BAR Presentation
Student Financials
January 2014
Student Financials Team
Sherry Stroud, Functional Analyst
HCC, Former Accounting Manager
#3
Go Thunderbirds!
Ciber Team Members
Paul Leung and Scott Luedtke
Student Financials Support – Olympia
Tamara Allen, Functional Analyst
Highline Community College
Technical Team Support
Vivian Murdock
PeopleSoft Pillars Interact
Finance
Human Capital
Management (HR)
Campus Solutions
Campus Solutions
Admissions
Bio Data, Advising
Financial Aid
Academic
Student Records
Transcripts/History
Student Financials
Enrollment
Class/Course Setup
Student Financials Overview
CAMPUS SOLUTIONS MODULES
– Academic– Betsy Abts
– Financial Aid – Kim Wasierski
– Student Financials - Cindy Schaffer, Finance
• Sherry Stroud, SF Functional Analyst
SF Historic Information
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103 Functional Requirements
Foundation Decisions
Sherry comes onboard July 15, 2013
Business Process Diagrams
Business Process Alignment Workshops
Final Business Process Diagrams
All documents available on SBCTC website
Student Financials
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Tuition and Fees
Refunds
Administering Payment Plans
Administering Third Party Contracts
GL Interface Processing
Billing Customers
Cashiering
Maintaining Customers
Enrollment Cancellation (Drop)
Collecting Receivables
SF Term Roll
1098T Processing
ITEM TYPES
• Basic work unit of the SF application.
• Differentiate between charges and credits and define how
and where each can be applied. Grouped by classification
and determine how your system uses them to transfer
student account information to your general ledger.
• Item Types crosswalked to Legacy Fee Codes, Financial Aid
Pay Codes, Fee Pay Status Codes, Waiver Codes and
Payment Tenders. These Item Types will be mapped to
corresponding debit and credit General Ledgers that are
sent from Student Financials to Finance (General Ledger).
ITEM TYPE – CASH PAYMENT
GL Interface Mapping
ITEM TYPE – GL MAPPING
ITEM TYPES = TERM FEES
TERM FEE = MANDATORY FEES
FLAT AMOUNT FEE
Term Fees – Charged based on CR
MINIMUM/MAXIMUM FEE CODE
AMOUNT/UNIT
MAXIMUM AMOUNT
SBCTC Tuition Setup
• Tuition Setup to support Operating, Building, and
S&A, Waiver Processing and Exact % Tuition
Distribution.
• High/Low and/or Baccalaureate vs. NonBaccalaureate
• Concurrent Enrollment
• Running Start
SBCTC Tuition Setup
• Setup by Operating, Building and S&A; primarily to
accommodate waivers that waive a specific portion.
• Tuition distribution will be exact % required by State;
distribution is setup in SF and is automatic when GL
activity is sent from SF to Finance.
• Staff Self Service page will show 3 lines of Tuition
• Student Self Service page will show a single line total
of Tuition, includes Operating, Building and S&A.
• All Other Fees charged will show separate from State
approved Tuition charges.
Concurrent Enrollment
• Same District will appear on same Self-Service page as shown below.
• Multiple District student will sign into different school page.
Student Services Center (Student)
CASHIERING
Cash Management
THIRD PARTY INVOICE
COLLECTIONS
AGING SET
DATA CONVERSION
Projects Now
• Configuration/Interfaces
• ctcLink Data Upload and Review Output
• Data Validation – ctcLink & Colleges
• Data Testing - Ciber, ctcLink, & Colleges
• SBCTC Review
DISTRICT or GLOBAL
If you see a SETID on the page, District
(ex. WA171 Spokane Community College)
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Item Types – D
% Tuition Distribution - D
Cashiering Offices (excluding main) – D
Notifications (billing, invoices, statements) – D
Priority Charges are paid - D
Cashier Office Main – G
Third Party Payers – G
Online Payment Settings – G (Portion or All)
SBCTC Tuition Maintenance TBD U or G
Data Conversion SF Quick Facts
• 2 Years Student Financials Activity for 1098T Reporting
• Financial Aid post in Fall Quarter 2014; after Go Live
• First Links – TBD – Open Charges for Summer 2014 and
Fall Quarter 2014 Student Payment Activity, considering
registration begins May 2014. Will be working with First
Link colleges on proposed options.
• TBD – Options for Maintaining Unpaid Student Financial
Data, prior to conversion point.
What’s New in PeopleSoft
• Tuition Distribution setup in SF; SF data is sent to Finance each day.
• Revenue will post when charged; Accrual basis will post to Deferred
Revenue Account until specified date.
• Cashiering Main Office is virtual; Staff will need to open/close
Cashier Offices and Cashiers batch, designate tenders each day.
• Colleges can setup multiple payment plans by district.
• Staff can view Student and Staff pages.
• Cashiers can see student classes enrolled or dropped w/ dates.
• Students can make a partial payment, unless we change to “all”
globally.
• Students have option to receive refund electronically, unless turned
off by the college.
• Term Codes ex. Fall 2014 = 2147 1-Winter, 3-Spring, 5-Summer & 7 Fall
Questions
SHERRY STROUD
Contact Information
• sstroud@sbctc.edu
• 425.803.9779
THE END