the b illing and a ccounts r eceivable system bar system training andrew torres student accounts
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The Billing and Accounts Receivable System
BAR System TrainingANDREW TORRES
STUDENT ACCOUNTS
What will be covered today?
What is BAR?
Navigating through BAR
Posting, Revising and Reversing transactions in BAR
Billing Cycle and Collection Actions
BAR-Consolidated Bill Interface
Student Privacy
Reporting
What is BAR?Billing and Accounts Receivable System
Central AR System Where all charge and payment transactions are recorded
Types of Accounts, categorized by external indicator Student (blank)
Contract (C)
Writeoffs (W)
Non-student (N)
Summer (S)
Writeoffs-Summer Sessions (X)
Installment (I)
FEMBA/EMBA (M)
Writeoffs-E-loans (E)
BAR performs the accounting for all transaction through the accrual accounting method
What is BAR?Billing and Accounts Receivable System
BAR Access HoursSunday 12pm – Monday 8pmTuesday – Saturday: 6am-8pm
Navigating Through BARBilling and Accounts Receivable System
Levels of Access Inquiry vs. Update
Screen 4AM serves as a table of contents and breaks down screens as inquiry, update or table
Inquiry Screens These screens are used to review an account holder’s activity,
balance, refunds, etc.
Update Screens These are all transaction posting screens: Charges, Payments,
Waivers
Able to make transaction reversals
Navigating Through BARBilling and Accounts Receivable System
Go to OASIS and perform cursory training
First review all inquiry screens 415, 409, 419, 408, 412, 448
Then review transaction posting screens 430, 432, 438, 406, 462
Billing Cycle and Collection ActionsBilling and Accounts Receivable System
Students Electronic statements available online via the BruinBill
Statements displayed by term
Paper billing no longer provided to student population
Courtesy email reminders sent on the 1st &15th of each month to students and designated 3rd party members
Charges are assigned a due date of the 20th of the following month in which the charge is posted
Exceptions: Self-supporting programs on academic schedules abnormal to the standard tuition deadline have specific due dates assigned to them
Billing Cycle and Collection ActionsBilling and Accounts Receivable System
Non-Students Monthly Paper Billing Statements
A data file for paper invoices is produced on the 1st day of the month
Third party vendor creates the paper invoice and sends via USPS
Billing invoice displays all transactions posted within the prior month
Charges
Payments
Reversal Transactions
Charges are assigned a due date of the 20th of the following month in which the charge is posted
Deadline for departments to post transactions to BAR to have on next billing statement is 8pm on the last business day of the month
Billing Cycle and Collection ActionsBilling and Accounts Receivable System
Writeoff and Collection Process/Timeline BAR has 3 types of writeoff/collection processes
Non-Tuition Type Charges: 180 days from posting date
Tuition Type Charges: 240 days from posting date
Summer Charges: Accelerated writeoff process
Punitive Actions BAR utilizes different measures to enforce collection of outstanding balances
Holds on academic records, student services and enrollment
Delinquent Fees
Collection Letters
Billing Cycle and Collection Actions6 Month Cycle
Billing Cycle and Collection ActionsTuition Type Charges and Summer Writeoffs
Tuition charges are subject to an extended writeoff process Additional delinquent fee and collections cost charges assessed during
additional months in which a charge is past due
Tuition charges moved to “W” external indicator
Student Loans & Collections coordinates collection efforts for all written off balances
Summer Writeoffs Delayed writeoff process
Summer deadlines: May 20th for non-matriculated students, June 20th for matriculated students
Writeoff cycle begins end of August
Delinquent charges written off end of November
Charges written off to “X” external indicator
BAR-Consolidated Bill InterfaceBilling and Accounts Receivable System
All charges posted to BAR will feed over to Consolidated Bill (CB)
CashNet is the vendor UCLA services for the BruinBill display Exceptions: C, N, W, X, E accounts currently not displayed on the
BruinBill
Student (Blank), Summer (S), Installment (I) and FEMBA/EMBA (M) displayed
Housing, Parking and Transportation Accounts also displayed on BruinBill
User Emulation allows us to review an account holder’s BruinBill *in-depth training for CashNet available through Payment Solutions &
Compliance
http://uclacashmgmt.custhelp.com/app/answers/detail/a_id/1162/~/how-do-i-request-cashnet-access%3F
BAR-Consolidated Bill InterfaceBilling and Accounts Receivable System
Refund Schedule BruinDirect
Refund job runs Monday-Friday
Refunds approved by 10am, electronic file submitted at 10:30am
Paper Refunds
Paper check refund job runs weekly every Thursday night
Refund File created and approved every Friday
Accounts Payable processes file and prints check Monday for mailing
Exceptions
Contract Accounts refund once per year, October 31st
W, X, E accounts do not refund
Student PrivacyBilling and Accounts Receivable System
Family Educational Rights and Privacy Act (FERPA) Federal Regulation that guarantees students’ three primary rights
To inspect and review their student record
To seek to amend their student record
To have some control over the disclosure of their student record
Considers any student (regardless of age) attending a higher education institution as an adult
Only the student can authorize the release of their personal records (academic, financial, etc.)
Student PrivacyBilling and Accounts Receivable System
As an education official, one must safeguard all student records in your custody and control
Unless the information is being shared with other educational officials, you must secure either written authorization from the student, or the student must assign third party access to an individual
In OASIS, we can view if an account holder has assigned 3rd party access by navigating to the S3P screen. The 3rd party logon, name and access granted to individual displayed
Student PrivacyBilling and Accounts Receivable System
Personal vs Public Information Personal
UID, SSN, race, ethnicity, nationality, gender, financial transactions, grades
Public
Name, address, telephone number, email address
Public information is generally releasable, however, at UCLA, students have the ability to restrict the release of this information
ReportingBAR System Reports
Types of Reporting Applications Report Distribution Systems (RDS/View Direct)
Campus Data Warehouse (CDW)
These reporting tools provide various forms of reporting Downloadable Reports
Canned Reports
Ad hoc Reports
ReportingBAR System Reports
RDS/View Direct In addition to the monthly Financial System reports, AIS provides
three online reports for BAR
BR0BW040 – Departmental Notice of Writeoff
Lists invoices charged back to your FAU for 80% of unpaid balance (assigned to collection agency)
BR0BWB40 – Departmental Notice of Writeoff
Lists invoices charged back to your FAU for 100% of unpaid balance (assigned to collection agency)
BR0BWM40 – Departmental Notice of Writeoff
Lists invoices with returned mail flags charged back to your FAU for 80% of the unpaid balance
ReportingBAR System Reports
BAR CDW CDW is able to provide both canned and ad hoc reporting
functionality
Prior to getting access, users must have completed FERPA training
Ad hoc vs. Canned Reports Ad hoc: customized queries built by the user using BAR data
Canned: pre-programmed queries which can be emailed directly to the user(s)
How to Access CDW
Access CDW through the following link: http://cdw.qdb.ucla.edu
Will be directed to Shibboleth logon page
How to Access CDW
Under Subject Area Administration, select the Billing and Accounts Receivable folder
How to Access CDW
Select the Monthly Reports folder. This will provide you a list of canned reports available to run and download.
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