UNC Goes GreenElectronic Billing Process

Geri Landwehr

Before Going GreenMailed monthly paper statements

Created TSRCBIL fileTook electronic file to Kinko’s to print – our IT

got out of the printing businessTook bills to Schaeffer Enterprises to fold/stuffSchaeffer delivered to our warehouse to mail

Why Go Green?Eco-friendlyBills lost in mailReturn mail & delivery delaysPaper usage – save trees – 49 – 40 footers per

year!Requests for multiple billsTwelve months of billing/payment history

availableTies to our payment gateway – electronic

check and credit card – deferred date payments also

Why Go Green?Saves Money!!!

PaperEnvelopesInsertsPostageStuffing ServiceEstimated at around $60,000 per year less -

Touchnet Costs Some Paper Bill Costs

Where to Start?Research, Research, ResearchIn House Outside ProviderBannerTGISTMTAlready see on URSA

Extra CostsAdd Authorized UsersWay to easily send out

emailsPicked Touchnet

Already used for payment gateway

Sole Source

Opt In? Opt Out? Mandatory?Chose MandatoryEmails became official University means of

communicationNeeded new email system No forwarding of emails allowed

Who to InvolveIT – both email and implementation areasRegistrar’s OfficeFinancial AidStudent RepresentativeFaculty RepresentativeMarketingExtended Studies

Marketing CampaignKeep paper to a minimumMessages on BillsOrientations (parents and students)Website – top ten and FAQsRibbons on Trees – combined with Bear Mail

CampaignSandwich Boards Human BillboardsBanners for Lightpoles

More MarketingPostcards to Parent Address in JulyEbill logo green T-shirtsBulletin Board Bursar AreaLarge Banners – University Center,

Administrative BuildingStory in University NewspaperEmails to Students, Faculty, StaffInsert – Attention Parents in Last Paper Bill

TimelineInitial Plan – Go Live August 2008URSA Campus Announcement February 2008Website Up February 2008Messages on Bills February Through AugustHuman Billboards/Sandwich Boards/T-Shirts

– May and AugustRibbons on Trees - AugustPostcard to Parents - July

Timeline AdjustmentIT Issue With email Accounts

System Not Robust EnoughImplement a Microsoft ProductCouldn’t Implement Until August 2008

Pushed Back eBill Go Live to October 2008

After Going GreenUpload New email Address Monthly

eBill Statements Email to Bear Mail Account

Link from URSA to eBill site

Email to any Authorized Users Link in email to eBill site

Employees View Bills on TGISTMT View Bills via Touchnet

Paper StatementsExtended Studies – certain instructional

methodsMiscellaneous Charges only – parking, library

etc.Internal CollectionsPayment PlansPaper Bill Code

Non Students (sororities, housing only)Disability Reasons (have three)

Roughly 1,100 paper bills per month

Pleasant SurprisesFew Complaints

Biggest Issue Getting Students to Set Up Parent

Parent Says No Access to Internet34 % Increase in Online PaymentsDecreased Office Traffic and LinesMultiple StatementsReturned Mail Reduced – Cost Savings

Not So Pleasant SurprisesEmail Issue – New SystemDetermining Bounced email ProcessDetermining Issues With Who Needs Paper

BillsBe Willing to Write Off Service Charges First

Couple of MonthsUploading Bills – IT Issues With Access To

Files