Student Financials

By June 21, 2015

1 Student Account Creation (Reg)
1.1 Describe how the student accounts are created:
1) through a school’s regular Admission process;
2) via the Admission process but independent of an academic term (as with the Law and Medical Schools which are on a non-standard academic calendar); and
3) when there is no formal admissions process (as in the Division of Continuing Education).
When are they created? What information is pulled forward from the Registrar module?
2 Tuition and Fee Calculations
Demonstrate the ability to:
2.1 Calculate tuition based on residency, school of enrollment, number of credit hours, and type of student.
2.2 Calculate tuition where overlapping semesters (overlapping semesters or sections resulting in differential tuition for different semesters or sections) occur.
2.3 Calculate tuition:
• in real time mode
• in batch mode
• Change # of credits/tuition flat rate/or fees on a course and automatically update student accounts.
• Calculate tuition for what VU terms non-residents and for those taking a combination of regular credit and research only hours.
2.4 Assign tuition surcharge to students by academic level.
3 Accept Other Charges
Demonstrate the ability to:
3.1 Post dining and housing charges to student account.
3.2 Adjust dining and housing charges on-line, real-time.
3.3 Accommodate different housing plans and charge rates, including separate surcharges for certain dormitories.
3.4 Pull forward charges from the previous semester.
3.5 Post other charges such as parking tickets, library fines, telecommunication charges, bookstore charges, etc. Provide both on-line and batch update capability.
4 Billing
Faculty2 will soon deliver a continuing education course. The fee is $1,000 per registrant. A local company will pay for 50% of the fee for its employees. The company and the employees desire to be billed separately. The company wants its bill to be sent to its HR office and wants the name of each registrant included on the bill. The bills for the remaining 50% of the fee will be sent to the home addresses of the registrants.
4.1 Demonstrate how this billing arrangement is established in your system.
Faculty2 also will register “late” participants at the entrance door to the conference on the day of the conference. Faculty2 will accept cash, credit cards, and checks.
4.2 Show how Faculty2 can, with a laptop computer without a modem connection, accomplish this (establish an account, “bill” the account, receive payments, and issue receipts) at the entrance to the conference.
4.3 After the conference, Faculty2 will want to upload all of the off-site transaction activity into Dept1’s master AR system for the course. Show how this would be done.
4.4 Demonstrate the ability to bill third parties for student charges:
• In full
• Partial by fixed amount per charge type
• Partial by percentage of amount by charge type
• Flat amount per student
• Maximum amount
4.5 Show how different guarantors and “bill to” addresses may be created for separate charges on one account. For example, many students want charges for books sent to an address that is different from the address and guarantor for tuition charges. Discuss if your system will require the creation of separate accounts each time a different “bill to” address and/or guarantor is desired.
4.6 Demonstrate the ability to maintain memo data at an invoice or customer level and be able to import a group of student names into one memo or create an attachment with the list of names.
5 Payment Processing and Cashiering
5.1 Demonstrate how each cash register works as both a cash register and as an on-line payment client. For example, our current registers handle the cash receipting function (validating payment, endorsing checks, printing receipts), while at the same time conducting an on-line session with our student information system and posting the payment to the student account real-time.
5.2 Process a variety of payments and identify them as such: cash, checks, credit cards, debit cards, etc.
5.3 Produce the appropriate receipt with the detailed payment information.
5.4 Verify credit and debit cards on-line.
5.5 Accept electronic signatures and data entered PIN numbers.
5.6 Demonstrate how sponsor payments for the Division of Continuing Education are applied to student accounts either partially or in-full.
5.7 Process cancellations and refunds of admissions deposits.
6 Refund Calculations and Processing
6.1 Demonstrate ability to re-apply credit balances to all charges before calculating refunds. For example, if a new credit balance has occurred (due to a drop in hours or a new partial payment), the system should check to see if there are any other unpaid charges, like Bookstore charges. The system should avoid refunding money to a student on the one hand, while sending a bill on the other hand for other charges.
7 Student Account Adjustments
Demonstrate ability to:
7.1 Enter adjustments by student and by type of transaction.
Continuing Education enrolls students with a variety of needs. Due to family illness, a University degree student must drop her course load to six hours for the spring semester. She enrolls through Continuing Education and wishes to pay into her tuition payment plan, just as she does as a full-time student at VU. Her current tuition payment plan allows her to make five payments over the period November through March.
A secretary to a local company is thinking about going back to school. She enrolls in a three-credit-hour class at VU as a way to determine whether or not this is an avenue she wants to pursue. Because of her limited income, she wants to pay one-third of her tuition up-front, and spread the balance of her tuition over two equal payments.
7.2 Demonstrate how installment payment plans can be established, or how student accounts can interface with third party vendors. Demonstrate ability to handle multiple types of payment plans.
8 Delinquent Accounts
8.1 Demonstrate how student accounts are moved from current status to delinquent status.
8.2 Demonstrate how multiple “holds” (also known as financial holds or registration blocks or transcript holds) can be placed on student accounts in both real time and batch modes. Show on-line a description of what caused the hold with reason codes or comments
8.3 Demonstrate the ability to have more than one hold per student.
8.4 Demonstrate how written off accounts are incorporated or checked against all current student accounts.
9
Posting Financial Aid
9.1 Demonstrate what happens if financial aid is ready to post, but the student account is not yet created.
9.2 Demonstrate how awards are posted to a student’s account…both batch and on-line? Through a financial aid interface? Or directly on-line to a student account? This relates back to the federal government’s regulation that whoever calculates the aid has to be someone different than whoever posts the aid.
9.3 Demonstrate how the loan proceeds are used to pay off various charges. Demonstrate how the system handles certain aid being used to pay off certain charges, for example, direct loan proceeds cannot be used to pay off prior year obligations. Show the history of what aid paid off which charges. Also demonstrate how the criteria to track these items will be established.
9.4 Demonstrate how departmental awards (which are essentially grants or stipends) are entered for postdoctoral research fellows. (Postdocs are non-students and non-employees.) How is their account created?
9.5 Differentiate between regular credit balance refunds and credit balances resulting from pending stipend payments.