Guidelines for Financial Aid/Third Party Deferred Tuition & Fee Payments
1) Student(s) applies through a campus Student Services department.
2) A determination as to whether a student is eligible for a financial aid/third party-paid
deferment is made by the campus Student Services/Financial Aid department.
3) Some sort of documentation is forwarded from the Student Services/Financial Aid
department to the campus functioning bursar which shows at a minimum, a student’s
name, what he/she is eligible for, and the amounts he/she is eligible for.
4) The campus functioning bursar defers the student’s tuition and/or fees (fully or in part) by
entering an invoice(s) into QuickBooks. This means that all student entries in SES should
match QuickBooks. Each campus should execute its own thorough communication
process to make this happen.
5) Invoices should be entered with the following in mind:
a) Customer name- (1) should be the student’s name only; Example: John Doe—
should not read PELL-John Doe; (2) should match SES receipt; Example: If SES
has the student’s initial, QuickBooks should have the student’s initial.
b) Invoice date- should be the actual date that the student’s tuition was deferred—
not necessarily the day the student’s deferment was entered into QuickBooks.
c) Terms- This field is used to track what type(s) of financial aid/third party-paid
deferment a student is eligible and deferred for. Please note that in some cases, a
student can receive more than one financial aid/third party-paid deferment, which
requires more than one invoice entry for that student. As campuses are made
aware of new financial aid/third party-paid deferments, the NTC Chief Business
Officer and Accounting Manager should be notified by the campus so that the
new financial aid/third party-paid deferment can be setup in the terms field in
QuickBooks.
d) Semester- (1) For classes beginning on August 24, 2009, enter “2009F”; (2) For
classes beginning January 11, 2010, enter “2010SP”; (3) For classes beginning
May 27, 2010, enter “2010SM”. This is a required field.
e) Academic Year- Enter the academic year for which the financial aid/third partypaid deferment is for. For academic year 2009-2010, enter 2010. This is a
required field. We are going to assume that the academic year is the same as the
PELL award year and fiscal year which is July 1st through June 30th.
f) Student’s address – Enter the student’s address in the “bill to” box.
6) All campus functioning bursars are to run a third-party deferment report which details all
financial aid/third party-paid deferment entries. This report is to verify accuracy in
records before notifying the NTC A/R Accountant that the final report is ready to be run
and sent to the dean for verification of accuracy signature. This report can be accessed
by navigating to Reports>memorized reports>third party invoices. This report will
require a date range for accessing the data needed. Some key areas that the campuses
should verify when they run a report:
a) Terms—All students should have a valid financial aid/third party-paid deferment type
selected. There should not be any blanks in this field. All reasons shown should be
a valid financial aid/third party-paid deferment.
b) Make sure that there are no blanks in the semester or academic year fields. An easy
Last Revised: 01/25/2011
way to check this is to run the report to Excel and sort by third party type (terms).
c) When making corrections, please save each invoice before leaving the QB’s screen.
7) Once the campus notifies the NTC A/R Accountant that the third-party
deferment report is ready to be run, the report is run and used for billing purposes. If any
changes are made in QuickBooks to the invoices that are on the third-party
deferment report after that report is signed and emailed, it is urgent that the NTC
Accounts Receivable Accountant is contacted and made aware of those changes.
8) Any change to the QuickBooks records must be made on the campus by the bursar
requesting the change. The NTC Accounts Receivable Accountant can only perform the
following in the QuickBooks records of other campuses:
i. mark third-party payments
ii. set up NSF receivables
iii. create terms
iv. create products/services
9) Credit Memos should not be used to adjust invoices. The original invoice should be
manually changed to reflect the correct amount. If the correct amount is zero, void the
invoice. When an invoice must be corrected to divide the fees between 2 "Terms", an
additional invoice must be created for the second "Term".
10) Invoices should be evidence of a true report. Whatever term and whatever amount is
shown on the invoice must be accurate. For example: a PELL invoice that shows
the amount $1598.00 means that PELL will pay to NTC for John Doe the $1598.00. This
PELL invoice cannot have a portion showing in it that John Doe owes. If John Doe owes
a portion of this $1598.00, ($300), the student must be invoiced for that amount ($300).
11) In the “Bill To” box, as stated in 5a, the student’s name should read as the SES receipt
reads. For EXAMPLE: If the SES receipt reads John Doe, put John Doe. If the SES
receipt reads John A. Doe, put John A. Doe. Then key the remainder address, including
the P.O. Box #/street name, city, state, zip code. After the last line of the address (single
space below), key the student’s social security number. That number is to be keyed as
the example that follows and only as follows: 123-45-6789. DO NOT put
SS# 123-45-6789. ONLY KEY THE NUMBER WITH THE HYPHENS.
12) When a student is enrolled in an online class, you must use an excel spreadsheet to
properly determine the correct breakdown of tuition and fees. We have sent each campus
a spreadsheet enabling you to do this. Merely type in the number of regular class hours
and the number of online class hours. The spreadsheet will give you the numbers you
need to enter into QuickBooks. We have set up two new products into QuickBooks.
The first is “Registration-Online” and the second is “Tuition- Online”. The online class
tuition is listed as “Lab Fees” in SES. This is incorrect and should not be listed as such in
QuickBooks.
Last Revised: 01/25/2011
Additional Steps for students taking classes at other colleges that do not qualify for the
Northshore Technical College cross-enrollment agreement

Currently, LCTCSOnline courses are not covered by the NTC cross-enrollment
agreement which will require NTC to pay another college(s) tuition & fees for a
student who is cross-enrolled with NTC and the other college. This will add
additional steps to enter the amounts owed to the other college as a payable in
Quickbooks.
1) Click on the “Vendors” tab in Quickbooks.
2) Click “New” (if the student isn’t already setup as a vendor in Quickbooks). Then enter
the student’s full name (last name, first name) in the “Full Name” field. Enter the
Address information for the student in the “address” section of this same screen. Enter
the social security number of the student in the “tax id” field of this same screen. Select
the appropriate college from the drop-down “terms” field in the “additional information”
section of this same screen. If the appropriate terms name does not exist, email or call the
Accounting Manager or Accounting Technician at NTC so that it can be properly created.
Click “save”.
3) Navigate to Vendors>Enter Bill. Select the student from the “vendor” drop-down field.
Verify that the information in the terms field is correct on this screen. Enter the
Quickbooks receipt number or invoice number related to the appropriate student who
registered at the home campus in the “Ref #” field. Type a good description for this
transaction in the “Memo” field. Enter the tuition & fees owed to the other college in the
“Amount Due” field. A detailed listing of tuition & fees will have to be communicated to
the NTC office of fiscal affairs which ties back to the amount listed in the “Amount Due”
field. Click “Cross-Enrolled Tuition & Fees” in the “Account” drop-down field at the
bottom of the screen. Click Save.
Last Revised: 01/25/2011