Tracking collections data

Detail Codes Detail codes are used to enter financial transactions into the Banner system Billing Collections Several detail code prefixes exist for the debt collection management system Attorney General - AG Collections Agency - CA Write-Off Attorney General -WA Write-Off Collections Agency -WC Detail codes are used in the billing process and when payments are made. They are also used to process miscellaneous transactions where a department accepts payment from students and other customers and remits those payments to Student Accounts with a deposit transmittal form. IFR, DIFR-IFR, and SUTRA accounts are attached to certain detail codes to allow for proper distribution of transactional activity. Prefixes on detail codes exist for use in the collections process. In the example below NUEF is the primary detail code, however if we are unable to collect on this fee, it will be sent to the Attorney General (AGNE) or to a Collection Agency (CANE) and will use the respective detail code to properly classify the collection. For example: NUEF Nursing Exam NCLEX Prep Fee AGNE AG Nursing Exam NCLEX Prep Fee CANE CA Nursing Exam NCLEX Prep Fee WANE WA Nursing Exam NCLEX Prep Fee WCNE WC Nursing Exam NCLEX Prep Fee

Types of Collections Billed and collected by Student Accounts Examples: Tuition, Room, Board, Mandatory Fees, Course Fees. Collected by individual departments and deposited into an IFR Examples: Ticket Sales, Road Runner Service, Orientation Fee, Fit Space Memberships. Detail codes that begin with an ‘I’ followed by three numbers, indicate a deposit from a department. Detail codes made up of four letters indicate that the activity is billed and collected by student accounts. There are very few exceptions to this rule. Example: I608 is used to make deposits related to Studio Art 900090-99, whereas ADPF is for art department course fees billed and collected by SA and sent to 900090-99

Collections Hierarchy Student payments are applied against billable detail codes according to the University mandated collections hierarchy Tuition Room Board Mandatory Fees Non-mandatory Fees Miscellaneous Example: Peter Griffin B99999999 was billed as follows, Tuition $4000 Room $2000 Board $800 Athletic Fee $100 Health Services Fee $100 Technology Fee $100 Transportation Fee $50 Course Fee $30 Parking Ticket $20 Total $7200 He is expecting $1000 of financial aid from outside sources so he makes a payment on his account during the first week of classes totaling $6200. It covers all of tuition and room, but only $200 of board. The remaining amounts due for board as well as all fees and his parking ticket will remain outstanding until the University receives the financial aid. Collections will post later in the semester for items which are lower on the hierarchy. Student Accounts collection rate is approximately 99% Hierarchy runs by student so the 1% uncollectible is not absorbed by the lowest item on the totem pole

Recording Process University collections are entered into Banner by Student Accounts via detail codes which follow the hierarchy rules. Banner compiles collections data for a given time period by account and detail code. Revenue Accounting posts revenue to the IFR and SUTRA accounts every 15 days per SUNY regulation.

Revenue Distribution This is an image of the revenue distribution report used to post revenue to IFR and SUTRA accounts every 15 days

Monitoring Collections To monitor the collections activity for a specific account: Login to Business Intelligence and access the Account Summary dashboard Run a query for the account and fiscal year that you need data for Click on the revenue total and select Revenue Details

Monitoring Collections Here you see a list of all year-to-date revenue transactions which posted to this IFR account $140.00 posted for the revenue cycle beginning 1/31/2015 and ending 2/15/2015 If more detail is needed for this item, you must use the Revenue Web Application

Obtaining Transaction Detail Go to www.binghamton.edu/businss-office to access the Business Office Portal In the Revenue Accounting menu, there is a link to the Revenue Web Application

Obtaining Transaction Detail Sign in with your PODS UserID and Password If you are not authorized to access the revenue web application, you can request access by providing your PODS UserID to eneske@binghamton.edu You must already have Business Intelligence access in order to obtain access to the revenue web application

Obtaining Transaction Detail Once signed in, there are two modules: “Detail Code” and “IFR Account” In the detail code module you can select a detail code and 15-day revenue cycle for which you’d like transactional detail.  There is an option at the top of the page to export the data as a .csv file if needed. In the IFR account module you can select an account number and 15-day revenue cycle for which you’d like transactional detail.  Again, there is an option at the top of the page to export the data as a .csv file if needed. In this scenario, we have selected the IFR account module and then selected the account number and revenue cycle as found in BI. The total amount of $140.00 equals the amount posted for the 1/31/2015-2/15/2015 revenue cycle in BI. In the ID field, you can see the receipt number used by Student Accounts in processing the transaction. You should have a paper receipt with that receipt number to use for reconciliation purposes and/or for more information. In the Detail Code field, you can see the detail code used in the transaction which caused the revenue to post to this account. If an account has collections activity for billable items, the ID field would display the B# of the student who paid (rather than the receipt number).

Other options for detail Hyperion/ODS is the another tool for obtaining detail backup for the Banner collections data To track department deposits, you will need to use the miscellaneous_transaction view in ODS which requires access via the BU_ACCOUNTS_RECEIVABLE_ROLE To track billable collections, use the account_receivable_detail view in ODS which is also in the BU_ACCOUNTS_RECEIVABLE_ROLE (not common) Tracking billable collections in ODS is very complex and is the reason we developed the revenue web application which provides simple and clear transaction detail.

http://ods.binghamton.edu

Hyperion/ODS Basics Reference documentation is available on the ODS website: ods.binghamton.edu Login procedures Running canned queries Modifying existing queries Creating reports, charts, and pivot tables Saving and publishing queries Creating queries from scratch

Process Overview Run query with proper variable limits Export pivot table to Microsoft Excel (optional) Validate and align data, if needed Compute grand total of all payments Reconcile with Business Intelligence collections Perform variance analysis, if needed To export: file, export, section

Tracking Deposits via ODS Use the miscellaneous_transaction view to obtain data for departmental deposits processed in Banner by Student Accounts

Setting Variable Limits If you need data for an extended period of time, just change your date parameters to obtain more detail.

Query Results If the Debit Credit Indicator field shows a ‘C’ for all rows of data, you can simply add all collections. If the Debit Credit Indicator field shows a ‘D’ for any row of data, these rows must be subtracted from the total of all ‘C’ rows.

Reconciliation What if the data extracted from ODS does not reconcile with Business Intelligence? Perform a variance analysis! Is the variance limited to a particular transaction or day? Was there a system malfunction or system downtime during the 15 day period in question that affected the data? Did you run the queries on the proper dates?

Questions?