1. The B illing and A ccounts R eceivable System BAR System Training ANDREW TORRES STUDENT ACCOUNTS

2. What will be covered today?  What is BAR?  Navigating through BAR  Posting, Revising and Reversing transactions in BAR  Billing Cycle and Collection Actions  BAR-Consolidated Bill Interface  Student Privacy  Reporting

3. What is BAR? Billing and Accounts Receivable System  Central AR System  Where all charge and payment transactions are recorded  Types of Accounts, categorized by external indicator  Student (blank)  Contract (C)  Writeoffs (W)  Non-student (N)  Summer (S)  Writeoffs-Summer Sessions (X)  Installment (I)  FEMBA/EMBA (M)  Writeoffs-E-loans (E)  BAR performs the accounting for all transaction through the accrual accounting method

4. What is BAR? Billing and Accounts Receivable System  BAR Access Hours  Sunday 12pm – Monday 8pm  Tuesday – Saturday: 6am-8pm

5. Navigating Through BAR Billing and Accounts Receivable System  Levels of Access  Inquiry vs. Update  Screen 4AM serves as a table of contents and breaks down screens as inquiry, update or table  Inquiry Screens  These screens are used to review an account holder’s activity, balance, refunds, etc.  Update Screens  These are all transaction posting screens: Charges, Payments, Waivers  Able to make transaction reversals

6. Navigating Through BAR Billing and Accounts Receivable System  Go to OASIS and perform cursory training  First review all inquiry screens  415, 409, 419, 408, 412, 448  Then review transaction posting screens  430, 432, 438, 406, 462

7. Billing Cycle and Collection Actions Billing and Accounts Receivable System  Students  Electronic statements available online via the BruinBill  Statements displayed by term  Paper billing no longer provided to student population  Courtesy email reminders sent on the 1 st &15 th of each month to students and designated 3 rd party members  Charges are assigned a due date of the 20 th of the following month in which the charge is posted  Exceptions: Self-supporting programs on academic schedules abnormal to the standard tuition deadline have specific due dates assigned to them

8. Billing Cycle and Collection Actions Billing and Accounts Receivable System  Non-Students  Monthly Paper Billing Statements  A data file for paper invoices is produced on the 1 st day of the month  Third party vendor creates the paper invoice and sends via USPS  Billing invoice displays all transactions posted within the prior month  Charges  Payments  Reversal Transactions  Charges are assigned a due date of the 20 th of the following month in which the charge is posted  Deadline for departments to post transactions to BAR to have on next billing statement is 8pm on the last business day of the month

9. Billing Cycle and Collection Actions Billing and Accounts Receivable System  Writeoff and Collection Process/Timeline  BAR has 3 types of writeoff/collection processes  Non-Tuition Type Charges: 180 days from posting date  Tuition Type Charges: 240 days from posting date  Summer Charges: Accelerated writeoff process  Punitive Actions  BAR utilizes different measures to enforce collection of outstanding balances  Holds on academic records, student services and enrollment  Delinquent Fees  Collection Letters

10. Billing Cycle and Collection Actions 6 Month Cycle

11. Billing Cycle and Collection Actions Tuition Type Charges and Summer Writeoffs  Tuition charges are subject to an extended writeoff process  Additional delinquent fee and collections cost charges assessed during additional months in which a charge is past due  Tuition charges moved to “W” external indicator  Student Loans & Collections coordinates collection efforts for all written off balances  Summer Writeoffs  Delayed writeoff process  Summer deadlines: May 20 th for non-matriculated students, June 20 th for matriculated students  Writeoff cycle begins end of August  Delinquent charges written off end of November  Charges written off to “X” external indicator

12. BAR-Consolidated Bill Interface Billing and Accounts Receivable System  All charges posted to BAR will feed over to Consolidated Bill (CB)  CashNet is the vendor UCLA services for the BruinBill display  Exceptions: C, N, W, X, E accounts currently not displayed on the BruinBill  Student (Blank), Summer (S), Installment (I) and FEMBA/EMBA (M) displayed  Housing, Parking and Transportation Accounts also displayed on BruinBill  User Emulation allows us to review an account holder’s BruinBill  *in-depth training for CashNet available through Payment Solutions & Compliance  http://uclacashmgmt.custhelp.com/app/answers/detail/a_id/1162/~/how- do-i-request-cashnet-access%3F http://uclacashmgmt.custhelp.com/app/answers/detail/a_id/1162/~/how- do-i-request-cashnet-access%3F

13. BAR-Consolidated Bill Interface Billing and Accounts Receivable System  Refund Schedule  BruinDirect  Refund job runs Monday-Friday  Refunds approved by 10am, electronic file submitted at 10:30am  Paper Refunds  Paper check refund job runs weekly every Thursday night  Refund File created and approved every Friday  Accounts Payable processes file and prints check Monday for mailing  Exceptions  Contract Accounts refund once per year, October 31 st  W, X, E accounts do not refund

14. Student Privacy Billing and Accounts Receivable System  Family Educational Rights and Privacy Act (FERPA)  Federal Regulation that guarantees students’ three primary rights  To inspect and review their student record  To seek to amend their student record  To have some control over the disclosure of their student record  Considers any student (regardless of age) attending a higher education institution as an adult  Only the student can authorize the release of their personal records (academic, financial, etc.)

15. Student Privacy Billing and Accounts Receivable System  As an education official, one must safeguard all student records in your custody and control  Unless the information is being shared with other educational officials, you must secure either written authorization from the student, or the student must assign third party access to an individual  In OASIS, we can view if an account holder has assigned 3 rd party access by navigating to the S3P screen.  The 3 rd party logon, name and access granted to individual displayed

16. Student Privacy Billing and Accounts Receivable System  Personal vs Public Information  Personal  UID, SSN, race, ethnicity, nationality, gender, financial transactions, grades  Public  Name, address, telephone number, email address  Public information is generally releasable, however, at UCLA, students have the ability to restrict the release of this information

17. Reporting BAR System Reports  Types of Reporting Applications  Report Distribution Systems (RDS/View Direct)  Campus Data Warehouse (CDW)  These reporting tools provide various forms of reporting  Downloadable Reports  Canned Reports  Ad hoc Reports

18. Reporting BAR System Reports  RDS/View Direct  In addition to the monthly Financial System reports, AIS provides three online reports for BAR  BR0BW040 – Departmental Notice of Writeoff  Lists invoices charged back to your FAU for 80% of unpaid balance (assigned to collection agency)  BR0BWB40 – Departmental Notice of Writeoff  Lists invoices charged back to your FAU for 100% of unpaid balance (assigned to collection agency)  BR0BWM40 – Departmental Notice of Writeoff  Lists invoices with returned mail flags charged back to your FAU for 80% of the unpaid balance

19. Reporting BAR System Reports  BAR CDW  CDW is able to provide both canned and ad hoc reporting functionality  Prior to getting access, users must have completed FERPA training  Ad hoc vs. Canned Reports  Ad hoc: customized queries built by the user using BAR data  Canned: pre-programmed queries which can be emailed directly to the user(s)

20. How to Access CDW  Access CDW through the following link: http://cdw.qdb.ucla.eduhttp://cdw.qdb.ucla.edu  Will be directed to Shibboleth logon page

21. How to Access CDW  Under Subject Area Administration, select the Billing and Accounts Receivable folder

22. How to Access CDW  Select the Monthly Reports folder. This will provide you a list of canned reports available to run and download.