1. Student Fees are Due

3. Student Fees are Due
Is this the first time a transaction for this fee type has been generated for the academic year specified?

4. Is this the first time a transaction for this fee type has been generated for the academic year specified?
Yes
Load new fee line and generate new invoice
Is there an unallocated payment for this subledger fee type sitting in the student account? BUSINESS RULES TO BE CONFIRMED
Has the payment been received from the new fee line receipient?
Is the invoice for the tuition fee type? HOW TO RECOGNISE EACH FEE TYPE TO BE DEFINED
Is the value of the unallocated payment greater than the value of the new invoice?
Is there an unallocated payment for this subledger fee type sitting in the student account? BUSINESS RULES TO BE CONFIRMED
Working Business Rules: - An unallocated payment in the student account for the S06 subledger should be allocated to outstanding tuition fees first, and then to research materials, etc. as a secondary.
Is the student current? BUSINESS RULES TO DEFINE A CURRENT STUDENT TO BE CONFIRMED.
A current student is defined as someone who is actively studying, or has a status which is interrupted. A student who has withdrawn or left is not current. The ideal scenario is that for a student who is not current, the feed from Registrydoes not contain an address (i.e. this is blank). Where an address is blank, the system automatically defaults to the home address of the student. For non continuing students, Finance want to send the invoice to the Home address.
Is the student a current student? BUSINESS RULES TO DEFINE A CURRENT STUDENT TO BE CONFIRMED.
Should the FPA receive a standard template for their printed invoice?
Currently, FPA invoices are of 2 types: a)Standard FPA invoice - no special information required,FPA receives standard invoice; invoice is printed and issued b) Non Standard - FPA requires special information on invoice. In this scenario, the invoice is generated and added to the FPA account, but not physically issued. Instead, the Income team produce a manual invoice, including additional special information, generated from BOXI reports taken from EUCLID. Potential Option: a) Review FPA invoice template to include information required by majority of FPA's, enabling this process to be automated for the majority of FPAs. Requires agreement on the new template format for FPA. System would still need to recognise when an FPA has special requirements and allow users to be able to intervene in process and add user specific details. Potential issues: Clarity is required on what storage facilities are required - i.e. do we need to store invoices issued? Clarity re. where course details would come from? If this is not feasible, clarity is required on what we should use to reference whether the invoice should be printed or not. Master database?
Print Invoice and Issue
Question: Are there any special rules about printing and issuing an invoice to FPAs (apart from the information displayed on the invoice?)
Generate Error report to indicate to Income team that a new invoice is ready for issue.  This step may not be required (or only required for a very limited population  - see notes)
This step may not be required (or required for a smaller population), if we can change the template of the FPA invoice (as more invoices could be automatically generated).
MANUAL: Income team create manual invoices based on BOXI reports and issue to FPA. This step may not be required (or only required for a very limited population  - see notes)
Again, depending on FPA invoice template, this step may be able to be minimised
Student Fees team identify a change in fee liability; raise credit note fee transaction for original invoice and raise new fee transaction to create the new invoice. NOTE: Business rules to be confirmed as to when a change is raised
Business Rules for when a change does/ does not need to be processed to be agreed. Working assumptions: - All non course changes processed - Course changes processed if result in change of fee liability (assumption is that we move to generic fee description) - Credit notes/ invoices raised only for the portion of the fees that are impacted (i.e. if multiple invoices exist for multiple parties, we can identify, via the fee transaction record, which invoice needs to be cancelled). - 1 to 1 match of invoice to credit note (i.e. no more raising 1 credit note to cancel multiple invoices or vice versa) Assumption: we can find a unique identifier to reference for processing ISSUE: Need to confirm that in each fee load, there would only ever be a maximum of 1 credit note for each fee transaction ISSUE: Need to confirm that there is a one to one match between a credit note and a fee transaction and an invoice
Apply credit note fee line to cancel existing invoice. IF payment exists against existing invoice, journal payment to payee's account (i.e. student or FPA). IF Instalment plan exists, cancel instalment plan associated with existing invoice.
ISSUE: We need the processing of the fee lines to happen sequentially; need credit notes to be processed first and invoices then to be processed
Does the student have an active direct debit mandate?
Currently, at registration the student can confirm that they wish to set up a direct debit; this is through a mandate. Issue: We need to confirm where in the system we would look for the mandate flag to be set. ALSO: Confirm that if there is an active mandate this should always be used (i.e. mandates apply year in, year out)
Does student meet special instalment plan criteria? (e.g. US student)
E.g.Students from the US have a different instalment plan from UK students; Finance teams need to (a) define the different types of instalment plan that exist and (b) how these different requirements are identified
Apply payment to invoice; print invoice and statement of account and issue to students account.
ISSUE: Check sequence is correct ISSUE: Information can only be loaded from EUCLID once; does that fit with this process? Ideally, the business requirement here is for the invoice and statement of account to be issued as one correspondence to the student - would this be possible?
Should FPA receive a standard printed invoice?

5. Is this the first time a transaction for this fee type has been generated for the academic year specified? (Cont.)
Is the student current? BUSINESS RULES TO DEFINE A CURRENT STUDENT TO BE CONFIRMED.
Yes
Apply payment to invoice. Print Invoice and Statement of Account and issue to student address No
EITHER: (a) remove address of student or (b) Create Error report for Finance to manually delete address. Apply payment to invoice. Print Invoice and Statement of Account and issue to student home address
Unallocated payment = Value of new invoice

6. Is this the first time a transaction for this fee type has been generated for the academic year specified? (Cont.)
EITHER: (a) remove address of student or (b) Create Error report for Finance to manually delete address. Apply payment to invoice. Print Invoice and Statement of Account and issue to student home address No
Does Student have a payment category of 30 days?
Yes
Is the student a current student? BUSINESS RULES TO DEFINE A CURRENT STUDENT TO BE CONFIRMED.
Apply unallocated payment to invoice, Print Invoice and Statement of account and issue to student address
EITHER: (a) remove address of student or (b) Create Error report for Finance to manually delete address; Apply unallocated payment to invoice; issue invoice and statement of account to student address

7. Is this the first time a transaction for this fee type has been generated for the academic year specified? (Cont.)
Does Student have payment category of DD?
Yes
Is the unallocated payment more than 35% of the total invoice due?
Is the unallocated payment equal to, or more than 85% of the total invoice due?
Is it later than X December? (where X = Y days before the date the DD mandate for January is issued to the Banks; and where Y = the number of days that the University needs to meets its obligation to provide a 10 day notice period for instalment plan) No
Apply payment to invoice; Set up instalment plan with 2 instalments equally over 2 payment dates; Generate error report for Finance to review Invoice and Instalment plan prior to issue. Q: DO WE WANT TO DO DIFFERENT ACTIONS FOR CURRENT AND NON CURRENT HERE?

8. Is this the first time a transaction for this fee type has been generated for the academic year specified? (Cont.)
Apply payment to invoice; Generate error report for Finance to review invoice and instalment plan prior to issue. Q: DO WE WANT TO DO DIFFERENT ACTIONS FOR CURRENT AND NON CURRENT HERE? No
Is it later than X December? (where X = Y days before the date the DD mandate for January is issued to the Banks; and where Y = the number of days that the University needs to meets its obligation to provide a 10 day notice period for instalment plan)
Is the student a current student? BUSINESS RULES TO DEFINE A CURRENT STUDENT TO BE CONFIRMED.
Yes
Apply unallocated payment to invoice; Set up instalment plan with 2 instalments equally over 2 payment dates; issue invoice, statement of account and instalment plan letter to student account [CHECK - does 2 instalment plan automatically link to the final 2 instalment of academic year?]
EITHER: (a) remove address of student or (b) Create Error report for Finance to manually delete address; Apply unallocated payment to invoice; Set up instalment plan with 2 instalments equally over 2 payment dates; issue invoice, statement of account and instalment plan letter to student home account [CHECK - does 2 instalment plan automatically link to the final 2 instalment of academic year?]

9. Is this the first time a transaction for this fee type has been generated for the academic year specified? (Cont.)
Is the student a current student? BUSINESS RULES TO DEFINE A CURRENT STUDENT TO BE CONFIRMED.
Yes
Apply unallocated payment to invoice, Print Invoice and Statement of account and issue to student address; do not set up instalment plan (student has forfeited right to instalment plan) No
EITHER: (a) remove address of student or (b) Create Error report for Finance to manually delete address; Apply unallocated payment to invoice; issue invoice and statement of account to student address; do not set up instalment plan (student has forfeited right to instalment plan)
QUESTION: Should the instalment plan be set up as 3 payments first, and the payment allocated as the first instalment OR should the payment be allocated to the invoice and the balance set up as the instalment plan? Why would this matter?
Is it later than X September? (where X = Y days before the date the DD mandate for October is issued to the Banks; and where Y = the number of days that the University needs to meets its obligation to provide a 10 day notice period for instalment plan)

10. Is this the first time a transaction for this fee type has been generated for the academic year specified? (Cont.)
Yes
Apply unallocated payment to invoice, Print Invoice and Statement of account and issue to student address; do not set up instalment plan (student has forfeited right to instalment plan) No
EITHER: (a) remove address of student or (b) Create Error report for Finance to manually delete address; Apply unallocated payment to invoice; issue invoice and statement of account to student address; do not set up instalment plan (student has forfeited right to instalment plan)
Is the student a current student? BUSINESS RULES TO DEFINE A CURRENT STUDENT TO BE CONFIRMED.
Apply payment to invoice; Set up instalment plan with 3 instalments equally over 3 payment dates. Issue invoice, statement of account and instalment plan letter to student address. Q: DO FINANCE WANT TO SEE A LIST OF THESE CASES?
EITHER: (a) remove address of student or (b) Create Error report for Finance to manually delete address; Apply payment to invoice; Set up instalment plan with 3 instalments equally over 3 payment dates. Issue invoice, statement of account and instalment plan letter to student home address. Q: DO FINANCE WANT TO SEE A LIST OF THESE CASES?

11. Is this the first time a transaction for this fee type has been generated for the academic year specified? (Cont.) No
RULES TO BE DEFINED - FOR EACH PAYMENT CATEGORY TYPE
TBC - 2 options: (a) System design capable of having a number of different instalment plan set ups depending on instalment plan type OR (b) There is a "standard" instalment plan set up and, plans which do not meet the norm generated as an error report. ASSUMPTION HERE: ERROR REPORT GENERATED FOR FINANCE
Is the student a current student? BUSINESS RULES TO DEFINE A CURRENT STUDENT TO BE CONFIRMED.
Yes
Set up Manual Instalment plan. Apply unallocated payment to invoice. Print Invoice and instalment plan letter and issue to student address
EITHER: (a) remove address of student or (b) Create Error report for Finance to manually delete address; Set up Manual Instalment plan. Apply unallocated payment to invoice, print and issue invoice and instalment letter to students' home address
Is the student current? BUSINESS RULES TO DEFINE A CURRENT STUDENT TO BE CONFIRMED.

12. Is this the first time a transaction for this fee type has been generated for the academic year specified? (Cont.)
Yes
Apply payment to invoice. Print Invoice and Statement of Account and issue to student address No
EITHER: (a) remove address of student or (b) Create Error report for Finance to manually delete address. Apply payment to invoice. Print Invoice and Statement of Account and issue to student home address
(Scenario: Fee line for an FPA, unallocated payment in student account) - List cases with a specific error type to enable investigation; payment sitting in student account, fee line for a sponsor (may require student refund). ASSUMPTION: This cannot be automated as student payment may be course materials/ research, etc.
Is the invoice for a student?
Is the invoice for the tuition fee type? HOW TO RECOGNISE EACH FEE TYPE TO BE DEFINED

13. Is this the first time a transaction for this fee type has been generated for the academic year specified? (Cont.)
Yes
Does student have a payment category of 30 days?
Is the student a current student? BUSINESS RULES TO DEFINE A CURRENT STUDENT TO BE CONFIRMED.
Print Invoice and issue to student address No
EITHER: (a) remove address of student or (b) Create Error report for Finance to manually delete address; print and issue invoice to students' home address
Does Student have payment category of DD?

14. Is this the first time a transaction for this fee type has been generated for the academic year specified? (Cont.)
Yes
Is it later than X September? (where X = Y days before the date the DD mandate for October is issued to the Banks; and where Y = the number of days that the University needs to meets its obligation to provide a 10 day notice period for instalment plan)
Is the student a current student? BUSINESS RULES TO DEFINE A CURRENT STUDENT TO BE CONFIRMED.
Issue Invoice and Statement of Account to student address; do not set up instalment plan (student has forfeited right to instalment plan) ANYTHING NEEDED RE CHANGE PAYMENT CATEGORY FROM DD TO 30 DAYS? No
EITHER: (a) remove address of student or (b) Create Error report for Finance to manually delete address; Issue Invoice and Statement of Account to student home address; do not set up instalment plan (student has forfeited right to instalment plan)

15. Is this the first time a transaction for this fee type has been generated for the academic year specified? (Cont.)
Yes
Set up instalment plan with 3 instalments equally over 3 payment dates. Issue invoice, statement of account and instalment plan letter to student account No
EITHER: (a) remove address of student or (b) Create Error report for Finance to manually delete address; set up instalment plan with 3 instalments equally over 3 payment dates, print and issue invoice and instalment letter to students' home address
RULES TO BE DEFINED - FOR EACH PAYMENT CATEGORY TYPE
TBC - 2 options: (a) System design capable of having a number of different instalment plan set ups depending on instalment plan type OR (b) There is a "standard" instalment plan set up and, plans which do not meet the norm generated as an error report. ASSUMPTION HERE: ERROR REPORT GENERATED FOR FINANCE
Is the student a current student? BUSINESS RULES TO DEFINE A CURRENT STUDENT TO BE CONFIRMED.
Set up Manual Instalment plan. Print Invoice, statement of account and instalment plan letter and issue to student address

16. Is this the first time a transaction for this fee type has been generated for the academic year specified? (Cont.) No
EITHER: (a) remove address of student or (b) Create Error report for Finance to manually delete address; set up instalment manual plan, print and issue invoice and instalment letter to students' home address
Is the student current? BUSINESS RULES TO DEFINE A CURRENT STUDENT TO BE CONFIRMED.
Yes
Print Invoice and issue to student address
EITHER: (a) remove address of student or (b) Create Error report for Finance to manually delete address; print and issue invoice to students' home address
Should the FPA receive a standard template for their printed invoice?

17. Is this the first time a transaction for this fee type has been generated for the academic year specified? (Cont.)
Yes
Print Invoice and Issue No
Generate Error report to indicate to Income team that a new invoice is ready for issue.  This step may not be required (or only required for a very limited population  - see notes)
MANUAL: Income team create manual invoices based on BOXI reports and issue to FPA. This step may not be required (or only required for a very limited population  - see notes)
Student Fees team identify a change in fee liability; raise credit note fee transaction for original invoice and raise new fee transaction to create the new invoice. NOTE: Business rules to be confirmed as to when a change is raised
Apply credit note fee line to cancel existing invoice. IF payment exists against existing invoice, journal payment to payee's account (i.e. student or FPA). IF Instalment plan exists, cancel instalment plan associated with existing invoice.
Apply new invoice fee transaction record to generate new invoice
Is new invoice for a student?

18. Is this the first time a transaction for this fee type has been generated for the academic year specified? (Cont.)
Yes
Is there an unallocated payment for this fee type journalled to the Student account?
Is the value of the sum of the allocation (the payment(s) that have just been journalled to the account) greater than the value of the new invoice?
Apply payment to new invoice and generate refund
Has the student matriculated?
Print Invoice and Statement of account and issue to student address No

19. Is this the first time a transaction for this fee type has been generated for the academic year specified? (Cont.)
Create Error report for Finance to manually overwrite address with personal address; print and issue invoice and statement of account to students' personal account No
Does the student have an active direct debit mandate?
Yes
Does student meet special instalment plan criteria? (e.g. US student)
TBC - 2 options: (a) System design capable of having a number of different instalment plan set ups depending on instalment plan type OR (b) There is a "standard" instalment plan set up and, plans which do not meet the norm generated as an error report. ASSUMPTION HERE: ERROR REPORT GENERATED FOR FINANCE
Has the student matriculated?
Apply payment to invoice and set up manual instalment plan. Print Invoice, statement of account and instalment plan letter and issue to student address

20. Is this the first time a transaction for this fee type has been generated for the academic year specified? (Cont.) No
Create Error report for Finance to manually overwrite address with personal address; Apply payment to invoice and set up manual instalment plan. Print Invoice, statement of account and instalment plan letter and issue to student address
Apply payment to invoice and set up Instalment plan as per Instalment plan rules for balance
Has the student matriculated?
Yes
Print Invoice, statement of account and instalment plan letter and issue to student address
Create Error report for Finance to manually overwrite address with personal address; print and issue invoice, statement of account and instalment letter to students' personal account

21. Is this the first time a transaction for this fee type has been generated for the academic year specified? (Cont.)
Has the student matriculated?
Yes
Apply payment to invoice; print invoice and statement of account and issue to students account. No
Apply payment to invoice. Create Error report for Finance to manually overwrite address with personal address; print and issue invoice and statement of account to students' personal account
Payment journalled = value of new invoice
Print Invoice and Statement of account and issue to student address

22. Is this the first time a transaction for this fee type has been generated for the academic year specified? (Cont.)
Create Error report for Finance to manually overwrite address with personal address; print and issue invoice and statement of account to students' personal account No
Does the student have an active direct debit mandate?
Yes
Does student meet special instalment plan criteria? (e.g. US student)
TBC - 2 options: (a) System design capable of having a number of different instalment plan set ups depending on instalment plan type OR (b) There is a "standard" instalment plan set up and, plans which do not meet the norm generated as an error report. ASSUMPTION HERE: ERROR REPORT GENERATED FOR FINANCE
Has the student matriculated?
Set up manual instalment plan, Print Invoice and instalment plan letter and issue to student address

23. Is this the first time a transaction for this fee type has been generated for the academic year specified? (Cont.) No
Create Error report for Finance to manually overwrite address with personal address; Set up manual instalment plan, Print Invoice and instalment plan letter and issue to students' personal account
Set up Instalment plan as per Instalment plan rules
Has the student matriculated?
Yes
Print Invoice and instalment plan letter and issue to student address
Create Error report for Finance to manually overwrite address with personal address; print and issue invoice and instalment letter to students' personal account

24. Is this the first time a transaction for this fee type has been generated for the academic year specified? (Cont.)
Has the student matriculated?
Yes
Print Invoice and issue to student address No
Create Error report for Finance to manually overwrite address with personal address; print and issue invoice to students' personal account
Is there a payment for this fee type journalled to the FPA account?
Is the value of the sum of the allocation (the payment(s) that have just been journalled to the account) greater than the value of the new invoice?

25. Is this the first time a transaction for this fee type has been generated for the academic year specified? (Cont.)
Apply payment to new invoice and generate refund
Should FPA receive a standard printed invoice?
Yes
Print new Invoice and New statement of account and Issue No
Generate Error report to indicate to Income team that a new invoice is ready for issue.  This step may not be required (or only required for a very limited population  - see notes)
MANUAL: Income team create manual invoices based on BOXI reports and issue to FPA. This step may not be required (or only required for a very limited population  - see notes)
Apply payment to new invoice

26. Is this the first time a transaction for this fee type has been generated for the academic year specified? (Cont.)
Yes
Print new Invoice and New statement of account and Issue No
Generate Error report to indicate to Income team that a new invoice is ready for issue.  This step may not be required (or only required for a very limited population  - see notes)
MANUAL: Income team create manual invoices based on BOXI reports and issue to FPA. This step may not be required (or only required for a very limited population  - see notes)
Payments journalled = value of new invoice
Apply payment to new invoice
Should FPA receive a standard printed invoice?

27. Is this the first time a transaction for this fee type has been generated for the academic year specified? (Cont.) No
Generate Error report to indicate to Income team that a new invoice is ready for issue.  This step may not be required (or only required for a very limited population  - see notes)
MANUAL: Income team create manual invoices based on BOXI reports and issue to FPA. This step may not be required (or only required for a very limited population  - see notes)
Should FPA receive a standard printed invoice?
Yes
Print new Invoice and Issue