Cash Receipts

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Cash Receipts
Accounts Receivable
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Cash Receipts/ Account Receivable

• The End of the Road
• These modules show the results of the rest of
  the modules combined.
• How well did things work? What went wrong?

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How do students get charged?

• How much a student is charged is determined by
  rate tables.
• Built within the tables, are rules that help
  determine which table and how much to charge.
• Tables and rules are looking at criteria such as
  residency date, gender, date of birth, schedule
  type.

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Charges (continued)

• When registrations are done through RGN,
  registration charges should happen automatically.
• Any registration error messages that are received
  when registering, should not be ignored.
• Generally errors are something that happen in
  another part of the system and must be fixed in
  another part of the system, then the student must
  be rebilled.

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When charges need help!

• Anytime that registration dates and statuses are
  changed on something other than RGN, students
  must be rebilled by the business office.
• Anytime that there are billing errors that occur
  during RGN, the errors must be fixed and then
  rebilled.

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Examples of items that AR/CR look out from other
modules

• Residency date
• Gender
• Selective service information
• Date of birth (for age)
• Mechanics of how classes are added and dropped

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Examples of items that AR/CR look at from other
modules (continued)

• Hours at census date for financial aid
• General ledger account numbers
• Project I.D.s

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What can go wrong?

• Student doesnt get billed because
• Student doesnt have a gender on NAE
• Students selective service information is not
  consistent
• Students schedule is changed other than RGN and
  is not manually rebilled
• Residency date is after the start of the class

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Results in

• Students getting classes for free
• Student gets grades

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What else can go wrong?

• Financial aid students that were greater than 6
  credit hours at their census date, are not when
  their loans come in. Even if they are less than
  6 credit hours, their loans will pay through.
  Those have to be stopped manually.
• Students that are added back after the census
  date, will not get their financial aid unless the
  dates are adjusted.

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Accounts Receivable/Financial Aid

• When financial aid can be credited to the student
  accounts is determined by federal regulations
  no earlier than 10 days prior to the start of a
  quarter.
• The business office runs the process to move
  financial aid onto the student accounts.

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Accounts Receivable/Financial Aid (continued)

• Only one person at a time can be running the
  process.
• Currently running the process wide open takes
  approximately 15 hours per quarter.
• We are trying to get a saved list that will allow
  us to run only people that need to be processed
  to cut down on time.

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Cash Receipts

• Cashiers look students up by Cougar ID on CREN.
• A term is specified.
• Cashiers see only a balance owed. They do not
  know if that is for all classes, or if financial
  aid or something else has covered a portion of
  the classes.
• Cannot see if they owe for another term.

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Cash Receipts, Continued

• Only way to see what terms are owed for, and
  specific terms are to go into specific AR screens
• ARTI Shows all the terms for specific AR Type
  with charges, credits and payments, and balance
  owed.
• ARAI Details for every transaction for a
  specific quarter.

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How registration is reflected in AR

• Any time a student adds or drops a course, the
  system will automatically take off the entire old
  schedule and put on an entirely new schedule.
• That is why a large portion of our students have
  over 10,000 in charges and credits/payments each
  quarter.

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How registration is reflected in AR

• Two lines of activity are created on ARAI.
• Screen becomes very difficult to read and
  comprehend due to large number of adds and drops.
• You can drill in on the invoice voucher date to
  get details about the actual classes.
• It is in the details that you can see tuition
  forfeiture.

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A word about Student Owed Debts

• By law cannot be written off
• All student owed and company owed debts were
  converted to Colleague
• Student owed debts from legacy are in a different
  AR Type, so will not be shown on ARTI, at the
  same time as current debts.
• You will be prompted for an AR type right after
  putting in the Cougar ID.

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Sponsors

• Sponsors are third party payments being made by
  companies or organizations.
• They can be section sponsored (paying for the
  entire section of students) either a flat amount
  or our regular amount that we charge per credit
  hour.

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Sponsors (continued)

• They can be student sponsors where the company is
  paying for specific students to take specific
  courses, which can result in a sponsor paying
  part of a students fees and the student being
  responsible for the balance.
• They can be credit or non credit.

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Sponsors (continued)

• Some third party sponsors must go through
  Financial Aid, rather than Accounts Receivable.
• Continued problem, which is Project ID 04-046 is
  that students are receiving refund checks for
  dropping classes instead of the sponsor that paid
  for the class.

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ACH

• We are able to transfer students excess financial
  aid and funds from dropping classes directly into
  their bank accounts!
• We had this capability in legacy, but lost it
  with the implementation of Colleague.
• Have it back better than before beginning Winter,
  2005

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ACH (continued)

• The first time we used direct deposit, we sent
  almost 4,200 students money directly to their
  bank.
• Programming specs were developed by Columbus
  State, and programming was done by Datatel.
• They are already beginning to have clients call
  me about how it works!

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1098-T

• Informs the student what they were charged for
  the year, and any financial aid that they
  received, other than loans.
• Submitted first half of year in legacy and second
  half of year in Colleague
• Next year, all colleague.

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Projects Not Frozen

• 04-035 Record Locking on Automatic Transmittal of
  Financial Aid.
• Causing the DREG process to take longer because
  we need to run the transmittal process wide open.
• When students add and drop courses they cant
  immediately tell how much money they are due back
  or need to pay.

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Projects Not Frozen (continued)

• 04-036 Destination 7 Award Transmittal Problem.
• Causes students that have particular Aid Award
  Codes (like employee fee waivers and others) to
  receive checks for refunds when they should be
  going back to the aid source.

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Projects Not Frozen (continued)

• 04-046 Sponsor Billing Drop/Refund Issue
• Students are getting refunds when they are
  dropping their classes instead of the refund
  going to the Sponsor.
• These are not being run through financial aid.

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Projects Not Frozen (continued)

• 04-016 Virtual Field X.AR.PAR.MISC1-MISC5
• Allows us to exclude students in collection,
  bankruptcy and other population of students from
  getting statements that we are not supposed to be
  sending them.
• 03-008 Optional Fee Interface Telephone fee
  payment for tuition, fees, parking, etc.

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Projects Not Frozen (continued)

• 03-007 Parking Management System
• This has to do with registration, paying for, and
  distributing parking stickers.
• It also includes vehicle registration
  information, etc.
• This is a collaboration between Public Safety and
  Business Office.

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Projects Not Frozen (continued)

• 04-030 Web Page Account Summary Change
• This will allow the name and term to print on a
  receipt from the WEB.
• This is used by students submitting information
  to their employees.
• 03-079 Cash receipts Posting Query
• Query to confirm that everyone that is registered
  got billed.