Electronic Billing Process Geri Landwehr

Before Going Green Mailed monthly paper statements Created TSRCBIL file Took electronic file to Kinko’s to print – our IT got out of the printing business Took bills to Schaeffer Enterprises to fold/stuff Schaeffer delivered to our warehouse to mail

Why Go Green? Eco-friendly Bills lost in mail Return mail & delivery delays Paper usage – save trees – 49 – 40 footers per year! Requests for multiple bills Twelve months of billing/payment history available Ties to our payment gateway – electronic check and credit card – deferred date payments also

Why Go Green? Saves Money!!! Paper Envelopes Inserts Postage Stuffing Service Estimated at around $60,000 per year less - Touchnet Costs Some Paper Bill Costs

Where to Start? Research, Research, Research In House Outside Provider Banner TGISTMT Already see on URSA Extra Costs Add Authorized Users Way to easily send out s Picked Touchnet Already used for payment gateway Sole Source

Opt In? Opt Out? Mandatory? Chose Mandatory s became official University means of communication Needed new system No forwarding of s allowed

Who to Involve IT – both and implementation areas Registrar’s Office Financial Aid Student Representative Faculty Representative Marketing Extended Studies

Marketing Campaign Keep paper to a minimum Messages on Bills Orientations (parents and students) Website – top ten and FAQs Ribbons on Trees – combined with Bear Mail Campaign Sandwich Boards Human Billboards Banners for Lightpoles

More Marketing Postcards to Parent Address in July Ebill logo green T-shirts Bulletin Board Bursar Area Large Banners – University Center, Administrative Building Story in University Newspaper s to Students, Faculty, Staff Insert – Attention Parents in Last Paper Bill

Timeline Initial Plan – Go Live August 2008 URSA Campus Announcement February 2008 Website Up February 2008 Messages on Bills February Through August Human Billboards/Sandwich Boards/T-Shirts – May and August Ribbons on Trees - August Postcard to Parents - July

Timeline Adjustment IT Issue With Accounts System Not Robust Enough Implement a Microsoft Product Couldn’t Implement Until August 2008 Pushed Back eBill Go Live to October 2008

After Going Green Upload New Address Monthly eBill Statements to Bear Mail Account Link from URSA to eBill site to any Authorized Users Link in to eBill site Employees View Bills on TGISTMT View Bills via Touchnet

Paper Statements Extended Studies – certain instructional methods Miscellaneous Charges only – parking, library etc. Internal Collections Payment Plans Paper Bill Code Non Students (sororities, housing only) Disability Reasons (have three) Roughly 1,100 paper bills per month

Pleasant Surprises Few Complaints Biggest Issue Getting Students to Set Up Parent Parent Says No Access to Internet 34 % Increase in Online Payments Decreased Office Traffic and Lines Multiple Statements Returned Mail Reduced – Cost Savings

Not So Pleasant Surprises Issue – New System Determining Bounced Process Determining Issues With Who Needs Paper Bills Be Willing to Write Off Service Charges First Couple of Months Uploading Bills – IT Issues With Access To Files