The Pennsylvania State University
Financial Assistant
Handbook
My Current Job Duties
Michelle Lynn Lucas
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Financial Assistant Handbook 2013
Table of Contents
iMBA Processing............................................................................................................................................ 2
Deposit Processing .................................................................................................................................... 2
Creating Customer in Quickbooks ................................................................................................................ 6
Placing Stop Bills ..................................................................................................................................... 10
Payment Plan Options............................................................................................................................. 11

Personal Direct Payment/Conventional...................................................................................... 11

Personal Deferred Payment ........................................................................................................ 11

Employer Deferred Payment ...................................................................................................... 11

Employer Voucher Payment ....................................................................................................... 12
Invoicing .................................................................................................................................................. 13
Withdraws/Cancellations........................................................................................................................ 14
Section changes ...................................................................................................................................... 14
Term 8 only ............................................................................................................................................. 14
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Financial Assistant Handbook 2013
iMBA Processing
Deposit Processing
You will need to request a dummy schedule number for both the SP and FA cohorts. Email
AQA at wdcoursecreation@outreach.psu.edu requesting the dummy schedule for the semester
needed. You will use these numbers to post the payments on ABAA
Student Enrollment Services will send the deposit form and $500 payment to WD & CE
Bursars Office in the morning folder
Process the payment of the deposit.
Run credit card through e-pay system.
Check post payments directly to ABAA posting to the dummy schedule number
Once payment is processed make 2 copies of the deposit form. Stamp them both with Copy
stamp. Place the original form in an envelope and address it to Karol Magnuson 301 Outreach
Bldg. Place this envelope in the daily deposit book on the front counter to be picked up the next
morning. One copy goes to Michelle the other one goes with the reconciling for the next day.
Enter student into Quickbooks
Log into Quickbooks
Scroll through customer list to be sure student has not already been created.
Create student file
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Financial Assistant Handbook 2013
Print a copy of the ABAD screen to go with office copy.
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Financial Assistant Handbook 2013
When students are registered for the classes the deposit payments will need to be moved to the
correct schedule number to tie to the course.
By using the information provided on the ABAD screen you will need to
On ABAA you will need to enter
AMOUNT: $500
TXN TYPE: TR PAY _ _ (this will either be CD for credit cards or IL for checks_
SRC: WD
TYPE: either CD – credit card or PRCK – check
CC/CK/PYMT#: either credit card order number or check number
CC: V-Visa, M-MasterCard, D-Discover, A-American Express
CC EXP: Month Year
EFF DT:
use EFF DT of original posting
PST DT: use PST DT of original posting
NP: Leave blank
SEM/SCH ID: enter same semester, year and schedule number as original post
This has removed the payment from the dummy schedule number.
Move payment to true schedule number.
On ABAA you will need to enter
AMOUNT: -$500
TXN TYPE: TR PAY _ _ (this will either be CD for credit cards or IL for checks_
SRC: WD
TYPE: either CD – credit card or PRCK – check
CC/CK/PYMT#: either credit card order number or check number
CC: V-Visa, M-MasterCard, D-Discover, A-American Express
CC EXP: Month Year
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Financial Assistant Handbook 2013
EFF DT:
use EFF DT of original posting
PST DT: use PST DT of original posting
NP: Leave blank
SEM/SCH ID: enter same semester, year and schedule number as original post
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Financial Assistant Handbook 2013
Creating Customer in Quickbooks
To create new customer
Click on New Customers & Jobs Tab
Select New Customer
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Financial Assistant Handbook 2013
Enter in Customers Name: Last Name, First Name
Full Name: First then Last
Phone number: if provided on Deposit Form
Main Email: I enter students PSU email account
CC Email: I enter a personal email address if provided
The students name will auto fill in the invoice/Bill to Box
Fill in the students mailing address
Click Copy to add to ship to box
Click on Payment Setting Tab
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Financial Assistant Handbook 2013
Account No.: Enter students PSU id number
Payment Terms: This can be used to set for Net 30 days due, 45 Net days due
Click on Additional Information tab:
Customer Type: Business, Educational, Gov/Military, Student,
Delivery Unit: World Campus
PSU ID: Enter student PSU ID
Click on Job Information Tab:
Job Type: Enter as IMBA – PSU Invoice till payment option is returned then change to
correct type
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Financial Assistant Handbook 2013
Prior to the start of each term a registration form will be sent from Student Enrollment Services
to WD & CE Bursars Office.
Label each registration form with
Semester of the courses
Term of the courses
Price per course
Be sure to make off any payment such as the deposit or financial add as you create the invoices.
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Financial Assistant Handbook 2013
Placing Stop Bills
Go to ABBT
ACTN: S
STUDENT ID.
ENTER
If not stop bill is displayed enter A in ACTN
CODE: NC
BEGIN DATE: Current Date
ENG DATE: This should be extended as far as possible (120 days
Mark calendar 1 week prior to the ending date that the bills must be extended. Mark the stop bill
date on the top of the registration list.
Label all registrations with semester, term, payment plan and breakdown of fees per schedule
number. This is so when payment comes in it can be posted to the correct semester and course.
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Financial Assistant Handbook 2013
Payment Plan Options
Linda sends out campaign from talisma requesting the students fill out the payment option
form for each semester.
When the forms are received review all TRAF’s and Vouchers for payment details.
Be sure that if the student chose Employer Deferred that they have sent in a filled out
TRAF form.
Enter payment plan type on iMBA Cohort & Registration spreadsheet that has been
submitted to our office form the iMBA office. This spreadsheet in located in the Oserver
under the cohort.
Label each registration form with the payment option.
Enter payment information from TRAF’s and Vouchers in ISIS on AFON. (Financial Aid
screen)

Personal Direct Payment/Conventional
Students may elect to pay the total term's costs at the beginning of each new term or opt
for one of the following deferred payment plans described below.






Personal Deferred Payment
a. Students will be billed for the term charges at the beginning of each term, with
50 percent of the charges to be paid by the 4th week of the term.
b. The remaining 50 percent of the term charges will be billed approximately midway
through the term and must be paid before the end of the respective term.
Employer Deferred Payment
a. The employer deferred payment plan is initiated with the completion of a Tuition
Reimbursement Approval Form (TRAF) signed by both employee and employer. The
TRAF indicates conditions for employer reimbursement and must be submitted to the
WD & CE Bursars office prior to each term (contact information for the TRAF will be
provided). Submission prior to each term is needed to verify continued employment and
eligibility for reimbursement.
b. Students are responsible for all payments. Each student must promptly submit payment
to Penn State when reimbursement for expenses has been received from the employer,
under the company's officially established tuition assistance program.
c. Students will be billed and will be held responsible for immediate payment of any
amount determined to be ineligible for employer reimbursement.
d. Students will be billed for the employer reimbursement component of their fees 2
weeks prior to the end of a term. Students then have 45 days to submit payment.
Registration for a subsequent term will often occur and be accepted before we receive
payment for the previous term. If payment is not received at the end of 45 days, course
registration for the respective term will be revoked.
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Financial Assistant Handbook 2013



Employer Voucher Payment
a. The employer provides a letter authorizing Penn State to bill them for the student's
tuition and/or fees.
b. Student is responsible for all tuition and fees not paid by employer.
c. Student will be billed and held responsible for immediate payment of any amount not
authorized by employer.
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Financial Assistant Handbook 2013
Invoicing
Log into Quickbooks.
Prepare invoices using Quickbooks based on payment plan type.
Print two copies.
Before invoices are mailed, Alisha will review for accuracy.
Mail one copy to student, attach one to the back of the registration form and file in students
file.
Mark your calendar one week prior to the mail date for upcoming invoicing dates. This will
be the second half and employer deferred.
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Financial Assistant Handbook 2013
**If the student is a Penn State employee make sure that the student stays within the 16 credit
limit. (Summer, Fall and Spring) If student is over the 16 credit limit the account must be
manually adjusted. You will need to email Jessica Smith jmm604 asking her to review the
accounts.
Withdraws/Cancellations
Student Enrollment Service will send NCRR course adjustment form to the WD & CE
Bursars Office with the percentage of the tuition adjustment that needs to be made. Go to
ABAA and adjust each course. Send student updated invoice reflecting the new amount
due. Change stop bill date to a few weeks after the invoice is due.
Section changes
The iMBA office decides to move a student from one section to another section. Student
Enrollment Service will remove them from the one section and place them into the other
section. Once they have moved the student then the WD & CE Bursars office has to manually
adjust off tuition, technology fee, materials and student fee.
Term 8 only
The main University Bursars office will notify WD & CE Bursars Office with a date that
we need to provide them with a list of students who have not paid off their accounts to
have a diploma hold placed on the student account. Keep a copy of the list and notify the
main University Bursars office once the payment is received and the account is paid in
full to release the diploma hold.
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