Bursar Policies and Procedures Handbook COLLEGE OF THE MUSCOGEE NATION. Preserving the Vision of our Ancestors: An Educational Legacy

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1 Preserving the Vision of our Ancestors: An Educational Legacy COLLEGE OF THE MUSCOGEE NATION Bursar Policies and s Handbook VRAKKUECKV RESPECT FVTCETV INTEGRITY MECVLKE RESPONSIBILITY EYASKETV HUMILITY HOPORENKV WISDOM

2 College of the Muscogee Nation Bursar s Office Policies & s December

3 Table of Contents Introduction... 3 Schedule of Bursar Responsibilities... 4 Bursar Account... 6 Charges to the Bursar Account... 6 Method of Payment... 7 Student Housing... 8 Bursar Account Reversal Monthly Billing Notices Business Office Holds Payment Plan Agreement Bursar Account Refund Accessing Student Account Sending Accounts to Collection Police Science Payments to OSU-OKC Scholarships/Tuition Waivers/Stipends Review of Financial Aid Awards Application of CMN Foundation Scholarship/Tuition Waiver Science Research Stipend Title IV Title IV Funds Disbursement Federal Work-Study Funds Disbursement Returning Federal Student Aid Funds Issuance of 1098-T Business Activity Deposit of Cash Replacement IDs/Parking Decals Book Change Request Cost of Attendance Admissions Pack Enrollment Agreement Form Bursar Authorization Form Consent to Do Business Electronically Form

4 Introduction The Bursar s Office at the College of the Muscogee Nation (CMN) handles activities dealing with student accounts. This includes processing payments and credits, billing tuition and fees, processing miscellaneous charges and manual account adjustments, publication of monthly billing statements, processing inter-fund transactions, and processing student refunds. The Bursar s office also provides related customer service while monitoring and managing student account compliance and collection. Payments and credits include lockbox check payments, scholarship checks, payment plan receipts, institutional and federal financial aid posting, third party billing credits, tuition remission, and various discounts and credits. As part of tuition and fee billing, the Bursar s Office is responsible for managing system tuition bill codes and tuition adjustments for withdrawals and add/drops. Manual charges and adjustments are also posted for textbooks, and miscellaneous fees and various fines. Charge and payment account activity is reported to students in an electronic billing statement on a monthly basis. Students access the monthly e-bill statement through their CMN . Students are also able to view their Bursar Account balance and 1098-T form through their online Empower portal. Another important function of the Bursar Office is the monitoring and clearance of student accounts to ensure that students are making payments in accordance with CMN payment option policies. This process starts prior to the beginning of each term as students register and continues throughout the academic period. The Bursar s Office is located in Education/Administration Building, Room 123, and is available for walkins and appointments Monday Friday 8:30 a.m.-12:00p.m. or 2:00p.m.-4:30p.m. Bursar s Office Bursar: Trent Pembrook Address: Bursar s Office PO Box Raven Circle Okmulgee, OK Phone: (918) Fax: (918) tpembrook@mcn-nsn.gov 3

5 Schedule of Bursar Responsibilities Daily Duties Check daily reports for Bursar Account credit balances and issue refund checks. Process manual Bursar Account entries into Empower Prepare bank deposit and forms Weekly Duties Monday Mail Title IV Checks from previous week Input previous week s bookstore transactions into Empower Title IV Reconciliation Wednesday Balance scholarship awards Award Title IV Funds Thursday Draw Down Title IV Funds Friday Issue Title IV Checks Monthly Duties Create and disseminate Student Billing Notifications. Send past due statements: * Fall-Bill past due notices: January 15, February 15, and March 15; send to collection after March 31 st. * Spring-Bill past due notices: June 15, July 15, and August 15; send to collection after August 31 st. * Summer-Bill past due notices: September 15, October 15, and November 15; send to collection after November 30 th. * Send any student to collections who has not kept payment arrangements. Apply finance charges monthly beginning: * Fall October 15 * Spring February 15 * Summer June 15 Every Term Process Tuition Balance one month before classes start and send statements to students. Post all housing, meals, and bookstore charges. Post Business Office Holds for every student with a Bursar Account balance beginning on the 1 st of the second month of a trimester. Yearly Create and disseminate 1098-T forms in January. Order and disseminate parking permits for upcoming academic year. 4

6 Year End Balance Housing Accounts Receivable for the fiscal year. (from 10/1/XXXX to 9/30/XXXX+1) Balance Bursar Accounts for the fiscal year. Balance Bookstore Accounts for the fiscal year. Other/Ongoing Disseminate Work Study checks. Sell replacement ID badges and parking permits. 5

7 Charges to the Bursar Account Bursar Account Charges to the College of the Muscogee Nation s (CMN) student Bursar Account include, but are not limited to: Tuition/Fees Room/Board Academic/Non-Academic Charges Tuition/Fees, charged to students per credit hour, are established by the CMN Board of Regents. Room/Board consists of per trimester housing and meal plan charges. Academic charges are comprised of the cost of text books and other class materials which vary according to the student s program of study. Non-Academic charges include clothing and entertainment items purchased at the university bookstore, and are not covered by the CMN Foundation Scholarship/Tuition Waiver. Payment on an account balance is due ten days after the add/drop date; however, penalties/fees will not be applied until second month in the trimester. Business Office Holds will be placed on all student Bursar Accounts with outstanding balances beginning on the 1 st of the second month of each trimester. A 1% monthly service charge will be assessed to any unpaid balance beginning the 15 th of the second month of each trimester. The service charge will continue to be assessed on the 15 th of every month until the account balance is satisfied. Accounts must be paid in full to enroll in subsequent trimesters. Non-payment of any charges could result in litigation or collection procedures. Delinquent account information may be submitted to credit reporting agencies, which could endanger credit ratings. For more information regarding non-payment see Sending Accounts to Collection policy. Charges are made to the CMN Bursar Account to provide documentation in the accounting processes of the Business Affairs and Financial Aid Offices. 1. Charges will be applied to all students Bursar Accounts, prior to the beginning of a trimester. To apply charges to a student s Bursar account in Empower: a. Go to screen SB/CM b. Enter the student s I.D. number and hit tab c. Click on the SB/CM button d. Click on the Customer Detail button e. Click on the Adjustment button f. Enter the Transaction Date & Time, Term, Transaction Type, and Transaction Amount g. Click the save icon 6

8 2. Bursar Account balances will be modified following the add/drop period of the trimester to reflect proper tuition/fee charges according to the Bursar Account Reversal policy. 3. A 1% monthly service charge will be applied to any unpaid balance on the 15 th of the second month, and continue to be assessed on the 15 th of every month until the account is satisfied. To apply a service charge in Empower: a. Go to screen SB/ICP b. Enter Minimum Balance To Charge: 0.01, Aging Date: 15 th of the second month in the trimester, and Charge Interest From Date: 15 th of the first month in the trimester c. Max Term to Charge Interest: current term, Interest Rate: 1.00, Receivable Type: S, Term: current term, and Transaction Date: 15 th of the second month in the trimester d. Click Create INT/CHR button * The dates will need to be changed for every month s interest charge. Method of Payment Students, faculty, and staff are to make all payments to the College of the Muscogee Nation (CMN) in the Bursar s Office. Payments may be made in person or mailed to: Bursar s Office P.O. Box Raven Circle Okmulgee, OK Acceptable payment methods include: cash, checks, or Money Order. Do not mail cash payments. Mailed payments should include the student s ID number. Payments are to be made to the Bursar s Office to satisfy any account balances held by CMN before the conclusion of the current trimester. 1. Walk-in Payments: Cash (checks, currency, and coin): a. The Bursar will obtain the cash payment from the client. b. A receipt will then be created and given to the student for verification of amount and signature. (The first copy will be given to the client. The second copy is retained by the Bursar for accounting purposes.) *Payments by check that are returned as insufficient will be charged back to the given account. A $30.00 Check Fee will be assessed on all returned checks. 7

9 2. Mailed Payments: Payments mailed to the Bursar s Office will be handled just as walk-in payments, except no receipt will be created for the client. All mailed payments must either be check or money order. 3. All payments toward a student s Bursar Account balance must be enter into Empower. To enter a payment: a. Go to screen SB/CM b. Enter the student s I.D. number and hit tab c. Click on the SB/CM button d. Click on the Customer Detail button e. Click on the Payment button f. Enter the Tendered Amount, Payment Type (if a check: enter Bank Name and Check Number), Term, Transaction Type, and Transaction Amount g. Click the save icon *The Bursar s Office closes books each day at 3:00 p.m. All payments will be handled according to Deposit of Cash policy. All changes to a student s account will appear on the next month s billing notice. Student Housing Prior to the beginning of each trimester, the Bursar s Office will send an to the Residence Manager, requesting a copy of the HUD Housing Status list. From this list, an Excel spreadsheet will be created to document housing deposit payments. The list will also be referenced when applying housing rent payments, both HUD and non-hud, to residents Bursar Accounts. The Residence Manager will notify the Bursar s Office of any changes to this list throughout the semester. Payments made to the Bursar s Office regarding housing (deposits, rent, and fines) will be handled according to the method of payment policy, except all documentation for these transactions will be filed in the Bursar s Office. Unpaid housing charges are subject to penalties/fees. The student housing policy ensures a seamless line of communication between the Residence Manager and the Bursar s Office concerning any charges to students Bursar Accounts with regards to student housing. 8

10 1. Before the first day of class every semester, the Bursar s Office will request a copy of the HUD Housing Status list, by , from the Residence Manager. 2. From the list, create and print an Excel spreadsheet to record housing deposit payments. Update the spreadsheet as payments are made. All spreadsheets are to be filed for audit purposes. 3. As rent scholarships/tuition waivers are received, reference the HUD Housing Status list to determine how rent payments are to be entered into the accounting system and Empower: MIP: a. Print the Scholarships form from the Document Trail Folder and fill out the Name, ID, Debit and Credit sections according to the Example forms. 1. Charges: HUD Qualifying Students A/R 1815 Residential Units-Rent 398 Residential Units-Other 1417 Non-HUD Students A/R 1815 Residential Units-Rent Payments Scholarships (Creek Students) 1815 A/R 1815 Tuition/Books/Fees (non-creek) 1815 A/R Submit the Scholarships form to the Accounting Specialist to be entered into the accounting system. 4. File the forms in the correct term s Housing folder once they have been returned. Empower: a. Create a housing charge of $ according to the Charges to Bursar Account policy. b. As rent scholarships/tuition waivers are received, enter payments according to HUD status and the Method of Payment policy: HUD Qualifying Students Payment $ Payment $ Non-HUD Students Payment $

11 Notification of housing fines are to be delivered to the Bursar s Office, where they will be charged to the student s Account according to the Charges to Bursar Account policy. These fines are subject to penalties/fees. All payments on fines are to be handled according to the Method of Payment policy. Bursar Account Reversal Several entries into a College of the Muscogee Nation s (CMN) Bursar Account must be reversed throughout the course of a term. These entries include: Tuition/Fees, book charges, Title IV funding, returned check payments, and entry errors. Tuition/Fee reversals are made for those students who withdraw completely from CMN. Total tuition/fees will be reduced by: 100% if proper withdrawal is made during the add/drop period; no reduction is made after that time. Tuition/Fee reversals will also be made for individual courses dropped within the add/drop period. Students with course(s) scheduled to meet less than the full fifteen-week trimester will have adjusted add/drop periods based on the beginning date and length of the individual course(s). For further information on other entry reversals, refer to the policy on Returning Federal Student Aid Funds. Account reversals ensure that account balances remain accurate as transactions occur throughout a trimester. 1. The Registrar will make all withdraw and add/drop changes to a student s enrollment status in Empower. These registration changes will automatically update tuition/fee charges to the student s Bursar Account. 2. Other entries to the Bursar Account must be reversed manually in Empower To manually Reverse an entry: a. Go to screen SB/CM b. Enter the student s I.D. number and hit tab c. Click on the SB/CM button d. Click on the Customer Detail button e. Click on the Reversals button f. Click the Reverse button next to the entry that is to be reversed g. Click the Reverse button on the next screen h. Click the save icon *All changes to the student s account will appear on the first month s billing notice. 10

12 Monthly Billing Notices All College of the Muscogee Nation (CMN) students will be sent a Bursar Account Billing Notice via the students or standard U.S. mail on the 1 st of every month, regardless of the account balance, except for the first month of a trimester. The billing statement for the first month of a trimester will be ed the week after the add/drop period ends to allow for proper adjustments to be made on student accounts. The account balance on the Monthly Billing Notice will be updated through the end of the previous month. The Bursar Account Billing Notice will inform students of entries that have been made on their Bursar Account to date. 1. All students Bursar Account balances will be updated in Empower prior to the conclusion of every month. 2. On the 1 st of every month: A notification will be sent to all students that have consented to electronic business, stating their account has been updated and they can view it online via the Empower portal. To send the notification a. Select the Monthly Billing Notification boilerplate and send it to the Electronic Students list from the CMN Bursar account. All accounts will be batch billed (printed) in Empower on the 1 st of every month and sent via standard U.S. mail to those students that have not consented to electronic business. To batch bill account balances: a. Go to screen SB/CSS b. Enter the Receivable Type: S, Previous Statement Date: first day of the trimester, Current Statement Date: last day of the previous month, F.A. Term ID c. Select Activity/All from the Balance Select dropdown menu d. Click on the Begin Statement button e. Select the students that are to receive their billing notice via standard mail f. Click the Run Report button g. Review the billing statements and click Print 11

13 Business Office Holds Students that fail to satisfy the balance on their College of the Muscogee Nation (CMN) Bursar Account will be subject to Business Office Holds (BH). These include holds on enrollment and transcripts. Business Office Holds will be placed on all students Bursar Accounts with outstanding balances beginning on the 1 st of the second month of each trimester. The holds will remain until the student s account is satisfied, or a Request for a Lift on Business Office Holds form is submitted to and approved by the Bursar s Office. Proof of future financial aid awards may also prevent the application of holds. The Request for a Lift on Bursar Holds form will be available in the Bursar s Office or CMN s website. Students will only be granted a lift on a Business Office Hold if a transcript is required to receive additional financial aid or a payment plan is established to satisfy the remaining account balance. Any payment plan other than the Payment Plan Agreement is subject to penalties/fees. Business Office Holds are placed on students accounts to ensure they satisfy their Bursar Account balance for the current trimester. 1. The Bursar s Office will apply a Business Office Hold to students accounts if their Bursar Account balances are not satisfied by the 1 st of second month of the trimester. To apply Business Office Holds in Empower: a. Go to screen SB/AH b. Enter the student s I.D. number and hit tab c. Enter the Hold Code: BH, Start Date, End Date, and Comment: reason for the hold d. Click the save icon 2. Students will be notified by when Bursar Holds are placed on their accounts. 3. A student can submit a Request for a Lift on Bursar Holds form for a temporary lift on holds. If the lift is granted, the student will receive a transcript and/or be allowed to enroll for the next trimester. To override Business Office Holds in Empower: a. Go to screen SB/OH b. Enter the student s I.D. number and hit tab c. Select the Business Office Hold to be overridden d. Click the save icon 12

14 Payment Plan Agreement Students at the College of the Muscogee Nation (CMN) may choose to pay their Bursar Account balance in three monthly payments. To participate, students must enroll in the program every term. A $30 Payment Plan Fee will be assessed every trimester for enrolling in the payment plan. Failure to pay an installment within 10 days of the due date can result in the addition of penalties/fees or termination of the program. Students who meet the payment due date will not be assessed monthly finance charges. Payment amounts are based on the balance due after financial aid is deducted. Additional financial aid will reduce the amount of following payments, but does not substitute as a payment. The monthly billing statement will reflect the payment amount and the due date for each payment. Monthly billing statements are sent to the student via the student s CMN . The balance must be paid in full to attend future terms. The deadline to apply for the Payment Plan Agreement is the last day of add/drop period every trimester. The application must be updated every year to reflect the trimester deadlines for that academic year. The Payment Plan Agreement is offered to assist students in paying their Bursar Account balance over the course of a trimester without incurring any penalties/fees. 1. Students will obtain the Payment Plan Application form from the Bursar s Office or CMN s website. Once the form has been completed it is to be submitted to the Bursar s Office before the end of the add/drop period, for approval. 2. The Application will be available on CMN s website or in the Bursar s Office. All students will be approved for the Payment Plan upon submitting their first application. Enrollment in this program for subsequent trimesters is contingent upon the student s past success. Following Approval: To create a Payment Plan in Empower: a. Go to screen SB/CM b. Enter the student s I.D. number and hit tab c. Click on the SB/CM button d. Click on the Def. Pymt Plan button e. Enter the Term, Receivable Type: S, and Payment Plan f. Click Ok g. Enter the PLAN, Date Eff, Date End, Beg. Balance, F/A Amount, First Due, and Monthly Plan Due Date: 1 h. Click Est. Agreement 13

15 i. Click Pro. Note and Print j. Have the student and Bursar sign and date the Promissory Note. Make a copy for the student, and file the original for records. 3. A $30.00 Payment Plan Fee will by charged to the student s bursar account, this fee will be due with the first payment. The monthly installment will appear in the student s billing statement the month prior to its due date. The amount due in each payment may differ based on awarding of financial aid. 4. Payments will be due the 10 th of every month, starting in the second month of the trimester. 5. Failure to pay an installment within 10 days of the due date will result in: a. A written warning, listing the consequences for further late charges for the first late payment. b. The addition of the 1% Monthly Service Charge for the remainder of the trimester for the second late payment. c. The application of Bursar Holds, until the balance is paid, and termination of the program for subsequent trimesters for the third late payment. 6. All payments will be handled according to Deposit of Cash policy. Bursar Account Refund Following the add/drop period and the application of financial aid awards, some students may have a credit balance on their College of the Muscogee Nation (CMN) Bursar Account. A Federal Student Aid (FSA) credit balance occurs whenever CMN credits FSA program funds to a student s account and the total amount of those funds exceeds the student s allowable charges. As per FSA regulations, if a credit balance occurs, CMN must pay the credit balance directly to the student as soon as possible, but no later than 14 days after the date the balance occurred on the student s account. The Bursar s Office will review reports daily to determine if any students are due a refund. In the event that a refund is required, the Bursar s Office will notify the students via their CMN . This will include collection options for the refund. The options are: a) Picking-up a refund check from the Bursar s Office, or b) Having a refund check mailed to their place of residence via standard U.S. mail Once a student determines the desired method of collection, a check may be printed and disbursed according to the student s wishes. If a student does not pick-up his/her check within 21 calendar days of original notification, the student forfeits the refund and the funds will be returned to the Department of Education (ED) or location of origination. A refund is created to reconcile the credit balance on a student s Bursar Account in accordance with FSA regulations. 14

16 1. The Bursar s Office will notify a student of a credit balance on their Bursar Account by CMN e- mail. Students will have five business days to respond to the with their preferred method of collection. If there is no response within that period, another will be sent notifying the student that a refund check has been printed and will be available for pick-up in the Bursar s Office. If the check is not picked up within 21 calendar days of the original notification, the funds will be returned to ED. 2. If a student wishes to receive a refund check: To create a refund in Empower: a. Go to screen SB/CM b. Enter the student s I.D. number and hit tab c. Click on the SB/CM button d. Click on the Customer Detail button e. Click on the Adjustment button f. Enter the Transaction Date & Time, Term, Transaction Type: BALNCE/REF, and Transaction Amount g. Click the Next Transaction button To create a refund check: a. Print a copy of the student s Billing Statement 1. In the student s Customer Detail window click the Statement button 2. Enter the Previous Statement Date: first day of the trimester, Current Statement Date: current date, F.A. Term ID 3. Select Activity/All from the Balance Select dropdown menu 4. Select Print (no history record) from the Statement Run Type dropdown menu 5. Click Begin Statement button 6. Click Run Report 7. Review the billing statements and click Print 8. Highlight the Acct Balance Refund entry b. Print a copy of the Cash Disbursement form from the Document Trail Folder and fill it out. c. Submit the billing statement and Cash Disbursement form to the Accounting Specialist to create the check. Once the check has been printed, it is to either be held in the Bursar s Office or mailed to the student s listed home address. 15

17 Accessing Student Account Students must be present, with a valid government or College of the Muscogee Nation (CMN) issued photo identification card, in order to access account information. Students accessing their Account from the Bursar s Office will have to complete the Bursar Account Activity Log Sheet. No information will be given via telephone, fax, or personal . However, students that submit a completed Consent to Do Business Electronically form will receive Bursar Account updates via their CMN . All students will have access to their Bursar Account information through the Empower web portal. To access their account from the Bursar s Office, students must provide valid identification and complete the Bursar Account Activity Log Sheet to protect the confidentiality of CMN account information. 1. Students must provide a government or CMN issued ID when requesting account information. 2. The Bursar Account Activity Log Sheet, kept in the Bursar s Office, must be filled out completely before any information will be given. This includes: the date, student name, I.D., account activity, and signature. The Bursar will initial the log after the student s request has been met. 3. Log sheets will be kept on file for one full academic year, for proof of request and assistance. Sending Accounts to Collection All student Bursar Accounts are required to be paid in full each trimester, before registration for subsequent trimesters is allowed. An account becomes delinquent when a balance remains after the beginning of the following trimester. A student who leaves CMN owing a balance on his/her Bursar Account and without making arrangements to pay will begin to receive letters via standard U.S. mail regarding, the overdue bill. Fall-Bill past due notices: January 15, February 15, and March 15; send to collection after March 31 st. Spring-Bill past due notices: June 15, July 15, and August 15; send to collection after August 31 st. Summer-Bill past due notices: September 15, October 15, and November 15; send to collection after November 30 th. The letters inform recipients that they must pay the remainder of their Bursar Account balance and ask for either full payment or an arrangement to begin a payment plan. Notification letters will continue to be mailed until action is taken. The third and final letter, the Final Notice, will state that if no action is taken to satisfy the Bursar Account, the student will be turned over to a collection agency. 16

18 Once an account is forwarded to an outside collection agency, students will have to contact that agency for payment arrangements as this balance will be reported to the major credit bureaus. Student Bursar Account balances are sent to collection to clear delinquent accounts from CMN s records, allowing the accounting books to balance. 1. Once an account becomes delinquent, send Delinquent Account Notification letters according to the appropriate schedule. 2. Continue sending Delinquent Account notifications once a month for three months, if no action is taken. The third and final notification, the Final Notice, will inform the recipient that if no action is taken to satisfy the account by the end of the month, he/she will be turned over to a collection agency. Police Science Payments to OSU-OKC Students enrolled in the Police Science Program at the College of the Muscogee Nation (CMN) are dually enrolled at Oklahoma State University-Oklahoma City (OSU-OKC). All Bursar Account balances for this program are to be paid to OSU-OKC s Bursar s Office. Any billing statements from the Police Science Program at OSU-OKC are to be sent to CMN s Bursar s Office. The statements will then be shared with the Financial Aid Coordinator for application of all scholarships and tuition waivers packaged through CMN. The Police Science Payments to OSU-OKC policy ensures a seamless line of communication between OUS-OKC and CMN s Bursar concerning any charges to these students Bursar Accounts. 1. Following the Add/Drop period, CMN s Bursar will OSU-OKC s Bursar a finalized roster of all students in the Police Science program at CMN. 2. OSU-OKC s Bursar will a billing statement for these students to CMN s Bursar s Office. 3. Books for this program will be purchased at OSU-IT s bookstore. A billing statement for book purchases will be ed to CMN s Bursar. 4. CMN s Bursar will forward the Billing Statements to the Financial Aid Office to prepare financial aid awards offer through CMN. 5. The awards will then be review according to the Review of CMN Financial Aid Awards policy. 6. When the scholarship check has been mailed, CMN s Bursar will notify OSU-OKC s Bursar of the payment by . 17

19 Scholarships/Tuition Waivers/Stipends Review of Financial Aid Awards All financial aid awards issued from the College of the Muscogee Nation s (CMN) Financial Aid Office are to be reviewed in the Bursar s Office before the awards can be applied to student accounts. The Bursar s review of financial aid awards is meant to safeguard against over awarding and any other calculation errors. 1. Once the Financial Aid Coordinator completes the Authorization for Payment form, it is delivered to the Bursar s Office. 2. Upon receipt, the Bursar confirms students tribal statuses, depending on award criteria, in Empower, and recalculates the TOTAL amount awarded on form. 3. If the statuses and amount are correct, the Bursar initials the form, and makes a copy to be filed in the Bursar s Office. The original form is delivered to the Accounting Specialist for final authorization and award disbursement. 4. If the Authorization for payment form is incorrect, it is to be returned to the Financial Aid Coordinator. Application of CMN Foundation Scholarship/Tuition Waiver All Native students attending the College of the Muscogee Nation (CMN) are eligible for the CMN Foundation Scholarship/Tuition Waiver. The Scholarship/Tuition Waiver will be applied to students Bursar Account balances after all other awards (scholarships and grants) have been applied. The CMN Foundation Scholarship will pay for the remainder of all academic charges on Muscogee (Creek) students Bursar Accounts. The CMN Foundation Tuition Waiver will pay up to $1, toward the remainder of all academic charges on non-creek Native students Bursar Account balances. The CMN Foundation Scholarship/Tuition Waiver will not pay for any non-academic charges on a student s Bursar Account balance. Students may not receive a refund on the CMN Foundation Scholarship/Tuition Waiver. The CMN Foundation Tuition Waiver will be applied to a student s CMN Bursar Account balance before it can be applied to a partnering institution s Bursar Account. If there are any funds remaining after the 18

20 CMN account has been satisfied, the Tuition Waiver may then be applied to a student s Bursar Account balance at a partnering institution. The CMN Foundation Scholarship/Tuition Waiver is meant to assist Native students financially in their pursuit of higher education. 1. The Financial Aid Coordinator will package CMN Foundation Scholarship/Tuition Waiver payments. 2. Once they have been packaged and reviewed, the Bursar s Office will apply those funds to students CMN Bursar Account balances. The CMN Foundation Tuition Waiver will be applied to a student s CMN Bursar Account balance first. 3. The Business Affairs Department will then print checks to be sent to partnering institution for application to students Bursar Account balances. Science Research Stipend Students enrolled in BIO 2134 Investigative Biology course at the College of the Muscogee Nation (CMN) will be granted a stipend at the conclusion of their research. Students will qualify for the stipend once all tasks outlined in the College of the Muscogee Nation Student Contractual Agreement to Service form have been completed. The student agreement will be issued and filed in the science instructor s classroom. The stipend, provided by a National Science Association grant, is meant to be compensation for completion of the course; it does not apply to the student s tuition for the course. The science research stipend is awarded to students who complete the course, encouraging their pursuit of scientific research. 1. Students will obtain and submit a College of the Muscogee Nation Student Contractual Agreement to Service form from the science instructor. 2. Once the course has been completed to the satisfaction of the science instructor, an will be sent to the Bursar s Office, listing all students that are to receive the science research stipend. 3. The Bursar s Office will then Print a copy of the Cash Disbursement form from the Document Trail Folder and fill it out. 4. A copy of the and Cash Disbursement form will be submitted to the Accounting Specialist to create the check. 19

21 5. Students will be notified by when their Science Research Stipend checks are available for pick-up in the Bursar s Office. 20

22 Title IV Title IV Funds Disbursement When a student becomes eligible to receive Title IV funding, the College of the Muscogee Nation (CMN) must notify each of the amount of funds the student can expect to receive from applicable Federal Student Aid (FSA) programs. The student must provide authorization, by completing the Bursar Authorization form, before the Bursar s Office can use FSA funds to pay for allowable educationally related charges other than tuition, fees, room, and board, and/or apply FSA funds to prior-year charges, not exceeding $200.00, other than tuition, fees, room, and board. As required by federal regulations, all Title IV funds must be disbursed to students, their parents, or credited to students Bursar Accounts as soon as administratively feasible, but no later than three business days after the funds were received in the Federal Funds Account. To comply with the excess cash regulations, (Volume 5, Chapter 2 of the Blue Book) it is the responsibility of the Bursar s Office to ensure CMN does not draw down more cash than can disburse over the next three days. CMN must submit disbursement records no later than 30 days after making a disbursement or becoming aware of the need to adjust a student s disbursement. As a result of this rigid timeframe, CMN will adhere to a strict schedule when issuing Title IV funds: Students will be awarded Title IV funds on Wednesdays from the Financial Aid Department. That is, students awards will be calculated and funds will be requested from the federal government. From this information, the federal government will deposit funds in CMN s Federal Funds bank account. This process usually takes between one-half to a full business day to complete. The Bursar s Office will draw down these funds from the Federal Funds bank account on Thursdays. Title IV funds will be applied to students Bursar Accounts on Fridays. All changes to the student s account will appear on the next month s billing notice. The Issuance of Title IV Funds policy is meant to comply with federal regulations while disbursing funds to CMN students. 1. Wednesdays, the Financial Aid Coordinator will calculate and award Title IV funds. 2. Thursdays, the Bursar will draw down the funds from the Federal Funds bank account. 3. Fridays, the Title IV funds will be applied to students Bursar accounts. 21

23 Federal Work-Study Funds Disbursement The College of the Muscogee Nation (CMN) must notify each student selected for the Federal Work- Study (FWS) program of the amount of funds the student can expect to receive from Federal Student Aid (FSA). FWS participants will be paid every other week, corresponding with the faculty and staff payroll period. For audit and program review purposes, CMN will retain documentation showing that students received disbursements in the amount charged to the FWS program. CMN will disburse FWS funds via check payable to the student. All checks for student work studies will be available for pick up, with a government or College of the Muscogee Nation (CMN) issued photo identification card. If a student is unable to pick-up his/her check, an Authorization to Mail Work Study Check form can be obtained from the Bursar s Office or CMN s website and submitted to the Bursar s Office, allowing the check to be mailed to the location specified on the form. The Federal Work-Study policy is meant to comply with federal regulations while disbursing funds to FWS students. 1. Work study checks will be printed and available for pick-up every other Friday. Students must present a valid government or CMN issued ID and initial the Work Study Check Pick-up Log Sheet to receive their checks. 2. Students that are unable to pick-up their work study check can submit an Authorization to Mail Work Study Check form, specifying the preferred address to mail the FWS check. Returning Federal Student Aid Funds There are a number of reasons why the College of the Muscogee Nation (CMN) may have to return funds to the Department of Education (ED). These include: The return of Federal Student Aid (FSA) funds required when a school must correct an overaward or an overpayment, and the return of funds required when a student withdraws or otherwise ceases attendance during a payment period of enrollment, Having FSA funds on hand with no expectation they can be disbursed to other eligible students within three days (excess cash), Owing ED for expenditures disallowed during a program review or audit, and Having earned interest on its federal funds in excess of $

24 CMN should return money to the Department using the electronic refund functionality in G5. The Department considers FSA funds returned when the funds have been deposited into the Federal Funds account or initiated an electronic funds transfer (EFT) to the Department. If the amount owed to the Department is $100,000 or more, CMN must remit payment through its financial institution by FEDWIRE. The return requirement is met if the FSA funds are deposited into the Federal Funds account no later than 45 days after CMN determined that a student withdrew or received an overpayment the school was responsible for returning. Reconciliation of Title IV funds will take place every Monday morning. The Financial Aid Coordinator and Bursar will work together in determining which students have completed a withdrawal or made adjustments to their schedules, resulting in over awarding for the trimester. Once this determination has been made, the Financial Aid Coordinator will recalculate the Title IV award for the appropriate students. The Bursar will then return the overawarded funds to the Federal Funds account. Title IV reconciliation may result in a balance remaining on a student s Bursar Account. Payment on the remaining balance is the responsibility of the student. The balance is subject to penalties/fees. Title IV funds must be reconciled, due to withdrawal or schedule adjustments, in the event a student is over awarded. Any overaward is to be returned to the Department of Education in compliance with Return of Title IV (Return) regulations. 1. Every Monday, the Financial Aid Coordinator and Bursar will meet to determine which students are subject to the reconciliation of Title IV funds. All students who have completed a withdrawal or made adjustments to their course load for the trimester must have their Title IV award recalculated. 2. The Financial Aid Coordinator has thirty days from the determination to recalculate the amount awarded and inform the Bursar of any funds that need to be returned to the federal government. 3. Once the Bursar s Office is informed of the recalculation, it will transfer the funds back into the Federal Funds account. 4. After the funds are transferred, The Bursar will make all necessary adjustments to students Bursar Accounts. Any resulting balance is the responsibility of the student, and is subject to penalties/fees. 23

25 Issuance of 1098-T Following the first of every calendar year, the College of the Muscogee Nation s (CMN) Bursar s Office is required to submit a 1098-T form, Tuition Statement, to the federal government for all non-exempt students. The calculations for qualified tuition and fees include payments made from January 1 through December 31 of the previous calendar year. See the Department of the Treasury s most current Instructions for Forms 1098-E and 1098-T: Student Loan Interest Statement and Tuition Statement for specific instructions on calculating and completing the 1098-T form. CMN is required to provide all students with a copy of the 1098-T form. Students will have the option of receiving a hard copy of the 1098-T at his/her permanent address or via CMN , as indicated in the Consent to Do Business Electronically form. Form 1098-T will be sent to students by January 31 of each year. The 1098-T form provides information on the qualified tuition/fees billed and the scholarship/grant amounts that have been applied to a student account. This information can be used to determine eligibility for certain educational tax credits and is NOT to be used to calculate the amount of scholarship/grant aid that is taxable. The IRS website is useful for additional information regarding Form 1098-T T forms are created and disseminated to students to assist in the calculation of annual federal tax returns. 1. CMN 1098-T forms will be completed and submit electronically, if applicable, in the Empower system. Those that do not wish to receive an electronic copy of this form will be mailed a copy. 2. In Empower: a. Go to screen SB/98T. b. Enter the Date Range: previous year (The tax year will automatically generate) c. Enter School Addr Type: ORGP, Phone Type: ORGP, and Student Addr Type: HOME d. Select 1098 T Filing Method e. Click Start Report 3. If a hard copy of the 1098-T form is requested by a student, a copy will be printed and mailed to the student s permanent address via standard U.S. mail. 24

26 Business Activity Deposit of Cash The Bursar s Office is responsible for making cash deposits for all College of the Muscogee Nation (CMN) departments and student organizations. Per Oklahoma Statutes, Title 62, OS Sup. 986, 7.1 all money collected by an agency must be deposited daily. To uphold this statute, the Bursar s Office closes its books at 3:00 p.m. to prepare and deliver deposits to the bank. To create a streamline process for all CMN departments, Bursar s Office is responsible for making all cash deposits to the bank. 1. All cash (checks, currency, and coin) collected by any college department and/or student organization will be deposited in the Bursar s Office on a daily basis. 2. The Bursar s Office closes books each day at 3:00 p.m. For those departments or students organizations which consistently receive cash each business day, a daily cutoff time must be established to allow time for the department and/or organization to prepare the deposit and deliver it to the Bursar s Office before 3:00 p.m. All deposits received in the Bursar s Office by 3:00 p.m. will be deposited the same day. 3. All money collected, in the Bursar s Office, for a given day is to be listed on a bank Deposit Ticket. The ticket book and monies are to be placed in a bank bag and delivered to Citizens Security Bank. Upon return, the Received Check section of a Cash Receipt form is to be completed for each item in the deposit. The Cash Receipt forms are then delivered to the Accounting Specialist for entry into CMN s accounting system. All documentation is to be filed in the Accounting Specialist s office. 4. Funds received in the Bursar s Office after 3:00 p.m. shall be deposited with the collections received the following business day. Each department and student organization is responsible for ensuring adequate procedures and controls over the temporary safekeeping of funds prior to their deposit with the Bursar. Such procedures and controls should at a minimum include: a. Removing funds from the cash register or money tray by the designated fund custodian. b. Placing funds in a locked bank bag or locked metal container and securing it in a safe, locked cabinet, or locked desk. c. Limiting access to the funds to the designated fund custodian. 5. All checks are to be restrictively endorsed (Deposit Only) immediately upon receipt by the department or student organization. 25

27 6. Under no circumstances will employees or students make disbursements from the department or student organization s cash receipts. All cash receipts must be deposited in the Bursar s Office intact. Parking Decals/Replacement IDs All College of the Muscogee Nation Students, Faculty, and Staff must properly display a CMN parking decal on their vehicle. All unauthorized vehicles on campus may be towed at the owner s expense. Replacement decals/ids can be purchased in the Bursar s Office during normal hours of operation. Everyone must display their parking decal for identification and security purposes. Students: 1. The price of a student s first parking decal is built into his/her cost of tuition. 2. Student s must present a valid CMN ID and complete the Car Registration form in the Bursar s Office to receive a parking decal. The recipient will be instructed on how to properly display the parking decal. 3. Replacement IDs/ Parking Decals can be purchased in the Bursar s Office for $ At the time the replacement is purchased, the Bursar will create a receipt. The payment will then be handled according to Deposit of Cash policy. 4. If the purchase is of a replacement parking decal, it will be provided in the Bursar s Office. If the purchase is of a replacement ID, the receipt is to be presented at the front desk, where the ID is to be created. Faculty/Staff: 1. Faculty/Staff must present a valid CMN ID and complete the Car Registration form in the Bursar s Office to receive a parking decal. The recipient will be instructed on how to properly display the parking decal. 2. Replacement IDs/ Parking Decals can be purchased in the Bursar s Office for $ At the time the replacement is purchased, the Bursar will create a receipt. The payment will then be handled according to Deposit of Cash policy. 3. If the purchase is of a replacement parking decal, it will be provided in the Bursar s Office. If the purchase is of a replacement ID, the receipt is to be presented at the front desk, where the ID is to be created. 26

28 Book Change Request Instructors that wish to change books for a course are required to inform the Bookstore Manager one trimester before implementing the new book in class. Once the new book has been ordered, the Bookstore Manager will submit a copy of the Book Change Notification form to the Bursar s Office of the new book and its price. A Book Change Notification is to be submitted to the Bursar s Office, allowing for the Cost of Attendance (COA) calculation to be updated for the catalog and website. 1. Instructors are to complete and submit the Book Change Notification to the Bookstore Manager no later than one trimester before the implementation of the new book. 2. Upon completing the textbook order, the bookstore will contact the Bursar s Office to notify it of a book change. 3. The Bursar s Office will adjust COA according to its policy. Cost of Attendance Cost of Attendance (COA) must be provided for all College of the Muscogee Nation s (CMN) prospective students. COA is calculated based on a student s completion of a program of study, including: tuition, fees, and books for all classes. (Book prices may change every trimester based on instructor preference). Room and Board is calculated by estimating a student s status as full-time (12 hours per trimester) and the approximate trimester he/she will complete the program. COA estimates are to be provided on CMN s website and catalog. COA is provided on the CMN website to aid in budgeting for college expenses and comparing the cost of institutions for prospective students. 1. COA is created by calculating the cost of tuition based on hours per academic program, program specific fees, books required, and the need for any additional supplies. 2. Any changes to the cost of an academic program will cause COA to be recalculated by the Bursar. 27

29 3. The recalculations will be posted in the trimester prior to their implementation by submit a completed Website Change Request form to the web administrator. All COA changes will be posted on the website. 4. The Bursar s Office will also inform the Registrar of the changes to ensure COA in the school catalog is up-to-date. 28

30 Admissions Pack Enrollment Agreement Form A copy of the Enrollment Agreement form will be included, and disbursed, to students as part of the College of the Muscogee Nation s (CMN) Admissions Pack. The construction and maintenance of the form is the responsibility of the Bursar s Office; however, it is to be distributed and collected in the Admissions Office. The Enrollment Agreement form is a contract signed between the student and institution. The agreement specifies the conditions under which the school will provide instruction to the student. It also estimates the costs a student must pay in order to enroll in a specific program. 1. The Bursar s Office is responsible for providing the Admissions Office with an updated copy of the Enrollment Agreement form prior to the dissemination of the Admissions Pack. 2. Students are required to complete and return the agreement once every academic year before they can enroll. 3. After the agreement has been returned, it is to be signed by a designated official and filed with the student s records. Bursar Authorization Form A copy of the Bursar Authorization form will be included, and disbursed, to students as part of the College of the Muscogee Nation s (CMN) Admissions Pack. The construction and maintenance of the form is the responsibility of the Bursar s Office; however, it is to be distributed and collected in the Admissions Office. The Bursar Authorization form, if completed and returned to the Admissions Office, will allow the Bursar s Office to apply Title IV aid to all charges on a student s account, including: charges for books, supplies, and fines. Students that do not grant Bursar Authorization will only have their Title IV aid applied to tuition, fees, room, and meal plan. 29

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