Controls On the Refund Calculation Controls page, it is not necessary to enter a term since CUNY will not use the No Calculation on Batch Refund.

The following table describes the fields important to the Refund Calculation Controls page of the Tuition Calculation Controls component.


Term The term for which the refund calculation control applies

No Calculation on Batch Refund

CUNY will select if the system should not automatically calculate tuition when batch refunding process is run. CUNY will not use this field. CUNY would like to calculate the student account before processing refunds.

Display Error/Warning Controls On the Display Error/Warning Controls page, select the term and select appropriate values for the Include Status of Warning, Include Status of Message, and Display in Log File. CUNY will select the Include Status of Warning, Include Status of Message. The Display is Log File should be selected if CUNY policy wishes to include in log file after the installation.



The following table describes the fields important to the Display Error/ Warning Controls page of the Tuition Calculation Controls component.


Term Select the term for which the error/warning messages need to be displayed.

Include Status of Warning CUNY will select to have warning messages display in CALC_ERROR. If not selected, warnings do not appear.

Include Status of Message CUNY will select to have messages display in CALC_ERROR. If not selected in this check box, messages do not appear.

Display in Log File Select during CUNY’s installation process to review log file information. This feature is typically turned off after installation and testing has been completed.

Topic 4: Change of Program Fee Change of Program Fee charges a fee to a student who has added any number of courses on a particular business day, on or after the start of the term. Refer to the CUNY Tuition & Fee Manual for frequency of the Change of Program fee charge. The Change of Program fee values need only be changed when the dollar amount of the fee has changed. This process does not need to be executed at the end of each term, but only when the fee changes.

Procedure

The Change Program Fee component can be found by navigating to: Set Up SACR > Common Definitions > Equation Engine > Equation Editor

Step Summary

To run the change of program fee process:

1. Enter CU_SF_COPFEE on the Equation Name field and click Search. 2. Add a new row. 3. Change the dollar amount in line 2, if necessary. 4. Click Save. 5. Select ‘Compile’ from the Equation Edit Function drop down menu. 6. Click Save.




Equation Editor Search Enter CU_SF_COPFEE in the Equation Name field and click Search.

Equation Editor

On the Equation Editor page, add a new row by clicking the . Change the amount of the FEE in row 3, if necessary. Click Save.



The following table describes the fields important to the Equation Editor for Change of Program (CU_SF_COPFEE) page.


Effective Date Date that the equation of effective.

Active Checkbox that activates the equation

Short Desc Short description of the equation.

Desc Description of the equation.

Equation Edit Function Select to have the system edit the equation that has been written.

Equation Editor In the Equation Edit Function drop down menu, select “Compile” and click Save.



Unit XII: General Ledger

Unit Introduction The Student Financials General Ledger Interface (GL Interface) records the effect of Student Financials transactions (charges, payments, cash receipts) against a general ledger chart of accounts. A chart of accounts represents how an organization gathers, stores, combines, and uses financial information in its operations. For example, an organization may want to track student receivables, third-party receivables, payments, financial aid disbursements, cash receipts, or refunds disbursed for the balance sheet and other financial statement reporting requirements. Student Financials integrates with CUNYfirst General Ledger. The Student Financials GL Interface performs three functions: It loads setup information from the PeopleSoft General Ledger application used in the creation of accounting information. It validates the chart of accounts (ChartFields) on various Student Financials setup tables against data from PeopleSoft General Ledger to ensure that Student Financials reflects an institution’s current chart of accounts. It creates and sends accounting information to an institution’s general ledger, enabling the institution’s accounting office to track revenue, expenses, receivables, and liabilities.

The GL Interface will run at the appropriate intervals based on CUNY policy. Accounting office staff will have performed the setup required to record information in the general ledger prior to this process. This course focuses on how to process and review the information transferred to the general ledger.


1. Run the General Ledger Interface 2. Run the General Ledger Interface for Cashiering 3. Review Accounting Lines 4. Review General Ledger Messages 5. Reverse the GL Interface on the Student Records module.



Chapter 1: Manage General Ledger Interface Financial transaction activity from the Student Financials application must be transferred to the general ledger so that the accounting office can track revenue, expenses, receivables, and liabilities created in Student Financials. The GL Interface creates accounting lines to accomplish this.


1. Run the General Ledger Interface 2. Run the General Ledger Interface for Cashiering 3. Review Accounting Lines 4. Review General Ledger Messages 5. Reverse the GL Interface on the Student Records module.

Topic 1: Generate Accounting Entries In CUNYfirst, financial transactions from the Student Financials application will be transferred to the general ledger so that the accounting office can track revenue, expenses, receivables, and liabilities created in Student Financials. Cashiering must have a different Run Control ID and cannot be the same as Generate Accounting Entries. This Run Control has a few different steps for first time setup than running a normal run control process. See the Appendix for additional information regarding Running Reports and Processes in CUNYfirst.

Procedure

The Generate Accounting Entries page can be found by navigating to: Student Financials > GL Interface > Generate Accounting Entries

Step Summary

To generate accounting entries:

1. Navigate to the Generate Accounting Entries component. 2. Search for and Select or Add a New Run Control ID (cannot be the same as Generate

Cashiering Entries run control name) 3. If this is the first time running the report with this run control: click the Manual Batch

Publish link. If already set up continue to Step 8. 4. Enter Request ID (QNS01SFGL or QCC01SFGL), Process Frequency (Always), and

Process Name (SFPGLINT) 5. Enter optional recommended Description as: “SF/GL Accounting Lines” 6. Click Save 7. Navigate back to the Generate Accounting Entries component in the main menu and

search for and select the Run Control again. 8. Select the Business Unit, Journal Template (SF/GL), and Term 9. Click Run 10. Click OK 11. Click Process Monitor and monitor to Success.




Generate Accounting Entries Run Control Page

In this page we will need to set up the Manual Batch Publish link once for each new Run Control ID. Then we will navigate back to the Generate Accounting Entries component and enter information into the fields and click the Run button.

The following table describes the fields on the Generate Accounting Entries page.

Field Description

Manual Batch Publish link This link will need to be set up for every New Run Control that is created for the GL interface. If the same run control will be used repeatedly this information will not need to be entered after the first entry. This information has to be set up exactly as below.

Manual Batch Publish link

The only time this page will need to be filled out is the first time there is a new Run Control. If creating New Run Controls to run the GL interface this page will need to be set up. If same Run Control is used over again, this information will already be entered from the last time the process was run. DO NOT CLICK RUN AT THIS TIME. Save the information and navigate back to the Generate Accounting Entries component in the main menu and search for and select the Run control ID to continue.



The following table describes the fields on the Manual Batch Publish page of the Generate Accounting Entries component:

Field Description

Request ID Required. QNS01SFGL or QCC01SFGL The first 5 characters are the business unit, the next two indicate that this is Student Financials (SF), and the last two characters signify General Ledger (GL). Therefore this Request ID is: Student Financials information that is going to the General Ledger from a certain institution (as in QCC).

Description Optional, but recommended. Please enter: SF/GL Accounting Lines

Process Frequency Select Always

Process Name Select SFPGLINT from the list of options.

Save Click Save and DO NOT click run here. Navigate back to the component in the main menu and search for and select the Run Control ID to continue the process.


Once the Manual Batch Publish link has been set up, enter the Required Parameters as stated below.



The following table describes the fields on the Generate Accounting Entries component:

Field Description


Journal Template Choose the journal template that is to be used to create the transactions. There are many options to select from, but we must ONLY select the option: SF/GL.

Term Select the term in which account entries will be generated.

Run Click the Run button when ready to run this process. When this page loads, select the check box next to the GL Interface process and Click OK.

Topic 2: Generate Accounting Entries - Cashiering In CUNYfirst, financial transactions from the Student Financials application will be transferred to the general ledger so that the accounting office can track revenue, expenses, receivables, and liabilities created in Student Financials. Cashiering must have different Run Control name and cannot be the same as Generate Accounting Entries. See the Appendix for additional information regarding Running Reports and Processes in CUNYfirst.

Procedure

The Generate Accounting Entries page can be found by navigating to: Student Financials > GL Interface > Generate Cashiering Entries

Step Summary

To generate accounting entries:

1. Navigate to the Generate Cashiering Entries component. 2. Search for and Select or Add a New Run Control ID (cannot be the same as Generate

Accounting Entries run control name) 3. If this is the first time running the report with this run control: click the Manual Batch Publish link. If

already set up continue to Step 8. 4. Enter Request ID (QNS01SFGL or QCC01SFGL), Process Frequency (Always), and Process

Name (SFDPTREC) 5. Enter optional recommended Description as: “SF/GL Accounting Lines” 6. Click Save 7. Navigate back to the Generate Cashiering Entries component in the main menu and search for

and select the Run Control again. 8. Select the Business Unit, Cashier’s Office, Business Date, and Journal Template 9. Click Run 10. Click OK 11. Click Process Monitor and monitor to Success.





In this page we will need to set up the Manual Batch Publish link once for each new Run Control ID. Then we will navigate back to the Generate Cashiering Entries component and enter information into the fields and click the Run button.

The following table describes the fields on the Generate Accounting Entries component:

Field Description

Manual Batch Publish link This link will need to be set up for every New Run Control that is created for the GL interface. If the same run control will be used repeatedly this information will not need to be entered after the first entry. This information has to be set up exactly as below.


Cashier’s Office Select the cashiering office for the account activity that is transferring to the general ledger.

Business Date Specify the business date of the cashiering office transactions that is transferring to the general ledger. This must be run for each date, one at a time.

Journal Template Choose the journal template that will be used to create the transactions. There are many options to select from, but we must ONLY select the option: SF/GL.

Run Click the Run button when ready to run this process.

Manual Batch Publish link

The only time this page will need to be filled out is the first time using a new Run Control. If creating New Run Controls to run the GL interface this page will need to be set up. If the same Run Control is used over again, this information will already be entered from the last time this process was run. DO NOT CLICK RUN AT THIS TIME. Save the information and navigate back to the Generate Cashiering Entries component in the main menu and search for and select the Run control ID to continue. Caution!!!! If anything on this page is entered incorrectly the process will not work.



The following table describes the fields on the Manual Batch Publish page of the Generate Accounting Entries component.

Field Description

Request ID Required. QNS01SFGL or QCC01SFGL The first 5 characters are the business unit, the next two indicate that this is Student Financials (SF), and the last two characters signify General Ledger (GL). Therefore this Request ID is: Student Financials information that is going to the General Ledger from a certain institution (as in QCC).

Description Optional, but recommended. Please enter: SF/GL Accounting Lines

Process Frequency Select Always

Process Name Select SFDTREC from the list of options. THIS IS DIFFERENT THAN Generate Accounting Entries.

Save Click Save and DO NOT click run here. Navigate back to the component in the main menu and search for and select the Run Control ID to continue the process.

Topic 3: Review Accounting Lines Review accounting line information created by the GL Interface and Cashiering GL Interface processes. Use the Search Criteria to narrow the results.

Procedure

The Review Accounting Lines component can be found by navigating to: Student Financials > GL Interface > Review Accounting Lines

Step Summary

To review accounting lines:

1. Navigate to the Review Account Lines component. 2. Enter Criteria to view specific information.



3. Click the View Account Line Records at the bottom. 4. Review Accounting Line information.


Account Lines Page



The following table describes the fields on the Search page of the Review GL Messages component:

Field Description

Student ID Select to view the accounting lines for a single person

Receipt Number Select to view the accounting lines related to a single receipt.

Ext Org Select to view the accounting lines for a single external organization

Run Date and Sequence Number

Select to view the accounting lines for a specific GL Interface process instance

GL Business Unit Select the ChartFields option to view the accounting lines related to specific ChartField values. If this option is selected, select one or more ChartField values.

Ledger

A ledger is a book of accounts in which data from transactions recorded in journals are posted, classified, and summarized. A ledger group is a group of these books of accounts. The combination of Business Unit & Ledger Group will define the ACTUALS ledger.

Account Account is used to record and report financial transactions within a business unit.

Fund Code Fund is defined by the type of funding received from the city, state or other activity. In CUNYfirst, the FUND dimension is used to separate monies into categories

Department A department is an institutional academic or administrative unit that is shared across CUNYfirst. It establishes budget and identifiable fiscal responsibility.

Class Field CUNY is not using this field.

Operating Unit Account for ACE, EOC’s IFR and other major activities. Enables reporting on identifiable assets, liabilities, revenues, expenses. An example value would be Performing Arts.

Program Code The Program Code is a college-specific field that meets student/staff needs and allow for tracking and reporting. Can identify Student Clubs, ACE programs and sub-departments.

Chartfield 1 CUNY is not using this field.

Product CUNY is not using this field.


Project/Grant CUNY is not using this field at this time.

Affiliate CUNY is not using this field.


View Accounting Line Records button

Click this button to Search for and view the criteria that was entered above.

SF Accounting Line

After selecting search criteria, click the View Accounting Line Records button to display accounting line information in the four tabs located in this group box. This scroll area displays the results of the search.

The Main tab displays general accounting line information. Click the Detail link next to an accounting line to access the SF Accounting Line Detail page, where all fields for the accounting line record may be viewed.

The fields on the Journal Information tab display the information published to PeopleSoft Financials. This page also contains the GL journal line number, journal ID, and line date.



The ChartFields tab shows information sent to CUNYfirst Financials. The GL Interface process populates some of these fields, depending on the setup of the item types.

Details Link



Topic 4: Review GL Messages After entries have been posted to GL, a review by the Campus Bursar is to be conducted the next business day of all the transactions. If no results come back, then there are no errors with the GL interface. An example of a message would be “Out of Balance”.

Procedure

The Review GL Messages component can be found by navigating to: Student Financials > GL Interface > Review GL Messages

Step Summary

To review the GL messages:

1. Navigate to the Review GL Messages component 2. Search for and select the process instance that was run in the previous chapter. 3. Review the GL Messages.


Review Messages Page

The following table describes the fields on the Search page of the Review GL Messages component:

Field Description


Process Instance Required. This is the number of the process instance that was generated in the previous topic.

Topic 5: Reverse GL Interface Reversal of General Ledger entries previously sent by Student Financials requires prior approval from a senior Campus Business Officer prior to occurring. Only do this process when the Revenue Office or the Controller’s Office also gives the approval. Both of these individuals have to do this process together. Reversing the GL Interface process will reverse the record of data being sent in Student Financials, but it will NOT pull the data back from the General Ledger module. If individuals who perform posting of the



General Ledger in the CUNYfinancials were not informed they could post both the original Interface AND when the GL interface is processed again, duplicate records will be sent, in addition to any new records.

Procedures

The Reverse GL Interface page can be found by navigating to: Student Financials > GL Interface > Reverse GL Interface

Step Summary

To reverse a GL interface:

1. Navigate to the Reverse GL Interface. 2. Search for and select or add a new Run Control ID. 3. Select the Business Unit (institution) and Save. 4. Click the Run button then click OK. 5. Click on the Process Monitor and run to Success.


Back Out GL Interface Page

The following table describes the fields on the Black Out GL Interface page of the Reverse GL Interface component:

Field Description


GL Posting Date Time Auto Populates with last GL Interface process instance number, date, time, and status. Process Instance

GL Run Status



Chapter 2: Post Transactional Data to the GL Bursar needs to coordinate this procedure with the campus Revenue Accounting office. This process is done in the CUNYfirst Financials Application. See General Ledger documentation.



Unit XIII: Manage Accounts Manually

Unit Introduction Most charges that appear on a student account are applied through the Tuition Calculation and Group Post processes. Most payments are posted to the account through Waivers, Payment Plans, Self-Service, and Cashiering. These processes are often executed automatically or in batch. There are circumstances when CUNY campus Bursar staff will need to make adjustments to student accounts manually. CUNYfirst enables Bursar staff to process online transactions for students without entering control information or running a batch process. Additionally, Bursar staff can also run reports to view transactions that were posted manually run based on selection criteria. Reports include details about daily transactions. Necessary adjustments to students’ accounts are to be done on a regular basis with at least a once per business day frequency. Manual adjustments to students’ accounts must be supported by proper documentation. Staff authorized to apply manual adjustments to charges should not also have security to post payments. Reversal of charges and payments should be approved by a supervisor prior to their application by the appropriate staff.


1. Post transactions for an individual student 2. Reverse payments and charges for an individual student 3. Run reports for manual transactions 4. Run payment applier.



Chapter 1: Manage Transactions Manually There are circumstances when it is necessary to process student transactions manually. Bursar staff are responsible for processing manual reversals for payments and charges that have been manually or group posted. Bursar staff can also add an individual charge to a student account in situations where tuition calculation does not post such a charge or the charge is for a small number of students.


1. Post charges and payments using Student Post 2. Reverse an individual student payment 3. Reverse an individual student charge.

Topic 1: Post Student Transaction

In some cases, it is necessary to post an individual student transaction through the Student Post process. This manual process is available to Bursar staff when it is necessary to post a charge to a student account that is not posted through Tuition Calculation or Group Post. Charges that are posted through the Post Student Transaction component allow Bursar staff to make manual adjustments to a student account. CUNY or campus business policy will determine when this process is used.

Procedure

The component can be found by navigating to: Student Financials > Charges and Payments > Post Student Transaction

Step Summary

To post a student transaction: 1. Select the Business Unit, ID, Account Type, and Item Type. 2. Click Add. 3. Enter the Amount, Term and Due Date. 4. Click Post.


Post Student Transaction (Student Post) Add a New Value To Post a Student Transaction (charge or payment), Add a New Value by selecting the desired Business Unit, ID (student), Account Type, and Item Type. Verify the accuracy of the User ID, Group Line Time Stamp, and Line Sequence Nbr. Click Add.



The following table describes the fields important to the Student Post (Add a New Value) page.


Business Unit The business unit for which the transaction is being posted

ID ID of the student associated with the charge or payment

Account Type The Account Type of the Item Type being posted

Item Type The specific item type that will be posted.

User ID This field defaults to the User ID of the user logged in to the page.

Group Line Time Stamp Time and Date stamp of the transaction

Line Sequence Nbr Default field for the transaction sequence

Post Student Transaction (Student Post) On the Student Post page, enter the amount of the payment or charge. Select the appropriate term and enter the Due Date, if desired. Click Post. Once the transaction is posted, fields will be grayed out and the date will appear in the Posted Date field. This indicates that the transaction has been saved.



The following table describes the fields important to the Student Post page.


New Transaction Click the button to enter a new transaction.

Post Click the button to post the entered transaction.

Amount Enter the item amount. Click the Currency Detail link to specify the exchange rate.

Term Enter the term for which you want to post this transaction.

Reference Number Enter any optional reference number to track the transaction.

Item Effective Date Enter the item effective date on which the transaction becomes active. The item effective date is set by default to the current date.

Due Date Optionally, enter a due date if the transaction is a charge.

Charge Priority For all credit item types, this field displays the charge priority list that is associated with the item type. If necessary, you may override this value.

Use Exc Acct (use excess account)

Select the Exc Acct check box to route payments in excess of a charge or account balance to a designated excess account. When the check box is selected, enter the excess account type in the field to the right.

Restrict Payment to Account

Select this option to restrict the entire amount of the payment to the specified account type. Selecting this option prevents excess payments from being transferred to an excess payment account.

Pay Method If this is a payment item type that is set up as tender-specific, the tender category appears in this field. If the field is not populated, you may select a value from the list. Click the Tender Details button to add specific information such as check number and bank information.

Payment ID This field is used only when reversing a payment. Enter the payment ID number of the transaction to be reversed. When you exit the field, the page is completed with the original transaction information.

Select Charges to Pay Click the link to access the Select Charges to Pay page.

Student Accounts Click the link to access the Student Accounts page.

Academic Information Click the link to access the Academic Information page.




Payment Details Click the link to access the Payment Details page.

Topic 2: Reverse Payments Bursar staff may need to reverse a student payment, reverse payment waivers, payment plan payments, or other group posted credits that are not calculated through the tuition calculation process. Once the reversal process has been completed, the Bursar will add the applicable Service Indicator onto the student’s account. NOTE: Payments posted through the Cashiering process should not be reversed if occurring on the same day. Instead these cashiering transactions should be voided through the Cashiering component. CUNY and campus business policy determines when student payments are reversed.

Procedure

The component can be found by navigating to: Student Financials > Charges and Payments > Reversals > Reverse Payment

Step Summary

To reverse a student payment: 1. Select the desired Business Unit. 2. Enter the Student ID and Term. 3. Click Search. 4. Click Reverse in the desired row of the payment to be reversed. 5. On the Reversal Detail page, enter the Description and select the Reason, if applicable. 6. Click OK.


Payment Reversal On the Payment Reversal page, enter the ID and Term. Click Search. Click Reverse in the row of the transaction that should be reversed.



The following table describes the fields important to the Payment Reversal page.


ID ID of the student receiving the reversal.

Term The term that the transaction was posted for the student.

Search Search for transactions for the selected ID and term.

Payment Detail link

Reverse Reverses payment in the selected row.

Reversal Detail Enter a Description and select a Reason. Click OK.

The following table describes the fields important to the Reversal Detail page.


Description Short description of the reason for the reversal

Reason Pre-configured reason for reversing the transaction. CHBK – Credit Card Charge Backs CON - Fix Conversion Entry CONR - Conversion Payment R Fix CSTP - Corporation Stop Stale Check DTAP - TAP DECERTIFIED EFTR - EFT Returns NSF ERR - Operator Error NSF - Insufficient Funds PAT - Post actual TAP STAP - Student Appeal Granted_AR STP - Student Stopped Payment TPC - Contract Canceled XFR - Inter semester transfer

Topic 3: Reverse Charges CUNY Bursar staff may need to reverse student charges. Reverse Charge is used to reverse Group Post charges or individually posted charges. Bursars should NOT use this function for charges that have been posted with tuition calculation. CUNY and campus business policy determines when student payments are reversed.



Procedure

The component can be found by navigating to: Student Financials > Charges and Payments > Reversals > Reverse Charge

Step Summary

To reverse a student charge: 1. Locate the Business Unit and ID (student). 2. Click Account Details in the desired row of the reversal. 3. Click Reverse in the desired transaction row. 4. Enter the Description and Reason, if applicable. 5. Click OK.


Charge Reversal On the Charge Reversal page, click the Account Details link in the desired row.

The following table describes the fields important to the Charge Reversal page.


Account Details Details of the selected account type and account number.



Charge Detail On the Charge Detail page, click Reverse in the desired row where the transaction appears.

The following table describes the fields important to the Charge Detail page.


Reverse Used to reverse the charge posted through the Student Post page.

Reversal Detail On the Reversal Detail page, enter the Description and Reason, if desired. Click OK.

The following table describes the fields important to the Reversal Detail page.


Description Short description of the reason for the reversal (optional).

Reason Pre-configured reason to select for transaction reversals.



Chapter 2: Posting Reports CUNY Bursar staff can run several reports to review transactions executed through the Charges and Payments manual transaction components. CUNY or campus business policy will determine the reporting schedule.


1. Run and review the Daily Activity, Daily Posting, and Account Audit Statement Report reports.

Topic 1: Daily Activity The Daily Activity report is requested through a Run Control and displays the total charges and payments for the selected Business Unit and Date. Results are available in a PDF format. CUNY and campus business policy will determine when the report is requested.

Procedure

The component can be found by navigating to: Student Financials > Charges and Payments > Posting Reports > Daily Activity

Step Summary

To run the Daily Activity report: 1. Enter an existing Run Control or add a new Run Control. 2. Enter the Business Unit and Date Posted. 3. Click Run.


Daily Activity On the Daily Activity page, enter the desired Business Unit and Date Posted. Date Posted should reflect the date from which transactions were posted. Click Run.

The following table describes the fields important to the Daily Activity page.


Business Unit The Business Unit used for the daily transactions.

Date Posted The date that transactions were posted to the account.



Daily Activity Report The Daily Activity Report displays transactions for the selected Business Unit and Posted Date based on item type code.

Topic 2: Daily Posting The Daily Posting report is requested through a Run Control and displays information about charges and payments for the selected business unit and date for the selected operator. Results are available in a PDF format. CUNY and campus business policy will determine when the report is requested.

Procedure

The component can be found by navigating to: Student Financials > Charges and Payments > Posting Reports > Daily Posting

Step Summary

To run the Daily Posting report: 1. Enter an existing Run Control or add a new Run Control. 2. Select the Business Unit, Posting Oprid, and Date Posted. 3. Click Run.


Daily Posting On the Daily Posting Page, select the desired Business Unit, Posting Oprid, and Date Posted. Click Run.



The following table describes the fields important to the Daily Posting page.


Business Unit The Business Unit associated with the desired Daily Posting report.

Posting Oprid The operator ID of the staff person for which the report will be run.

Date Posted The date that transactions were posted.

Daily Posting Report The Daily Posting Report includes data about charges and payments for the selected Business Unit, Oprid, and Posted Date.

Topic 3: Account Audit Statement Report The Account Audit Statement Report includes detail transaction listing for an individual student

or external organization.



Procedure

The component can be found by navigating to: Student Financials > Charges and Payments > Posting Reports > Account Audit Statement Report

Step Summary

To run the Account Audit Statement Report: 1. Enter an existing Run Control or add a new Run Control. 2. Select the Business Unit, ID Option, and EmplID or External Org ID. 3. Enter the From and To Date, if desired. 4. Click Run.


Account Audit Statement On the Account Audit Statement page, select the Business Unit for which the report will be run. Select between By Student and By External Organization in the ID Option field. Enter the EmplID of the student or the External Org ID of the organization for the selected ID option. Enter a From and To Date if desired. Click Run.

The following table describes the fields important to the Account Audit Statement page.


Business Unit The business unit associated with the student or external org ID

ID Option Options include By Student and By External Organization

EmplID The EmplID of the student for whom the report in run. This field is only available if By Student is selected in the ID Option drop-down menu.

External Org ID The External Org ID of the organization for whom the report is run. This field is only available if By External Organization is selected in the ID Option drop-down menu.

From Transactions on and after the selected date will be included in the report.

To Date Transactions on and before the selected date will be included in the report.



Account Audit Statement Report The Account Audit Statement Report displays the transactions based on requested selection criteria.

Chapter 3: Running Payment Applier Run the Payment Applier process to allocate unapplied payments to eligible charges that are still outstanding. The process can be used to apply payments to both student and corporate accounts. Payment swapping might occur if a priority payment is applied. Each time a payment is posted through the Post Student Transaction/ Student Post process, the Payment Applier process is automatically run. This process is also run at regular intervals as determined by CUNY or campus business policy.


1. Run Payment Applier

Topic 1: Running the Payment Applier Process Run the Payment Applier process as determined by CUNY or campus business policy to apply unapplied payments to eligible charges that are still outstanding.



The Reset IDs option should be used only in very rare cases, as it unapplies ALL already applied payments, from ALL Terms, and then reapplies them based on the current payment priorities set. This type of payment swapping should be fully tested in a test environment before attempted on an account in production.

Procedure

The component can be found by navigating to: Student Financials > Charges and Payments > Apply Payment

Step Summary

To run Payment Applier: 1. Enter an existing Run Control or add a new Run Control 2. Select the desired Business Unit. 3. Select the Select All IDs and ReSetIDs, if applicable. 4. Enter ID or External Org ID, if applicable. 5. Click Run.


Payment Applier On the Payment Applier page, enter the desired Business Unit. Check the Select All IDs checkbox to run the process for all IDs. To run the process for select students or external organizations, uncheck the Select All IDs checkbox and enter the ID (of the student) or the External Org ID. Click Run.

The following table describes the fields important to the Payment Applier page.


Business Unit The business unit for which you want to run the payment applier process.

Select All IDs Select to run the payment applier process for all student and corporate IDs.

ReSetIDs Select this option and all applied payments are unapplied. Then, all payments are applied to their eligible charges as if for the first time following payment allocation rules. All payments are applied in priority order. The payment applier process does not reset payments if the account is a payment plan, or if the account has write-off or refund transactions.

ID/ External Org ID

If the Select All IDs check box is not selected, enter ID numbers for the students or organizations to which payments are applied. When running the process for individual IDs, users cannot include both students and organizations at the same time.


Page AAA Last Updated 5/3/2013

Appendix A: Run CS Reports and Processes The Report Manager can be found by navigating to: Reporting Tools > Report Manager The Process Monitor can be found by navigating to: PeopleTools > Process Scheduler > Process Monitor

Step Summary

To run reports:

1. Search for or Create a Run Control ID 2. On the Report Request Page; Enter Report Parameters or Criteria and click Run to start

running the process 3. On the Process Monitor Page; Click the OK button (take note of the Process Instance number)

To view, save, or print the report that the individual has requested to run:

1. Click the Report Manager link 2. On the Administrative tab; Click Refresh to update the Report List 3. Click on the link of the report description, this will open a new window 4. Save and/or print the report


Run Control ID

A Run Control ID stores the requester’s report selection criteria. Creating a Run Control ID is the first step in running a report. Its purpose is to launch the selected report criteria and allow the requester to run, view, and print the report. In cases where the same report criteria will be used to run a report on a regular basis, CUNY suggests that the requester create their own descriptive Run Control ID. The user should use a name that will be easy to remember. Only the user will be able to see their Run Control IDs. A Run Control ID can be used repeatedly. There is no need to create a new one each time the same kind of information is required for a report. If a Run Control ID has not been defined or separate criteria need to be saved, go to the “Add a New Value” tab. When creating a new Run Control ID, do not use spaces or special characters in the name. The user may use a dash ( – ) or an underscore ( _ ) character in place of a space. Be advised that Run Control IDs are Case Sensitive and cannot be deleted. Examples of a name are “Grievance_Detail_Report” or “Grievance1”. Because Run Control IDs cannot be deleted, a good habit to get into is to search before adding a new value. If we know the name of the Run Control ID, we may type in that value in the search field and then click the Search button. If the whole name is not known a partial value may be typed into the field. The Run Control ID search operates the same as other searches in CUNYfirst.

Report Request Page

Now that we have completed the first step of creating a Run Control ID, we can enter in the parameters specific to the report. Some reports have no predefined selection criteria to narrow the search results.



Other reports have several fields available for the requester to select information needed. These fields can be used to avoid “run away reports”, or reports that return too much information and aren’t specific to what the requester is looking for. Run away reports have the potential to hold up or prevent other reports that this user or other users want to run. Once the data is entered, save this page. Saving will capture what the user selected on this page and show the next time this Run Control is opened. Click Run to start running the process.


The Process Scheduler Request Page lists the report that the individual has requested to run and basic information about this report (Description, Process Name, Process Type, Type, Format and Distribution). The Server name dropdown box allows the user to select which server to run this report on. At CUNY we can either select PSUNX for SQR reports and PSNT for Crystal reports. In most cases this server name will already be the default value, but if not, please select it from the drop down. To determine what type of report the user is running, look below at the Process Type filed. In the example below the Process Type is SQR therefore we can select PSUNX. The only other information on this page we may choose to change would be the format defining how the report prints. Commonly used formats are Adobe PDF, Microsoft Word (DOC),and Microsoft Excel (XLS). Typically the default values for format are not changed. Click OK.



Report Manager

As part of the Process Scheduler, the Report Manager allows the requestor to view reports including the PS/nVision Report (CUNY customized reports) that are in the system (across multiple databases) that the user is authorized to access.

The Report Manager can be accessed in two ways. The first is by clicking the Report Manager link that appears on the Run Control page after a job/process has been initiated; in this case a report being run.

The second way is by navigating to: Reporting Tools > Report Manager

This second navigational option would be used if the requester navigated away from the current Report page to continue working on other daily items while their report is running. Administration Page

The Administration tab is used to monitor the report requests that have been submitted. If a report encounters an error, this information will be displayed.

Like the process list the Administration tab can have multiple items listed, the requestor is able to use the search criteria at the top to limit the amount of processes displayed. One option that is widely used is to put in the requestor’s User ID and also the last 1 day, as the above screen shot displays. These should be the default settings, but the user is able to change them.

Click Refresh to update this page. When the requestor first ran the report, they should have taken note of the process instance number. The requestor will use the process instance number to find his or her process, watch the status, and then view their report. The run status on the page does not automatically update. Click Refresh to refresh page and verify current status. Do not continuously click the Refresh button, as this will not make the report run faster. Click on the Description link located in the line that includes the process instance number of the report we want to access. This will open a new window with the report. From there we can save and/or print the report.

Process Monitor

An alternate way to view a report is through the Process Monitor link. After the report is submitted the requestor can access the Process Monitor link to review the status of scheduled or running processes



(reports). The process monitor allows individuals to see the status of all jobs in the queue. A requestor can control (cancel and/or delete) processes that he/she initiated if security access has been granted.

To view, save, or print the report from the Process Monitor:

1. Click the Process Monitor link 2. Click Refresh to update the Process List 3. Click the Details link 4. Click the View/Log Trace link 5. Click on the link of the report name, it should end with .xls, .doc, .pdf; this will open a new window 6. Save and/or print the report

The Process Monitor can be accessed in two ways. The first is by clicking the Process Monitor link that appears on the Report Request page after a job/process (report) has been initiated.

The second way is by navigating to: PeopleTools > Process Scheduler > Process Monitor

This second navigational option would be used if the requester navigated away from the current Report Request page to continue working on other daily items while their report is running.

Once we click OK on the process schedule request page we will return to the report request page. At the top of the page under the Process Monitor link and the Run button, the Process Instance number can now be seen as shown in the picture below. Please take note of this number each time the user runs a report. We will need this number for the next step to identify the process. In our example the Process Instance number is 8448.

Process List

The Process List page is used to monitor the process requests that have been submitted. If a process encounters an error, this information will be displayed. Any processes queued to run in the future will also be displayed.

Since the process list can have multiple items listed, the requestor is able to use the search criteria at the top to limit the amount of processes displayed. One option that is widely used is to put in the requestor’s User ID and also the last 1 day, as the below screen shot displays. These should be the default settings. To update the page click Refresh. When the requestor first ran the report, they should have taken note of the process instance number. The requestor will use the process instance number to find his or her process, watch the status, and then view their report.

The run status on the page does not automatically update. Click Refresh to refresh page and verify current status. Do not continuously click the Refresh button, as this will not make the report run faster. The example below shows a report that is “Queued” which means it is waiting to start processing. It also shows four reports that have successfully ran and have also posted.

If an error occurs while running the report, the error message can be found in the message log link. If we cannot resolve the problem by changing the selection criteria in the run control Report Request



page (after the run control page), call the HelpDesk. The error should be reported as accurately as possible including any message ID numbers.

If there is an error when running an Application Engine (App Engine) process, and the process does not complete with a Success status, the user must Delete all prior unsuccessful process attempts in the Process List (Process Monitor) before restarting the process, otherwise the process will continue to fail. NOTE: The user should always make a copy or store the first error message related to the failure before they delete the process instance.

The Details link allows us to view details such as request parameters, message log, and process server assignment. This is also the first link to click to access the report that was just run.

Process Detail Page

Many of the items on the Process Detail page are display-only. If security access is granted, requestors may choose to select the Cancel Request or Delete Request radio button for the process.

The View/Log Trace link is where we can view a list of output files including the report we ran.



View/Log Trace Page

The output on the View/Log Trace page includes items such as the message log (the last letters are .log), trace file, and the report. The report will be in one of the following formats: .xls, .pdf, .doc, etc., with the exception of nVision-based reports. All nVision reports, report books, and drill downs will only be displayed in the Report Manager. We will talk about the Report Manager in the following section.

To view the report, click on the link that ends with: .pdf, .xls, .doc. The report link example below is highlighted with a red box. This will open the report in a separate window. From here we can save or print the report. This window can be closed when the task is complete.

To return to the View Log/Trace window, click Return. From that page either click OK to save any changes made in the process details or Cancel to return to the Process List without saving changes.

We have now successfully gone through the steps to run reports. Each report has different criteria, but the process is the same.


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Appendix B: CEMLI Search – Repository The CEMLI Search is a repository of information containing reports and queries that have been developed for CUNYfirst. After entering a keyword or other search criteria, displayed is information including: •Report Description – Including the Purpose and Use of the Report •Menu Navigation •Security Role(s) needed •Notes and other information.

Procedure The CEMLI Search component can be found by navigating to: CUNY > CEMLI Search

Step Summary

To CEMLI Search:

1. Navigate to the CEMLI Search component 2. Enter search criteria and click search. 3. Click the CEMLI ID link


CEMLI Search Page

At least one search field must be populated before searching. Typically users will enter the CEMLI Name, CEMLI Type and/or Keywords to locate the desired report or query.

The following table describes the fields on the Search page of the CEMLI Search Page component:




CEMLI Name Unique name assigned to the report or query

CEMLI Type Indicates the type of information to be searched. Options include:

ADW Reports

Conversion

Delivered

Extension

Interface

Localization

Modification

Query

Report

Pillar Indicates the Pillar the information is associated with. Options include:

Campus Solutions

Customer Relations Management

Enterprise Learning Management

Enterprise Performance Management

Financials & Supply Chain

Human Capital Management

Module Indicates the specific area within a specific pillar. For example, Student Records module exists in the Campus Solutions pillar or Workforce Administration module exists in the Human Capital Management pillar

Technical Contact Provides the name of the individual who provides technical support for the report, query, etc

Functional Contact Provides the name of the individual who provides functional support for the report, query, etc.

Support Contact Provides the name of the individual who provides training support for the report, query, etc.

Enter Keywords A word(s) that serve as a key, as to the meaning of another word

Find CEMLI Info Search Results Page

After entering search criteria and selecting the search button, the Find CEMLI Info Search Results page will display. Based on the entered criteria, the search results page will provide the expected result. In order to view the CEMLI Report information, select the CEMLI ID hyperlink.



The following table describes the fields on the Search page of the CEMLI Search Page component:


CEMLI Id Unique identifier assigned to the report or query

CEMLI Name Unique name assigned to the report or query

CEMLI Type Indicates the type of information to be searched. Options include:

ADW Reports

Conversion

Delivered

Extension

Interface

Localization

Modification

Query

Report

Pillar Indicates the Pillar the information is associated with. Options include:

Campus Solutions

Customer Relations Management

Enterprise Learning Management

Enterprise Performance Management

Financials & Supply Chain

Human Capital Management

Module Indicates the specific area within a specific pillar. For example, Student Records module exists in the Campus Solutions pillar or Workforce Administration module exists in the Human Capital Management pillar

After selecting the CEMLI ID the View CEMLI Info Page will display for the CEMLI ID entered. This top

portion page will provide a description of the CEMLI Report. The description will provide the purpose of

the report and how the report should be used. This section will also provide data selection values to

access the report and expected report results.



The middle portion of the View CEMLI Info Page will display information related to the Component

Information, pages in the application where the report can be found and any Accessible Roles that

need to be assigned to campus users to access the report.

The lower portion o f the View CEMLI Info Page will dispIay Notes, Contact Info, and any Additional Info related to the report.


Page CCC Last Updated 5/3/2013

Appendix C: Sallie Mae Reconciliation Process (Demonstrating Analysis of the NTAF Error Code) After running both the Sallie Mae I-179 process and the External File process, examination of the Total rows processed (EFL created) line under the Payment record Type Section of the SUMMARY_LOG_SALLIE_MAE_INBOUND_INTERFACE_1264206.Txt shows a value of “80”.

1. Comparing the Total rows processed (EFL created) sum to the number of rows in the Group Entry,

created from the External File Load process –only 74 rows were created in the Group Entry

totaling

$22,008.28.

2. The QCC01_1129_PAYMENT_1264206.dat which was also created from the I-179 process. Shows that the header record had 74 rows for $22,008.28. These values match the Group Entry Page from above screenshot.

https://pubsubdev1.cunyfirst.cuny.edu/psreports/cnyhcpst/736970/SUMMARY_LOG_SALLIE_MAE_INBOUND_INTERFACE_1264206.Txt


Page CCC Last Updated 5/3/2013

3. From the Payment section of the Payment File Details (Process Instance).csv: the 6 rows which

had an error code of NTAF associated with them are listed. A single student has two rows each.

After all Suspense records have been resolved the External File Load Process can be run.


Page DDD Last Updated 5/3/2013

Appendix D: Sallie Mae Suspense Error Codes Current listing of possible Error Codes with Descriptions and Recommended Actions:

Error Code Description Recommend Action

CHIN Change indicated, but amount has not

changed.

Contact Sallie Mae

Their record does not agree

with campus.

ESTD Existing student indicated as New.

Contact Sallie Mae


with campus.

IPLN

Inbound indicates existing student, but no plan

found for student. Possible manual delete of

student from plan.

Research the contract/plan

Create the payment plan if

warranted

Assign student to contract if plan

already exists

IVAC Invalid Account Status Code.

Contact Sallie Mae


with campus.

NACT

Student does not exist on a plan, yet a

payment is passed from Sallie Mae and

posted to student account. Need to follow up

why student is not on the plan.

Contact Sallie Mae

Manually add to appropriate plan

NAMT

Negative amount received, manual

intervention needed to maintain student

account.

Manually adjust plan

NOCH No change indicated but contract amount

is different. Contact Sallie Mae

NOSC

There are no outstanding charges for the

Student. Payment Plan can’t be adjust

downwards. Manual intervention needed to

maintain student account.


Manually adjust plan

NPLN Change indicated, but no plan found for

student manual

Research the

contract/plan

Contact Sallie Mae

Manually assign to plan

if warranted

PPC Payment Plan is Cancelled. Manually un-assign student from

plan

PPI Payment Plan is Inactive. Manually un-assign student from

plan

UNDF Unidentified condition found on inbound Contact Sallie Mae


Page DDD Last Updated 5/3/2013

Error Code Description Recommend Action

record. Research the contract/plan

ZAMT Payment record received with zero

Amount Disbursed. Contact Sallie Mae

INDT Invalid date (CU_AS_OF_DATE) Contact Sallie Mae

IVR Invalid Row (No valid EMPLID or SSN

found in inbound file) Contact Sallie Mae

NSSN No Matching EMPLID or National ID

found

Research in conjunction with

Student Records

MSSN Multiple EMPLIDs found for a National ID

Research in conjunction with

Student

Records

Use Bolt-on process

NTAF No Term Active Found


Research with Admission and/or

Student Records

Note: All of the Payment Suspense rows will Post for Payment, except:

Error Code NTAF - This suspense row creation signifies a student who has submitted a

payment to Sallie Mae, but either due to a key-punch error or a term activation issue, this

payment is from a student who is not Term Activated at the college.


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Appendix E: Sallie Mae Web-Based Reports A school user who has been granted disbursement reports access* would log in, select the Reports tab at the top of the page, select the Reports link on the right under Disbursements, then be taken to a menu of disbursement dates. Once the user selects the date they wish to view, they will receive the list of reports they can view or download via PDF.

1. Summary Report - this report is like a readable version of the payment file. Student name, SSN,

ID, Budget amount, amount of payment we are sending on that disbursement for that student can be viewed.

2. Contract Change Report - will show any changes (budget or status) that have occurred

since the last disbursement was run.

3. Delinquency Report - will show anyone who is delinquent at the time this disbursement was run.

4. Reversed Funds Report - will show any negatives being taken from this disbursement (also reported on the summary, but we have this separate report to highlight those).

5. New Accounts Report - will show anyone who enrolled since the last disbursement was run.

*Please contact your Sallie Mae representative to establish a login user ID and access to

these reports.


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Appendix F: Transfer to Third Party for Conversion Term For the Conversion Term, colleges should not create Third Party Contracts (TPCs) in CUNYfirst

Student Financials. In order to take a payment from the Sponsor or Corporate Account, a payment

must be posted to the Student Account AND a charge must be posted to the Corporate Account to

simulate the two-step posting which would result when a TPC is normally created at the start of a

term.

Step Description

1. Use Post Student Transaction component to place the Payment on the applicable student’s account.

Navigate to Student Financials > Charges and Payments > Post Student Transaction

a. Enter the Busniess Unit and applicable Student EmplID b. Select TUT for the Account Type c. Enter the applicable Item Type

NOTE: Choose the appropriate item type (IT) to reflect the Sponsor relationship this payment

represents. This list of ITs was created in response to the large volumes of transactions historically

conducted with these parties. Should your institution find these are inadequate; usage statistics

should be gathered and sent to OUC for approval and inclusion to the current master IT list.

d. Click Add



Step Description

2. On the Student Post page:

a. Enter the Amount and applicable Term b. Click Post

NOTE: The transaction will appear on the student’s account as a Transfer to 3rd

Party Contract item.

You can verify the transaction by navigating to the View Customer Account component.



Step Description

3. Navigate to: Student Financials > View Customer Account

a. Click Account Details next to the applicable transaction

b. Click Item Details



Step Description

4. To prepare for the Post Corporate Transaction, you must first identify the External Organization ID for your school. Use the Organization Table component to locate the applicable External Organization ID. Navigate to: Campus Community > Organization > Create/Maintain Organizations > Organization Table a. Select the Organization Type Lookup tool

CAUTION: This is a GLOBAL table shared by multiple modules in CUNYfirst

5. In the Look Up Organization Type window, select the Organization Type for your institution ONLY

NOTE: In the field labeled Organization Type, the naming convention “XXX3,” represents your college code: BCC3, HOS3, etc.



Step Description

6. Locate and Record the appropriate External Organization ID to be used for the next step in the TPC process

NOTE: If the External Organization or Corporate Sponsor does not exist, notify OUC and request the

addition of the Org to the Org Type grouping with all the relevant contact information required to create an

External Organization.

7. Use the Post Corporate Transaction component to place the Charge against the Sponsor Account associated

with the TPC. Navigate to Student Financials > Charges and Payments > Post Corporation Transaction

a. Enter the applicable Business Unit

b. Enter the External Org ID identified in the Organization Table process c. Select or Enter TPC for the Account Type d. Select Sponsored Tuition for the Item Type e. Click Add

8. On the Corp Post page: a. Enter the applicable charge mount b. Enter the applicable Term c. Click Post

NOTE: The transaction will appear on the corporation’s account as a THIRDPARTY Account Type. Verify

the transaction by navigating to the View Corporate Accounts component.



Step Description

9. Navigate to: Student Financials > View Corporate Accounts


10. For the conversion term period, process Corporate Payments via Cashiering using the appropriate Target Keys to pay the Corp Account or Org Payment.

Navigate to Student Financials > Cashiering > Cash Management > Post Corporate Payment

a. Enter the applicable Business Unit b. Enter the applicable Cashier’s Office c. Enter the External Org ID identified in the Organization Table process d. Click Add



Step Description

11. On the Corporate Payments page:

a. Enter short description in Ref Nbr field - If paying a specific student or charge/ lookup under

account details, item details and find the Reference Number note to pay. b. Enter THIRDPARTY for Target Detail

c. Enter Amount and applicable Term d. Enter applicable Tender e. Click Create and Print Receipt

NOTE: The transaction will appear on the third party’s account as a Payment by Sponsor Check item.

Verify the transaction by navigating to the View Corporate Account component.



Step Description

12. Navigate to: Student Financials > View Corporate Account



Page Last Updated 5/3/2013

Appendix G: Direct Printing – Bursar Cashier Receipt In order ensure a Bursar Cashier Receipt is printed at the window after a transaction Direct Printing for

the campus must be established first.

Instructions for Print Server setup can be found in the Technical Readiness Requirement document. Campus Bursar and Campus IT Staff should have the latest copy. If not, contact CUNYfirst CIS Production Support.

Due to PeopleSoft restrictions, the Print Queue name cannot contain any spaces.

Below are the steps in order to complete Direct Printing for Bursar Cashier Receipts.

1) Campus need to provide Print Server IP for CUNYfirst Direct printing. This print server has

to be setup as per the technical readiness requirement document.

2) Once Print Server IP is provided to the CIS staff work with networking to get NATed IP between

CUNY Source IP (128.228.157.23 / 128.228.5.149 ) and campus Print Server IP.

3) We request that the campus fill out two documents

a) Fill out form for University Wide Direct Printing list that contains Print Server IP, NATed IP (

CIS fills in ), Print Server DNS Name if exists, Office and contact name, Print Queue, and

any comments that they want to add that would help in triage.

b) Fill out form for Bursar Cashier Receipts ( Bursar office fills out form with IT help ). Print

Queue names on the Print Server may not correspond to the Printer names that are in the

bursar office.

Please note each REG (Virtual CUNYfirst Register aka REG#) has to be associated with a Print Queue

but the Print Queue does not have to be unique. (i.e. Campus has one printer but three registers; REG1

- > PQ1, REG2- > PQ1, and REG3 - > PQ1).

4) We require the campus to open port 515 for the following IPs:

a) CUNY Source IP 128.228.157.23

b) CUNY Source IP backup128.228.5.149

c) apux143.cunyfirst.cuny.edu 128.228.158.31

d) apux144.cunyfirst.cuny.edu 128.228.158.32

e) apux145.cunyfirst.cuny.edu128.228.158.33

f) apux152.cunyfirst.cuny.edu 128.228.158.34

g) apux153,cunyfirst.cuny.edu 128.228.158.35

h) apux154.cunyfirst.cuny.edu 128.228.158.36

i) apux249 128.228.157.94

j) apux250 128.228.157.96

5) Testing will occur by Central Office CIS. Campus needs to have an individual verify if the

printout was received. The Bursar Print Queue should be used for the tests.



a) Print in HCM ( Process Name: XRFWIN Process Type: XML Publisher Type: Printer ) using

the NATed IP:Print Queue Name. This is done to test Direct Printing. It is not guaranteed if

this works the cashier receipt will work but it helps in the triage process.

b) Test print using Bursar Cashier Receipts in DEV and Production.

6) For additional Direct Printing ( Batch Transcripts, etc ) we will have new documents and tests.

This may require working with different CS staff for each issue.

Networking:

NATed IP: 10.23.xxx.xxx

The CUNY Source IP: (128.228.157.23 / 128.228.5.149)

TCP Port 515 will be used as the standard Communications port. This port must be opened and

available to the print server for CUNYfirst. This is the recommended port for CUNYfirst direct printing

and will not interfere with any existing communications occurring across this port.

All printers that need to print directly from CUNYFirst must be added to the print server. Their queue

names and the print server IP addresses must be provided to CIS from the campus IT staff.

Printers:

Standard locally attached, network attached or wireless printing that conform to 180-character-wide HP

Line Printing fonts is supporting in PeopleSoft. Reports are generated in standard Excel 2000 or PDF

formats. Your printer must be configured with sufficient memory (typically 1.5 MB) to produce graphics

images for page printouts. If end user workstations can support this configuration then user will have no

issues printing from CUNYfirst. If direct printing for XML Publisher reports is required, your printer must

have at least 32MB memory. Either PostScript 6 or PCL5 or PCL6 driver will be ok. When campus uses

a print server, a NATed IP for the print server needs to be applied and later translated to a FQDN, which

will be used by the user for direct printing.

Print server must be setup for use with UNIX printing. It is imperative that Windows knows it is

printing to UNIX as this is not a typical function. The settings are in every Windows version but it

does need to be enabled

In Production we need to be made aware of any changes to the; 1. Print Server 2. Print Queue 3. Bursar staff Key items to keep in mind when using Direct Printing Bursar Cashier Receipts: Any change in Print Queue name(s) will take significant effort. There are many backend components that this process touches that require updating. The CUNYfirst Operations/Campus Solutions Production support staff needs to be aware of these changes. They would require testing prior to being put into production.



If there are changes in the Print Server IP this action would require a new NATed IP, this process takes time to and requires additional testing.

If a new Print Queue is added to the existing Print Server for CUNYfirst contact Central Office CIS so

CIS Systems can be updated and documentation for regression accountability.

If your local Print Server goes down contact Central Office CIS immediately so the campus can revert back to the old method of printing as trained by accessing the Report Manager to ensure minimal impact to your daily activities.

Any new Bursar staff must be added to the form your campus submitted for active users and that form must be updated. If someone is removed from CUNYfirst please notify Central Office CIS, and the appropriate changes will be made.


Page HHH Last Updated 5/3/2013

Appendix H: Relational Operators Below is a table of relational operators used to define a value or node on the Criteria page.

<

Less than

<=

Less than or equal to

>

Greater than

> =

Greater than or equal to

< >

Not equal to

BLK (blank)

The field value is blank

BTW (between)

The field value is between A and B

NBL (not blank)

The field value is not blank


Page KKK Last Updated 5/3/2013

Appendix J: Enrollment Cancellation for Non-Payment

Process Bursars and/or their designees will work with Registrars and Enrollment Managers to coordinate

communication and processing of Enrollment Cancellation for non-payment. The coordination between

the offices is an important part in the running of Enrollment Cancellation for non-payment. The Office

of the University Controller (OUC), will setup Billing and Due Calendars which will provide the due

dates used in the Enrollment Cancellation for non-payment process. Bursars will use the report mode

function of the Enrollment Cancellation for non-payment process to assist in analyzing the possible

results. Bursars and others can use the generated report to determine how Enrollment Cancellation for

non-payment would affect the enrollment statistics of their Institution. Running the Enrollment

Cancellation for non-payment process in the report mode using different run control parameters gives

Institutions the flexibility to produce results to discuss with the Administration on how the cancellation

impacts their students.

The parameters of Enrollment Cancellation for non-payment include options such as item type groups for specific charges, anticipated aid and financial aid. The item type groups allow the Institution the flexibility of having either the charges or types of Financial Aid to be considered in the Enrollment Cancellation for non- payment process. Other options to process cancellations include by term or by session, tuition groups, thresholds on the amount owed, and due dates. When creating the Run Controls Bursars will save this selection and name the Run Controls for future processing. It is recommended that Bursars verify that all payments, Service Indicators, Tuition Calculation, NY State Aid, Third-Party Contracts and Anticipated Aid have been completed before running the Enrollment Cancellation for non-payment process in either report mode or update mode. By having all transactions posted, the results from the process will be up to date. Upon completion of the complete process, inclusive of the update mode, the system generates an Enrollment Request ID number to uniquely identify and group selected Students to be cancelled from their classes based on the parameters of the Run Control. The Request ID number must be communicated to the Registrar or Enrollment Manager to continue the process and effectively cancel the enrollments from the Student Records module. NOTE: This communication is not an automated hand-off from the Student Financials (“SF”) module to the Student Records (“SR”) module; human intervention is required and can take the form of an e - mail or a memorandum. The form of communication will be dependent on the business process established by the college, but must be established to fulfill this process. Once the cancellations have been completed in the Student Records module, Bursars should run Tuition Calculation in Batch mode to remove tuition and fees related to the cancelled classes for all students. Please follow the guidelines in the Student Financials Reference Guide (Unit II: Tuition Calculation, Chapter 2: Tuition Calculation - Batch – Multiple Students) for running tuition calc. This training material is located on ELM in CUNYfirst – refer to the Train-the-Trainer individual on your campus for assistance. Communication to notify the Students of their cancellation must be coordinated between Bursars, Registrar s and Enrollment Managers.



Topic 1: Enrollment Cancellation (Report Mode) The Enrollment Cancellation process in SF is used to create an enrollment request that will drop students from classes who have past due charges. The Enrollment Cancellation for non-payment will consider charges, payments and anticipated aid on the Student Account. There are two tabs within the Cancel Enrollment component that need to be filled out prior to running the cancellation process in report mode. Topic 1 will focus on these two tabs. As a business process, Enrollment Cancellation for non-payment should always be run in Report Mode to analyze the set of students identified prior to running the process in non-report mode, or update mode. This will allow for the adjustment of the student population prior to submission of the final group for cancellation. Although the process can run “By Term” or “By Session” for all students, it is recommended that By Session be the default, as this will preserve enrollment status in all subsequent sessions of a multi- session term. For example, Enrollment Cancellation for non-payment using “By Session” for S1 will not select students enrolled in S2 or S3 for the term. Keep in mind that a Service Indicator with the NOCAN impact can be added to a Student’s record in order to prevent their classes from being cancelled by this process.

Please refer to page NNN at the end of this appendix section for the table of Service Indicators currently available with the NOCAN Service Impact. The Run Control values in this process can be re-used from term to term by simply changing the term and due date to correspond to the current term’s Billing Due Date.



Step Summary

1) Navigate to the Cancel Enrollment component Student Financials > Tuition and Fees >

Cancellation > Cancel Enrollment

2) Search and select an existing Run Control ID OR Add a New Run Control ID.



Tab 1: Enrollment Cancellation

Enrollment Cancellation Tab 1 (Default Field Values)



Enrollment Cancellation Tab 1 (User Entered Values)

3) Tab 1 User Enter Values:

a) Select a Business Unit b) Check the Report Only checkbox (IMPORTANT). c) Select the Session Cancellation option and the appropriate term and session. d) Select the Selection Criteria grouping category to be considered in the process run e) Provide a By Date in the *Aging Criteria f) For **Past Due, if applicable, provide Initial and Subsequent Amounts representing amount

thresholds

*Aging Criteria: By Date - Any student with a past due amount on this specified payment date

will be selected for Enrollment Cancellation for non-payment.

**Past Amount: Initial Amount: Students with amounts past due that are higher than the amount in

this field will be selected for the Enrollment Cancellation for non-payment process.

Note: The Subsequent Amount will only apply if cancellation is being calculated each time a class is cancelled.



Tab 2: Enrollment Cancellation

Click the Enrollment Cancellation 2 tab.

Enrollment Cancellation Tab 2 (Default Field Values)

Enrollment Cancellation Tab 2 (User Entered Values)



4) Tab 2 User Enter Values:

a) Item Group - Enter ‘TUTFEE’. This indicates you want to use Tuition Fee as the specific charge to include in the past due amount. From / To Term – Enter the Term for the Session you are processing this Enrollment Cancellation for non-payment for.

b) Unapplied Payments, Unapplied Financial Aid, Anticipated Aid – To reduce charges by

certain types of unapplied payments, unapplied financial aid or anticipated aid, select the option and then the appropriate Item Group and the From / To Term range for picking up these credits.

NOTE: Without delivered Financial Aid (FA), the check boxes for Unapplied Financial Aid and Anticipated Aid will NOT factor Financial Aid into the process. A query has been provided to pull FA amounts for analysis – Refer to Topic 2: Enroll Cancellation Query

c) Eligible to Enroll - The Eligible to Enroll checkbox should always be *checked/selected.

*If this check box is not selected, the Enrollment Cancellation process clears the Eligible to Enroll check box on the Term Activation page for students that were selected by the process.

d) Enter the Service Impact of NOCAN. Those students with a service indicator that have a service

impact of NOCAN associated with it are not selected for the Enrollment Cancellation for non-payment process.

Please refer to page NNN at the end of this appendix section for the table of Service Indicators currently available with the NOCAN Service Impact.

5) Click on the Run Button.


The process name and checkbox will be checked by default.



6) Click the OK button at the bottom of the page to submit the process. Clicking OK will take you

back to the Enrollment Cancellation page 2.


7) Click on the Process Monitor hyperlink to see the status of the process.

8) Click on the Refresh button until the process Run Status is “Success” and the Distribution Status indicates “Posted”. Once posted, click on the Cancel Enrollment hyperlink on the main Menu.



9) You are taken back to the Enrollment Cancellation Run Control Page.

Enter the Run Control and click Search.

The Enrollment Cancellation 1 page is displayed.

Note: The Batch ID has now been generated. The Request ID used by SR, is not generated until

the process in run in Update mode (Refer to Topic 6: Enrollment Cancellation Update Mode, step

#4).

10) Click on the Display Cancellation hyperlink to review results. You could also review any errors or messages by clicking the Display Cancellation Messages Hyperlink.

Display Cancellation



The system displays results for the Class Cancellation process that has been run. There are 31 rows in

this results table.

Display Cancellation Messages

Click this hyperlink to view Enrollment Cancellation warning and error messages for each student. To

navigate through the records by clicking on the “View All” hyperlink to view more than one record at a

time or click on the arrows to move through the messages student by student.

Topic 2: Report Cancellation Once the Enrollment Cancellation Process in Report Mode, an additional reporting process can be run

to produce a Crystal report of the table format provided by the system under Display Cancellation –

(Refer to Topic 1: Enrollment Cancellation (Report Mode), step 11above.)

Step Summary

1) Navigate to the Report Cancellation component Student Financials > Tuition and Fees > Cancellation > Report Cancellation



2) Search for and Select OR Add a New Run Control ID.

3) Enter the Batch ID from the Enrollment Cancellation run. Click on the Run button.



4) You are now at the Process Scheduler Request Page. The process name and checkbox will be checked by default.

5) Click Ok at the bottom of the page to submit the process. Clicking OK will take you back to the Run

Control page.



6) Click on the Process Monitor hyperlink to see the status of the process.

7) Click on the Refresh button until the process has completed and posted.

8) After the process completes, and the Distribution Status is ‘Posted’, click on the Details hyperlink.



Process Detail page displays

9) Click on the View Log/Trace hyperlink. 10) Click on the PDF hyp erlink to view the report.

a) Print and have interested members of your institution review results. For example, TAP Coordinator and SFA Representative can review to validate all Financial Aid due students are being captured by the process.

b) When satisfied with results, it is recommended to rerun the Enrollment Cancellation for non-

payment Process in Report Mode again before running it in Update mode – Refer to Topic 5: Optional Re-run of Enrollment Cancellation (Report Mode)



Topic 3: Enroll Cancellation Query The Enroll Cancellation Query is used to find and evaluate students with interfaced (I-508) Anticipated Aid. Prior to being on Delivered CUNYfirst Financial Aid, this query must be run to have Anticipated Aid amounts considered. This will impact the selection of students upon which may warrant the assignment of a ‘Do Not Cancel Registration’ (DNC) Service Indicator to prevent Enrollment Cancellation for non-payment. Step Summary

1) Navigate to the Query Manager component Reporting Tools > Query > Query Viewer

2) Enter the Query Name: CU_QC_SF_ENRL_CANCEL and click search. In the Search Results for the query, click on the Excel hyperlink. A new page will open.

3) Enter Institution, Career and Term:

a) Institution: Your school’s Unique Identifier. (i.e. LAG01) b) Career: GRAD or UGRD c) Term: Enter the term for which the Enrollment Cancellation for non-payment process is being run



4) Click View Results.

5) Review results and decide if any or all students in results require a ‘Do Not Cancel’ Service Indicator assigned.

Important:

Currently, as delivered, the CU_QC_SF_ENRL_CANCEL - Students for Enrl Cancellation query will show in results, students who have a balance of $400 or more after Anticipated Aid is subtracted from the student’s overall account balance.

Should your institution require a different limit, a CRM ticket will need to be opened with Production Support to have a modified query developed containing that new limit.

Also, the Anticipated Aid values in the query results do not include TAP.

Please work with your TAP coordinator to determine if these amounts will need to be considered in determining if a student should have a Do Not Cancel Service Indicator assigned.

Topic 4: Mass Assign Service Indicator

Step Summary

1) Navigate to the Mass Assign component: Campus Community > Service Indicators (Student) >

Mass Assign

2) After entering a Run Control for the process, the Mass Assign page appears. Please follow the guidelines in the Student Financials Reference Guide (Unit 1: Foundations of Student Financials, Chapter 3: Campus Community, Topic 15: Assign Service Indicators in Batch) for filling out this page. This training material is located on ELM in CUNYfirst – refer to the Train- the-Trainer individual on your campus for assistance.



Topic 5: Optional Re-Run of Enrollment Cancellation (Report Mode) The Enrollment Cancellation for non-payment process can be run in report mode more than

once. Therefore, as noted above, the recommended steps are as follows:

1) Run the Enrollment Cancellation Process in Report Mode 2) The Enrollment Cancellation Report provides a Crystal Report Format version of

the student group produced from the Report Mode in step 1.

3) Run the Enroll Cancellation Query (for interface eligible Anticipated Aid amounts) 4) Analysis of the Crystal Report and the Query Results will result in the complete list of

students to be cancelled. The combined information in the Crystal Report should detail

all the system generated students who qualify for cancellation adjusted for any which

have qualifying Anticipated Aid or other forms of financing. This final report is now

ready for overall review by campus personnel, including the SFA representative to

ensure all FA programs have been included in the analysis.

5) The analysis from step 4 will provide the subset of students who can be considered for assignment of the Do Not Cancel Registration (DNC) Service Indicator with the NOCAN Service Impact – either individually or through the Mass Assign Process.

6) As an option, the Enrollment Cancellation Process in Report Mode can be run again to

verify the student population which has been modified for Enrollment Cancellation for

non-payment, is accurate.

7) System generated results are communicated formally to the Student Records team for final cancellation processing.

For the report mode steps, refer to Topic 1: Enrollment Cancellation (Report Mode)

Topic 6: Enrollment Cancellation (Update Mode) As a business process, Enrollment Cancellation for non-payment should always be run in Report Mode to analyze data prior to running the process in non-report mode, or update mode. Topic 6 will discuss how to run this process in Update Mode. Once run in Update Mode, the process generated Request ID must be communicated to the

Registrar or Enrollment Manager to continue the cancellation process and run their Enrollment

Request processes detailed in Topic 7 below.

Step Summary

To cancel enrollment for students with past due accounts Student Financials > Tuition and Fees > Cancellation > Cancel Enrollment



1) Search for and select OR Add a New Run Control ID.

2) Uncheck the Report Only checkbox and run the process in Update Mode.

3) Update Mode produces a Request ID and the Required Cancellation Type

4) Communicate the Request ID and the cancellation type (Term or Session) to the Registrar or Enrollment Manager once run in Update Mode via the established business process.



Topic 7: Non-Payment Term/Session Cancellations (SR Batch Process) Note: This processes should be used when Student Financials provides Student Records with

Request ID and cancellation type = Term or Session Cancellation.

Overview:

The Student Financials Cancellation (due to non-payment) process generates a cancellation request ID and type of cancellation (term/session cancellation). The SF Enrollment Cancellation for non-payment process only selects students for cancellation. The actual Term/Session cancellation is completed in Student Records using the Term Withdrawal/Cancellation component. Once the term/session cancellation process is complete, the student is dropped from all classes and is cancelled for the term/session and is no longer eligible to enroll for classes for that specific term/session. In order to allow re-enrollment, users must toggle the withdrawal field on student’s term/session record back to ‘blank’ individually or in batch. This action allows the student to be re-activated and use student self-service

to re-enroll for classes. Navigation The Term Withdrawal/Cancellation component can be found by navigating to: Records and Enrollment > Term Processing > Withdrawal and Cancellation > Term Withdrawal/Cancellation



The Term History component can be found by navigating to: Records and Enrollment > Student Term Information > Term History

The Undo Cancelled Enrollment for non-payment component (CUNY CEMLI) can be found by navigating to: CUNY > Campus Solutions > CS Extensions > Undo Cancelled Enrollment

Step Summary

1. Navigate to the Term Withdrawal/Cancellation component. 2. Enter the same value for From Term Withdrawal Request/To Term Withdrawal Request

received from Student Financials (Bursar) office 3. Click the Run Button. 4. Validate the results. 5. To Undo Cancelled Enrollment for individual student:

a. Navigate to Term History component b. Search for the student and update Withdrawal code and reason to blank. c. Click the save button.

6. To Undo Cancelled Enrollment for multiple students a. Navigate to Undo Cancelled Enrollment component b. Enter the values for the run control parameters (Institution, Academic Career, and

Term, session(optional)) c. Run the process


Navigate to the Term Withdrawal/Cancellation component and establish a Run Control ID if it has not

been created.

Enter the Term Withdrawal Request number in both fields (received from Student Financials office – Bursar).

Click the Run button to process the request.



Field Field Description

From Term Withdrawal Request and To Term

Withdrawal Request

This refers to the Student Financials Cancellation request ID number received from the office of bursar.

Term Withdrawal Run Status (hyperlink) Click to access the Term Withdrawal Run Status page,

where user can view the message log for a specific

term withdrawal or cancellation request

Click the OK button on the Process Scheduler page to run the process. Select Process Monitor hyperlink and click Refresh button to monitor the Run Status until it is "Success".

Undo Cancelled Enrollment (Individual Student):

Once this term/session cancellation process is complete, the student is dropped from all classes,

cancelled for the term/session and thus no longer eligible to enroll for classes for that specific

term/session. After the Term/Session Cancellation process is complete, the fields WITHDRAW_CODE

and WITHDRAW_REASON on Term History (on the Term Withdrawal tab or Session Withdrawal

tab) are populated with the values shown below:

In order to allow re-enrollment, user must manually toggle these fields back to ‘blank’, And click the save button. Undo Cancelled Enrollment (Batch Process): Navigate to Undo Cancelled Enrollment component and enter the parameters for the process (Institution, Career, Term and optionally session) Note: This process must be run immediately after the SF/SR Term/Session Cancellation process.



Click the Run button to process the request and click the OK button on the Process Scheduler page to run the process. Select Process Monitor hyperlink and click Refresh button to monitor the Run Status until it is "Success". Note: All de-registered/cancelled students processed by the SF Cancellation Process will be able to re-enroll immediately via self-service or administrative enrollment once this process runs successfully. View CU_E1031_LOG_DATE_TIME.TXT log file, once process has successfully run, to view the list of student for whom cancellation flag is reset (fields WITHDRAW_CODE and WITHDRAW_REASON are reset to blank for each of these students)

Topic 8: Non-Payment Class Cancellations (SR Batch Process) Note: This process should be used when Student Financials provides Student Records with

Enrollment Request ID and cancellation type = Class Cancellation. The Student Financials Cancellation (due to non-payment) process generates a cancellation request ID

and type of cancellation (term/session or class cancellation).

The SF Enrollment Cancellation for non-payment process only selects students for cancellation. The actual

Class Cancellation is completed in Student Records using the Mass Enrollment component.

Once the mass enrollment process is complete, the student is dropped from all of their non-graded

classes, and if all of the classes are dropped, is cancelled for the term/session and is no longer eligible

to enroll for classes for that specific term/session.

In order to allow re-enrollment, users must toggle the withdrawal field on student’s term/session record

back to ‘blank’ in order for enrollment to be re-activated and student to use self service to re-enroll for

classes. This process can be done for individual student and/or batch of students.

The Mass Enrollment component can be found by navigating to: Records and Enrollment > Enroll Students > Mass Enrollment



The Undo Enrollment Cancellation for non-payment component can be found by navigating to: CUNY > Campus Solutions > CS Extensions > Mass Remove SF Cancellations

Step Summary

1. Navigate to the Mass Enrollment component. 2. Enter the value for From Enrollment Request ID/To Enrollment Request ID received from

Student Financials (Bursar) office for class-by-class cancellation 3. Click the Run Button.

4. Validate the results. 5. Navigate to Mass Remove SF Cancellation component 6. Enter the values for the run control parameters (Institution, Academic Career, and Term) 7. Run the process


Navigate to the Mass Cancellation component and establish a Run Control ID if it has not been created.

Enter the Enrollment Request ID (received from Student Financials for Class Cancellation).

Click the Run button to process the request.

Field Field Description

From Enrollment Request ID

and To Enrollment Request ID

This refers to the Student Financials Cancellation request ID number

received from the office of bursar for class cancellation.

Click the OK button on the Process Scheduler page to run the process.



Table of Service Indicators with ‘NOCAN’ Service Impact:

Service Indicator Code Description

DCN Do Not Contact

DNC Do Not Cancel Registration

FNB Financial Aid

FNR Financial Estimate

FAC Fin Aid Do Not Cancel

EXC Exceptions

FAP Financial Aid Pending

SMC Sallie Mae Contract

SOC Skip Over Cancellation

TPC Third Party Contract

VAP Veterans Award Pending

VAS VA Student



Appendix K: Reversals Due to NSF

When a student makes a payment towards their tuition payment is received by the Bursar via a window

transaction or ePayment. Payment is processed and posted to the students account. All is well.

By navigating to Student Financials > View Customer Account we can see here in this example a student’s account with the total balance due of $1,977.00

Next, by navigating to Student Financials > Cashiering > Post Student Payment, we take the payment of the total amount due. In this example, the payment is being made by check

When selecting Check in the Tender Detail section the Check Information screen appears requesting check details. It is wise practice to include as much information about the check as possible.



Once the payment has posted to the account, the View Customer Account screen will display a $0.00 balance for Total Due.

Topic 1: Reverse Payments for NSF A few weeks later the check is returned due to Insufficient Funds. It is now the job of the Bursar to

Reverse Payment on the student’s account for that particular transaction as well as add a Penalty Fee for

Bad Check and a Service Indicator. In order to ease the troubleshooting for this particular transaction, a

comprehensive description is required when adding the Service Indicator.

Bursar staff may need to reverse a student payment, reverse payment waivers, payment plan payments,

or other group posted credits that are not calculated through the tuition calculation process. Once the

reversal process has been completed, the Bursar will add the applicable Service Indicator onto the

student’s account.

NOTE: Payments posted through the Cashiering process should not be reversed if occurring on the same

day. Instead these cashiering transactions should be voided through the Cashiering component. CUNY

and campus business policy determines when student payments are reversed.

Steps

Navigate to: Student Financials > Charges and Payments > Reversals > Reverse

Payment

Enter Business Unit

Click the Search button



Enter the student’s Emplid

Enter the applicable Term

Click the Search button

Click Reverse in the desired row of the payment to be reversed

Enter the applicable Reversal reason CHBK – Credit Card Charge

Backs CON - Fix Conversion Entry CONR - Conversion Payment

R Fix CSTP - Corporation Stop

Stale Check DTAP - TAP DECERTIFIED EFTR - EFT Returns NSF ERR - Operator Error NSF - Insufficient Funds PAT - Post actual TAP STAP - Student Appeal

Granted_AR STP - Student Stopped

Payment TPC - Contract Canceled XFR - Inter semester transfer

Click the OK button



Topic 2: To Add Return Check Charge on Student Account

Navigate to: Student Financials > Charges and Payments > Post Transaction

Enter Business Unit

Enter EmplID

Enter Account Type

Click the Lookup Item Type tool

Search for the applicable Item Type

NOTE: Change the Item

Type Code field to Charge

to narrow the list

Select the Bad Check Fee result



Enter Amount

Enter Charge

Click Post

Topic 3: To Add Negative Service Indicator

Navigate to: Campus Community > Service Indicators > Person > Manage Service

Indicators

Enter Search Criteria Enter EmplID OR National ID (SS#) OR Last Name & First Name

Click Search

Enter applicable information for Service Indicator

Click OK when completed


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Appendix L: Actions Setting Tuition Calculation Required = Yes

The default for the tuition calc required flag is set on the SF business unit. Setting this default to yes will

cause the TUIT_CALC_REQ (Tuition Calculation Required) flag to be set to “Y” (Yes) for every student

who is term activated (i.e. has a row inserted into STDNT_CAR_TERM for the activation term).

Generally, setting the flag to Y upon term activation is NOT a desirable option.

Flag is set to “Y” when:

1. Term activation (i.e. adding a row to STDNT_CAR_TERM) occurs (contingent on business unit

default)

2. Grades are posted (contingent on business unit default)

3. A row is added to Student Program/Plan (not correcting an existing row)

4. The Override Tuition Group is changed

5. A value on the Optional Fees for a Student page is changed

6. An equation variable for the student is added or changed

7. Enrollment activity occurs (i.e. changes to STDNT_ENRL)

8. Tuition Residency is added or changed

9. A Student Group is changed or added

10. The End Date on a student’s open entry/open exit record is changed

11. Any of these fields on STDNT_CAR_TERM is changed:

ACADEMIC_LOAD (Academic Load)

ACAD_LEVEL_BOT (Academic Level – Beginning of Term)

ACAD_LEVEL_PROJ (Academic Level – Projected)

ACAD_LOAD_APPR (Approved Academic Load)

STDNT_CAR_NBR (Student Career Number)

ACAD_PROG_PRIMARY (Primary Academic Program)

ACAD_YEAR (Academic Year)

BILLING_CAREER (Billing Career)

CUR_RESIDENT_TERMS (Current in Residence Terms)

TRF_RESIDENT_TERMS (Transfer in Residence Terms)

ELIG_TO_ENROLL (Eligible to Enroll)

FORM_OF_STUDY (Form of Study)

FULLY_ENRL_DT (Fully Enrolled Date)

LAST_DATE_ATTENDED (Last Date Attended)

PROJ_BILL_UNT (Projected Billing Units)

OVRD_BILL_UNITS (Override Billing Units)

WITHDRAW_CODE (Withdrawal Code)

WITHDRAW_DATE (Withdrawal Date)

INSTITUTION (Institution)

STRM (Term)


Page LLL Last Updated 5/3/2013

Flag is NOT set to “Y” when changes are made to:

1. Any tuition calculation setup elements (e.g. Term Fees, Course/Class Fees, Criteria, Tuition

Groups, Equations, etc.)

2. Study agreements