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SETA Southeast Conf=
erence
Session Rules of
Etiquette
Welcome!
Topics of Discussio=
n
Topics of Discussio=
n (cont.)
Payment Policy <=
/b>
Payment Policy <=
/b>
Payment Policy <=
/b>
Payment Policy <=
/b>
Payment Policy <=
/b>
A/R BannerWeb for S=
taff
A/R BannerWeb for S=
taff
A/R BannerWeb for S=
taff
A/R BannerWeb for S=
taff
A/R BannerWeb for S=
taff
Financial Brochure =
&
Financial Brochure<=
/a>
Slide 18
Slide 19
Student Account Web=
Site
Slide 21
Financial Brochure =
&
A/R Calendar
A/R Calendar
A/R Calendar
Carry Forward Credi=
t
Slide 27
Carry Forward Credi=
t
Hold Notification E=
mail
Hold Notification E=
mail
Automated Refunding=
Automated Refunding=
Automated Refunding=
Deposits
Deposits
Escrow Deposit Dona=
tions
Escrow Deposit Dona=
tions
Escrow Deposit Dona=
tions
Bills
Bills
Slide 41
PC’s TSRCBIL using a
Evisions Template
PC’s TSRCBIL – Face=
–
Student/Parent Address
PC’s TSRCBIL Bill &=
amp;
Remittance Stub
PC’s TSRCBIL Remitt=
ance
Stub
PC’s Billing Notes<=
/a>
"Monthly with =
credit
card (..."
Data Manipulation to
TSRCBIL
Data Manipulation to
TSRCBIL (cont)
Data Manipulation to
TSRCBIL (cont)
Email Bill for A/R =
Staff
What’s Next?
What’s Next? (cont)=
What’s Next? (cont)=
Questions
Presentation Docume=
nts
Presenter Informati=
on
Thoughts?
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SETA Southeast Conf=
erence
The Further Evoluti=
on of Banner
A/R @ PC
Robbie Sasser &=
Raymond Ruff =
Presbyterian Colleg=
e
Monday, April 16, 9=
:15 AM
Session Rules of
Etiquette
Please turn off you=
r cell
phone/beeper
If you must leave t=
he session
early, please do so as discretely as possible
Please avoid side c=
onversation
during the presentation
Thank you for your =
cooperation!
Welcome!
About PC
Approx 1,200 studen=
ts
The first Banner mo=
dule went
live in 1993
Banner AR implement=
ed in 1995
Audience Poll
Current Banner User=
s
Current Plus Users =
moving to
Banner
New Clients/Plus Cl=
ients
considering Banner
Topics of Discussio=
n
Payment Policy
A/R BannerWeb for S=
taff
Financial Brochure =
/ Web Site
A/R Calendar =
Carry Forward Credi=
t
Topics of Discussio=
n (cont.)
Hold Notification E=
mail
Automated Credit Ba=
lance
Refunding
Deposits
Deposit Donations
Bills
Payment Policy <=
/b>
Before
Payment Policy was =
unwritten
No true consequence=
s for
non-payment
Payment Policy <=
/b>
The Policy
Students are requir=
ed to make
full payment of their outstanding balance by cash, check, or credit card
payment through ECSI
Another option is f=
or the
student to enroll in the ECSI Monthly Payment Plan
Payment Policy <=
/b>
The Enforcement
One Week after Bill=
Due Date
Letters and emails =
are sent
stating the risk of rescission of registration, housing, meal plan and
financial aid
A/R works closely w=
ith
Financial Aid to help students
College Retention C=
oordinator
is contacted
First Day of Class<=
/font>
“Pending Notice to =
Vacate”
email is sent
Indicates that in s=
even days
the rescission will occur
Payment Policy <=
/b>
The Enforcement
Five days after cla=
sses begin
Residence Life pers=
onally
delivers a notification to student and counsels them.
Seven days after cl=
asses begin
“Notice to Vacate” =
letter is
served to the student. Departure=
from
campus is required within 24 hours unless payment or arrangements are mad=
e.
The following day
Registration, housi=
ng, meal
plan and financial aid are officially withdrawn
Payment Policy <=
/b>
After
A written policy wa=
s created
and strongly enforced
Cash flow improved =
by almost 1
Million
Bad Debt write-off =
improved by
46%
Collection problems=
reduced
After four full yea=
rs, no
student has been removed from classes/campus
A/R BannerWeb for S=
taff
Before
Payment Policy and =
Outstanding
Balance reports were manually generated by IT support
A/R Staff was depen=
dent upon IT
staff availability for generation of the reports
A/R BannerWeb for S=
taff
A/R BannerWeb for S=
taff
A/R BannerWeb for S=
taff
A/R BannerWeb for S=
taff
After
A/R and Financial A=
id staffs
have real-time access to the reporting
Real-time access al=
lows for
faster communication with the students to prevent invocation of the Payme=
nt
Policy
Financial Brochure =
&
Before
Several documents w=
ere sent to
parents/students outlining tuition & fees
Other financial inf=
ormation
could be found throughout the college catalog
No policy/rate info=
rmation
available on web
Student account his=
tory
available through BannerWeb
Financial Brochure<=
/a>
Brochure outlines:<=
/font>
Deposit requirement=
s
Annual Tuition &=
; Fee costs
Payment Due Dates
Part-Time &
Summer School Rate=
s
Refund Policy
All Special Fees
Slide 18
Slide 19
Student Account Web=
Site
Makes available:
Financial Brochure<=
/font>
Payment Information=
College Catalog
Policies
BannerWeb link
Billing Information=
Contact Information=
Slide 21
Financial Brochure =
&
After
All tuition and fee=
information
provided in one location via the financial brochure
All student account=
/ accounts
receivable information is available on our web-site including the financi=
al
brochure
Assists Admissions =
and
Financial Aid in educating potential and current students
A/R Calendar
Before
No central document=
outlining a
schedule for A/R functions such as billing
A/R was at the merc=
y of other
offices to complete necessary tasks in a timely manner
A/R Calendar
A/R Calendar
After
Created Master A/R =
calendar for
use in the A/R office
Created Office A/R =
calendars
for all other offices that feed to or affect A/R
Led to much less ag=
gravation
and confusion among all parties
Carry Forward Credi=
t
Before
Refunded each semes=
ter after
the finalization of financial aid
Refunds were handle=
d weekly,
requiring substantial staff time
Slide 27
Carry Forward Credi=
t
After
Created Carry Forwa=
rd Credit
form for students to authorize carrying their credit from the Fall to Spr=
ing
semester
Allowed the college=
to hold on
to the cash
Reduced number of r=
efunds
Hold Notification E=
mail
SZPHLDE
Home-grown process =
to send an
email to students with a particular hold on SOAHOLD
Hold Notification E=
mail
Automated Refunding=
Before
Manual Refunds
Ran a report listin=
g those with
credit balance
Manually removed th=
ose who
should not receive a refund
Obtained approval o=
f aid from
Financial Aid
Keyed invoice into =
Accounts
Payable
Keyed refund entry =
onto
student’s account
Automated Refunding=
After
Automated Credit Ba=
lance
Refunds
Use comment codes (=
SPACMNT) to
designate students who should not receive a refund
Create a Pop Sel of=
those
eligible for a refund
Run TSRRFND in Flag=
mode using
the Pop Sel
Review refund list =
via TSARFND
Run TSRRFND in RFND=
& Audit
modes to create a report for Financial Aid’s approval
Automated Refunding=
After (cont.)
Automated Credit Ba=
lance
Refunds
Run TSRRFND in RFND=
&
Update modes
Close & Finaliz=
e the
cashiering session created by TSRRFND
Run TGRAPPL – Appli=
cation of
Payments
Run A/R Feed proces=
s
Run TZPRACR – Home =
Grown
Process to correct Address Type
Run FURAPAY – Feed =
to Accounts
Payable
Deposits
Before
Incoming Freshman/T=
ransfers
Paid $100 Advance D=
eposit
applied to the Fall
Paid $100 Damage De=
posit held
for use only by the Residence Life office
Released deposit an=
nually for
students with damages
Upperclassmen
Paid $200 Advance d=
eposit
applied to the Fall
Potentially had to =
replenish
Damage Deposit
Deposits
After
Escrow Deposit was =
created
Incoming Freshman/T=
ransfers
Paid $300 Escrow De=
posit – Held
until Graduation
If the student with=
draws before
May 1, the Escrow deposit is refunded
Upperclassmen
Paid $300 Advance d=
eposit
applied to the Fall
If the Student with=
draws after
payment of Advance Deposit, there is no refund
Escrow deposit will=
be refunded
after all outstanding balances have been deducted
Escrow Deposit Dona=
tions
To increase and enc=
ourage Alumni giving, the director of the PC=
fund
requested the ability for students to donate the remainder of their Escrow
Deposit upon graduation
TZPESDN was written=
to
accomplish the deposit donation
Escrow Deposit Dona=
tions
The process <=
/td>
Student will sign a=
n agreement
to donate their deposit (handled by the PC Fund)
A/R adds the commen=
t code EDD
(on SPACMNT) to specify that a student has donated their deposit
Deposits are releas=
ed to the
student’s account
Escrow Deposit Dona=
tions
The process (cont.)=
Run TZPESDN to add =
the Escrow
Deposit Donation detail code to the student’s account for the remaining
balance of the deposit
The detail code for=
the
donation deposits the money in a clearing account from which a check is
written the PC Fund
Bills
Before
PC wrote our own ve=
rsion of
TSRCBIL to satisfy parent/student requests
Bills averaged 3-4 =
pages that
were hand-folded and stuffed into envelopes
Tied up several peo=
ple for
several days!
Bills
and Fold-and-Seal w=
as the
Answer!
Slide 41
PC’s TSRCBIL using a
Evisions Template
Formatted for Fold =
& Seal
technology
Face – Address
Bill & Remittan=
ce Stub
Remittance Envelope=
Custom logos & =
fonts
PC’s TSRCBIL – Face=
–
Student/Parent Address
PC’s TSRCBIL Bill &=
amp;
Remittance Stub
PC’s TSRCBIL Remitt=
ance
Stub
Using SQL Capture w=
e added
street number + zip to the stub for entry in the credit card machine
PC’s Billing Notes<=
/a>
Printed on the bac=
k of the
fold-and-seal paper stock behind the billing information and remittance s=
tub
"Monthly with =
credit
card (..."
Monthly with credit=
card (shown
in ex)
Monthly without cre=
dit card
Future term <=
/td>
Escrow/Advance Depo=
sit
Summer School
Data Manipulation to
TSRCBIL
Recalculate future-=
term bill
with SQL Capture
A – Calculate Previ=
ously Billed
& Current Charges
B – Calculation onl=
y includes
Advance Deposit.
Does not include Escrow deposit that=
is
held
until graduation
Data Manipulation to
TSRCBIL (cont)
Data Manipulation to
TSRCBIL (cont)
Allowance for 2 pag=
e bills
Have no balance due=
print on
first page and calculate total correctly using our re-calculation <=
/td>
Add street number –=
zip code to
the remittance stub
Lower merchant fee =
to accept
credit cards if this information is entered
Add PC logo and cus=
tom fonts
Add Text lines such=
as Balance
Due
Email Bill for A/R =
Staff
Created a new A/R e=
mail account
Email a copy of eac=
h bill to
allow the A/R staff to be able to pull up an exact copy of what the
student/parent is seeing
What’s Next?
Use of TGISTMT
New Banner form del=
ivered in
7.x
Allows A/R staff to=
view
information from billing statements, payment history, and unbilled activi=
ty
What’s Next? (cont)=
eBills through Bann=
erWeb
SunGard has deliver=
ed the
ability for your students to view their
FormFusion statement bills through BannerWeb
They can also see t=
he
information reported to you on TGISTMT
What’s Next? (cont)=
Use of A/R APIs
APIs (Application P=
rogram
Interface) are black boxes
You pass an API dat=
a and it
handles all updates/inserts/deletes appropriately behind the scenes
Re-write our Paymen=
t Plan -
Payment Load to use APIs
Talk to your tech f=
olks about
possibilities at your institution
Questions
Presentation Docume=
nts
Please see the PC S=
tudent
Account web site for the financial brochure, policy information, etc
http://www.presby=
.edu/stuacct
Please see the foll=
owing web
site for code examples, Refunding Runbook, FormFusion template etc.
http://web.presby.e=
du/~rhruff
Presenter Informati=
on
Robbie Sasser
Presbyterian Colleg=
e
864.833.8214 =
rbsasser@presby.edu=
Raymond Ruff =
Presbyterian Colleg=
e
864.833.8584 =
rhruff@presby.edu
http://web.presby.e=
du/~rhruff
Thoughts?
What have you done =
that may
benefit others?
Thanks!
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Fourth level
Fifth level
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Slide 1
SETA Southeast
Conference
Th=
e Further
Evolution of Banner A/R @ PC
Ro=
bbie Sasser
&
Raymond Ruff
Pr=
esbyterian
College
Mo=
nday, April
16, 9:15 AM
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Slide 1
Session Rules
of Etiquette
n Pl=
ease turn off
your cell phone/beeper
n If=
you must
leave the session early, please
do=
so as
discretely as possible
n Pl=
ease avoid
side conversation during the
pr=
esentation
Thank
you for your cooperation!
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Slide 1
n Abo=
ut PC
–=
Ap=
prox 1,200
students
–=
Th=
e first Banner
module went live in 1993
–=
Ba=
nner AR
implemented in 1995
n Au=
dience Poll
–=
Cu=
rrent Banner
Users
–=
Cu=
rrent Plus
Users moving to Banner
–=
Ne=
w Clients/Plus
Clients considering Banner
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Slide 1
n Pa=
yment Policy
n A/=
R BannerWeb
for Staff
n Fi=
nancial
Brochure / Web Site
n A/=
R Calendar
n Ca=
rry Forward
Credit
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Slide 1
Topics of
Discussion (cont.=
)
n Ho=
ld
Notification Email
n Au=
tomated Credit
Balance Refunding
n Dep=
osits
n De=
posit
Donations
n Bil=
ls
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Slide 1
n Bef=
ore
–=
Pa=
yment Policy
was unwritten
–=
No=
true
consequences for non-payment
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Slide 1
n Th=
e Policy
–=
St=
udents are
required to make full
pa=
yment of their
outstanding balance by
ca=
sh, check, or
credit card payment
th=
rough ECSI
–=
An=
other option
is for the student to enroll
in=
the ECSI
Monthly Payment Plan
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Slide 1
n T=
he Enforcement
–=
O=
ne Week after
Bill Due Date
n L=
etters and
emails are sent stating the risk of
r=
escission of
registration, housing, meal plan and
fin=
ancial aid
n A=
/R works
closely with Financial Aid to help students
n C=
ollege
Retention Coordinator is contacted
–=
F=
irst Day of
Class
n “P=
ending Notice
to Vacate” email is sent
–=
I=
ndicates that
in seven days the rescission will occur
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Slide 1
n Th=
e Enforcement
–=
Fi=
ve days after
classes begin
n R=
esidence Life
personally delivers a notification to
st=
udent and
counsels them.
–=
S=
even days
after classes begin
n “N=
otice to
Vacate” letter is served to the student.
D=
eparture from
campus is required within 24 hours
un=
less payment
or arrangements are made.
–=
Th=
e following
day
n R=
egistration,
housing, meal plan and financial aid are
of=
ficially
withdrawn
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Slide 1
n Aft=
er
–=
A =
written policy
was created and strongly
enf=
orced
–=
Ca=
sh flow
improved by almost 1 Million
–=
Ba=
d Debt
write-off improved by 46%
–=
Co=
llection
problems reduced
–=
Af=
ter four full
years, no student has been
re=
moved from
classes/campus
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Slide 1
n Bef=
ore
–=
Pa=
yment Policy
and Outstanding Balance
re=
ports were
manually generated by IT
sup=
port
–=
A/=
R Staff was
dependent upon IT staff
av=
ailability for
generation of the reports
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Slide 1
Slide 1
Slide 1
Slide 1
n Aft=
er
–=
A/=
R and
Financial Aid staffs have real-
ti=
me access to
the reporting
–=
Re=
al-time access
allows for faster
co=
mmunication
with the students to
pr=
event
invocation of the Payment Policy
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Slide 1
Financial
Brochure &
Student
Account Web Site
n Bef=
ore
–=
Se=
veral
documents were sent to
pa=
rents/students
outlining tuition & fees
–=
Ot=
her financial
information could be
fo=
und throughout
the college catalog
–=
No=
policy/rate
information available on
web=
–=
S=
tudent account
history available through
Ba=
nnerWeb
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Slide 1
n B=
rochure
outlines:
–=
Dep=
osit
req=
uirements
–=
A=
nnual Tuition
&
Fee=
costs
–=
P=
ayment Due
Dates
–=
Par=
t-Time &
<=
span
style=3D'mso-tab-count:1'> Summer School
Rat=
es
–=
Re=
fund Policy
–=
Al=
l Special Fees
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Slide 1
Slide 1
Slide 1
n Ma=
kes available:
–=
Fi=
nancial
Brochure
–=
Pa=
yment
Information
–=
Co=
llege Catalog
–=
Pol=
icies
–=
Ba=
nnerWeb link
–=
Bi=
lling
Information
–=
Co=
ntact
Information
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Slide 1
Slide 1
Financial
Brochure &
Student
Account Web Site
n Aft=
er
–=
Al=
l tuition and
fee information provided in
on=
e location via
the financial brochure
–=
Al=
l student
account / accounts receivable
in=
formation is
available on our web-site
in=
cluding the
financial brochure
–=
As=
sists
Admissions and Financial Aid in
ed=
ucating
potential and current students
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Slide 1
n Bef=
ore
–=
No=
central
document outlining a schedule
fo=
r A/R
functions such as billing
–=
A/=
R was at the
mercy of other offices to
co=
mplete
necessary tasks in a timely
man=
ner
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Slide 1
Slide 1
n Aft=
er
–=
Cr=
eated Master
A/R calendar for use in
th=
e A/R office
–=
Cr=
eated Office
A/R calendars for all other
of=
fices that
feed to or affect A/R
–=
Le=
d to much less
aggravation and
co=
nfusion among
all parties
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n Bef=
ore
–=
Re=
funded each
semester after the
fi=
nalization of
financial aid
–=
Re=
funds were
handled weekly, requiring
su=
bstantial
staff time
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