The Deposit Block – It’s not just for Deposits John Bilanin and Diane Trainer Lafayette College

CPE Credits To receive CPE credits for this session (if eligible), complete the CPE Attendance Form on the PABUG Annual Conference website http://pabug.org/events/cpe-credits/ For additional questions please contact Lora Harper CPE - Coordinator http://pabug.org/contact-us/

Lafayette College Located overlooking the Delaware River in Easton, PA; about 70 miles west of New York City and 60 miles north of Philadelphia. Over 2,600 undergraduate students from 46 US states and territories + 53 countries. 229 full time faculty and a 10:1 student ratio.

Refund Process The Challenge The Solution Simplify Refund Process by reducing the number of students carrying credit balances The Solution Use the Deposit functionality to give students the option to defer credit balances to a future term

Configuring Banner Determine scenarios for deferring credit balances Carry Forward Credit Balances Deferred Freshman Admission Work with Accounting to create new accounts Unapplied Prior Term Credit Prior Term Credit Carryforward Prior Term Credit Clearing

Configuring Banner Create new Detail Codes (TSADETC) A Deposit code for each scenario you identify CDEP – Prior Term Credit Applied DDEP – Deferred Deposit Applied A Payment code for each new Deposit code 9CRD - Prior Term Credit Balance TDEF – Deferred Tuition Deposit One Detail Code (Charge) to move credit off student account 9TRF – Transfer Credit to Future Term

Configuring Banner TSADETC – Detail Code Control Form – Student Detail Code (Charge) to move credit off student account

Configuring Banner TSADETC – Detail Code Control Form – Student Payment code for new Deposit code

Configuring Banner TSADETC – Detail Code Control Form – Student Deposit code for each scenario

Configuring Banner TGADEPC – Deposit Detail Control

Scenario 1 - Reduce # of Credit Balances Run TGRAGES for credit balances

Scenario 1 - Reduce # of Credit Balances TGRAGES credit balance output

Scenario 1 - Reduce # of Credit Balances Using TSAAREV, identify term(s) and transactions with credit balances

Scenario 1 - Reduce # of Credit Balances Using TSAAREV, identify term(s) and transactions with credit balances

Scenario 1 - Reduce # of Credit Balances Enter “Transfer Credit” detail code (9TRF) for the amount of the credit balance. NOTE…..if credit balances exist for more than one term, a separate transaction for each term code will need to be entered

Scenario 1 - Reduce # of Credit Balances

Scenario 1 - Reduce # of Credit Balances Select Tools – Apply Transactions on TSAAREV to apply the balances for the student.

Scenario 1 - Reduce # of Credit Balances The student account balances should be zero

Scenario 1 - Reduce # of Credit Balances On the deposit tab of TSADETL, enter a deposit using the Prior Term Credit Applied detail code

Scenario 1 - Reduce # of Credit Balances Credit will show in the Deposit section of TSAACCT

Scenario 1 - Reduce # of Credit Balances After release, credit appears on student account

Scenario 1 - Reduce # of Credit Balances After release, credit appears on student account

Scenario 2 – Deferred Freshman Admission Review student account on TSADETL

Scenario 2 – Deferred Freshman Admission Enter “Transfer Credit” detail code for the deferral on TSADETL and Direct Pay (T-Pay) the two transactions

Scenario 2 – Deferred Freshman Admission On the deposit page of TSADETL, enter a deposit using the Deferred Deposit Applied detail code

Scenario 2 – Deferred Freshman Admission Credit will show in the Deposit section of TSAACCT

The Results Credit Balance Carryforward Fall 2017 – 21 students Fall 2018 – 12 students Represents approx. 2% of eligible students Easier to Analyze Outstanding Receivables Simplified Refund Process

Lessons Learned NEVER change anything that defaults on the deposit tab of TSADETL Review all credits for any Title IV implications Document decisions made by students regarding refunds Monitor clearing account regularly

Contact Info John Bilanin Director – Financial Systems bilaninj@lafayette.edu Diane Trainer Accounts Receivable Manager trainerd@lafayette.edu

Questions

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