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BAR Presentation

BAR Presentation . Student Financials. January 2014. Student Financials Team. Sherry Stroud, Functional Analyst HCC, Former Accounting Manager. #3. Go Thunderbirds!. P aul Leung and Scott Luedtke. Ciber Team Members. Student Financials Support – Olympia Tamara Allen, Functional Analyst.

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BAR Presentation

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  1. BAR Presentation Student Financials January 2014

  2. Student Financials Team

  3. Sherry Stroud, Functional AnalystHCC, Former Accounting Manager #3 Go Thunderbirds!

  4. Paul Leung and Scott Luedtke Ciber Team Members

  5. Student Financials Support – OlympiaTamara Allen, Functional Analyst Highline Community College

  6. Technical Team Support Vivian Murdock

  7. PeopleSoft Pillars Interact Finance Human Capital Management (HR) Campus Solutions

  8. Campus Solutions Admissions Bio Data, Advising Financial Aid Academic Student Records Transcripts/History Student Financials Enrollment Class/Course Setup

  9. Student Financials Overview CAMPUS SOLUTIONS MODULES • Academic– Betsy Abts • Financial Aid – Kim Wasierski • Student Financials - Cindy Schaffer, Finance • Sherry Stroud, SF Functional Analyst

  10. SF Historic Information • 103 Functional Requirements • Foundation Decisions • Sherry comes onboard July 15, 2013 • Business Process Diagrams • Business Process Alignment Workshops • Final Business Process Diagrams • All documents available on SBCTC website

  11. Student Financials Tuition and Fees Refunds Administering Payment Plans Administering Third Party Contracts GL Interface Processing Billing Customers Cashiering Maintaining Customers Enrollment Cancellation (Drop) Collecting Receivables SF Term Roll 1098T Processing

  12. ITEM TYPES Basic work unit of the SF application. Differentiate between charges and credits and define how and where each can be applied. Grouped by classification and determine how your system uses them to transfer student account information to your general ledger. Item Types crosswalked to Legacy Fee Codes, Financial Aid Pay Codes, Fee Pay Status Codes, Waiver Codes and Payment Tenders. These Item Types will be mapped to corresponding debit and credit General Ledgers that are sent from Student Financials to Finance (General Ledger).

  13. ITEM TYPE – CASH PAYMENT

  14. ITEM TYPE – GL MAPPING GL Interface Mapping

  15. ITEM TYPES = TERM FEES

  16. TERM FEE = MANDATORY FEES

  17. FLAT AMOUNT FEE

  18. Term Fees – Charged based on CR

  19. MINIMUM/MAXIMUM FEE CODE

  20. AMOUNT/UNIT

  21. MAXIMUM AMOUNT

  22. SBCTC Tuition Setup • Tuition Setup to support Operating, Building, and S&A, Waiver Processing and Exact % Tuition Distribution. • High/Low and/or Baccalaureate vs. Non-Baccalaureate • Concurrent Enrollment • Running Start

  23. SBCTC Tuition Setup Setup by Operating, Building and S&A; primarily to accommodate waivers that waive a specific portion. Tuition distribution will be exact % required by State; distribution is setup in SF and is automatic when GL activity is sent from SF to Finance. Staff Self Service page will show 3 lines of Tuition Student Self Service page will show a single line total of Tuition, includes Operating, Building and S&A. All Other Fees charged will show separate from State approved Tuition charges.

  24. Concurrent Enrollment • Same District will appear on same Self-Service page as shown below. • Multiple District student will sign into different school page.

  25. Student Services Center (Student)

  26. CASHIERINGCash Management

  27. THIRD PARTY INVOICE

  28. COLLECTIONS

  29. AGING SET

  30. DATA CONVERSION

  31. Projects Now • Configuration/Interfaces • ctcLink Data Upload and Review Output • Data Validation – ctcLink & Colleges • Data Testing - Ciber, ctcLink, & Colleges • SBCTC Review

  32. DISTRICT or GLOBALIf you see a SETID on the page, District(ex. WA171 Spokane Community College) Item Types – D % Tuition Distribution - D Cashiering Offices (excluding main) – D Notifications (billing, invoices, statements) – D Priority Charges are paid - D Cashier Office Main – G Third Party Payers – G Online Payment Settings – G (Portion or All) SBCTC Tuition Maintenance TBD U or G

  33. Data Conversion SF Quick Facts • 2 Years Student Financials Activity for 1098T Reporting • Financial Aid post in Fall Quarter 2014; after Go Live • First Links – TBD – Open Charges for Summer 2014 and Fall Quarter 2014 Student Payment Activity, considering registration begins May 2014. Will be working with First Link colleges on proposed options. • TBD – Options for Maintaining Unpaid Student Financial Data, prior to conversion point.

  34. What’s New in PeopleSoft Tuition Distribution setup in SF; SF data is sent to Finance each day. Revenue will post when charged; Accrual basis will post to Deferred Revenue Account until specified date. Cashiering Main Office is virtual; Staff will need to open/close Cashier Offices and Cashiers batch, designate tenders each day. Colleges can setup multiple payment plans by district. Staff can view Student and Staff pages. Cashiers can see student classes enrolled or dropped w/ dates. Students can make a partial payment, unless we change to “all” globally. Students have option to receive refund electronically, unless turned off by the college. Term Codes ex. Fall 2014 = 2147 1-Winter, 3-Spring, 5-Summer & 7 - Fall

  35. Questions

  36. SHERRY STROUD Contact Information sstroud@sbctc.edu 425.803.9779

  37. THE END

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