BAR Presentation Student Financials January 2014

Student Financials Team

Sherry Stroud, Functional Analyst HCC, Former Accounting Manager Go Thunderbirds! #3

Paul Leung and Scott Luedtke Ciber Team Members

Student Financials Support – Olympia Tamara Allen, Functional Analyst Highline Community College

Vivian Murdock Technical Team Support

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

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

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

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 SF Historic Information

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 Student Financials

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). ITEM TYPES

ITEM TYPE – CASH PAYMENT

ITEM TYPE – GL MAPPING GL Interface Mapping

ITEM TYPES = TERM FEES

TERM FEE = MANDATORY FEES

FLAT AMOUNT FEE

Term Fees – Charged based on CR

MINIMUM/MAXIMUM FEE CODE

AMOUNT/UNIT

MAXIMUM AMOUNT

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 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. SBCTC Tuition Setup

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

Student Services Center (Student)

CASHIERING Cash Management

THIRD PARTY INVOICE

COLLECTIONS

AGING SET

DATA CONVERSION

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

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 DISTRICT or GLOBAL If you see a SETID on the page, District (ex. WA171 Spokane Community College)

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 Will be working with First Link colleges on proposed options. TBD – Options for Maintaining Unpaid Student Financial Data, prior to conversion point. Data Conversion SF Quick Facts

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 = Winter, 3-Spring, 5-Summer & 7 - Fall What’s New in PeopleSoft

Questions

SHERRY STROUD Contact Information

THE END