1. Intro to Campus Accounting
Bryce Ellis – Applications Specialist

2. Agenda Overview/ Functionality Home Screen Student Fees and Payments
Daily Processing

3. Campus Accounting Overview

4. What is Campus Accounting?
A web-based Student Fee Assessment, Tracking, and Payment application that interfaces with Alio and your Student Information System
Automatic processes streamline the assessment and proration of class fees, activity fees, and school-required fees
Fee payment processing supports cash, check and credit payments
An online Payment Portal will provide convenience to parents submitting payments
A Campus Accounting interface to alio that automatically updates your district’s general ledger
Bank Reconciliation

5. Campus Accounting Features
Easy integration with alio Finance
Receipts, Payments, Journal Entries, Budgeting
Integrates with your SIS to pull student information
Pulls student contact, schedule and activity information
Check Processing
Refund Checks
Checks to Non-Students
Ex. Referee checks or vendor checks
Support for Thermal Receipt Printers

6. Student Payment Portal
Allows parents/ guardians to make payments for fees

7. Campus Accounting SIS Platform Integrations
Skyward
Synergy
PowerSchool
Infinite Campus

8. Campus Accounting Home Screen
Navigation and Customization

9. Home Screen

10. Home Screen
Click “Information Portal” to Customize Portlets on the Home Screen

11. Information Portlets Choice of portlets to display on the Home Screen
Have CA specific, System, or other portlets to choose from

12. Schools, School Years, and Roles
Choose between Schools, School Years, and User Roles

13. Using Search Narrow searches by using FEE:, STU: (Student Name), etc.
Ex. FEE: band
All search results contain fees with the world “band” in them

14. Tasks, Notifications, Favorites & Help Sense
Active Tasks/ Task History: Displays items currently running or historical tasks previously run Notification Center – Rerun reports, print receipts, bank recon reports, etc. you previously have run Help Sense – Find documentation relating to the current page you are on Favorites – Add other screens to your favorites menu in the home screen (only can add on functions other than home screen

15. Campus Accounting Fees
Setup and Maintenance

16. Fee Types “Globe”  Setup  Fee Setup  Fee Types
Fee types control defaults for actual fees
Unlimited number of types of fees
1 fee can be added to many courses/sections/schools
School Optional, Activity Optional, Course Required, etc. are generic to Campus Accounting

17. Fee Types “Globe”  Setup  School Setup  General Setup
Fee Maintenance Tab
Select which fees types you would like to appear when creating fees
Can see what fees are available to the school you are currently working in

18. Fee Maintenance
Click the Green “Globe”  Setup  Fee Setup  Fee Maintenance

19. Fee Groups
Create a group for fees – i.e. Boys Soccer (Grouped Fee) could include both required and optional fees of Uniforms, Soccer Ball, and Cleats
Green “Globe”  Setup  Fee Setup  Fee Groups

20. Fee Groups
When creating/ editing a fee, select the group you would like it to be a part of

21. Fee Maintenance (Create a Fee)
Choose a fee description for the fee type – will it be a course required/ optional – school required/ optional fee?
Fee code will be generated automatically
Fee name is user defined
Fee cost can be entered – tax can be calculated using the “Tax” button
Fee can be grouped with other fees to help search and narrow down fees when assessing
IMPORTANT – fee cannot be saved if it does not have an account linked to it
Fees must have a linked account before they can be saved or created

22. Fee Maintenance (Create a Fee)
First portion of fee is complete – Woodshop Fee

23. Fee Maintenance (Create a Fee)
Select whether you want a fee to be allowed to be prorated, the priority you want it paid (when a general payment is made) and if you allow for payment plans
Low and High grade will only assess to students within this grade range
This is a course required fee – course optional is on the next slide and options change for it

24. Fee Maintenance (Create a Fee)
Information in options will change if it is listed as a “Course Optional” fee
Quantity: Number available on hand (i.e. 200 t-shirts available) – cannot assess fee after inventory reaches 0
Max allowed: limits students to purchasing amount of items designated here
Waiver allowed: can this fee be waived by administrators
Proration: do you want it to be prorated if a students drops
Variable amount allowed: mainly for donations – default is no
Active from/ to: how long do you want this to be active for?

25. Fee Maintenance (Create a Fee)
Students tab – See who has been assessed the fee
Image – Allows user to attach image of item/ fee (optional)

26. Fee Maintenance (Create a Fee)
Attach this fee to a course; if student is in this course, they will be assessed required fee

27. Fee Maintenance (Create a Fee)
Linked Fee – link other fees so that this when this fee is assessed, the linked fees are also assessed
*When Assessing Woodshop Fee w/ Linked ENGR CAD 1 Fee

28. Assess & Pay for Fees
Payment Center & Student Quick Pay

29. Assess a Fee “Globe”  Daily Processing  Payment Center
Search for a student who needs the fee
Click “Add/Pay for Fee(s)

30. Assess a Fee (Search)
Search for a fee by typing the name of the fee in the Search: field
Search for a group of fees by searching in the Group Filter: field
Single Fee Search
Group Fee Search

31. Assess/Pay a Fee Click “Add” to add fees
P = Pay, W = Waive, A = ACH Payment (If allowed)
Uncheck defaulted “P” box to just add the fee and not pay for it
Leave checked to pay immediately with Cash/ Check or Credit

32. Pay a Fee
Student has $50.00 due for the fee of Woodshop Materials

33. Pay a Fee Payment can be made in Payment Center or Student Quick Pay
“Globe”  Daily Processing  Payment Center/ Student Quick Pay

34. Pay a Fee
Pay with Cash/ Check or Credit Card

35. Pay a Fee
Fee shows up in “Fees that have been paid” category

36. Create a Proration Schedule
If you want your fees to be prorated, you can create a proration schedule for the semester/ quarter/ or year
You will choose whether you want to fees to be prorated by the day, week, or the month

37. Create a Proration Schedule
Percentage of fee is prorated depending on the date (daily)

38. Create a Proration Schedule
Example of a monthly proration schedule for Q1

39. Reporting
Campus Accounting Reports

40. Reports - Who Paid/ Who Didn’t Pay
Allows you sorting options to find out who has paid their fees and who has not
Can limit report to many different parameters on the screen

41. Reports - Who Paid/ Who Didn’t Pay
Scheduling
Create a report schedule frequency to have the report run at a set interval
Destination and Format
The scheduling option allows you to choose the file output format and the destination where you would like the report sent

42. Reports – Student Payment Listing
Generate a report that lists payments posted in a specified reporting period
Can run report immediately or set it up for scheduling

43. Reports – Receipts by Fee Category
Display receipts by date and the payment type used for the payment

44. Student Statements
Print an official statement for an individual student
Lists the fees assessed and the payments made against those fees
Does not list waiver fees or state payments
Only the amount the parent/ guardian is expected to pay is on the statement

45. Student Statements Fits standard #10 envelope if for U.S. Mail
Can also be ed after parents are setup and allow s

46. Labels
CA allows you to print labels for the Student Statements or other documents you wish to mail

47. Registers
Use the Registers Report to print Deposit, Receipt, General Journals, and Open AP Invoices

48. Accounts Receivable (A/R)
Print A/R Journals, Open Items, Credit Memos, Lists, ACH lists, and Lists w/ Guardians

49. Waivers
Print waiver reports by account to list students for whom fees are partially or fully waived and the total amount waived for each student