Student Financials Tuition Waivers. PeopleSoft 9.0 version

Transcription

1 Student Financials Tuition Waivers PeopleSoft 9.0 version

2 Table of Contents Setting up Waivers... 3 Overview... 3 Business Purpose... 3 Objectives... 3 Process Steps... 3 Set up Waiver Item types... 4 Process Steps... 4 Set Up Waiver Criteria... 7 Process Steps... 7 Set up Waivers... 9 Processing Steps... 9 Adding Waivers to Tuition Groups Processing Steps Attaching a Waiver to a Student Processing Steps Verify the waiver has applied thru Tuition Calculation Process Steps Troubleshooting Tips Process Steps... 14

3 Setting up Waivers Overview Business Purpose Tuition and Fee waivers allow waivers to be adjusted based off of the Tuition Calculation process where Tuition and fees are adjusted automatically. There is no need to maintain these waivers when the waivers are attached by the equation variable process that allows waivers to be adjusted automatically. This functionality for the purpose of Tuition, Program, Course, Class and Term fees only. This does not apply to charges that do not go through the tuition calculation process. Objectives After completing this section, you will be able to: Set up waiver item types Set up criteria for waivers Attach waivers through equation variable process Process Steps Understand Waiver item types Create Criteria Add waivers to tuition groups Attach waivers to students

4 Set up Waiver Item types Process Steps 1. Navigate to the set up item types page Set up SACR>Product Related>Student Financials>Item Types> Note all waiver item types should be in the to range. Please refer to the item security tree to see where each item type should fit. 2. Initial setup tab a. Effective date should coincide with the first fiscal year and term you will be using this waiver i. Example: Spring term 2010, the effective date should then be 07/01/2009 b. Type a long description of the waiver (30 characters long) c. Type a short description of the waiver (10 characters long) d. Keyword should be Waiver and populated in Keyword 1. Keyword 2 is used for FA purposes e. GL interface is Required, must be checked f. Classification should be waiver g. Accounting Date Control should be listed as Item Effective Date

5 3. Amounts Edit tab a. Minimum Transaction Amount could be listed as 0.00 b. Maximum Transaction Amount could be listed as 9,999, c. Default Amount should be listed as 0.00 d. Waivers are not eligible for any tax information. NDUS s 1098t data looks at billed units not payments except FA item types 4. Miscellaneous tab a. Charge priority list should reflect what the particular waiver can pay. Most tuition and fee waivers are only allowed to pay Tuition and/or Fees only. b. Determine your Payment Overall Priority

6 c. Waivers are not to be refunded, no need to include an earnings code or check the refundable indicator flag d. Select the Payment Priority Flag and set the priority to 250. Waivers are set to pay before 3 rd parties and yet not pay before credits e. Select the Pick Up Receivable from Charge box 5. External Awards and Posting Restrictions tab are not being used at this time 6. Account Types a. Add the account type of TUT to allow the waiver to pay charges that reside in the Tuition account type 7. GL Interface Tab a. We do not use term base for any item types this should have a value of 0000 b. Effective Date should ALWAYS be your current date. DO NOT back date this field. c. Status = Active d. Item Type GL Entry Setup : should work with your Accountant or Controller to decide the correct ChartField string for Debit and Credit rows. Make sure GL pct = and Timing value = to Assessment

7 Set Up Waiver Criteria Process Steps 1. Navigate to: Setup SACR>Product Related>Student Financials>Tuition and Fees>Criteria 2. Criteria Tab a. Effective date should be a date that is used at the time a waiver will first be used b. Give a brief 30 character description c. A longer description may also be added d. Criteria Type will always be Trigger Criteria 3. Criteria Details Tab

8 Description: Note. Student Financials provides system variables that cover most needs. In addition, there are 30 user-defined variables that you can use. Using these user-defined variables is more difficult because you must know the definition of each variable position. a. Choose the Selected Detail Values radio button b. Select the function that the process will perform against the value i. > greater than ii. < less than iii. = equal to iv. <= less than or equal to v. >= greater than or equal to vi. <> not equal to vii. BLK the field value is left blank viii. BTW the field value is between A. and B ix. NBL the field value is not left blank

9 Set up Waivers Processing Steps 1. Navigate to: Set Up SACR>Product Related>Student Finance>Tuition and Fees>Waivers a. Click on Add a New Link 2. Enter your SETID 3. Enter the Waiver Code that will define this waiver. TIP: Use the same code as the criteria. Easy to remember 4. Click the Add button 5. Enter a Description, up to 20 characters

10 6. Enter a Long Description describing the purpose of the waiver 7. Effective date should be => to the effective date of the criteria. Waivers are NOT term based. 8. Account Type usually is TUT for all Tuition and Fee waivers 9. Criteria, currently we are using the Use Criteria radio button. The Use Equation radio button has not been utilized at this time. For future use. Add the criteria value that belongs to this waiver 10. Adjust Until Date: Tip is to use a date that is way out into the future. This will help for any waivers that need adjusting for prior terms 11. Waive Percentage: Use this field if the waiver will be waiving a percentage of charges on the account 12. Item Type Group field should be left blank. We attach waivers to the tuition groups to particular term fees not item type groups 13. Amount/Unit: Use this field if the waiver will be waiving a certain amount per unit 14. Flat Amount: Use this field if the waiver will be waiving a flat amount from the total allowed charges 15. Waiver Offset: Enter an amount to have the student potentially pay a portion of the fee out-ofpocket. For example, you might waive all tuition fees for employees, but want them to pay at least 100 USD. Enter 100 in this field, and the system reduces the calculated waiver by 100 USD. Note. Waiver Offset cannot be used in conjunction with the Waive Percentage, Amount/Unit, or Flat Amount options. You can use Waiver Offset with the Maximum Amount option to limit the total amount of the waiver. Also, if the waiver is attached to a tuition group, the Item Type Group field must be populated. 16. Maximum Amount: Set the maximum amount that can be waived for a student 17. All fields that pertain to Tax are not being used at this time 18. Once waiver information has been configured, click on the SAVE button

11 Adding Waivers to Tuition Groups Processing Steps 1. Navigate to: Set up SACR>Product Related>Student Financials>Tuition and Fees>Tuition Groups 2. Select each tuition group that the waiver may apply to 3. After selecting a tuition group, select the tab called Term Fees 4. Need to attach the waiver to each Fee Code that the waiver may apply to 5. To attach the waiver select the blue waiver hyperlink to the right of the page 6. Once you select the waiver link, the following page pops up 7. Use the magnify glass to look for the waiver code that needs to apply to the fee code

12 8. Once the waiver has been applied, select the OK button 9. Once all waivers have been attached to each term code, you may hit the save button and go to the next tuition group Attaching a Waiver to a Student Processing Steps 1. Navigate to: Student Financials>Tuition and Fees>Equation Variable 2. Search for the student to attach the wavier to NOTE: If you receive a message 3. Once the page appears to attach the waiver enter the waiver code that is associated to either a character variable, numerical variable, or Y/N flag 4. Make sure you enter the correct term associated to the waiver and also the billing career. Some schools there are more than one career.

13 5. Once the wavier is attached to the correct variable, hit the Save button. This will trigger the tuition calculation flag to Y for the student. Tuition will then be calculated and the waiver should appear. Verify the waiver has applied thru Tuition Calculation Process Steps Navigate: Student Financials>Tuition and Fees>Review Fees after Calculation 1. Enter the students emplid and term and hit search 2. Screen will appear with all charges that have applied through the tuition calculation process including the waiver itself on the first tab, Tuition and Fees 1

14 Troubleshooting Tips Process Steps 1. Verify the correct waiver code value is attached to the student 2. Review the effective dates for both the criteria and the waiver code itself a. Waivers are not term specific, only effective date specific 3. Review to ensure the waiver is attached to the tuition group 4. Review to see if other students with the same waiver is working 5. Make sure the item type attached to the waiver code is active and is set up correctly to apply to the particular charges 6. Make sure on your tuition calculation controls that the box is checked, auto calculate waivers for each term and each academic career