Fee Collection Implementation Guide · Financial Management 1 Implementing Fee Collection...

Financial Management 1 Implementing Fee Collection

Fee Collection

Implementation Guide

Copyright (c) 2001 Jenzabar, Inc. All rights reserved. You may print any part or the whole of this documentation to support installations of Jenzabar software.Where the documentation is available in an electronic format such as PDF or online help, you may storecopies with your Jenzabar software. You may also modify the documentation to reflect your institution'susage and standards. Permission to print, store, or modify copies in no way affects ownership of thedocumentation; however, Jenzabar, Inc. assumes no responsibility for any changes you make.

Filename: imfeecolDistribution date: 08/14/1998

Contact us at www.jenzabar.com

Jenzabar CX and QuickMate are trademarks of Jenzabar, Inc.INFORMIX, PERFORM, and ACE are registered trademarks of the IBM CorporationImpromptu, PowerPlay, Scenario, and Cognos are registered trademarks of the Cognos CorporationUNIX is a registered trademark in the USA and other countries, licensed exclusively through X/Open Company LimitedWindows is a registered trademark of the Microsoft CorporationAll other brand and product names are trademarks of their respective companies

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JENZABAR, INC.FEE COLLECTION IMPLEMENTATION GUIDE

TABLE OF CONTENTSGenerating Cash Receipt Forms................................................................................................................ 1

Introduction............................................................................................................................................. 1Converting Cash Receipt Forms ............................................................................................................ 1Adding Cash Receipt Forms .................................................................................................................. 1New and Updated Cash Receipt Form Fields........................................................................................ 2Valid Cash Receipt Form Fields............................................................................................................. 3

Generating Statement Forms ..................................................................................................................... 6Introduction............................................................................................................................................. 6Converting Statement Forms.................................................................................................................. 6Adding Statement Forms........................................................................................................................ 6New and Updated Statement Form Fields ............................................................................................. 7Valid Statement Form Fields .................................................................................................................. 8

Setting Up Fee Collection......................................................................................................................... 12Introduction........................................................................................................................................... 12Purpose of Fee Collection .................................................................................................................... 12Configuration Table Setup.................................................................................................................... 12Example of Configuration Table Values ............................................................................................... 12Aid Table Setup .................................................................................................................................... 13Billing Fiscal Year Table Setup ............................................................................................................ 13Deferment Application Table Setup...................................................................................................... 14Deferment Table Setup ........................................................................................................................ 14Subsidiary Totals Table Setup ............................................................................................................. 15Total Association Table Setup.............................................................................................................. 15Setup Considerations ........................................................................................................................... 16Usage Considerations .......................................................................................................................... 16Deciding to Implement Fee Collection.................................................................................................. 17

INDEX ......................................................................................................................................................... 19


Generating Cash Receipt Forms

Introduction

The CARS Solution supports four new cash receipt forms for printing cash receipts in the cashierprogram (cash_rcpt1, cash_rcpt2, cash_rcpt3, and cash_rcpt4). These new forms are located in$CARSPATH/modules/accounting/forms/cashier.

CAUTION: Cash receipt forms must be located in this directory to be used by the cashierprogram to print cash receipts.

Converting Cash Receipt Forms

If you have customizations to your current cash receipt form and wish to maintain them for use inthe cashier program, follow the six steps in the followinglist to successfully convert your currentcash receipt form into a format recognized by cashier.

CAUTION: Due to the number of new fields and modifications to old fields, Jenzabar stronglyrecommends that you do not use the "make merge" command to mergecustomizations to your cash receipt form. A large number of overlaps will occur ifyou do use the "make merge" command.

1. Copy your current cash receipt form to the new location.

% cd $CARSPATH/modules/accounting/forms/cashier

% make add F=cash_recpt

% cp ../voucher/cash_recpt

2. Delete the "attributes" section from your current form.

3. Copy the "attributes" section from one of the four standard CARS Solution cash receiptforms (cash_rcpt1, cash_rcpt2, cash_rcpt3, or cash_rcpt4) into your form.

4. Edit the "form" section of your form and modify references to fields whose names havechanged. Information regarding field names that have changed is listed in the table on newand updated cash receipt form fields.

5. Edit the "attributes" section of your form and modify any format, group, and scroll clauses tocorrespond to your customized form.

CAUTION: In order to maintain customizations to your cash receipt form other than thosementioned above, such as "lookup" clauses, add them to the attributes section ofyour form.

6. Install the converted form using:

% make cii F=cash_recpt L="Convert Cash Receipt Form"

Adding Cash Receipt Forms

You can create any number of cash receipt forms. The name of the file containing the form canbe any valid UNIX file name up to 14 characters in length. Follow the four steps in the list belowto successfully add a cash receipt form.

1. Add a file for your cash receipt form.

% cd $CARSPATH/modules/accounting/forms/cashier

% make add F=<filename>

2. Copy into your form, one of the four standard CARS Solution cash receipt forms(cash_rcpt1, cash_rcpt2, cash_rcpt3, or cash_rcpt4) most closely resembling the form youwish to create.

Implementing Fee Collection 2 Financial Management

Example: If you choose cash_rcpt2 form, then use: % cp cash_rcpt2 <filename>

3. Edit your new form as desired, using only valid cash receipt form fields. Informationregarding valid cash receipt form names is listed in the table on valid cash receipt formfields.

4. Install your new form using:

% make cii F=<filename> L="New Cash Receipt Form"

New and Updated Cash Receipt Form Fields

The following lists and describes new and updated cash receipt form fields. The new field nameis in bold print. Below it are the old filename and a brief description.

amtsamountscrollScroll: G/L applied amount

appamtsN/ASubs applied amount

balcodsN/AScroll: Total Detail Balance Code

balprdsN/AScroll: Total Detail Balance Period

balstotalSubs balance amount

cashamttotalcashTotal amount received

chgamtN/ATotal change given

desc1stext1scrollScroll: account description

desc2stext2scrollScroll: account description 2

netamtN/ATotal applied amount

subsidssubsidScroll: subsidiary ID number

subsnmssubsnameScroll: subsidiary name

totamts


N/AScroll: Total Detail Apply Amount

totdescsN/AScroll: Total Detail Description

Valid Cash Receipt Form Fields

The following lists and describes the valid cash receipt form fields, as well as standard fieldwidths for fields. The field/record is in bold print. Below it are its standard field width and a briefdescription.

acct_tableN/AAny field in the table, (e.g., acct_text)

cntr_tableN/AAny field in the table, (e.g., cntr_text)

fund_tableN/AAny field in the table, (e.g., fund_text)

gla_recN/AAny field in the record, (e.g., acct_desc1)

gle_recN/AAny field in the record, (e.g., gle_doc_no)

id_recN/AAny field in the record, (e.g., id_no or ss_no)

suba_recN/AAny field in the record, (e.g., suba_subs)

proj_tableN/AAny field in the table, (e.g., proj_text)

unit_tableN/AAny field in the table, (e.g., unit_text)

vch_recN/AAny field in the table, (e.g., vch_no)

amts12Scroll: G/L applied amount

addr1,

addr2,

addr3,

addr4,

addr5,


addr632 characters each lineFormatted ADR address

address1,

address2,

address332 characters each lineFormatted ADR address

appamts12Subsidiary applied amount

balcods4Scroll: Total Detail Balance Code

balprds6Scroll: Total Detail Balance Period

bals12Subs balance amount

cashamt12Total amount received

chgamt12Total change given

desc1s36Scroll: account description 1

desc2s36Scroll: account description 2

netamt12Total applied amount

recaddr1,

recaddr2,

recaddr3,

recaddr4,

recaddr5,

recaddr632 characters each lineFormatted ADR address

subsids6Scroll: subsidiary ID number

subsnms


32Scroll: subsidiary name

subsaddr1,

subsaddr2,

subsaddr3,

subsaddr4,

subsaddr5,

subsaddr632 characters each lineScroll: subsidiary ADR address

totamts10Scroll: Total Detail Apply Amount

totdesc24Scroll: Total Detail Description


Generating Statement Forms

Introduction

CARS Solution supports four new statement forms for printing statements (stmt1, stmt2, stmt3,and stmt4). These new forms are located in $CARSPATH/modules/accounting/forms/stmt.

CAUTION: Statement forms must be located in this directory to be used by the stmt, acquery,bursar, and cashier programs to print statements.

Converting Statement Forms

If you have customizations to your current statement form and wish to maintain them for use inthe acquery, bursar, cashier, or stmt programs, follow the steps in the following list tosuccessfully convert your current statement form into a recognizable format.

CAUTION: Due to the number of new fields and modifications to old fields, Jenzabar stronglyrecommends that you do not use the "make merge" command to mergecustomizations to your statement form. A large number of overlaps will occur ifyou do use the "make merge" command.

1. Copy your current statement form to the new location.

% cd $CARSPATH/modules/accounting/forms/stmt

% make add F=stmt

% cp $CARSPATH/modules/acctsrecv/forms/stmt/stmt

2. Delete the "attributes" section from your current form.

3. Copy the "attributes" section from one of the four standard CARS Solution statement forms(stmt1, stmt2, stmt3, or stmt4) into your form.

4. Edit the "form" section of your form and modify references to fields whose names havechanged. Information regarding field names that have changed in listed in the table on newand updated statement form fields.

5. Edit the "attributes" section of your form and modify any format, group, and scroll clauses tocorrespond to your customized form.

CAUTION: To maintain customizations to your statement form, other than those mentionedabove (e.g., lookup clauses), add them to the attributes section of your form.

6. Install the converted form using:

% make cii F=stmt L="Convert Statement Form"

Adding Statement Forms

Any number of statement forms can be created. The name of the file containing the form can beany valid UNIX file name up to 14 characters in length. Follow the steps in the list below tosuccessfully add a statement form.

1. Add a file for your statement form.

% cd $CARSPATH/modules/accounting/forms/stmt

% make add F=<filename>

2. Copy into your form, one of the four standard CARS Solution statement forms (stmt1, stmt2,stmt3, or stmt4) most closely resembling the form you wish to create.

Example: If you choose the form stmt2, then use: % cp stmt2 <filename>


3. Edit your new form as desired, using only valid statement form fields. Information regardingvalid statement form names is listed in the table on valid statement form fields.

4. Install your new form using:

% make cii F=<filename> L="New Statement Form"

New and Updated Statement Form Fields

The following lists and describes new and updated statement form fields. The new field is in boldprint. Below it are the old field and a brief description.

id_recN/AAny field in the record, (e.g., id_no, ss_no)

stu_acad_recN/AAny field in the record, (e.g., stuac_cl)

stu_serv_recN/AAny field in the record, (e.g., stusv_campus_box)

sbcust_recN/AAny field in the record, (e.g., sbcust_test)

subb_tableN/AAny field in the record, (e.g., tsubb_text)

subs_tableN/AAny field in the record, (e.g., tsubs_text)

bdate1, bdate2N/ABeginning statement date

prdsN/AScroll: transaction balance period

aidsaidScroll: financial aid amount

balmsgbalbufBalance text, (e.g., Balance Due)

balsrunbalRunning statement balance

cduemsgcurduetextCurrent text, (e.g., Current Due)

datesdateScroll: Transaction date

descs


transScroll: Transaction description

drcrsdrcrScroll: Credit/Debit transaction amount

drsdrScroll: Debit transaction amount

edate1dt1Ending statement date

edate2dt2Ending statement date

minmsg1minpaytext1Minimum payment due text

minmsg2minpaytext2Minimum payment due text

paymsgpaybufPayment due text

pduemsgpduetextPast due text

Valid Statement Form Fields

The following lists and describes the valid statement form fields, as well as the standard fieldwidths of each.

id_recN/AAny field in the record, (e.g., id_no, ss_no)

stu_acad_recN/AAny field in the record, (e.g., stuac_cl)

stu_serv_recN/AAny field in the record, (e.g., stusv_campus_box)

sbcust_recN/AAny field in the record, (e.g., sbcust_text)

subb_tableN/AAny field in the table, (e.g., tsubb_text)

subs_tableN/AAny field in the table, (e.g., tsubs_text)

addr1,


addr2,

addr3,

addr4,

addr5,

addr6,

addr732 characters each lineFormatted ADR address

aids10Scroll: financial aid amount

balmsg30Balance text, (e.g., Balance Due)

bals10Running statement balance

bdate1,

bdate28 each dateBeginning statement date

cduemsg30Current text, (e.g., Current Due)

com80Statement comment

cont33Statement form continue message

crs10Scroll: Credit transaction amount

curdue30Current due amount

dates8Scroll: Transaction date

descs25Scroll: Transaction description

drcrs10Scroll: Credit/Debit trans. amount

drs


10Scroll: Debit transaction amount

edate1,

edate28 each dateEnding statement date

fin_bal1,

fin_bal2,

fin_bal310 each bal.Statement balance

mindue1,

mindue210 each bal.Minimum balance due

minmsg130Minimum payment due text

minmsg230Minimum payment due text

paymsg30Payment due text

pdate8Statement print date

pdue10Past due amount

pduemsg30Past due text

prds6Scroll: trans. balance period

prev10Previous due amount

stmt_cr10Total statement credits

stmt_dr10Total statement debits

sub1,sub2


10 each no.Student subsidiary number

totaid10Total financial aid


Setting Up Fee Collection

Introduction

Fee Collection setup requires the institution to review entries in the Configuration table and toupdate or populate the following tables:

• Aid table• Billing Fiscal Year table• Deferment Application table• Deferment table• Subsidiary Totals table• Total Association table

Purpose of Fee Collection

Fee Collection is designed to allow for fast, full payment on a student account with detailedtracking of which monies paid for which fees. An additional benefit is the ability to defer part or allof the fees to a third party for their payment. The third party is typically an employer who issending employees to the institution for additional education.

Fee Collection calculates the student's fees and displays them for review with the student. Thecashier can manually apply the payment to the fees, or if the student is paying in full, use thepayall feature, and automatically apply the monies to all fees charged. The cashier can alsosupply a deferment agency code to those items that the student's third party (e.g., employer)wants to pay for.

Fee Collection also allows for multiple forms of payment.

Configuration Table Setup

The following entries in the Configuration table (config_table) relate to Fee Collection processing:

IF_FINAID_POSTEDIf set to Y, indicates that the Fee Collection program should only use posted aid.

ENABLE_EXACT_POST_AIDRelevant only if IF_FINAID_POSTED is set to Y, a Y value for this config_table entry causesFee Collection to distribute only the aid actually posted. This config_table entry is relevantwhen financial aid awards change.

Example of Configuration Table Values

This table shows four (of several) possible scenarios for disbursible financial aid. Disbursible aidwill be listed in the Deferment record (defer_rec). The first three columns in the table areassumptions. Under these assumptions, setting the values to Y or N for IF_FINAID_POSTEDand ENABLE_EXACT_POST_AID will generate the outcomes listed in the last three columns ofthe table.


Assumptions Outcomes

Action $ Amountin aid_rec

$ Amountdisbursedor posted

byFinancialAid Entry(subt_rec)

IF_FINAID_POSTED

Value

ENABLE_EXACT_POST_AID

Value

Total $Amount

applied byFee Collection

1.) Aid Awarded 1000 0 N N/A 1000

but not posted Y N 0

Y Y 0

2.) Aid fully posted 1000 1000 N N/A 1000

Y N 1000

Y Y 1000

3.) Aid increased 1500 1000 N N/A 1500

from $1000 to Y N 1500

$1500 Y Y 1000

4.) Aid decreased 1000 1500 N N/A 1000

from $1500 to Y N 1000

$1000 Y Y 1500

Note the ENABLE_EXACT_POST_AID value has no significance unless the aid amount isadjusted, and the amount of the aid adjustment is not yet posted. Under this condition, if bothConfiguration table entries are set to Y, you obtain different applied amounts. Under all otherconditions, no differences exist between the results obtained with theENABLE_EXACT_POST_AID values (i.e., 0 and 0, or 1000 and 1000).

Aid Table Setup

The Aid table (aid_table) serves as a link to the Deferment table. Every financial aid code (anysubt_table entry with a post flag of "A") must be in the Deferment table. The "after adding aidcodes" SQL statement still adds the codes to the subt_table, but now also populates theDeferment table.

The entries placed in the Deferment table must be updated with additional information.

Billing Fiscal Year Table Setup

The Billing Fiscal Year table (fsbill_table) identifies which sessions belong in which fiscal year forthe purpose of determining the yearly cap of fees charged that are used in the Total Associationtable (totas_table).

The fsbill_table contains the following columns.

fscl_yrThe fiscal year

prd


The session

ordThe order of periods comprising the fiscal year

Deferment Application Table Setup

The Deferment Application table (defapp_table) identifies a schedule of the types of fees that adeferment agency will pay and the percentage of the fee(s) the agency has agreed to be liablefor. The Deferment table uses this table to determine what total association codes (totas_table)the agency is willing to pay for.

The defapp_table contains the following columns.

defappThe four character deferment application code

tot_codeThe total association code this deferment can pay for (links to the totas_table)

pctThe default percentage of the fee(s) from the tot_code for which the agency is willing to pay(as computed on the initial balance)

Example: Assume the pct field contains 75, and that a single student has the followingcharge history. The charges decrease during the session because of thestudent’s dropping courses.

Charge (tot_code) Agency payment

Beginning charge of $1000 $750 (75% of charge)

Charge decreases to $800 $750 (unchanged since charges still exceedthe payment amount computed above)

Charge decreases to $600 $600 (reduced because the charge amounthas fallen below the agency payment amount)

Deferment Table Setup

The Deferment table (defer_table) identifies a "deferment agency" by linking its ID number to afour-character code. Its purpose is to determine for which specific charges this agency is willingto pay. This table links to the Deferment Application table to determine for which total associationcodes (from the totas_table) or total codes (from the subt_table) the agency is willing to pay.

The defer_table contains the following columns.

deferThe four character code for the agency as used on Fee Collection screen.

prdThe period in which this record is valid (e.g., FA98).

idThe ID number of the agency (links to id_rec).

rfndThe total code from the subt_table that is used to hold the dollar amount in excess ofcharges. It should be blank for third party deferrment records.

rfnd_to_stuA Y/N flag indicating whether, if overpayment exists, the award can be refunded to thestudent (Y = yes; N = no).

defapp


The deferment application code (links to defapp_table).

priorityThe priority by which payments from the deferment agency will be applied against thestudents’ charges if the ENABLE_NET CHECKS is set to “Y”.

Example: Assume a student has the following:− Tuition charges of $1000 (maintained in the S/A [Student Accounts]

subsidiary)− Housing charges of $1100 (maintained in the H/B [Housing and Board]

subsidiary)− Pell grant of $2000 (Priority of 1)− SEOG grant of $200 (Priority of 2) Under these assumptions, the Pell grant will be applied before the SEOG

grant, and the student will receive a refund of $100 from SEOG (e.g.,RSEG).

Note: Refunds of aid will be in reverse priority order. This is significant only if youenable the Configuration table entry ENABLE_NET_CHECKS. This causes allamounts due to and from a student to be accumulated before refunds areissued. If ENABLE_NET_CHECKS is not enabled, then the refund generatedwill be $1000 RPEL and $200 RSEG. By issuing aid refunds in reverse order,the process ensures that financial aid pays first for specific charges in thestudent account (e.g., S/A), and for charges to other subsidiaries last (e.g.,H/B).

activeA Y/N flag indicating whether the deferment agency is active.

Subsidiary Totals Table Setup

The Subsidiary Totals table (subt_table) has two columns relevant to Fee Collection. The first isSite and the second is Total Association. For most institutions, the Site variable will always beblank.

The Total Association column links the totas_table to the subt_table. The linkage ties multiplesubtotals to a total association code.

Example: If the institution has seven miscellaneous fees and wants to roll them up into oneline for fee collection purposes, you would create a code in the Total Associationtable. Then that code would be loaded into the subt_table's Total Associationcolumn for each fee it is including.

As a special consideration, Financial Aid needs to create refundable aid codes for this table. TheDeferment table uses the entries to apply excess financial aid. These codes must be unique toeach financial aid code. Jenzabar recommends the following naming convention: Rxxx for thecode, where xxx is the first three characters of the aid code.

Example: PELL would be tied to RPEL

Note: For more information about the relationship between the subt_table and thetotas_table, see General Ledger Technical Manual Volume 1.

Total Association Table Setup

The Total Association table (totas_table), also called the Fee Cap table, groups types of feeswhich a deferment agency will pay for. The Deferment Application table and the SubsidiaryTotals table use this table to determine the total codes (subt_table) for which the agency iswilling to pay. The system also uses the table to establish semester and/or yearly caps on thefee linked to the code.

The totas_table contains the following columns.


totasThe four character code used as a rollup of all the codes linked to it

txtThe description of the totas code

prdThe period for which this code is valid

cap_semThe semester cap value

cap_yrThe yearly cap value

Note: The following are special considerations for the totas_table:• This table determines its yearly session from the fsbill_table.• Only one billing fiscal year can be declared at a time.• The values in the table must be maintained before Billing is run for the next yearly

session.

Setup Considerations

The following list presents setup considerations for Fee Collection:

TablesThe fee collection module requires that the previously discussed tables be set up prior toattempting the use of Fee Collection. Jenzabar advises that existing clients review theirCharge/Assessment and Subsidiary Totals tables prior to using Fee Collection.

Third Party BillingThird Party Billing uses the same tables that Fee Collection uses. Agreements withemployers need to be established and verifiable document trails need to be agreed upon. Typically, students will bring an authorization slip with them when they register. This slipallows the cashier to defer the charges the employer has previously agreed to pay for. Theagreements specifically itemize what the agency is willing to pay for. Some agencies mayhave multiple types of deferments.Different agency codes need to be generated for each different type of deferment category. They still link back to that specific agency via the ID number.You must review the subt_table when linking the fees to the total association codes. Eachfee (subt_table entry) can be linked to only one total association code.

Financial Aid refund checksThe Deferment table identifies all financial aid and the refundable subsidiary totals code towhich the excess is applied. The system disburses financial aid refund checks with thisrefundable code.

Usage Considerations

The following list presents usage considerations for Fee Collection:

Higher Education Reauthorization ActThe Higher Education Reauthorization Act requires that certain financial aids be limited topaying for only certain items and that any excess be sent back to the agency providing themonies. This requires the application of payments to go against specific charges. Theaverage institution typically has several different charges on the student's account. Thecashier is then forced to manually allocate the payment to each charge being paid.The act also requires a federally mandated refund structure for first time attendees,regardless of the institutional refund policy. This requires the institution to develop two setsof Charge / Assessment and Refund tables; one for the first time student, and one for allothers.

Fee Collection


Fee Collection provides an easier way to apply payments to the charges on the student'saccount. Two options exist:

• If the student is paying all of his/her charges, then a payall feature canautomatically apply payments to all charges.

• The cashier can also apply payments to the charges manually. If the institutionhas a large number of charges, it may be easier to consider using the batchfeeprogram described below.

batchfeeJenzabar designed the batchfee program to be run on a regular basis (nightly) to allow thecashier to use the PAID total concept. Monies that are paid into this total are moved to anycharges on the student's account in a priority order, based on the Priority field in thesubt_table.

Deciding to Implement Fee Collection

The impact of implementing Fee Collection varies widely among institutions. If the institution'susers want to continue using the PAID tot concept, the batchfee program will accommodatethem. The student accounts are only as accurate as the frequency with which batchfee runs. Fee Collection is an optional part of the Accounting module. If the institution wishes to use ThirdParty Billing, then Fee Collection is a requirement.


INDEX

Aadding

cash receipt forms, 1statement forms, 6

Aid table setup, 13

BBilling Fiscal Year table setup, 13

Ccash receipt forms

adding, 1converting, 1generating, 1

Configuration table setup, 12converting


DDeferment Application table setup, 14Deferment table setup, 14

FFee Collection

Aid table setup, 13Billing Fiscal Year table setup, 13Configuration table setup, 12Deferment Application table setup, 14Deferment table setup, 14purpose, 12setup, 12setup considerations, 16Subsidiary Totals table setup, 15Total Association table setup, 15usage considerations, 16

fieldson cash receipt forms, 2on statement forms, 7updated statement form fields, 7valid statement form fields, 8

formsadding cash receipts, 1generating cash receipts, 1

Ggenerating


IImplementing Fee Collection

impact, 17

Rreceipts

adding, 1converting forms, 1generating, 1

Ssetup

Fee Collection, 12statement form fields

updated and new fields, 7valid fields, 8

statement formsadding, 6converting, 6generating, 6

Subsidiary Totals table setup, 15

Ttable setup

Aid table, 13Billing Fiscal Year table, 13Configuration table, 12Deferment Application table, 14Deferment table, 14Subsidiary Totals table, 15Total Association table, 15

tasksadding cash receipt forms, 1adding statement forms, 6converting receipt forms, 1converting statement forms, 6generating cash receipt forms, 1generating statement forms, 6

Total Association table setup, 15


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