Student Finance User Group Minutes
November 4th, 2015  9:00 AM to 11:00 AM
Ph# 701-328-1601 Conf ID: 57338#
Minutes submitted by: Valley City State University
Present: BSC, DSU, LRSC, MaSU, MSU, NDSCS, NDSU, UND, VCSU, WSC, Dee, Maria
Old Business:
Campus Community Updates:
Veterans Module in Stage is available for testing, as it was wiped out with the Stage refresh. Dee will
look at reconvening the workgroup to discuss progress.
Residency reports, making updates from HEUG to get out to the individuals on the work group. Then it
will be sent to everyone after approval.
Changes on SSN collections documentation in the Bio-Demo handbook is still in the works. Adding
information regarding retention of sensitive data within ImageNow.
New Business:
1) International Student Fin Report - Collaborative Charges: Collaborative charges are not pulled
when the report is run. Could be an issue with provider campus offering scholarships to those
students, and are supposed to let the home campus know about the scholarship. Home campus
should be including collaborative charges in order to determine taxable scholarship amount.
Should be okay that provider campus would still see collaborative charges since there should be
no scholarship at the provider campus, normally. International students are only allowed to take
one online course, but not all collaborative courses are online. Looking into adding collaborative
service indicator, to the report. Campuses may have to post collab charges into different nodes
for misc/housing charges from tuition and fees as non-tuition and fee charges should not pull on
the Int’l Student Fin report
2) Total Rewards Tax Statement: Asking campuses to test it for the HR department to get a report
in early January. Testing done in stage, no changes since then. Dee will send out an email with
instructions to get the testing done. Some issues rising with the description for the waiver,
family or employee, Maria will look into them.
3) XML Student Invoice – Work group updated the invoice. The example was attached in the email.
4) Residency Codes – What role does SF have involved with it? It appears to be a split between all
the colleges, some have registrar’s office, and some take care of it in the SF office. Should be
okay that different offices handle due to different business practice – as long as we are all
coding using the shared guidelines.
5) Schools who cancel fall registration if summer is unpaid: NDSCS, BSC. BSC has a policy can not
incur more debt when a student has outstanding debt. Gets a warning letter, then gets
cancelled. But do not cancel them in the middle of the semester.
6) Verbiage on student center message when no student role: the message can be edited. Will
bring back to SF group next month once issue with student role at UND is figured out to
determine what sort of message makes the most sense for all campuses.
7) 1098t testing: bundles are just going into production late Nov. User testing by Dec 1st. Dee may
send out a sample form beforehand to make sure it fits everyone’s envelopes.
8) Security roles: Minot requested change to cashier role. BSC, Mary goes after work and goes
back and voids cashier mistakes from other days. Minot has the cashier void with the signature
of someone else on it. Other campuses only correct prior days by journal entry. Campuses
agreed to not have a cashier able to open a previous day to void a receipt. Keep that role only
on the Super_User.
Development Request List: No Further Comments on them
Other Items of Discussion: December meeting rescheduled to 12/9/15.
Next meeting: December 9th, 2015 9:00 am to 11:00 am
Minutes will be assigned to: Williston State University