OSU Dual Summit BILLING & MONEY MATTERS May 3, 2005 George Windom, Business Affairs Emilio Vejil, Financial Aid & Scholarships

Does Money Matter? Checklist of institutional decisions Policy and calendar issues Billing Disbursements Collections Consumer information Agree on Common Definitions

Institutional Decisions Memo of Understanding Participants Setup options Financial agreements Sharing information (FERPA)

Policy Considerations Residency requirements for tuition rates Tuition refunds Late fees/Interest Holds – registration & transcripts

Variations on a Theme Concurrent enrollment Partner schools Joint program

Calendar Considerations Financial Aid disbursement Billing cycle Payment due dates Refund schedule

Institutional Decisions How to designate student as dual enrolled? unique identifier campus code rate code memo in comment field one-time or updated by term

Institutional Decisions Will students be eligible for “fee-based” services? (i.e. Health Center, Rec Center) always if they’re enrolled if they pay

Billing Issues Joint bill or individualized? clarity for students note of dual enrolled on statement managing the student account address updates

Billing Issues Individual statements because: tuition rates accounting (A/R v. Revenue) reconciliation (due to/due from)

Financial Aid Disbursements Timing Credit hour eligibility –OFAX, RYAINFO Parameters in refund process

Collections Continuing student? Registration/transcript holds Coordinate balance due

To Exit or Not to Exit NSLDS, OFAX, RYAINFO Run loan records against registration info Getting credit hour info slow and manual to populate

Training Operational Other institution’s policies Contacts and references Students (have to manage two sets of rules)

Consumer Information Institutions are required to provide consumer information, such as: What students will be charged How and when the charges will occur Options for payment If they receive financial aid, when and how they will receive the proceeds Financial Aid requirements (i.e. sign promissory notes, level of enrollment)

Common Business Sense Money flow Information sources Transaction integrity Internal controls Customer service

Examples Student attending at OFAX participating schools, half-time each (F/A and Billing seamless) Student Full-time at other non-OFAX school (F/A doesn’t have info)

Dual Enrollment Summit Money Matters ?’s Thank you