DONATIONS
How to Report a Donation
When requesting or receiving a donation, such as
 Cash
 Land
 Furniture
 Equipment, etc.,
A letter from the donor specifying the restrictions
and use of the donated property must be obtained.
The Business Office Departmental Accounting Report of
Donations form (B.O. 1500) and Donation Disclosure Statement
(B.O. 3900) must be completed and approved prior to acceptance
of the donated property.
POLICY # 5910
Employee requesting or receiving the donation is
required to prepare an acknowledgement letter
signed by the appropriate authorized signer as per
STC’s Acceptance of Gifts and Bequests Policy
(5910).
Authorized Signers (Policy #5910)
•Gifts of land or facilities by the Board of Trustees;
•Gifts of money, negotiable instruments or major items of
equipment or material by the President;
•Gifts of equipment, books or materials, (value up to and
including $100,000) by the President;
•Larger gifts (value more than $100,000) may be accepted
with Board approval.
The top left
section of
the form is
required
with the
donor
information.
SOUTH TEXAS COLLEGE
Departmental Accounting Report of Donations
DONOR INFORMATION
Name of Donor
Donation Date
Address
EMPLOYEE INFORMATION
City, State, Zip
Name of South Texas College Employee
Telephone Number
Campus
Name of Donor's Contact
Telephone Number
Title
Program/Dep artment Organization Name and Number
Item(s) Contributed
Description
The middle
section
(source,
purpose, and
value of the
gift) is
required for
financial
reporting.
Goods and services provided in exchange for the contribution:
_____ No goods or services were provided by STC in return for the contribution.
______ Descrip tion and good faith estimate of the goods or service that STC p rovided in return for the contribution
Description: ________________________________________________________________
Source of Gift (check one):
Alumni
______Friend
Religious Organization
Other Source
Faculty/Staff
_____ Foundation
_____ Fund-Raising or
_____ Corporation/Business
Purpose of Gift (check one):
Cash
_____Equipment (Inv.#_____________)
______Supplies
_____Research
______Academic
_____Faculty & Staff Compensation
Public Service & Extension
Library
_____Operation & Maintenance of Physical Plant
Property, Building & Equipment
Endowment and Similar Funds - - Unrestricted Income
Endowment and Similar Funds - - Restricted Income Loan Funds
______Other
Estimated value of donation $ _____________________
Does this gift require operation and maintenance cost?
Y
N
If yes, what organization will cover the cost?
NOTE:
Please attach an acknowledgement letter for the President's signature. Submit a copy of the letter along with original
Departmental Accounting Report of Donations form to the Business Office.
Checks must be deposited within 7 days of date of collection. (Texas Education Code § 51.003 (b))
d o n ati o n s
Business Office Use Only
Fund ______________
Organization_________
Account ____________
Program
Employee Signature
Title
Authorizing Signature (President)
Title
Authorizing Signature (Board of Trustees)
Title
Dist ribut ion:
Original - Business Of f ice
Copy 1 - President
Copy 2 - Inventory Control
Copy 3 - Department File
The top right
section of the
form is required
with the STC
employee’s
information
receiving the
donation in case
we need to
contact donor.
Description and
specification
of the item(s)
contributed is
required.
The bottom
section, requires
the signature of
the employee
requesting /
receiving gift
along with STC’s
President and, if
applicable, the
Board of
Trustees.
The top section
of the form is
required with the
donor information.
Department’s
information and
employee name
acknowledging the
donation.
This form does not
replace a written
acknowledgment
letter.
DONATIONS FOR M
Submit to the Business Office
the following documentation:
Prior to accepting
the donation, the
Departmental
Accounting Report
of Donations form,
Donation Disclosure
Statement and
Acknowledgement
letter must be
approved.
YES
DONATION P R OCESS
Original Departmental
Accounting Report of
Donations form (BO-1500)
 Copy of the Donation
Disclosure Statement (BO3900) and Acknowledgement
letter.
Copy of the check received.
Copy of the receipt from
cashiers.
Donated furniture or equipment with an
inventory value of $5,000 or greater, (Effective
8/1/04 All books donated are depreciated.)
Item is depreciated:
Submit donated furniture or
equipment to the Shipping
and Receiving and Fixed
Assets (Inventory Control)
department for appropriate
tagging.
Submit copies
to the following
departments:
President’s
Office. Shipping
and Receiving
and Fixed
Assets
(Inventory
Control).
Department
receiving the
gift.
NO
LETTER
FUNDRAISING
Objectives of the Fundraising procedures
• To ensure prior approval
• To ensure aid in the accomplishment of the mission and
further the strategic initiatives of the College
• To control duplicate fundraising efforts
• To control multiple solicitation of gifts from the same
donor
• To identify priorities
• To ensure proper accounting
• To ensure effecting fundraising plan
• To ensure compliance with State Comptroller and IRS
rules & regulations
POLICY # 5910
Employee requesting or receiving the donation is required to
prepare an acknowledgement letter signed by the appropriate
authorized signer as per STC’s Acceptance of Gifts and Bequests
Policy (5910).
Authorized Signers (Policy #5910)
•Gifts of land or facilities by the Board of Trustees;
•Gifts of money, negotiable instruments or major items of equipment or material
President;
•Gifts of equipment, books or materials, (value up to and
including $100,000) by the President. Larger gifts may be accepted with Board
approval.
by the
How to Report a Fundraiser
When requesting or receiving a fundraiser, such as
 Cash
 Gift Certificates
 Equipment, etc.,
The Business Office Fundraising Activity Approval
form is to be completed and approved prior to
acceptance of the donated property.
These procedures can be downloaded from the
Business Office web page at:
http://www.southtexascollege.edu/businessoffice/pr
ocedures.htm
Fundraising Authorization
FUNDR AIZING AUTHORIZATION
•Fundraising Purpose
•Period of Fundraising Activity
•Type of fundraising activity
•Statement as to the College’s need for item (Student Organizations
follows the Student Life Department guidelines)
Name of Employee responsible for preparation and custody of
financial records.
Approvals:
•Financial Manager
•Vice President
•President or (Alumni & Fundraising Associate)
Once the fundraising proposal has been formally approved, any solicitation must conforms
the college policies and procedures
SOUTH TEXAS COLLEGE
Fundraising Authorization

ORGANIZATION:
FORMS
Name of Department/Organization Fundraising:___________________________________________________
___________________________________________________________________________________________
FUNDRAISING PURPOSE:
Describe the purpose of fundraising:_____________________________________________________________
___________________________________________________________________________________________
___________________________________________________________________________________________
PERIOD OF FUNDRAISING ACTIVITY:
Begins:___________________ Ends:_________________ Other:______________________________________
TYPE OF FUNDRAISING ACTIVITY:
Describe the type of fundraising:________________________________________________________________
___________________________________________________________________________________________
___________________________________________________________________________________________
STATEMENT AS TO THE COLLEGE’S NEED FOR THE ITEM:
Describe:___________________________________________________________________________________
___________________________________________________________________________________________
Fundraising request for Approval and acknowledgment of compliance with Fundraising Procedures and Cash
Handling Procedures, if applicable, (located at Business Office web page):
___________________________________
Print Name of Fundraiser
X________________________________
Signature of Fundraiser
______________
Date
Name of Employee responsible for preparation and custody of financial records:
___________________________________
Print Name of Employee
X________________________________
Signature of Employee
______________
Date
 
________
Approved
___________
Disapproved
_______________________________________________
Finance Manager
_______________
Date
________
Approved
___________
Disapproved
_______________________________________________
Vice President of ________________________________
_______________
Date
________
Approved
___________
Disapproved
_______________________________________________
Dr. Shirley R. Reed, President
_______________
Date
Question
• Name the two positions that
approve a Fundraising
Authorization Form (#4000) and
the third position if amount is
$1,000 and over.
Donor Form
Donation Purpose
Organization Name
Donor Information
Contribution
Goods and Services Provided in
Exchange for the Contribution.
• Donor Certification
•
•
•
•
•
SOUTH TEXAS COLLEGE
DONATION DISC LOSUR E
Donation Disclosure Statement
3201 W. Pecan Blvd  McAllen, Texas 78501

Donor Last Name: _________________________
MI: _______
First Name: __________________________
Address: _____________________________________________________________________________________
City:_________________
State: ______
Zip code: ___________
Telephone Number: _________________
Thank You for your contribution of ________________________________________________________________
that South Texas College received on _____/_____/______.
Department Acknowledging the donation: __________________________________________________________
Employee Name: ________________________________
Telephone Number: __________________________
DISCLOSURE STATEMENT

No goods or services were provided in exchange for your contribution.

In Exchange for your contribution you received ________________________________________________
______________________________________________________________________________________
with a fair market value of $ _________________.
•
STC is exempt from federal income tax under section501(c)(3) of the Internal Revenue Code.
•
STC is also classified as a public charity under sections 509(a)(1) and 170(b)(1)(A)(ii) of the internal
revenue code.
Contributions to STC are deductible under section 170 of the Internal Revenue Code.
The College is also qualified to receive tax deductible bequests, devises, transfers or gifts under section
2055, 2106, or 2552 of the Internal Revenue Code.
•
•
As per Section 170(f)(8) of the Internal Revenue Code and section 1.170A-13(f) of the Income Tax Regulation, if
you received a good or service from South Texas College in return for your contribution, the amount of the
contribution that is deductible for federal income tax purposes is limited to the excess of money (and the fair
market value of property other than money) contributed by the donor over the value of goods or services
provided by South Texas College.
THIS FORM DOES NOT REPLACE A WRITTEN ACKNOWLEDGMENT LETTER
LETTER
March 23, 2006
Name of the Donor
Company
Address
City, State, Zip
Dear Ms/Mr..., XXX XXXX:
On behalf of South Texas College’s Department or Program, it is my pleasure to extend our
appreciation for your generous contribution of the 5 textbooks valued at $300.00. The
textbooks will be utilized by our students and will become part of our lending library.
Thank you so much for your generosity and for touching the lives of bright but economically
disadvantage students. I hope that you will consider South Texas College when another
opportunity presents itself for a corporate donation.
If you ever need assistance from South Texas College, please do not hesitate to call us.
We greatly appreciate your support in this very worthy cause.
Sincerely,
Signature
Business Office
“Count on Satisfaction”
9. Grants
CREATING A GRANT
• Fund – Left blank (Business Office will
assign fund code)
• Organization – Grant Compliance: 143000,
Carl Perkins Grant Compliance: 142000,
600010 The Institute for Advanced
Manufacturing
•
•
•
•
Program
Financial Manager
Principal Investigator
Form MUST be completed in full
CREATING A GRANT
BUDGET
• Grant Fund – Left blank (Business Office
will assign fund code)
• Organization – Grant Compliance: 143000,
Carl Perkins Grant Compliance: 142000,
600010 The Institute for Advanced
Manufacturing
• Program
• Revenue Budget – Total budget in
corresponding category
• Expenditure Budget – In detail by account
code
• Form MUST be completed in full
including ALL required signatures
REQUESTING ACCESS TO
GRANT FUND
• Form BO – 7200 MUST be completed in
full and submitted to the Business
Office
VIEWING A GRANT
• FRAGRNT: F – Finance, R – Research A
-Accounting, GRNT – Grant
FRAGRNT
1. Enter Grant Number
2. Next Block Icon
Question
Which is the form used to view
a grant?
Grants Banner System
(Non-Student Specific Grants)
Financial Manager Inquiry Forms
• FRIGITD - Grant Inception To Date
Same as FGIBDST– Organization Budget
Status (Form in Finance Module)
• FRIGTRD - Grant Transaction Detail
Form
Same as FGITRND- Detail Transaction
Activity (Form in Finance Module)
FRIGITD
1. Enter Grant number
2. Enter Fund number
3. Next Block Icon
FRIGTRD
1.
2.
3.
Enter Grant number
Enter Fund number
Next Block Icon
DATA EXTRACT
FRIGTRD
Enter Grant number
Enter Fund code
Next Block
F8 to execute query – will display all
transactions
• View selected transactions only (TYPE Field)
– INNI: Expenditures
– BD01: Budget
– PORD: Purchase Orders
– JEXX: Journal Entries
– E010: Mileage Encumbrance
•
•
•
•
•
Question
What are E010 transactions?
GRANT REQUISITION
APPROVAL PROCESS
Authorized personnel completes on-line
requisition
Purchasing Personnel will approve/disapprove
requisition
Financial Manager will approve/disapprove
requisition
Grants Office will approve/disapprove
requisition
Requisition will follow Purchasing processes
GRANT TRAVEL
APPROVAL PROCESS
• Grant Travel forms and approval
follow STC’s general procedures
– Federal Limits
– State limits
Business Office
“Count on Satisfaction”
10. Budget Transfers
Account Codes Review
 710000
Direct Expenditures
(Operating)
 730000
Travel Expenditures
 740000
Capital Expenditures
 770000
Construction
Procedures for Budget
Transfers

Go to FGIBAVL form



Type Organization & Account Code
Click on OK
Purpose of budget transfer :
- Reallocate budget for future purchases
- Cover negative balances

Budget transfers are recorded within the
same organization or 2 different
organizations and different account codes.
Review organizations for budget
availability
Review organizations for budget
Availability (Continuation)
Steps to prepare a
budget transfer

Determine organization & account code with sufficient
funds (FGIBAVL), to either cover a negative balance or
for budget allocation

Prepare Budget Transfer form
http://www.southtexascollege.edu/businessoffice/forms.
html

Submit form for approvals

Send approved form to Business Office for processing
Question
Who’s signature(s) does a budget
transfer require?
Budget Transfer Request Form
SOUTH TEXAS COLLEGE
REQUEST FOR BUDGET TRANSFER
Change No.:
BOARD APPROVAL
PRESIDENT APPROVAL
______ Increases in E & G Budget
______Reallocations within an organization or account codes of:
______ Changes resulting in increase in number of authorized positions
Direct Expenditures Budget ($1,000 or over),
______ Change between fund groups
Travel Budget ($1,000 or over),
Capital Budget (all decreases and increases of $1,000 or over).
710000 Direct Expenditures
730000 Travel Expenditures
ORGANIZATION NAME
740000 Capital Expenditures
770000 Construction
ACCOUNT
CODE
ORGANIZATION CODE
INCREASE
DECREASE
1.
2.
3.
4.
5.
6.
7.
8.
9.
10
$
-
Total Document Amount
$
-
$
-
JUSTIFICATION:
Cover (
)
If you would like to be notified on the status of this transaction, please furnish e-mail address and/or phone number.
Please check if this budge t transfer will decrease capital budge t.
Financial Manager (Budget is being decreased)
Date
Vice-President
Date
President
Date
Entered by - Business Office
Business Office
Financial Manager's E-mail / Phone Number
Board Minute Order
Date
Revised 06/2007
Budget Change No.
BO-3500
Budget transfers
approvals review
Salaries and Benefits
Financial
Manager
Appropriate
Vice President
President
Increase to Budget
Decrease to Budget
Not Allowed
Not Allowed
Not Allowed
Not Allowed
Not Allowed
Not Allowed
Direct Exp and Travel Budgets
Financial
Manager
Appropriate
Vice President
President
Required
Required
Required
Required
$1,000 or above
$1,000 or above
Financial
Manager
Appropriate
Vice President
President
Required
Required
Required
Required
$1,000 or above
All
Increase to Budget
Decrease to Budget
Capital Budget
Increase to Budget
Decrease to Budget
Note:
The above requirements pertain to the following
Reallocation within an organization
Reallocation within a organization series*
Reallocation between organization series*
* An organization series represents all the organizations
assigned to the same financial manager.
Business Office
“Count on Satisfaction”
11.
Payroll and
Position Control
Payroll, TimeForce and
Position Control Staff
Jawaly Coriano
jcoriano@southtexascollege.edu
Lucia Martinez
lmtz@southtexascollege.edu
Accountant
872-4674
Payroll Specialist
872-4604
Ana Maria Hodgson
Budget/Position Control Specialist
amhodgson@southtexascollege.edu
872-4608
Lidia Romo
romol@southtexascollege.edu
Payroll Assistant
872-4606
Nereyda Olivares
njolivares@southtexascollege.edu
Payroll Assistant
872-4629
Payroll, Timekeeping and
Budget/Position Control
Responsibilities
 The Payroll department is responsible for
processing accurate and timely payroll functions for
the college.
 Timekeeping staff manage the College’s time and
attendance system (TimeForce).
 The Position Control department is responsible for
controlling and monitoring the college’s salary budget.
Payroll Process
 Responsibilities for Payroll Process
NOE preparation (STC Departments)
NOE review (HR)
NOE Budget Control approval (BO-Position Control)
Employee information in system (HR)
Employee information in TimeForce (BO-Payroll)
Employee timecard verification (Employee & Supervisor)
Auditing and reviewing timecards & processing payroll
(BO-Payroll)
Payroll Notice will be emailed to Supervisor/Designee
for immediate attention if an error found on timecard.
• Timely transfer of funds to ensure availability on pay date
(BO)
•
•
•
•
•
•
•
TimeForce setup
 The Office of Human Resources sets up all new employee
finger templates for use of time clocks.
 Payroll Office sets up employees in TimeForce based on the
“TimeForce Account Request” form submitted by Human
Resources.
 Employees must call Payroll Office for online web access.
 Access to an STC network computer are necessary for reviewing
and verifying timecard online.
 The department’s supervisor/designee must submit Form BO7710 to Payroll Office for removal of user when employee
terminates employment.
Question
Who gives TF online web
access?
Employee Responsibilities
 Clocks in using either a time clock or online web access
(https://timeforce.stcc.loc).
 Hours physically worked will be recorded on the date it actually occurred.
 Reviews timecard for missing punches causing total work week
hours to be less than 40.
 BO-7700 must be submitted to supervisor/designee for all corrections
made to the online timecard.
 Verifies online timecard.
 In the event employee cannot verify online timecard a printout of the
timecard must be signed by the employee.
 Ensures supervisor checks off the “Supervisor” verification
box.
Supervisor Responsibilities
 All respective employees are set up under their department.
 Audits, enters missing punches from BO-7700 submitted by
employee, enters absences, and verifies the employees online
timecard.
 Time worked must be reported to the nearest quarter hour (1/4, 1/2, & 3/4).
When entering a punch, “round punch” must be checked.
 Verifies that total hours worked by employee are not under 40 for each
work week (monthly employees).
 Ensures all corrected punches have a BO-7700 form on file
signed by the employee and supervisor for any changes to the
online timecard. The BO-7700 form must be filed by the
department and made available for audit purposes.
Supervisor Responsibilities
(CONT’D)
 Ensures that timecard verification is made by the due date (2
business days after the end of the pay period).
 If employee is not available to verify timecard, then the supervisor
may print the timecard and verify as “supervisor” without the
“employee’s” verification. A written statement explaining the
reason the employee did not verify must be kept for audit
purposes.
 Contact the Payroll Department if mass punch in needed.
 Mass punches are used to create the same punch for a list of employees (i.e.
travel or attend special events-conferences, etc. and don’t have access to our
clocks or online system).
Supervisor Responsibilities
(CONT’D)
 Ensures that overtime/straight time payments by
employees has prior written approval from
Supervisor, Vice President or Dean and President.
 Makes sure NOE’s for new hires, changes, and
terminations are submitted timely to the Office of
Human Resources.
How to post an absence in TimeForce
1- Click on Enter Absence
2- Choose the day - click on it
3- Absence window will display - make sure about the
date
4- Enter: the total hours
a- Total Hours
b- Type-use arrow to select sick or vacation
c- Notes - write the Note from the form
d- Press Enter
5- Always recalculate the employee’s Timecard
Example
1
3
2
Example (cont’d)
4
a
b
c
enter
d
5
How to post a punch in TimeForce
1- Click on Enter Punch
2- Choose the day - click on it
3- Punch Properties window will display - make sure
about the date
4- Enter the punch - always should be rounded
a- Notes - write the Note from the form
b- Press Submit
5- Always recalculate the employee’s Timecard
Example
1
2
Example (cont’d)
4
3
a
b
5
BUDGET/
Position Control
Introduction
• Objectives
– Discuss Budget/Position Control
Specialist duties related to Notice of
Employment (NOE) approval and salary
budget transfers
– Review the Position Control Transfer
Form
– Explain how the HR Module affects the
Finance Module
BUDGET/Position Control
Duties
• Approve position funding on NOEs
• Process Position Control Transfers
• Provide position balances
– Pools
– Salary Savings
• Adjust position’s labor distribution
– Fund/Organization
Effect of overtime on
balances
• An organization’s available
balance is reduced by the
amount of overtime earned by
staff.
• Consider future overtime
expenditures when hiring new
personnel and transferring
funds.
NOE fo rm
Question
An organization’s available
balance is reduced by the amount
of _________________ earned by staff,
which must be considered when
hiring new personnel and
transferring funds.
Funding source information
needed
• Indicate how position will be funded by providing a
position number.
– Direct Wage Pool or Salary Savings
• If position will be split funded, or funded by a grant, use
the “Split Funded” option:
– Provide Percent Distribution, Fund Code and
Organization Code for each funding source
– Provide the Pool or Salary Savings position number(s)
• State the total amount of funding needed
• Obtain Financial Manager Approval
• Incomplete NOEs will be forwarded back to the
department
Funding Source Examples
841184
8.50
Financial Manager
15
12
1,530.00
10/20/08
841184; 841423
50%
110000
320004
8.50
Financial Manager
10/20/08
50%
15
110000
12
410013
1,530.00
Financial Manager 2 10/20/08
Incorrect Funding
Source Example
100%
110000
410013
8.50
Financial Manager 10/20/08
15
12
1,530.00
No e fo rm-partn e rshi p &i n dustri al trai ni n g
Revisions to funding source
 Obtain copy of original NOE and make
revisions in red ink.
 Initial and date revisions
Financial Manager
 Limit number of revisions to original NOE to
one or two.
Position Control Transfer Form
 Purpose
To transfer only salary funds between
positions
To clear salary deficits
To replenish pools
 Usage
When assignment will be funded differently
than stated on the NOE
As requested by Financial Managers
 Completed by Budget/Position Control
Specialist and forwarded for approval
signatures
Position Control Transfer Form
HR Module effects on
Finance Module
• Changes made in the HR
Module are reflected in the
Finance Module on a monthly
basis
– Budgeted amounts
– Payroll feeds
– Encumbrances
Business Office
“Count on Satisfaction”
12.
Student Accounts
Receivable
Accounts receivable staff
Marittza Adame –Accountant
mmadame@southtexascollege.edu
872-4612
•Federal & State Financial Aid
Maribel Medina– Collection Specialist
mmedina@southtexascollege.edu
872-4624
•Uncollectible Accounts
•Emergency Loans
Norma Ibarra– Accounting Assistant
naibarra@southtexascollege.edu
872-4658
•State, Private & Local Accounts
•Scholarships
•Contract Instruction
Ruby Melgoza – Accounting Assistant
rmelgoza1@southtexascollege.edu
872-4657
•Federal Accounts
•Exemption & Waivers
Sonia Elizondo – Accounting Assistant
srelizondo@southtexascollege.edu
872-4676
•Continuing and Professional Education
•Agency Accounts
•Dual Enrollment
Office Fax # 872-4647
Accounts Receivable Office
Responsibilities
Maintains third party contract and scholarship accounts, which consist
of academic, workforce training and continuing education students as
well as agency accounts. These accounts are categorized based on the
funding source: federal, state, local and/or private.
•Review – verify that student account complies with contract
•Reconcile - Third party account balances
•Collect - Bill entity for payment of benefit award
Send statements
Phone contacts
•File originals/pertinent documentation, etc.
AR re sp o nsi b il i tie s
P ayme n t p ath
Payment Types
Upon registering, the student should know whether
he can pay his student account in full by means of :
•
•
•
•
•
•
Cash, check, or credit card
Third Party
Financial Aid
Employee Waivers & Exemptions
Emergency Loan
Installment Plan
What is a Third Party
Payment Agreement?
3 r d p arty p ayme n t
A third party agreement constitutes a written
enforceable agreement between the student
and a third party entity. The third party agrees to
pay a fixed amount or a percentage of the student’s
tuition, fees, and/or other specified items.
• There are currently 4 types of third parties.
Who are the Third Parties?
Federal
Agencies
Private
Agencies
State
Agencies
Local
Agencies
3 r d p arti e s
For a listing of
the most
common Third
party
Assistance
Programs
See STC
2009-2010
Student
Handbook
pages(61-75).
Question
How many third
parties do we have?
Types of Third Party Payment
Agreements
Contract
An agreement between a student and a
third party which states the third party
agrees to pay a dollar amount or
percentage of the student’s tuition and/or
fees.
Scholarship
Financial aid awarded to a student by a
college, agency or special interest group.
Waiver
An STC agreement to relinquish claim for
payment from a student for a specific
charge.
)
Exemption
An STC agreement to free a specific student
from an obligation required of others, for
example, payment of tuition.
Question
What is a scholarship?
Payment Process
(Student)
The flowchart below details the steps a student should
complete when the Third Party method is chosen.
Student goes directly
to the entity
of his/her choice
Student applies
with entity
representative
Entity will provide
STUDENT or STC with
signed
written agreement
P ayme n t me th o d
If applicant meets
the sponsor’s
eligibility criteria,
A written agreement will
be prepared
by the corresponding
party.
** No verbal agreements are accepted. All
agreements require documentation.
Payment Process
(Financial Aid)
Student and/or entity forward written agreement to Financial Aid Office.
FINANCIAL
AID OFFICE
Reviews written
agreement
specifications
Processes
benefit
award amount
Forwards agreements
to the Business
Office
Provides statement of
account to student on
outstanding charges,
if applicable
Payment Process
(Business Office)
Business Office invoices
the Third Party
Business Office reconciles
monthly and follows up on
unpaid balances.
Business Office receives
payment and credits third
party account balance.
P
a
y
m
e
n
t
p
r
o
c
e
s
s
The departments that can
obtain written agreements are:
W ri tte n agre e me nts
Business
Office
Financial Aid
Department – Academic
enrollment
Office of
Instruction – Dual
enrollment
Continuing Professional Education
Employee waivers &
exemptions
● Employee Waivers cover some tuition costs
for qualifying dependents and spouses.
● State Mandated Exemptions cover some or all
tuition costs for qualifying student groups &
employees.
(Veterans Hazelwood Act, Blind-deaf-hearing impaired, TX Dept of Prot & Reg
Services, Valedictorian)
● Application and proper documentation must
be submitted to Financial Aid to review and
award the students.
● Business Office prepare monthly
management reports.
Dual Enrollment Program for
High School Students
Du al e n ro l lme nt
Dual
Enrollment
STC allows eligible High School
students to enroll in college courses
at a discounted rate.
College credit earned upon successful
completion of a course may be applied
towards an Associate’s degree at STC
or may transfer to another
college/university.
STC provides workforce development
instruction to High School students
through the Contract Training Dual
Enrollment Program. This program
allows students the opportunity to
enroll in technical courses also at a
discounted rate.
Contract
Instruction
Dual
Enrollment
Emergency Loan Program
The Emergency Tuition & Fee Loan Program is a short term - loan
in which students are attesting to financial need and are loaned
money to pay for a portion of their tuition and applicable fees.
Therefore, this loan must be repaid.
What does the student need to qualify for an Emergency Loan?
• Be at least 18 years of age.
• Be able to demonstrate
ability to repay loan.
• Be currently enrolled at least 3 credit
hours.
Proof of upcoming
financial aid
disbursement.
Employer information
Other source of
payment
• Must not be in default on any student
loans.
• Must not have an outstanding balance
owed to STC.
• Must provide 3 references.
Name
Address
Telephone Number
Emergency loans
What does the student need to do
to apply for the Emergency Loan?
After registering for the current semester
Lo an s (co n ti n ued )
Report to the
Emergency loan
Station
(Financial Aid Office)
to complete
loan application.
Verify account
statement (receipt) to
ensure loan award
(payment) has been
applied to the student’s
account.
Report to cashier station
to pay the 50% initial
down payment.
Report back to
emergency
loan station (Financial
Aid Office) to complete a
promissory note for loan
processing.
Frequently Asked Questions
Faq’s
What should the student do if enrollment status
changes?
• Student must contact the Financial Aid Office to renew their
promissory note due to an increase in credit hours.
• If the student decides not to attend STC or wants to cancel the
loan, he/she must submit a written request for cancellation to the
Financial Aid Office prior to the first class day.
• The student must follow Admissions withdrawal policies to ensure
he/she is officially dropped from his/her classes.
• If the student does not follow Admissions withdrawal policies,
he/she will remain enrolled and will consequently incur a debt due
to STC.
• Class drops or withdrawals also affect students under
Financial Aid. Student must contact the Financial Aid Office.
Frequently Asked Questions
Faq ’s (co n ti n u ed)
When is the emergency loan due?
The emergency loan must be paid back within the same semester.
For example: The Spring 2010 Semester’s emergency loan due date is April
14, 2010.
What if the student does not pay the emergency loan
by the due date?
•A $30.00 late fee will be assessed.
•Also, registration and transcript holds will be placed on the students
account.
What if the student does not pay the emergency loan
back?
•He/she will not be able to register for any future semesters.
•He/she may not receive credit for the semesters coursework
and will not be able to obtain a transcript.
•The student’s account will be sent to an outside collection
agency and reported to the credit bureau.
Continuing and Professional Education
students and/or entity goes to CPE
Department
CPE
W ri tte n agre e me nt (conti n ued )
Forwards Request
For Student Award
Form and
agreement to
Cashier’s Office
Prepares and/or
reviews written
agreement
specifications
Prepares Request
For Student
Award Form, BO
5600
Cashier processes
benefit award amount
and forwards all
documentation to the
Business Office
Agency Accounts
Funds collected from students that must be
paid to vendors for services.
● Voluntary Health Insurance- Columbian Life Insurance
Company
(Students may print out enrollment form available at STC
website & pay at cashiers or make payment directly through
insurance company website www.sas-mn.com)
●
Low Risk Insurance
● Testing Fees (Nursing)
● Other Certification fees
Business Office
“Count on Satisfaction”
13.
S.P.I.R.I.T. OFFICE
STUDENT -PAYMENT INQUIRY, -RESOLUTION AND
INFORMATION TEAM
Pop Question?
What does the acronym S.P.I.R.I.T.
stand for?
Student-Payment-Inquiry-Resolution-Team
Staff
Maribel Medina
Collection Specialist
Connie Lira
Accounting Assistant
Contact Information
tra
En
Financial Aid
Location
Student Services
Pecan Campus
Bldg K1.912
e
nc
Hours
o
Do
rs
Monday-Friday: 8:00 a.m. – 5:00 p.m.
Wednesday: 8:00 a.m. – 7:00 p.m.
Stairs


Walk-Ins Welcome
Appointment (upon request)
Contacts
Cashiers
Connie Lira
Phone: (956) 872-2565
E-mail: clira@southtexascollege.edu
Maribel Medina
Phone: (956) 872-4615
E-mail: metrevin@southtexascollege.edu
S.P.I.R.I.T. Office



The S.P.I.R.I.T. Office, was by
the Business Office on July 24,
2007.
The intent of creating this office
is to help ease frustrations on
students who are experiencing
billing and other related
difficulties. We offer the
necessary assistance to meet
student’s need(s).
The office is decorated with
European Architecture in which
it’s theme portrays a welcoming,
peaceful, and private setting to
help ease frustrations.
Business Office
Cashiers
SPIRIT Office
July 24, 2007
Accounts Receivable
A Look Inside the Office
Office Plan




To facilitate students who feel like they have been given the “Run-Around.”
•
Ease their frustration by letting the student vent.
•
Offer solutions/options to help meet their need(s).
To aid students who have billing issues/concerns and other related
questions.
Serve as a liaison and communicate with other departments in attempt to
fix the issue.
•
Resolving the issue may require the involvement of one or more
departments.
•
Immediate contact and communication with the appropriate personnel
in each department is essential to ensure the proper action(s) is taken
to resolve the issue in a timely manner.
Follow-up with the student when the issue cannot be fixed “on-the-spot” and
we monitor the account until the matter is resolved.
Referrals



Courtesy call BEFORE referring the student
• Provide us the Student ID, and details of the situation
Sometimes the problem can be resolved instantly
• Saves the student time/frustration.
• Allows us a chance to review the student account before meeting
with the student.
• We can prepare in advance to offer solutions/options to resolve the
issue promptly.
If the issue is not able to be resolved “on-the-spot,” we will request for
the student to be referred to our office.
• Student is to wait their turn outside the office if we are currently
busy assisting another student.
• Appointments are available upon request. Appointments work best
for students who don’t have time to wait their turn and need to come
back again.
Question
What is the first step taken before referring a
student to our office?
911 Referrals




Highly-Irritated Students
•
Are students who feel like they have been given the “run-around” and have
attempted to fix the problem. Their attempt(s) in resolving the issue caused
them to stress and become difficult students to handle.
•
Immediate Attention (Required)!!
Contact the S.P.I.R.I.T. Office
•
We give the student our full attention and some privacy to discuss the issue.
•
We walk the student over to our office if student is in person and nearby.
•
Meet with the student on-the-spot so that we may offer solutions to resolve
the issue.
Privacy
•
Our office offers the adequate amount of privacy needed to handle the
situation.
•
Calling us in advance is very important because we may already have a
student in the office. If so,
•
We will make note of the students data,
•
Provide student with a waiting period time frame, and
•
Seat the student outside our office to wait and be called on for
assistance immediately after the student who is currently being helped.
Appointments (Available upon request)
• If the student cannot wait, we will offer to set up an appointment for a later
time/date.
• Most highly irritated students want the problem solved right away and will
not request an appointment for a later date.
Common Inquiries




Billing:
• Balance
• Disputes
• Payment Options
Payment:
• Payment Arrangements
• Payments over-the-phone
Other Issues:
• Dropped (for non-payment)
• Higher-One
• Given the “run-around”
• Complaints
• Prospect Students
Holds
Collections
Students usually have more than one issue affecting their student
account which requires the involvement of more than one
department.
Collection Specialist




Statements of Account
•
Mails out reminder notices of outstanding balances
•
Contacts students with the intent to collect.
•
Research accounts whose mail was returned.
Payment Arrangements
•
Offered to students who are at risk of being sent to
collections.
•
Payment Arrangements are closely monitored for compliance
•
Students are contacted when they are not in compliance.
Refers students to outside collection agencies
•
Provides agency contact information.
Maintains billing history of uncollectible accounts.
Collections



Daily communication with external collection agencies to report
adjustments and/or direct payments:
•
NCO
•
NRI
•
S&S
Reports unpaid (uncollectible) balances to external collection agency.
Reviews collection accounts being disputed.
•
An appeal may submit an appeal to the Conflict Resolution
Center.
•
The Appeals Committee will vote and determine the final
outcome.
Department Goals
SPIRIT
Office
Provide a direct reliable resource which students may utilize to
expeditiously resolve his/her issues.
Payment discrepancies, alternative payment arrangements, or
specific financial concerns are addressed.
Commit the availability of professional skilled personnel to research
and analyze student account inquiries.
The issues are resolved through the collaboration of various
interrelated campus departments (primarily Cashiers, Financial
Aid, Admissions, or Ombudsperson).
Student information is gathered from different areas as required.
The team cooperatively assists in resolving and/or thoroughly
explaining the student issue while reducing student “run around”.
Business Office
“Count on Satisfaction”
14. Conference Procedures
Procedures for Revenue
Generating Conferences and
Other Events
Where can I find these procedures?
…on the Business Office Website.
•
http://finance.southtexascollege.edu/businessoffice/procedures.html
Purpose
• To establish proper steps that a
College department must follow
for a department held conference
or other event.
• When an auxiliary fund
organization unit and associated
budget will be created and
revenue will be generated.
Conference Coordinator
• The department must identify one
employee who will be designated
as the department conference
coordinator for purposes of these
procedures.
• The Coordinator must plan for
each component necessary for
hosting a conference or event.
Items to be addressed by
Conference Coordinator
• Request and gain approval of conference
• Coordinate Conference-related activities and
identify the Conference location
• Prepare budget and request for a general ledger
organization unit
• Purchase goods and services for the Conference
• Execute contracts and service agreements
• Processing registration
• Cash handling and deposits
• Recordkeeping and Reconciliations
• Create a Conference website for registration and
payment
Question
• Question:
• Answer:
Who is responsible Conference Coordinator
for organizing and
coordinating
conference
efforts?
Request and gain approval
of conference.
• The department
conference coordinator
should gain approval
from appropriate
personnel.
• Each division should
develop guidelines on
types of conferences
beneficial to the
College.
• The purpose of the
conference should be
related to the College’s
educational mission.
Identify the conference location
and develop guidelines.
• Contact Operations and Maintenance
Office to identify and reserve suitable
location.
• Develop conference guidelines regarding
such issues as substitute attendees,
refunds, cancellations, payment
deadlines, etc.
Prepare budget and request for a
general ledger organization unit.
• Use form BO-2610 to budget for anticipated revenue
and expenses.
• Determine that fee amounts, per Board of Trustee
approved fee schedule, should be set to recover
costs. A processing fee may be charged.
• The fees should not be set to generate excess
revenues to be used for other purposes.
• All revenues generated are earmarked solely for the
conference.
• At the end of the fiscal year, unless the conference
activities cross fiscal years, any revenue over
expenses will be added to the auxiliary fund balance.
Prepare budget and request for a
general ledger organization unit.
Continued
• Obtain cost estimates for any goods and
services.
• Consideration should be made for
facility/meeting space rental, meals and
hospitality coffee breaks, audio visual
equipment, supplies, promotional items,
advertising, printing, postage, copying,
transportation, food purchases, equipment
rental, vehicle use, speakers’ honoraria and
expenses, etc.
• All expenses directly associated with the
conference must be charged to the
conference organization unit.
Prepare budget and request for a
general ledger organization unit.
Continued
• Form BO-2600
• Used to setup
Conference
auxiliary fund and
organization code
• All approvals
must be complete
• Submitted with
form BO-2610
Question
• Question:
What form is
submitted to the
Business Office
after the event?
• Answer:
Form BO-2620
Conference
Financial Report.
To be submitted no
later than 30 days
after the end of
the conference.
Prepare budget and request for a
general ledger organization unit.
Continued
• Form BO-2610
• Used to setup budget
• Plan or project revenue
& expenses
• Identify additional
funding sources
Prepare budget and request for a
general ledger organization unit.
Continued
•
•
•
•
The budget must be
developed and submitted to
the Business Office along
with the Request to Create
a Conference Organization
Unit (Form BO-2600).
The accounts in the
auxiliary fund are selfsustaining.
The conference should
generate sufficient funds to
cover all its expenses.
The budget and the request
for an organization unit
forms must be submitted to
the Business Office at least
45 days prior to the
conference/event.
Purchase goods and
services for the Conference.
• Pre-planning for purchase of goods is key.
• Please take into consideration the amount of
time that is needed to prepare the requisition
and place the order.
• Some purchases or services require
prepayment. In these cases, additional time
is required since checks are processed only
once a week.
• The check cycle is available on-line under the
Business Office Accounts Payable webpage.
• Goods and services acquired must comply
with College’s policies and procedures.
Execute contracts and
service agreements.
• All contracts and
agreements must
be prepared and
executed in
accordance with
College policies
and procedures.
• The Purchasing
Office must be
consulted from the
onset regarding
any contracts or
agreements.
Processing Registration
• Procedures for the
registration
process must be
developed by the
department
conference
coordinator and
reviewed by the
Business Office.
• The registration
forms must include
the organization
unit of the event.
Cash Handling and Deposits
• The department conference
coordinator must read and
understand the Business Office cash
handling procedures.
• These procedures are available at
the Business Office procedures
webpage.
• The department conference
coordinator and other responsible
parties must attend the cash
handling training course conducted
by the Business Office.
Recordkeeping and
Reconciliation
•
•
•
•
•
The department conference coordinator is responsible for
maintaining a record of all revenues and expenses and for
reconciling all activities with the Business Office at the end of the
event.
The department conference coordinator is responsible for submitting
a conference financial report (Form BO-2620) at the end of the event
to their immediate supervisor and to the Business Office.
The report is due no later than 30 days after the end of the
conference.
The department conference coordinator is also responsible for
establishing a budget for the next fiscal year if the Conference is
recurring.
Conference accounts may be audited in the same manner as all
other accounts are audited at the College by internal or external
auditors.
Create a Conference website
for registration and payment.
• A website may be
created to announce
the Conference’s
activities, including
registration and
payment.
• A shopping cart styled
Market Place site or Upay feature can be
integrated into existing
conference websites.
• Site may be configured
to capture payments
and registration
information.
Recap of Coordinator
Responsibilities
•
•
•
•
•
•
•
•
•
•
Department conference coordinator
Obtain approval from appropriate immediate supervisor,
financial manager and Vice President to hold the Conference.
Request an organization unit from the Business Office (Form BO2600)
Prepare a budget and submit to the Business Office so that the
budget may be posted on the organization unit (Form BO-2610).
Prepare a conference financial report after the Conference
(Form BO-2620).
Reconcile the financial activities with the Business Office.
Read and understand the Conferences and Other Event
Procedures.
Attend the cash handling course, if applicable.
Read and understand the Fundraising Procedures, if applicable.
Read and understand the Donation Procedures, if applicable.